HomeMy WebLinkAbout13.a. Committee Minutes-Engineering & Operations 03-17-2020 Page 1 of 6
Item 13.a.
,ek CENTRAL SAN
SANITARYCENTRAL CONTRA COSTA , .
April 2, 2020
TO: HONORABLE BOARD OF DIRECTORS
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
SUBJECT: MARCH 17, 2020 - ENGINEERING & OPERATIONS COMMITTEE - CHAIR
NEJEDLYAND MEMBER PILECKI
Attached are minutes of the above Committee meeting.
ATTACHMENTS:
1. E&O Committee minutes 03-17-2020
April 2, 2020 Regular Board Meeting Agenda Packet- Page 105 of 115
Page 2 of 6
CENTRAL SAN
CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-A392
BOARD OF DIRECTORS:
MICHAEL R.MCGILL
President
TAD J PILECKI
REGULAR MEETING OF THE President Pro Tent
CENTRAL CONTRA COSTA PAUL CAUSEY
JAMES A.NEJEDLY
SANITARY DISTRICT DAVID R, WILLIAMS
ENGINEERING & OPERATIONS PHONE: (925)228-9500
COMMITTEE FAX.- (925)372-0192
www.centralsan.org
MINUTES
Tuesday, March 17, 2020
2:00 p.m.
Board Room
5019 Imhoff Place
Martinez, California
Committee:
Member Tad Pilecki (Alternate for Chair Jim Nejedly) (via teleconference)
Member Causey (via teleconference)
Staff.
Roger S. Bailey, General Manager
Katie Young, Secretary of the District
Jean-Marc Petit, Director of Engineering and Technical Services (via teleconference)
Danea Gemmell, Planning and Development Services Division Manager
Edgar Lopez, Capital Projects Division Manager
Nitin Goel, Senior Engineer
1. Call Meeting to Order
Chair Pilecki called the meeting to order at 2:00 p.m.
2. Public Comments
None.
3. Items for Committee Recommendation to Board
a. Review draft Position Paper to award a construction contract in the
amount of$2,721 ,145 to Cratus, Inc., the lowest responsive bidder for the
Danville Sewer Renovations, Phase 3, District Project 8456; consider
April 2, 2020 Regular Board Meeting Agenda Packet- Page 106 of 115
Page 3 of 6
Engineering & Operations Committee Minutes
March 17, 2020
Page 2
exemption from the California Environmental Quality Act (CEQA); and
authorize up to a 15-percent contingency
Mr. Lopez reviewed the draft Position Paper included in the agenda
material.
In response to a question from Member Causey, Mr. Lopez explained that
even though the side sewer laterals are private laterals, they will be
relocated by the District. He added that staff has provided documentation
to all affected homeowners that, once relocated, the laterals will become
the responsibility of the homeowners.
Member Causey inquired about backflow preventers. Mr. Lopez stated
that some of the properties have them and some do not, staff is required
to bring the properties up to code and will install backflow preventers if
necessary.
There was a discussion about awarding projects during the coronavirus
(COVID-19) pandemic. Mr. Bailey stated that staff would have to remain
flexible going forward and communicate with the contractors during this
time. Mr. Lopez stated that the three items recommended in this
meeting's agenda are not scheduled to begin until Fiscal Year 2020-21.
Member Causey inquired about the ability to do a change order or delay a
start date due to unforeseen circumstances with the virus. Mr. Bailey
stated that staff would work with District Counsel on developing any
necessary contract language and to issue notices to proceed with
flexibility.
Member Causey stated that he recommended Board approval, with the
understanding that further direction from District Counsel will be included
in contracts to protect the District. Chair Pilecki concurred.
