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HomeMy WebLinkAboutEngineering & Operations MINUTES 10-08-18 Page 2 of 8 E TRAL SAN CENTRAL CONTRA COSTA SANITARY i ■ IMHOFF PLACE, MARTINEZ, i ■s 4 ■ REGULAR MEETING OF THE BOARD OF DIRECTORS: JAMES A.NEJEDLY CENTRAL CONTRA COSTA President SANITARY DISTRICT DAVID R, WILLIAMS President Pro Tern ENGINEERING & OPERATIONS PAUL H.CA USEY COMMITTEE MICHAEL R.MCGILL TAD J.PILECKI MINUTES PHONE.: (925)228-9500 FAX (925)372-0192 www.centralsan.org Monday, October 8, 2018 9:00 a.m. 2nd Floor Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Paul Causey Member Mike McGill 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 Dana Lawson, Senior Engineer (left after Item 4.a.) Amelia Berumen, Senior Administrative Technician 1. Call Meeting to Order Chair Causey called the meeting to order at 9:05 a.m. 2. Public Comments None. 3. Items for Committee Recommendation to Board a. Review draft Position Paper to authorize the General Manager to execute professional engineering services agreements with TJC and Associates, Inc. and ArcSine Engineering in an amount not to exceed $375,000 each to provide as-needed electrical, instrumentation, and controls engineering services October 18, 2018 Regular Board Meeting Agenda Packet- Page 36 of 46 Page 3of8 Engineering & Operations Committee Minutes October 8, 2018 Page 2 Mr. Lopez provided an overview of the draft Position Paper stating that the use of as-needed contracts for various services has been occurring for over ten years. With the number of upcoming projects in the adopted Capital Improvement Budget (CIB), staff recommends using two consultants to provide the needed services. TJC and Associates, Inc. and ArcSine Engineering were chosen for their experience and proposed fees. In addition to engineering services, ArcSine is also a construction contractor adding a unique perspective for design needs. Staff recommends a $375,000, three-year contract term to each consultant to augment staff with in-house design and Operations and Maintenance needs. Chair Causey inquired how the work would be authorized amongst the two consultants. Mr. Lopez responded that work is authorized on a task basis after negotiating a project scope and fee, including availability; additionally, contracts are tracked and balanced equally. Member McGill noted that there were no alternatives listed for consideration and justification in the draft Position Paper. Mr. Bailey said staff will include them in the final Position Paper. Chair Causey noted that there are several as-needed contracts and requested staff provide a report that includes contract status and term dates to show overlap and when contracts would be due. Mr. Lopez answered that the term of contracts will be included in the next quarterly report in the recently added as-needed contracts spreadsheet. COMMITTEE ACTION: Recommended Board approval and requested that staff augment the draft Position Paper before it is presented to the full Board with respect to the Alternatives/Considerations section regarding justification for the agreements. 4. Other Items a. Asset Management Program Update Mr. Petit announced that this would be the final Committee update from Ms. Lawson as she accepted a lateral transfer to the Development Services Division within the Engineering Department. He said her replacement should be selected in the coming weeks. Ms. Lawson provided a brief update on the program drawing attention to the report provided in the agenda materials and answered questions from the Committee, namely pertaining to development type projects that are captured as capital and/or operations based. October 18, 2018 Regular Board Meeting Agenda Packet- Page 37 of 46 Page 4 of 8 Engineering & Operations Committee Minutes October 8, 2018 Page 3 The Program and Project Management Standards, Item No. 10 of the report, was highlighted for this update and is currently in Phase 2. Beta teams, comprised of District staff, are being used during the implementation and have been useful in providing feedback for adjustments needed to make the program more user and task friendly. Upon completion of the software implementation, anticipated by July 2019, all capital project information will be in one place, making project information more accessible for the engineering management team without searching through various individual reports. Ms. Lawson responded to various questions pertaining to uses of the E- Builder(program management information software) and how it will coordinate with the new Enterprise Resource Planning (ERP) program. As the new ERP is in place, the operations and capital project components will be reviewed, and staff will find the right balance to ensure the information is accessible. Mr. Bailey added that the goal of each program's function is what will be looked at, but the important takeaway is that the information will be available. Chair Causey indicated that he does not want to see so many different programs added in the future, preferring instead to limit it to one or two. Mr. Petit explained that E-Builder will have all the capital project components, which