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HomeMy WebLinkAbout19.a. Committee Minutes-Engineering & Operations 12-10-18 Page 1 of 7 Item 19.a. CENTRALSAN CENTRAL CONTRA COSTA SANITARY DISTRICT December 20, 2018 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: DECEMBER 10, 2018 - ENGINEERING & OPERATIONS COMMITTEE - CHAIR CAUSEYAND MEMBER MCGILL Attached are minutes of the above Committee meeting. Strategic Plan re-In GOAL ONE: Provide Exceptional Customer Service Strategy 1 - Build external customer relationships and awareness ATTACHMENTS: 1. Engineering & Operations Committee Minutes 12-10-18 December 20, 2018 Regular Board Meeting Agenda Packet- Page 156 of 168 Page 2 of 7 CENTRAL SAN CONTRACENTRAL • DISTRICT 5019 • REGULAR MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA JAMESNEJEDLP President SANITARY DISTRICT DAVID R, WILLIAMS President Pro Tent ENGINEERING & OPERATIONS COMMITTEE PAUL H.CAUSEP MICHAEL R.MCGILL TAD J PILECKI MINUTES PHONE: (925)228-9500 FAX- (925)372-0192 www.centralsan.org Monday, December 10, 2018 9:00 a.m. 2nd Floor Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Paul Causey Member Mike McGill Guests: Holly Kennedy, HDR, Inc. (Arrived during and left after Item 3.c.) Dan Sampson, HDR, Inc. (Arrived during and left after Item 3.c.) Daniel Lopez, Black & Veatch Corporation (Arrived during Item 3.a, and left after Item 3.b.) Craig Lichty, Black & Veatch Corporation (Arrived during Item 3.a. and left after Item 3.b.) Staff. Roger S. Bailey, General Manager (Arrived during Item 3.c.) 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 Danea Gemmel, Planning and Development Services Division Manager Edgar Lopez, Capital Projects Division Manager Nitin Goel, Senior Engineer (Arrived during and left after Item 3.c.) Nathan Hodges, Senior Engineer (Arrived during Item 3.a, and left after Item 3.b.) Clint Shima, Senior Engineer Amelia Berumen, Senior Administrative Technician 1. Call Meeting to Order Chair Causey called the meeting to order at 9:00 a.m. December 20, 2018 Regular Board Meeting Agenda Packet- Page 157 of 168 Page 3 of 7 Engineering & Operations Committee Minutes December 10, 2018 Page 2 2. Public Comments No public comments. Chair Causey informed the attendees that the meeting would need to conclude by 10:30 a.m. Mr. Petit requested that Item 3.c. be heard out of order as the first item of business. 3. Items for Committee Recommendation to Board Items 3.a. and 3.b. were heard immediately following conclusion of Item 3.c. a. Review draft Position Paper to authorize the pre-selection of the following suppliers for the Solids Handling Facility Improvements, District Project 7348: (1) Andritz Separation Technologies, Inc. for the dewatering centrifuge system equipment in the base amount of $1,968,858; and (2) Schwing Bioset for the cake pumps equipment in the base amount of $1,973,350; and authorize the General Manager to execute contracts totaling $210,771 with Andritz Separation Technologies, Inc. ($60,771) and Schwing Bioset ($150,000) for specialty services related to future equipment installation for the Project Mr. Lopez advised the Committee that Items 3.a. and 3.b. are closely related and would be presented together for discussion today. Staff has worked closely with the Project consultant, Black and Veatch, on the equipment preselection process and the evaluation of vendor responses. After a comprehensive selection process review, it was decided to go two routes for the Project equipment selection; therefore, two draft Position Papers are presented for approval. Senior Engineer and project manager Nathan Hodges joined the meeting with Black and Veatch representatives Dan Lopez and Craig Lichty, introduced by Mr. Lopez. Mr. Lopez continued by reviewing the extensive selection process and bid responses as finely detailed in the two draft Position Papers. Currently, staff is in the third stage of procurement; the next step being to add these selections in the construction contract documents, pending Board approval. Mr. Bailey inquired how the cost would be impacted pending the present tariff situation and if the price given included a 20% tariff cost. Mr. Petit replied that it does not, and the cost would go up should a tariff be December 20, 2018 Regular Board Meeting Agenda Packet- Page 158 of 168 Page 4 of 7 Engineering & Operations Committee Minutes December 10, 2018 Page 3 imposed. The contracts allow the vendor to incorporate economic changes; however, the adjustment would