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HomeMy WebLinkAboutReal Estate, Environmental & Planning MINUTES 06-10-19 Page 2 of 8 CENTRALSAN CONTRACENTRAL •STA SANITARY DISTRICT 5019 IMHOFF BOARD OF DIRECTORS: REGULAR MEETING OF THE DAVID R. WILLIAMS President CENTRAL CONTRA COSTA MICHAEL R.MCGILL SANITARY DISTRICT President Pro Tent REAL ESTATE, ENVIRONMENTAL PAUL HCAUSEY & PLANNING COMMITTEE JAMES A.N TAD J PILEDLY ILECKI MINUTES PHONE: (925)228-9500 FAX. (925)372-0192 www.centralsan.org Monday, June 10, 2019 9:00 a.m. 2N1 Floor Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Tad Pilecki Member Mike McGill Guests: Kathleen Higgins, Senior Client Manager - Woodard & Curran Sarah Rhodes, Project Manager - Woodard & Curran Staff. Roger S. Bailey, General Manager Ann Sasaki, Deputy General Manager Phil Leiber, Director of Finance and Administration (arrived during Item 4.a.) Jean-Marc Petit, Director of Engineering and Technical Services Melody LaBella, Resource Recovery Program Manager Lori Schectel, Environmental and Regularoty Compliance Division Manager Dan Frost, Senior Engineer (left after Item 4.c.) Randy Schmidt, Senior Engineer (left after Item 3.a.) Rita Cheng, Associate Engineer (left after Item 3.a.) Amelia Berumen, Senior Administrative Technician 1. Call Meeting to Order Chair Pilecki called the meeting to order at 9:02 a.m. June 20, 2019 Regular Board Meeting Agenda Packet- Page 112 of 120 Page 3 of 8 Real Estate, Environmental & Planning Committee Minutes June 10, 2019 Page 2 2. Public Comments None. Chair Pilecki announced that Item 4.a. would be heard as the first item of business. 3. Items for Committee Recommendation to Board a. Review draft Position Paper to authorize the General Manager to execute a technical consulting services agreement with Montrose Air Quality Services, LLC (Montrose) in an amount not to exceed $404,273 for a three-year period (fiscal years 2019-22) to provide emissions testing services This item was heard upon conclusion of Item 4.a. Ms. Cheng presented the materials included in the agenda packet and answered questions from the Committee. Chair Pilecki inquired whether the onsite laboratory could perform any of the testing services this proposed contract would cover or if it must be performed by an outside service. Ms. Cheng stated that the District hires a third-party emissions testing firm due in part to the extensive, specialized nature of testing that requires standardized federal and state collection methods. Mr. Schmidt further clarified that the air district requires third-party testing; therefore, contracting with a firm specializing in such testing protocols is necessary. Chair Pilecki recommended that staff explain the third-party testing requirement in the Position Paper. Member McGill opined that although one proposal was received, further justification to award the consulting services agreement to Montrose should be added for consideration. Mr. Petit stated there are not many companies specializing in emissions testing to warrant a large response and that the proposal received from Montrose was responsive. Chair Pilecki inquired whether the statement recommending award based on emissions testing experience and pricing compared to prior year costs was an effective consideration. Ms. Cheng said that staff has alternated between Montrose and BlueSky for furnace emission testing in the past and has a familiarity of testing costs, noting that Montrose has reduced their fees over the years to be more competitive. She stated that a third firm, TRC based in Concord, had been notified about the Request for Proposal (RFP) but did not submit a proposal. Moreover, TRC is the current greenhouse verifier and there could have been conflict of interest restrictions under the greenhouse gas regulations. Ms. Cheng stated this request includes a contingency of$80,000 in case of additional regulatory test requirements, engineering evaluations, or other unforeseen emissions testing needs. Member McGill requested staff explain June 20, 2019 Regular Board Meeting Agenda Packet- Page 113 of 120 Page 4 of 8 Real Estate, Environmental & Planning Committee Minutes June 10, 2019 Page 3 the third-year increase for additional testing requirements earlier in the Position Paper as it is unclear until later in the Position Paper why the third- year cost is higher. Member McGill inquired why staff did not include a one-year contract alternative and plan to issue another RFP next year. Based on the limited number of viable testing companies, known routine and upcoming testing