includes all projects adopted in the CIB and the Ten- Year Capital Improvement Plan, design and construction modules, and all capital financial commitments. Chair Causey inquired about Item No. 6d of the report, regarding the consolidation of CCTV(closed circuit television) inspection databases, and if the proper format was not being received. Ms. Lawson responded that the current CCTV contract has a three-year term that expires June 2019. That contract specified the CCTV format of the software the District used at that time (WinCan). As part of the CCTV software replacement, the new software vendor(IT Pipes) was contracted to migrate the legacy data into the new software format and budget was included to convert the remainder of data until the new CCTV contract is issued requiring the software next year. The next solicited contract will require that the selected contractor have and use the IT Pipes platform for their sewer inspection deliverables. Lastly, regarding Item No. 13 on the report, Capital Improvement Program Business Case Evaluations, Chair Causey stated he would like to review the business case and requested staff bring it to the Committee for review. COMMITTEE ACTION: Received the update. October 18, 2018 Regular Board Meeting Agenda Packet- Page 38 of 46 Page 5of8 Engineering & Operations Committee Minutes October 8, 2018 Page 4 b. Receive a project update of the Mechanical and Concrete Renovations, District Project 7351 Mr. Lopez presented the material included in the agenda packet providing the Committee with a project and budget status, and a brief overview of some of the condition assessments conducted. He further indicated that the last time this project was brought before the Committee, the discussion focused on the history rather than the project components. The project focuses on the primary treatment process area and has been designed in coordination with the consultant team led by Carollo Engineers, Inc. The consultant conducted an extensive amount of condition assessments in spring and summer 2018, confirming the complexity of the project scope. A significant amount of the work will be in concrete repairs, but also includes 40 gate replacements, Odor Control Unit (OCU) Towers rehabilitation, and repairs to 60-inch diameter primary effluent pipeline. Staff would like to rehabilitate the critical OCU Towers in the spring. Upon reviewing photographs included in the presentation that depicted a lot of corrosion, Chair Causey inquired as to what lessons were learned and maintenance that should be performed. Mr. Lopez replied that staff does shut down portions of the primary process area for maintenance; however, some areas do not, or cannot be, shut down for work without a major coordination effort. During the Master Plan, staff began looking deeper into maintenance and inspections needs and will be incorporating into projects. Mr. Petit further added that some processes cannot be - or are very challenging to be - bypassed, and distribution channels cannot be shut down, which makes it very difficult. One lesson learned is that a valve and gate exercising program is needed, as staff encountered when headworks gates were found to be inoperable. Operations has learned more about the existing condition of the primary structures and practices to bypass or shut downs required for inspection and emergency situations. Mr. Lopez said that the Concord Main Flowmeter is currently a venturi meter that will be replaced with a magnetic flow meter, staying within the current configuration. In response to a question from Chair Causey, Mr. Petit said the City of Concord has agreed to pay half the cost of the new meter. There was an extensive discussion on gate replacements, including the proposed project amount or phasing over time, whether pump station gates should be added to the project, pre-purchasing and storing gates, potential challenges, cost implications, coordination efforts and timing, and various complications. Mr. Lopez stated there would be no cost saving to postponing gate replacements since this work requires expensive bypass pumping to do the replacement. October 18, 2018 Regular Board Meeting Agenda Packet- Page 39 of 46 Page 6 of 8 Engineering & Operations Committee Minutes October 8, 2018 Page 5 Mr. Petit reminded the Committee that the project was out to bid as of this morning. He added that essentially, the area of the project needs to be fixed and this project will assist in the prevention of possible emergency failures that could occur if not handled, as well as addressing odor control. The project has become larger than originally anticipated, is complex, labor intensive, and will also require nightwork to complete some work during lower incoming flows. Projects in the CIB have been evaluated and will be rescheduled for budget purposes, such as the Outfall Improvements- Phase 7, to fund this project. Member McGill pointed out the Outfall Improvements-Phase 7 project has been postponed before. Mr. Lopez stated that though the improvements have been postponed two years, staff plans to complete the project in the year 2020, prior to the year 