have to be justified. Mr. Lopez added that a CPI (consumer price index) adjustment was included in the agreement. Mr. Petit stated that Mr. Hodges has spent many hours reviewing this selection process with District Counsel. Additionally, steps were taken to remedy potential contract legal matters with the proposers and their legal teams prior to bid proposals being publicly opened. Member McGill inquired whether the District has a buy-American policy, to which Mr. Petit and Mr. Bailey both answered no. However, should the District be awarded with a State Revolving Fund (SRF) loan, there is a provision to buy American. The wet scrubber product is made locally by EnviroCare; Schwing Bioset is in Wisconsin; and the centrifuges are made overseas but assembled in the United States. Mr. Petit engaged discussion in order to answer Chair Causey's questions pertaining to the decision to replace four centrifuges at one time and overall how it fits into the approved budget. Mr. Petit provided insight into the different scenarios of replacing centrifuges all at once versus incrementally. He stated that the pricing received for the four centrifuges was very competitive and better than expected. The cost to incrementally replace them would be far more expensive due to inflation, multiple staging costs, etc. Mr. Lopez added that staff is working with Black and Veatch to review the 30% Design submittal estimate; CPI was assumed in the budget, but it is slightly over. He shared that he had intended to bring this topic to the Committee during the upcoming Capital Improvement Budget (CIB) update. Ms. Gemmell advised that staff will be ready to discuss at the January 15, 2019 Board Financial Planning Workshop. Member McGill stated he is comfortable with the process staff is going through and is interested in the financial planning going forward. Mr. Bailey concluded that staff will bring an item to the Committee pertaining to the internal process related to budget and cost comparison and whether it is a systemic problem. Mr. Leiber added that so far, there is nothing of major concern occurring and that projects which have been closed have been under budget; opining that it has been getting better. COMMITTEE ACTION: Recommended Board approval. December 20, 2018 Regular Board Meeting Agenda Packet- Page 159 of 168 Page 5 of 7 Engineering & Operations Committee Minutes December 10, 2018 Page 4 b. Review draft Position Paper to (1) authorize the pre-selection of EnviroCare International, Inc. as the sole-source supplier for the wet scrubber air emission control equipment in the amount of $1,950,000 for the Solids Handling Facility Improvements, District Project 7348; and (2) adopt a resolution making findings and authorizing the General Manager to execute a sole-source contract with EnviroCare International, Inc. in an amount not to exceed $250,000 for specialty services related to future equipment installation for the Project Items 3.b. was discussed together with related Item 3.a. The Committee had no further questions and recommended this item for Board approval. COMMITTEE ACTION: Recommended Board approval. c Review draft Position Paper to authorize the General Manager to execute (1) a professional engineering services agreement with HDR, Inc. (HDR) in an amount not to exceed $2,590,000 for condition assessment and predesign of the Steam and Aeration Blower Systems Renovations, District Project 7349; and (2) an as-needed agreement with Carollo Engineers, Inc. (Carollo) in an amount not to exceed $300,000 for peer review services This item was heard out of order, immediately after Item 2. Mr. Petit thanked the two Committee members for joining the Special Board Meeting tour of the treatment plant steam system and Blower Building earlier this morning. He began the discussion by stating the renaming of the project was to emphasize that the key element is the steam system; the complex system that drives the aeration blowers. Mr. Petit discussed the topics overviewed in the detailed draft Position Paper included in the agenda materials, correlating to the equipment viewed during the tour, reflected on the various components of the equipment and connection to future projects; how it all fits together; and lastly, how HDR will evaluate over the next year. An electrical component has been added, as justified by recent emergency electrical repair events. Finally, he said peer review has been enveloped for a thorough technical review comprised of a highly specialized