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Home My WebLink About17.d. Committee Minutes-Engineering & Operations 02-04-2020 Page 1 of 5 Item 17.d. 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: FEBRUARY 4, 2020 - ENGINEERING & OPERATIONS COMMITTEE - CHAIR NEJEDLYAND MEMBER PILECKI Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. E&O Committee Minutes 02-04-20 February 20, 2020 Regular Board Meeting Agenda Packet- Page 138 of 161 Page 2 of 5 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, February 4, 2020 2:00 p.m. 21d Floor Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Jim Nejedly Member Tad Pilecki Staff. Katie Young, Secretary of the District Ann Sasaki, Deputy General Manager (arrived during Item 3.a.) Jean-Marc Petit, Director of Engineering and Technical Services Danea Gemmell, Planning and Development Services Division Manager Edgar Lopez, Capital Projects Division Manager Thomas Brightbill, Senior Engineer Craig Mizutani, Senior Engineer (left after Item 3.a.) Heather Ramamurthy, Management Analyst Cassandra Butler, Staff Engineer (left after Item 3.a.) 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. February 20, 2020 Regular Board Meeting Agenda Packet- Page 139 of 161 Page 3 of 5 Engineering & Operations Committee Minutes February 4, 2020 Page 2 3. Agenda Items a. Review draft Position Paper to award a construction contract in the amount of$687,500 to Sonnikson and Stordahl Construction, Inc., the lowest responsive bidder for the Treatment Plant Safety Enhancements — Phase 5, District Project 7364; consider exemption from the California Environmental Quality Act (CEQA); amend an existing agreement with Black and Veatch Corporation in the amount of$120,000 for construction support services; and authorize up to a 15-percent contingency Mr. Lopez provided a brief background and overview of this project and responded to various questions from the Committee. The main task is to build a new steel egress stairway that will be constructed atop of its own foundation of micropiles outside of the Solids Conditioning Building. This stairway was designed under the Solids Project (partial rendering shown on slide 2). The key intent is to not only construct a safe egress out of the building but to do so ahead of the larger Solids Project construction. This new stairway will be used during those construction activities as the existing interior stairway will be modified as part of the seismic retrofit. Mr. Lopez explained a schematic interpretation of the Solids Project complexity on slide 3; whereas, all the coloring depicts some facet of the project (i.e., colored shading represents structural or mechanical work, new equipment, or demolition) and with this intricate work, a new stairway will be required regardless. The Committee inquired and opined about specifics of the stairway materials construction in which staff equally responded in this discussion. The work has been appropriately designed by an architect to be built in code compliance and with egress functionality in mind. Mr. Lopez added that the fire department has also been involved with plan reviews to ensure all code requirements are met. This additional fire department coordination will be a task that the consultant would be involved with and is one of the reasons staff recommends retaining Black and Veatch for construction support services. Member Pilecki suggested that, in addition to the budget transfer to fund the work, staff also transfer the $200,000 of approximated pre-bid expenditures as a better accounting mechanism for asset management planning in the future. Chair Nejedly shared his concern of the cost of consultant services and the amount requested to assist with the stairway construction. Mr. Lopez replied that the $120,000 amount is a cost ceiling and is not a flat fee sum to be owed. Chair Nejedly expressed his desire to see a cost breakdown when the project is completed to review how the expenditures were February 20, 2020 Regular Board Meeting Agenda Packet- Page 140 of 161 Page 4 of 5 Engineering & Operations Committee Minutes February 4, 2020 Page 3 disbursed. Member Pilecki requested that staff address Black and Veatch's services for the additional $120,000 of construction support services and prior design services; Mr. Lopez stated that he will expand the explanation in the Position Paper. COMMITTEE ACTION: Recommended Board approval. b. Review proposal for a new Septic-to-Sewer Financing Program to encourage property owners to convert their septic tanks and connect to the sewer system As provided in the agenda materials, Ms. Gemmell presented staff's proposal for a new financing program to attract property owners to convert from septic to sewer. She pointed out a correction to slide 5, that the proposed fiscal year budget should reflect $500,000 instead of$1 million. This proposal was created as a two-phase approach to first incentivize properties that are already within a close proximity to connect to an existing sewer main sooner rather than later when those septic tanks fail. In response to a reference to the Environmental Protection Agency statement made on slide 3, Member Pilecki stated he does not believe there are drinking water wells in the service area. He continued that a problem exists when septic tanks are located too close to a creek or are in high groundwater areas that come to the surface. He requested that staff add in their proposal an explanation of the Contra Costa County Public Health requirement that those within 200 feet of a sewer main need to connect. Chair Nejedly added that he would like to follow-through on a proposal to help constituents get through the process; however, he does not want to force property owners to convert. He noted that it needs to be kept in mind that some properties have a long distance to cover in order to connect to a sewer main; it is a large investment for a property owner. Ms. Gemmell responded to a question from Member Pilecki whether this program may have potential gift-of-public-funds ramifications. She stated that in her discussions with District Counsel, this would not be considered a gift of public funds as the funds would be paid back and secured through property taxes. The Committee and staff spoke in some detail on various alternatives and the structure of what would qualify under the new program. In the end, the Committee concurred with capping the financing threshold at $50,000 per customer and to use the Local Agency Investment Fund (LAIF) rate plus one percent for interest, which would become more of an adjustable rate February 20, 2020 Regular Board Meeting Agenda Packet- Page 141 of 161 Page 5 of 5 Engineering & Operations Committee Minutes February 4, 2020 Page 4 approach. Ms. Gemmell stated that in staff's annual report to the Board, fees and charges are a part of the presentation; staff can adjust the report to reflect these incentives. She also stated that staff will put together an updated flyer of information. In response, Chair Nejedly reiterated his direction from prior discussions that staff provide the customer with a comprehensive checklist to aid them in the process. COMMITTEE ACTION: Recommended Board approval of a new Septic-to-Sewer Financing Program based on the input provided at the meeting. 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 Member Pilecki mentioned that with the recent attention the Coronavirus has received, it was recently reported that the disease can be transmitted through feces. With that in mind, the Committee would like to receive a brief update on what Central San is doing to protect its workforce from a potential outbreak in this area. COMMITTEE ACTION: Received the list and provided input to staff. 6. Future Scheduled Meetings Tuesday, March 17, 2020 at 2:00 p.m. Tuesday, April 14, 2020 at 2:00 p.m. Tuesday, May 12, 2020 at 2:00 p.m. 7. Adjournment— at 2:37 p.m. February 20, 2020 Regular Board Meeting Agenda Packet- Page 142 of 161