requirements, and time associated with the proposal process, staff concluded awarding a longer-term contract would be more cost effective and help streamline contract development. Chair Pilecki asked staff to include language to the Position Paper why they would not recommend this approach. Based upon this discussion, it was recommended by the Committee that staff present the item to the full Board for consideration with the following amendments to the Position Paper: 1) include additional justification to award to the one proposer; 2) clarify the requirement for third-party testing; 3) explain the third-year price increase earlier in the Position Paper, and 4) revise the contract term from a three-year contract to a one-year contract with the option to renew for two additional one-year terms (equating to a three-year cap). COMMITTEE ACTION: Recommended Board approval for a one-year contract with an option to renew for two additional one-year terms and include selection and cost clarifications in the Position Paper. 4. Other Items a. Receive WateReuse California 2019 Conference Presentation on Urban Runoff by Woodard & Curran This item was taken out of order, immediately upon conclusion of the Item 2. Upon completion of this item, the Chair resumed hearing the agenda items in order, beginning with Item 3.a. Ms. LaBella introduced two representatives from Woodard & Curran, Kathleen Higgins and Sarah Rhodes. Member McGill stated his appreciation of the coordination efforts to have the firm attend and present this topic to the Committee. Ms. Higgins proceeded to present the materials provided in the agenda packet. The presentation was based on Southern California conservation efforts driven by stormwater bacterial issues that imposed beach closures. There was a lengthy discussion on this topic during which Ms. Higgins responded to several questions. In response to an inquiry of why involve a treatment plant in stormwater related issues, Ms. Higgins reiterated that the driver of the project was beach June 20, 2019 Regular Board Meeting Agenda Packet- Page 114 of 120 Page 5 of 8 Real Estate, Environmental & Planning Committee Minutes June 10, 2019 Page 4 closures and stormwater bacteria issues. South Orange County Wastewater Authority (SOCWA) has three treatment plants that are near beaches; therefore, in good faith, the agency researched the issue to ensure their treatment plant outfalls were not the source of the problem. From a stormwater perspective, it was better to divert to the sewer system for treatment instead of discharging directly to the ocean. An increase in reuse was not the focus. She also clarified that the stormwater treatment presented today meant the removal of solids and trash. Ms. Higgins further added that for the sewer collection system side, conservation efforts could include a reduction in detention times, dilution benefits, and a decrease in treatment plant runoff from a low-flow perspective. Currently, there are over 120 diversions which have made a positive difference in reducing beach closures as part of this effort. Ms. Higgins stated that the cost is relatively high, approximately$0.5-$4 million per diversion, dependent on the diversion type and complexity. Overall, it was suggested that in evaluating this type of program, agencies examine their needs, costs, conduct a sensitivity study, and consider several criteria of a very complex issue where no one size fits all solution exists. COMMITTEE ACTION: Received the information. b. Receive update on the most recent meeting of the Bay Area Clean Water Agencies (BACWA) Ms. Schectel reviewed recent BACWA highlights and stated that a report on microplastics is being prepared for issuance this fall. The provisions on toxicity have been long awaited, however, the State Board has not adopted the provisions and have revised their timeline for acceptance (tentatively estimated around October 2019). In partnership with the engineering firm HDR, Ms. Schectel will be presenting on the collaborative approach to nutrient management at the Water Environment Federation (WEF) Nutrients Symposium. The symposium will be held next month in Minneapolis. COMMITTEE ACTION: Received the update. June 20, 2019 Regular Board Meeting Agenda Packet- Page 115 of 120 Page 6 of 8 Real Estate, Environmental & Planning Committee Minutes June 10, 2019 Page 5 C. Receive update on the Dublin San Ramon Services District (DSRSD) - East Bay Municipal Utility District (EBMUD) Recycled Water Authority (DERWA) Temporary Wastewater Diversion Project Dan Frost reviewed the presentation included