team to be led by Carollo. Member McGill stated he is impressed on how clean the plant always looks and that staff does a good job marking off areas with various leaks, asking that compliments be passed on to staff. To that end, he asked that as the condition assessment develops, if the consultant will look at all December 20, 2018 Regular Board Meeting Agenda Packet- Page 160 of 168 Page 6 of 7 Engineering & Operations Committee Minutes December 10, 2018 Page 5 facets, such as the steam leak noticed during the tour, as well as steam/energy generation. Mr. Petit replied yes. Member McGill then inquired whether it was part of the plan to leave a backup electrical system after the steam system is replaced. Mr. Petit responded yes, a backup system will be kept, and that operation criteria will be reviewed as the blowers do not work well together and are prone to going in surge condition. Mr. Petit introduced HDR representatives Holly Kennedy and Dan Sampson. Chair Causey inquired about the peer review portion of the staff recommendation. Upon direction given at a recent Board meeting, Mr. Petit said staff evaluated consultants in order to develop a technical peer review team with industry experts to evaluate feasibility and recommend a financially minded design of the Project. Carollo will lead the team, but it will not solely be driven by Carollo. Various industry experts will be brought in, including subject matter experts from Black and Veatch, AECOM, Hazen-Sawyers, and retired academia. Mr. Petit emphasized that if the Board is still interested in having a peer review, this would be the opportune time with this as the suggested team. It is not recommended, however, to do a peer review after the Project has been designed, earlier in the process is best. Member McGill recommended approval of both staff recommendations. Chair Causey concurred also recognizing there may be discussion at the Board meeting pertaining to the peer review portion and that the Board would likely be interested in the presentation provided in this agenda packet. COMMITTEE ACTION: Recommended Board approval. 4. Other Items a. Receive update regarding final billing from the City of Pleasant Hill for the Pleasant Hill-Grayson Creek Trunk Sewer, District Project 8412 Mr. Lopez presented the material included in the agenda packet, providing both an update and overview of the project. There is a slight overrun on the project, mainly attributed to staff time associated with the complexity of the inspections, coordination, permit requirements, and in-house/as-built documentation updates. December 20, 2018 Regular Board Meeting Agenda Packet- Page 161 of 168 Page 7 of 7 Engineering & Operations Committee Minutes December 10, 2018 Page 6 The contractor, Mountain Cascade, Inc., has been responsive and responsible for the work performed and will be returning to the Pleasant Hill Road location to repair a broken storm drain pipe discovered during TV inspection. Only one outstanding punch-list item remains, which is specialized sealing work that is required as part of the permit conditions that runs from Taylor Boulevard to the city limits in Pleasant Hill. This is a specialty-type sealing that is susceptible to weather and the opportunity was missed when the specialty slurry could be applied. Chair Causey inquired if staff was aware of this requirement at the bid phase. Mr. Lopez replied that it was not known. The City of Pleasant Hill was in the process of changing their specifications, which is allowed, and the specifications that were current at the time were used as part of the bid specifications. Mr. Lopez concluded the presentation and answered various questions, stating that the project- as complex at is was - was successful, only overrun by staff time and emergency work performed at the Krispy Kreme location in Concord. Mr. Lopez stated he would like to meet with the City Engineer to propose a settlement of the outstanding specialized sealing item and whether it could be completed as part the City's upcoming pavement project in that same area. COMMITTEE ACTION: Received the update. b. Receive list of future agenda items No comments received. COMMITTEE ACTION: Reviewed and provided input to staff. 5. Announcements None. 6. Future Scheduled Meetings The 2019 Committee Meeting date schedule to be determined. 7. Suggestions for Future Agenda Items No additions requested. 8. Adjournment— at 10:06 a.m. December 20, 2018 Regular Board Meeting Agenda Packet- Page 162 of 168