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Home My WebLink About18.a. Committee Minutes-Engineering & Operations 12-10-19 Page 1 of 5 Item 18.a. ,ek CENTRAL SAN SANITARYCENTRAL CONTRA COSTA , . December 19, 2019 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: DECEMBER 10, 2019 - ENGINEERING & OPERATIONS COMMITTEE - CHAIR NEJEDLYAND MEMBER PILECKI Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. E&O Committee Minutes 12-10-19 December 19, 2019 Regular Board Meeting Agenda Packet- Page 256 of 260 Page 2 of 5 CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-A392 SPECIAL MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA DAVID R, wIresAMs President SANITARY DISTRICT MICHAEL R.MCGILL President Pro Tem ENGINEERING & OPERATIONS PAUL CAUSEY COMMITTEE H. JAMES A.NEJEDLY TAD J PILECKI MINUTES PHONE: (925)228-9500 FAX.- (925)372-0192 www.centralsan.org Tuesday, December 10, 2019 2:00 p.m. 21d Floor Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Jim Nejedly Member Tad Pilecki Guests: Jim Bowley, MWH Constructors (left after Item 3.a.) Marco Arieta, MWH Constructors (left after Item 3.a.) Staff. Roger S. Bailey, General Manager (left during Item 3.a.) Kent Alm, District Counsel Katie Young, Secretary of the District Ann Sasaki, Deputy General Manager Phil Leiber, Director of Finance and Administration Danea Gemmell, Planning and Development Services Division Manager (left after Item 3.a.) Edgar Lopez, Capital Projects Division Manager Alan Weer, Plant Operations Division Manager Nathan Hodges, Senior Engineer (left after Item 3.a.) Craig Mizutani, Senior Engineer Amelia Berumen, Senior Administrative Technician 1. Call Meeting to Order Chair Nejedly called the meeting to order at 2:00 p.m. December 19, 2019 Regular Board Meeting Agenda Packet- Page 257 of 260 Page 3 of 5 Engineering & Operations Committee Minutes December 10, 2019 Page 2 2. Public Comments - No public comments. 3. Agenda Items a. Review draft Position Paper to authorize the General Manager to execute a professional engineering services agreement with MWH Constructors, Inc. in an amount not to exceed $400,000 for constructability review and related pre-bid services for the Solids Handling Facility Improvements, District Project 7348 Mr. Bailey introduced this item by stating that this project is very complex and critical, and that the expertise MWH Constructors (MWH) would provide will help mitigate any potential issues. Mr. Lopez continued by presenting a project update and responded to several questions from the Committee. Member Pilecki pointed out on slide 2 that additional information on the complexity of the project should be noted, such as existing systems that are potentially impacted and not scheduled for replacement under the construction work (e.g. the steam system, cogeneration system, and oil- waste separator), which would provide a general understanding and help explain why this project is important. Staff agreed and Mr. Lopez said such a notation will be added when presented to the full Board. Mr. Lopez stated that staff is currently reviewing the 90% Design submittal and cost estimate, pointing to the 700-sheet drawing submittal as an example. MWH's services and expertise will provide immense assistance and a contractor viewpoint. In response to Member Pilecki's inquiry about prequalifying other subcontractors, such as for welding, Mr. Lopez said that the general and electrical contractors were the two disciplines of target, but staff has other specialty work under consideration that could potentially be added for prequalification; however, staff also does not want to risk limiting bidders. Member Pilecki requested that staff add a note to slide 4 stating that staff may prequalify other disciplines. In addition to this project's design, Mr. Lopez said staff is also working on another project to renovate the contractor access and staging areas within the treatment plant, which will be presented to the Committee at a future date. The staging area project will improve security and create designated parking for contractors since so many individuals will be onsite for this project and will also benefit all capital projects within the plant. In response to a question of constructability reviews performed, Mr. Lopez stated that Black & Veatch has investigated the constructability of this project and their findings have been incorporated into the design (i.e., time December 19, 2019 Regular Board Meeting Agenda Packet- Page 258 of 260 Page 4 of 5 Engineering & Operations Committee Minutes December 10, 2019 Page 3 duration, how to commission, how to schedule, etc.), resulting in an increased duration and added cost to the project. Staff is continuing to refine the construction sequence and constraints, and will be holding workshops with the design engineers, MWH, key Operations and Maintenance staff, and many others that understand Central San's solids process and energy systems. Ms. Gemmell commented that at this time, State Revolving Funding (SRF) is up to $90 million and there will be an opportunity for staff to apply for an increase by 10%, or up to $99 million, when the project goes out to bid. Mr. Bailey stated that the balance of funding will be presented at a Board workshop and staff will prepare funding scenarios for discussion. Mr. Lopez continued that the project team is in process of preparing a Request for Proposal to obtain a cost for emergency hauling during the project and daily solids disposal operation should it be needed. This generated a lengthy discussion of associated costs and options. Member Pilecki asked whether this is depicted in the cost estimate. Mr. Lopez replied that it is still under review and is currently a contingency figure until more information is available. Member Pilecki opined that a project of this size will require more than a 10% contingency and will need to be carefully reviewed. Chair Nejedly quickly calculated a rough cost estimate based on staff's response to how much solids waste is generated in a day, which calculated to be in the millions and is a lot to consider. Mr. Lopez assured the Committee that staff is looking at all options for the solids disposal operation. Member Pilecki stated that the number of potential claims is of concern and asked whether claims oversight would be part of MWH's services. Mr. Lopez responded that claims oversight will be a part of the construction management services when the construction contract is presented to the Board next year. The presentation will be revised to include Member Pilecki's comment. Mr. Alm added that he had a lengthy discussion with staff pertaining to this agreement. With this project and the Pump Station Upgrades project using new, updated front-end specifications (i.e., general and special conditions), the consultant used an outside source for a contractor's standpoint. This proved to be incredibly helpful and beneficial which produced a good set of practical documents. In his opinion, MWH would provide a similar benefit and will be a valuable resource for this project. Member Pilecki added that, in general, he is concerned with the continual use of consultants rather than work being performed inhouse, recognizing that a lot of institutional knowledge has been lost to retirements or December 19, 2019 Regular Board Meeting Agenda Packet- Page 259 of 260 Page 5 of 5 Engineering & Operations Committee Minutes December 10, 2019 Page 4 resignation, and newer staff is not fully trained to perform at this time. He stated he would like the General Manager to review with the Board that using consultants is the right method going forward. Mr. Arieta of MWH thanked the Committee for their support of this proposed agreement. COMMITTEE ACTION: Recommended Board approval with recommended clarification additions as mentioned above. b. Review draft Position Paper to authorize the General Manager to execute three-year professional engineering services agreements with Lee & Ro, Inc. and Brown and Caldwell in an amount not to exceed $500,000 each to provide as-needed design and construction support services for capital improvement projects Mr. Mizutani stated that these agreements will provide needed specialty assistance for upcoming projects, especially as it pertains to electrical analysis, and evaluating the 1-water system and drinking water standards associated with the Piping Phase 10 project. Member Pilecki reiterated that in the future, it will need to be evaluated whether continuing to contract with consultants is the right approach moving forward. COMMITTEE ACTION: Recommended Board approval. 4. Announcements - None. 5. Suggestions for Future Agenda Items a. Receive list of upcoming agenda items and provide suggestions for any other future agenda items COMMITTEE ACTION: Received the list. 6. Future Scheduled Meetings - 2020 meeting dates to be determined 7. Adjournment— at 2:44 p.m. December 19, 2019 Regular Board Meeting Agenda Packet- Page 260 of 260