2021 permit requirement. More information will be provided on this subject at award. A lengthy discussion regarding the budgetary components of the project followed. Member McGill asked what contingency amount was being carried, Mr. Lopez replied 10% for contract contingency; 15% has been included in the engineer's estimate. Mr. Petit added that consultants have been adding a 10% bid market allowance to reflect that the market is getting more expensive due to higher labor demands and other economic factors. Chair Causey indicated he does not see a low contingency amount for this project. Chair Causey noted that the project estimate is X2.5 million over original estimate. He asked if staff tried to stay within budget or considered changing the project scope, adding that the bid climate is not good at this time. Mr. Lopez replied that as the project condition assessments progressed the project became larger; some scope has been postponed. There are several additive bid items in the project. Staff has evaluated and prioritized the additive bid items. It has been a difficult project to estimate. Member McGill shared that he does not like trying to force a project into a budget, not doing a project because of budget, or using a low contingency to meet a budget figure. Mr. Petit expressed that although the project budget is higher than originally planned due to issues that have been encountered and the scope has grown, staff is not asking for more money but will be transferring budget from other projects that are not as far along this or next fiscal year. Chair Causey inquired why not increase the CIB. Mr. Bailey replied that the CIB will be reconciled at the end of the year in the standard process, staff will manage this approved CIB and move funds accordingly. October 18, 2018 Regular Board Meeting Agenda Packet- Page 40 of 46 Page 7of8 Engineering & Operations Committee Minutes October 8, 2018 Page 6 Chair Causey expressed that this was a good discussion, that there is more scope than anticipated, and the exceeded budget needs to be explained to the Board. Member McGill suggested that staff work on their explanation and project justification when the item is brought to the Board. COMMITTEE ACTION: Received the update. C. Receive a project update of the South Orinda Sewer Renovations, Phase 6, District Project 8433 Mr. Lopez provided the Committee with an informational overview of an urgent, necessary pipe replacement in the Camino Pablo vicinity in Orinda. The structural integrity of the sewer line was deemed an urgency to replace, especially with upcoming wet weather. This work was authorized under the recently adopted General Manager Authority, as the work was within the change order threshold amount. Sufficient contingency remained in the South Orinda Sewer Renovations, Phase 6 construction contract. Proper notifications were provided to the City of Orinda and the public. The work was completed by the contractor expeditiously, and punch list items are underway. Only a few traffic complaints were received as the work was located near a school. The contractor accommodated to their best ability but some impacts to student drop-offs were experienced. COMMITTEE ACTION: Received the update. d. Receive list of future agenda items The Committee and staff reviewed the future list of agenda items. Chair Causey inquired whether District Project 7349 (Energy Recovery and Blower Replacement Project) will include a solar alternative. Mr. Petit replied that it does not; however, a solar update item was planned for an upcoming Real Estate, Environmental, and Planning Committee meeting. Mr. Lopez stated he will provide an update at the November Committee meeting on the bar screen equipment of the Headworks Screening Upgrade project and will soon provide an update on the final billing of the Pleasant Hill-Grayson Creek Sewer Replacement project. COMMITTEE ACTION: Received and provided input to staff. October 18, 2018 Regular Board Meeting Agenda Packet- Page 41 of 46 Page 8of8 Engineering & Operations Committee Minutes October 8, 2018 Page 7 5. Announcements a. Mr. Petit and Mr. Lopez provided the Committee with an informational update of a challenging sewer replacement on Austin Lane, a private road in Alamo, where a heritage oak tree was directly above the sewer. This endeavor required complex coordination due to the tree location and its roots, right-of-way challenges, and legal involvement. Staff coordinated with the County and all permits were obtained. The contractor successfully completed the sewer replacement and was very detailed on the work performed, documenting with photographs along the way. The pipe is in place and the contractor is currently in the restoration phase. 6. Future Scheduled Meetings a. Monday, November 5, 2018 at 9:00 a.m. Monday, December 10, 2018 at 9:00 a.m. 7. Suggestions for Future Agenda Items a. Chair Causey requested staff bring the Capital Improvement Business Case Evaluations (as noted in the Asset Management Program Update attachment, Item No. 10) for review. 8. Adjournment— at 10:41 a.m. October 18, 2018 Regular Board Meeting Agenda Packet- Page 42 of 46