in the agenda materials and answered various questions from the Committee. Mr. Frost recapped the purpose and the nine guiding principles of the project, and the agreement that was approved by the Board in January 2019. Mr. Petit discussed staff concerns about the diversion and pump station operations. He also mentioned that initially a major temporary bypass pumping operation was planned by DSRSD to construct the diversion facilities, which would have been expensive and required bypass piping adjacent to the creek. Instead, Central San staff recommended a simplified gravity bypass option, as presented today. Mr. Frost noted that the gravity bypass concept was initiated by Central San's inspection staff and could have multiple benefits, including reducing potential overflow concerns with bypass pumping and piping, reduced cost, and reduced construction impact. Mr. Petit complemented staff for thinking about alternative approaches and striving to develop an improved project. Mr. Frost said that staff comments to the latest project design submittal would be provided to DSRSD today. This project may be constructed this summer, depending on completion of the design, contractor procurement, and some of the long lead time equipment, such as the weir gates for the new diversion structure. Member McGill inquired when another DSRSD Liaison meeting will be held. Mr. Bailey stated he would work with staff to schedule a meeting. COMMITTEE ACTION: Received the update. d. Receive list of future agenda items The Committee reviewed the future agenda items list and requested the following changes: a. Remove the Solar Array Field in Danville and the Blue Sky/Air Emissions updates from the unscheduled items list. b. Modify the AB 16681SB 606 update to report on the general impacts to Central San rather than just the recycled water impact. COMMITTEE ACTION: Received the list and provided input to staff. June 20, 2019 Regular Board Meeting Agenda Packet- Page 116 of 120 Page 7 of 8 Real Estate, Environmental & Planning Committee Minutes June 10, 2019 Page 6 5. Announcements a. Mr. Bailey announced the following items: 1) On June 26-28, 2019, he will participate in a Leading Utilities Workshop in Southern California, sponsored by the Global Water Leaders Group. It will be a visionary workshop discussion on public policy and collaboration with other agencies. 2) Last week, he met with General Manager Jerry Brown of the Contra Costa Water District. Their discussion included regional collaboration, the Water Exchange Project, and Mr. Bailey's recent presentation to the Taxpayers Association in Concord. 3) He recently met with Central San Academy participant, James Cervantes. 4) Over the weekend, he participated in a tour of the residency program at John Muir Hospital. Their discussion centered around the health effects of water, glass, and cotton from a medical standpoint and its mission. b. Member McGill announced that a participant from the Central San Academy is a volunteer coordinator at the [AgLantis/CoCo San Sustainable]Farm. C. Ms. LaBella informed the Committee that at the June 20, 2019 Board meeting, by request of the Santa Clara Valley Water District, staff will recommend for Board approval a time extension on the Memorandum of Understanding for the preliminary feasibility evaluation for the Recycled Water Exchange Project. 6. Future scheduled meetings Monday, July 22, 2019 at 10:00 a.m. Monday, August 26, 2019 at 9:00 a.m. Monday, September 16, 2019 at 9:00 a.m. 7. Suggestions for future agenda items a. Mr. Bailey said an update on the Water Exchange Project will be provided at the next Committee meeting. b. Report on the following components relating to potential PG&E shutdowns: 1) effect to pump stations, and 2) evaluate procedures and response to electric grid power shutdowns during a wildfire or other emergency. Mr. Petit stated staff would provide a report to the Engineering & Operations Committee for discussion. June 20, 2019 Regular Board Meeting Agenda Packet- Page 117 of 120 Page 8 of 8 Real Estate, Environmental & Planning Committee Minutes June 10, 2019 Page 7 C. Chair Pilecki requested an update on the Diablo Country Club Satellite Water Recycling Facility. d. Member McGill requested that staff evaluate a recent East Bay Municipal Utility District (EBMUD) presentation on renewable bio-diesel, and whether it is something Central San should consider. e. A Recycled Water Program funding evaluation was requested by Chair Pilecki. 8. Adjournment— at 10:48 a.m. June 20, 2019 Regular Board Meeting Agenda Packet- Page 118 of 120