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HomeMy WebLinkAboutEngineering & Operations MINUTES 03-13-18 Page 2 of 8 CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9AS53-A392 REGULAR MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA JAMES A.NEJEDLY SANITARY DISTRICT President ENGINEERING & OPERATIONS DAVIDWILLIAMS Presiddent Pro Tem COMMITTEE PAULH CASEY MICHAEL R.MCGILL TAD J PILECKI MINUTES PHONE: (925)228-9500 FAX.- (925)372-0192 Tuesday, March 13, 2018 www.centralsan.org 9:00 a.m. 21d Floor Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Paul Causey Member Mike McGill Guests: Dan Lopez, Black and Veatch Mari E. Garza-Bird, Black and Veatch Roger Parra, Degenkolb Engineers Staff. Roger S. Bailey, General Manager Katie Young, Secretary of the District Ann Sasaki, Deputy General Manager Phil Leiber, Director of Finance and Administration Jean-Marc Petit, Director of Engineering and Technical Services Edgar Lopez, Capital Projects Division Manager Neil Meyer, Plant Maintenance Division Manager Lori Schectel, Environmental & Reg. Compliance Division Manager Sasha Mestetsky, Senior Engineer Craig Mizutani, Senior Engineer Clint Shima, Senior Engineer Rita Cheng, Associate Engineer Amanda Schmidt, Associate Engineer (left after item 3.c.) Keith Gellerman, Assistant Engineer (left after item 3.c.) William Grant, Assistant Engineer April 5, 2018 Regular Board Meeting Agenda Packet- Page 137 of 164 Page 3 of 8 Engineering & Operations Committee Minutes March 13, 2018 Page 2 1. Call Meeting to Order Chair Causey called the meeting to order at 9:00 a.m. 2. Public Comments None. Mr. Lopez requested item 3.c. be presented first. 3. Items for Committee Recommendation to Board a. Review draft Position Paper to award a construction contract in the amount of$109,200 to Greentech Industry, Inc., the lowest responsive bidder for the Property and Building Improvements-Phase1, District Project 8247; consider exemption from the California Environmental Quality Act (CEQA); and authorize up to a 15-percent contingency Mr. Lopez reviewed the presentation included in the agenda materials. Chair Causey asked what type of lab work was done in Bay 1. Ms. Schectel responded that general testing for source control is completed in Bay 1. Mr. Petit stated that the lab work for source control is not the typical work done in our plant laboratory and there's also facilities used for cleaning tools and testing equipment. Mr. Lopez provided the Committee with photos of the existing Bay 2 facilities that will be relocated to Bay 1. COMMITTEE ACTION: Reviewed and recommended Board approval. b. Review draft Position Paper to award a construction contract in the amount of$1,834,000 to W.M. Lyles Co., the lowest responsive bidder for the Treatment Plant Piping Renovations, Phase 9, District Project 7330; consider exemption from the California Environmental Quality Act (CEQA); and authorize up to a 20-percent contingency Mr. Lopez reviewed the presentation included in the agenda materials. He advised that the District received one bid below engineer's estimate of $2.5 million. Chair Causey asked if this project included the water system upgrades. Mr. Lopez responded that the project included upgrades to the domestic water air gap tank, a new chlorine residual analyzer, test ports throughout the plant, and upgrading and replacing some of the backflow preventers throughout the facility. The main objective for the water system upgrades is security and reliability of the system. April 5, 2018 Regular Board Meeting Agenda Packet- Page 138 of 164 Page 4 of 8 Engineering & Operations Committee Minutes March 13, 2018 Page 3 Chair Causey inquired about the funds for the potable water system requested from the Board. Mr. Lopez stated that staff is planning to use the $800,000 authorized for this project but couldn't yet provide an updated budget for the water upgrades since the schedule of values from the contractor has not been received. Mr. Petit stated that staff knows the cost of the design, but once staff receives the schedule of value, staff can track and identify the money in the budget and can report back to the Committee at closeout or another time. Member McGill asked the reasoning behind the 20% contingency amount. Mr. Petit responded that the contingency amount is 20% in case of urgent treatment plant repairs encountered during the project. Chair Causey asked how staff tracks change orders from an asset management perspective. Mr. Lopez stated that staff has revised the change order process and is currently drafting procedures along with Maintenance and the Asset Management groups. Chair Causey asked to include a recommendation for the Board to close District Project 7314 since it is no longer needed. Mr. Lopez stated that in the past acceptance or closure of projects went through the Board, but under the current delegation the General Manager has the authority to close a project and it will be reported to the Committee and the full Board as information only. Chair Causey stated that it shows transparency when making a statement about closing a project. Mr. Bailey stated that staff would add information about