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Home My WebLink About17.b. Committee Minutes-Engineering & Operations 01-14-2020 Page 1 of 6 Item 17.b. k�*k CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT February 20, 2020 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARY OF THE DISTRICT SUBJECT: JANUARY 14, 2020 - ENGINEERING & OPERATIONS COMMITTEE - CHAIR NEJEDLYAND MEMBER PILECKI Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. E&O Committee Minutes 01-14-20 February 20, 2020 Regular Board Meeting Agenda Packet- Page 127 of 161 Page 2 of 6 CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-A392 REGULAR MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA MICHAEL R.MCGILL President SANITARY DISTRICT TAD JPHECKI President Pro Tem ENGINEERING & OPERATIONS PAUL CAUSEY COMMITTEE H. JAMES A.NEJEDLY DAVID R, WILLIAMS MINUTES PHONE: (925)228-9500 FAX: (925)372-0192 www.centralsan.org Tuesday, January 14, 2020 2:00 p.m. 2nd Floor Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Jim Nejedly Member Tad Pilecki Staff. Roger S. Bailey, General Manager Katie Young, Secretary of the District Jean-Marc Petit, Director of Engineering and Technical Services Edgar Lopez, Capital Projects Division Manager Sasha Mestetsky, Senior Engineer (left during Item 4.b.) Amelia Berumen, Senior Administrative Technician 1. Call Meeting to Order Chair Nejedly called the meeting to order at 2:00 p.m. 2. Public Comments No public comments. 3. Items for Committee Recommendation to Board a. Review draft Position Paper to authorize the General Manager to execute three-year professional engineering services agreements with Consolidated CM, Inc. and HDR, Inc. in an amount not to exceed $500,000 each to provide construction and specialty inspection services for capital improvement projects at the wastewater treatment plant February 20, 2020 Regular Board Meeting Agenda Packet- Page 128 of 161 Page 3 of 6 Engineering & Operations Committee Minutes January 14, 2020 Page 2 Mr. Lopez provided a brief overview of the subject, stating that it has been three years since the last contractor selection. He said that Central San has experience with Consolidated CM for inspection services and that contracting with HDR for specialty inspection services will be new. However, with the number of ongoing treatment plant and informal bid projects, some of which are two-to-three months in duration or require more specialized inspection work, staff recommends contracting with the two named companies. Member Pilecki requested that staff revise the Position Paper to move-up HDR's scope (specialty inspection services for electrical and controls work) from the Alternatives to the Background section to better explain the selection of HDR upfront for the Board. COMMITTEE ACTION: Recommended Board approval. 4. Other Items a. Receive Capital Projects Division Quarterly Report (October to December) on capital projects, active consultant contracts, change order log, and schedule of bids and awards Mr. Lopez reviewed the quarterly report with the Committee highlighting various reporting changes during the discussion. One new addition is the UPCCAA (Uniform Public Construction Cost Accounting Act) Construction Commitments report. In response to an inquiry about expenditures and timing, Mr. Lopez stated that the remaining balance of those contracts shown will be spent this fiscal year. Additionally, he replied to Member Pilecki's question of whether this process has saved staff time since its implementation, stating that overall it has, and positive feedback has been received from the Operations staff. For instance, smaller scope items that would have normally been incorporated into larger projects, some of which could not be delayed further, are being captured under this bid process. He continued that such use has doubled what was originally estimated and that more applicable projects are pending. Although there remains the need to properly plan, prepare plans/specifications, and coordinate, the result has been positive and well received. The schedule of bids and awards was updated to reflect dates the Committee and Board will hear bid items associated with the projects. Member Pilecki inquired whether only those projects which show dates will be bid this fiscal year. Mr. Lopez replied that all projects listed will bid this fiscal year, however, most of the projects without dates are pending final February 20, 2020 Regular Board Meeting Agenda Packet- Page 129 of 161 Page 4 of 6 Engineering & Operations Committee Minutes January 14, 2020 Page 3 sequencing schedules, namely to coordinate with city paving plans. Mr. Petit added that the Influent Pump Electrical Improvements project, not shown, is nearing final design and may bid sooner rather than later. COMMITTEE ACTION: Received the report. b. Receive update on Fiscal Year 2019-20 Mid-Year Capital Improvement Budget Mr. Lopez presented the fiscal mid-year Capital Improvement Budget (CIB) status included with the agenda material, answering various questions from