the project closing in the position paper presented to the Board. COMMITTEE ACTION: Reviewed and recommended Board approval. C. Review draft Position Paper to award a construction contract in the amount of$2,742,234 to Precision Engineering, Inc., the lowest responsive bidder for the Lafayette Sewer Renovations, Phase 12, District Project 8446, consider exemption from the California Environmental Quality Act (CEQA); and authorize up to a 15-percent contingency This matter was heard out of order, immediately after Item 2. Mr. Lopez reviewed the presentation included in the agenda materials. He stated that Central San coordination efforts for projects starts with city, county and utility Planning. He stated that Central San shares information and works to coordinate, specific requirements and standards, and shares survey and utility information, if possible. Chair Causey suggested that a face-to-face meeting should be standard at the final design phase and suggested to change the policy to include April 5, 2018 Regular Board Meeting Agenda Packet- Page 139 of 164 Page 5 of 8 Engineering & Operations Committee Minutes March 13, 2018 Page 4 this meeting before a bid opening and before construction. Mr. Lopez stated that staff does attempt to have these meetings; however, some agencies do not have the time or already have a great working relationship and understanding of the proposed activities. Staff invites the cities or county routinely and takes the time to meet when the invitation is accepted. This is done during the design, pre-bid, pre-construction meeting, and during all construction progress meetings (typically bi-monthly). Mr. Lopez reviewed the Lafayette Phase 12 project with the Committee, noting that the District received three bids and Precision Engineering was the lowest responsive and responsible bidder at $2,732,234. Staff did an excellent job in contacting potential bidders and trying to get bidders for the project. Precision Engineering has worked for Central San in the past and completed work successfully. Member McGill asked if part of the contingency is not only to cover this specific project, but can be used for other collection system projects added to the contract. Mr. Lopez stated that the contingency budget is used for the project and for additional sites requested by CSO to respond to urgent sewer repair or replacement work. COMMITTEE ACTION: Reviewed and recommended Board approval. d. Review draft Position Paper to authorize the General Manager to include final design services in the existing professional engineering services agreement with Black & Veatch Corporation for the Solids Handling Facility Improvements — Phase 1, District Project 7348, at an additional cost not to exceed $5.9 million Mr. Petit reviewed the presentation included in the agenda materials. Member McGill asked if air permit violations similar to those that have occurred recently will continue in the future. Mr. Petit replied that it is likely that we will continue to experience Reportable Compliance Activities (RCA) which may lead to additional violations until the scrubber is fully replaced. Staff is working with the Bay Area Air Quality Maintenance District (BAAQMD) and Environmental Protection Agency (EPA) Region 9 to come up with a plan to prevent future violations. Chair Causey asked about the cost of the five pilots. Mr. Petit answered $1,149,000 in total for the pilots. Mr. Petit advised that a new scrubber will ensure compliance with existing and near-term sewage sludge incineration regulations. The pilot test for the scrubber also confirmed what and how the District would meet potential future air permit regulations. April 5, 2018 Regular Board Meeting Agenda Packet- Page 140 of 164 Page 6 of 8 Engineering & Operations Committee Minutes March 13, 2018 Page 5 Member McGill asked for further explanation of Rule 11-18. Mr. Petit indicated that this new rule is not specifically targeted at just incineration. Ms. Cheng explained that BAAQMD Regulation 11, Rule 18: Reduction of Risk from Air Toxic Emissions at Existing Facilities (Rule 11-18) was adopted in November 2017 to ensure that the emissions of toxic air contaminants from existing facilities do not pose an unacceptable health risk to people living and working nearby. In 2019, BAAQMD will began conducting a site-specific health risk assessment (HRA) for Central San's treatment plant to quantitate its health risk. If the HRA indicates that the treatment plant's cancer risk is greater than 1 in a million or non-cancer index is greater than 1, Central San will be required to implement risk reduction measures to reduce treatment plant risk within five years after BAAQMD's approval of the Risk Reduction Plan. Risk reduction measures may include upgrades to the scrubber system, modification of stack height, operational changes, and/or Best Available Retrofit Control Technology for Toxics on significant sources identified in the HRA. For planning purposes, Central San is working with Black & Veatch to complete an internal baseline HRA using the most current emission, meteorological, and dispersion modeling data available. Member McGill asked about