the Committee during the presentation. During review of the Collection System Program highlights, most notably as it pertains to work associated with manholes, Member Pilecki raised his concern about recent paving work in areas of Martinez and sewer manholes which are visibly uneven, whether dipped or raised. It is assumed, as the work appears to be slurry sealed, that the areas may not be revisited to level the manholes with the new pavement. Mr. Lopez indicated he would reach out to the Collection System Operations group to coordinate with the City of Martinez to remedy those areas. He added that typically during collection system construction work, noticeably incorrect manholes in the construction vicinity are also fixed by the onsite contractor. Chair Nejedly reiterated his suggestion from past discussion that Central San form some sort of crew to survey the service area to map, view and mark manholes that need to be corrected. The Committee appeared supportive of such a staff undertaking to attempt to fix these issues for public safety purposes. As it pertains to the Solids Project on slide 9, Mr. Petit stated that the 90% Design submittal was sent to the state as part of the State Revolving Fund (SRF) loan application. The District attained two additional points for the submittal, now at 15 of 16 points. This is good news as it will assist when staff formally applies for an increase to the loan threshold, which is pending an updated cost estimate. He also shared that staff has begun holding internal user-group type meetings to discuss "what-if"scenarios, allowing the contractor full access to the Solids Conditioning Building, constraints and safety. As part of this collaboration, staff invited some retirees to gain their insight and opinion and will include consultants to discuss and coordinate the group's findings toward the end of the month. Also, in preparation for the Solids Project, Mr. Lopez provided an update to the Emergency Sludge Loading Facility Improvements Project, slide 10. February 20, 2020 Regular Board Meeting Agenda Packet- Page 130 of 161 Page 5 of 6 Engineering & Operations Committee Minutes January 14, 2020 Page 4 This facility will be tested when completed in case it is needed before construction begins on the Solids Project. He indicated the Committee may want to tour the improved facility when finished. Mr. Lopez provided an update to the Outfall Improvements-Phase 7 Project, slide 11, given that the design is complete and the project is ready to bid. A bid announcement has been included in the January 16 Board Agenda packet. The Committee expressed their desire to tour the project area and view the Outfall pipe when the project goes into construction. Lastly, in review of the CIB and expenditures, Mr. Lopez explained that the budget represents approximately$8 million in carry-forward, and that the CIB mid-year tally last year was at 35% compared to 37% this year. He added that some invoices did not make the accounting cutoff which may have slightly increased the percentage. He indicated that with the new Enterprise Resource Planning (ERP) system, the expenditures should be more properly reflected in the actual month's expenses versus an accrual, or an accounting in the next month's expenditure figures. Member Pilecki asked whether staff will be close to spending the $74 million budgeted for capital improvements this fiscal year. Mr. Lopez replied that, at this time, he projects an ending expenditure tally of$66- $67 million and may close out some projects before the end of the fiscal year. Last year, the overall actual expenditure was 88% of budget; he anticipates being close to 90% this fiscal year. Member Pilecki stated that now is an opportunity for staff to assess its needs for the remainder of the fiscal year and request additional budget if needed. COMMITTEE ACTION: Received the update. 5. Announcements None. 6. Suggestions for Future Agenda Items a. Receive list of upcoming agenda items and provide suggestions for any other future agenda items Member Pilecki asked when the Committee will receive a report on equipment condition assessments (a discussion from a prior meeting). Mr. Petit stated that staff will provide an update when a comprehensive report is available. By coincidence, he said that staff and consultants met earlier in the day to solely discuss condition assessments (e.g., steam aeration, blowers, clarifiers, and electrical); to be followed by a discussion February 20, 2020 Regular Board Meeting Agenda Packet- Page 131 of 161 Page 6 of 6 Engineering & Operations Committee Minutes January 14, 2020 Page 5 on the consequences of failure, then a cost assessment, and after that by business case evaluations of potential alternatives. COMMITTEE ACTION: Received the list and provided input to staff. 7. Future Scheduled Meetings Tuesday, February 4, 2020 at 2:00 p.m. Tuesday, March 17, 2020 at 2:00 p.m. Tuesday, April 14, 2020 at 2:00 p.m. 8. Adjournment— at 2:56 p.m. February 20, 2020 Regular Board Meeting Agenda Packet- Page 132 of 161