the 50% expenditure rule. Mr. Petit stated that it is for the life of the non-exempt equipment and it is the original construction cost adjusted for current value and is counted from the first day of construction. Staff has kept track of the cost to date and added all non-exempt items. Mr. Petit reviewed in detail the eight recommended improvements from the pre-design effort: Sludge Blending Improvements, Sludge Dewatering Improvements, Furnace Improvements, Seismic Improvement Recommendations, Air Pollution Control Improvements, Ash Handling and Loadout System Improvements, Emergency Sludge Loadout Improvements, and Electrical and Controls Improvements. Mr. Petit stated that Black & Veatch created a 3D design of the facilities which will improve collaboration and design accuracy. Roger Parra from Degenkolb Engineers provided the seismic analysis results for the Solids Conditioning Building seismic deficiencies and furnace deficiencies and the strengthening scheme for those deficiencies. Member McGill asked what the condition of the soil was underneath the Solids Conditioning Building. Mr. Parra answered that the soil was in good condition; the building has a deep basement and the bad soil was excavated at the time it was constructed. April 5, 2018 Regular Board Meeting Agenda Packet- Page 141 of 164 Page 7 of 8 Engineering & Operations Committee Minutes March 13, 2018 Page 6 Chair Causey asked how much work is necessary to improve the Emergency Sludge Loadout Building and asked if staff could evaluate the amount of work and only perform what is necessary since the building has hardly been used. Mr. Petit stated that staff could have future discussions on different degrees of improvement to bring the Emergency Sludge Loading Facility to safe and reliable operational status. He suggested that one option would be to add an optional bid item for the Emergency Sludge Loadout Building Improvements so that should there be additional funds and time, the improvements could be done. Chair Causey questioned the budgeted amount for this project. Mr. Petit presented an updated table to explain the project budgets and changes. This table will be included in the Position Paper. Chair Causey asked how this project would affect Operations & Maintenance (O&M) costs. Mr. Bailey stated that the proposed Fiscal Year 2018-19 Capital Improvements Budget (CIB) will state the O&M impacts but believes there will be a lot of savings with this completed project. An item addressing O&M impacts will be included in the Position Paper. Mr. Leiber stated that this year staff is enhancing the CIB to comply with the Government Finance Officers Association (GFOA) requirements to be eligible to receive an award and that every Capital project will address impacts, if any, to the O&M. Mr. Petit provided the anticipated design and construction schedule with the Procurement Phase: from January 2018-August 2019; Design Phase: April 2018-October 2019; and the Bid & Construction Phase: October 2019-December 2022. Member McGill asked if the District was already in the procurement phase. Mr. Petit stated that there has been preliminary design work and research regarding specifications of equipment. Mr. Petit provided an anticipated updated cash flow for the project from FY 2017-18 to FY 2022-23. Chair Causey requested an itemized list of the total cost of the project included in the Position Paper to the Board. Chair Causey stated that he generally agreed but questioned if the $5.9 million included all of the design phase. Mr. Petit stated that the budgeted contract includes all the necessary tasks to be performed by the consultant. April 5, 2018 Regular Board Meeting Agenda Packet- Page 142 of 164 Page 8 of 8 Engineering & Operations Committee Minutes March 13, 2018 Page 7 Chair Causey asked if the District has adequate staff to complete the project. Mr. Petit responded yes, with the assistance of Black & Veatch. Member McGill stated that he appreciates staff's effort and said that they have done an excellent job on this project and recommended Board approval. Chair Causey agreed but requested that a presentation on this item be given to the full Board at the time the item is presented for consideration. COMMITTEE ACTION: Recommended Board approval. 4. Other Items a. Report on Capital Project budget transfers [Continued from February 20, 2018] This Item was not discussed due to time constraints. COMMITTEE ACTION: None. b. Receive list of Scheduled/Parking Lot items This Item was not discussed due to time constraints. COMMITTEE ACTION: None. 5. Announcements a. Ms. Young reminded the Committee Members that the final Pump Station Tour is scheduled for tomorrow morning at 9:00 a.m. 6. Future Scheduled Meetings Wednesday, April 25, 2018 at 9:00 a.m. MORday, May 14, 2018 of 9:00 a.m. Member Causey stated that he had a conflict with this date and Ms. Young stated that she would reschedule a different date in May. [The date was subsequently changed to May 7 at 9:00 a.m.] Monday, June 11, 2018 at 9:00 a.m. 7. Suggestions for future agenda items None. 8. Adjournment— at 11:25 a.m. April 5, 2018 Regular Board Meeting Agenda Packet- Page 143 of 164