COMMITTEE ACTION: Recommended Board approval with further
direction from District Counsel on verbiage for contracts.
b. Review draft Position Paper to award a construction contract in the
amount of$4,447,000 to Power Engineering Construction Company, the
lowest responsive bidder for the Outfall Improvements - Phase 7, District
Project 7353; authorize up to a 15-percent contingency; and authorize the
General Manager to transfer $700,000 within the Capital Improvement
Budget
Mr. Lopez reviewed the draft Position Paper included in the agenda
material. He advised that this project is being completed because of the
April 2, 2020 Regular Board Meeting Agenda Packet- Page 107 of 115
Page 4 of 6
Engineering & Operations Committee Minutes
March 17, 2020
Page 3
regulatory requirements of the permit and that the District must complete
this inspection every 5-10 years. He noted that the low bidder, Power
Engineering, has completed repairs for the District in the past and has
experience with the outfall. Noting the bid was over the engineer's
estimate, staff feels confident that the rates are reasonable and justifiable
based on the project.
There was a discussion on what would happen if someone on the
contractor side tested positive for COVID-19 and whether the project could
be shut down and restarted. Mr. Lopez stated that the District has until
next summer(2021) to complete the project according to the permit
requirements and that staff can discuss that issue with the contractor.
Member Causey asked if staff has contacted the Regional Board to
request additional time for this requirement. Mr. Petit said that he would
have staff investigate that request.
With the overall bid being higher, Member Causey asked that if staff has
looked at the possibility of reducing the scope of work. Mr. Lopez stated
that staff reevaluated the scope of work, but all the items are deemed
critical and cannot be postponed.
Member Causey said he was uncomfortable with the project's funding and
stated that he believes this is another example of why the contingency
fund is not adequate and needs to be increased.
Chair Pilecki expressed concern about the proximity of the project related
to the operators and asked if the project could be re-bid next year. Mr.
Bailey stated that a determination can be made once staff has spoken with
the Regional Board.
Both Committee Members expressed concern about projects moving
forward, given the uncertainty of the COVID-19 pandemic.
COMMITTEE ACTION: Recommended the item be brought before the
full Board for consideration with an update on the possibility of
deferring the project.
c Review draft Position Paper to authorize the General Manager to execute
three-year professional engineering services agreements with ICM Group
Inc., JN Engineering Inc., and McMillen Jacobs Associates in an amount
not to exceed $450,000 each to provide construction inspection for
collection system capital improvement projects
April 2, 2020 Regular Board Meeting Agenda Packet- Page 108 of 115
Page 5 of 6
Engineering & Operations Committee Minutes
March 17, 2020
Page 4
Mr. Lopez reviewed the draft Position Paper included in the agenda
material. He stated that these three agreements are tied to the Collection
System Sewer Renovation Program, and that the Danville project
discussed earlier at this meeting will be the first project to be completed
under these agreements. He said the agreements provide supplemental
support necessary for consultant inspections during the projects.
In response to a question from Member Causey, Mr. Lopez stated that the
contracts are paid on an as-needed basis and that annual increases will
be no more than the Consumer Price Index (CPI).
There was a lengthy discussion on the number of inspectors per project.
Chair Pilecki inquired how many sites a project has on average. Mr. Lopez
stated that each project averages three-to-four sites and that inspectors
are responsible for coordinating special meetings on private properties
and customer service.
COMMITTEE ACTION: Recommended Board approval.
4. Other Items
a. Receive update on the Asset Management Program
Member Causey stated that an important component of any asset
management program is the definition of an asset's real useful life based
upon its physical location and operating environment. He asked that staff
provide information on how actual useful life is determined as assets are
replaced and whether this information is being utilized for both predictive
asset replacement as well as proper and real depreciation values rather
than those based on general accounting practices. He stated that this
could impact replacement budgets for the long term in both directions.
COMMITTEE ACTION: The presentation on this item was postponed
to the next meeting.
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
COMMITTEE ACTION: Received the list.
April 2, 2020 Regular Board Meeting Agenda Packet- Page 109 of 115
Page 6 of 6
Engineering & Operations Committee Minutes
March 17, 2020
Page 5
7. Future Scheduled Meetings
Tuesday, April 14, 2020 at 2:00 p.m.
Tuesday, May 12, 2020 at 2:00 p.m.
Tuesday, June 2, 2020 at 2:00 p.m.
8. Adjournment— at 2:40 p.m.
April 2, 2020 Regular Board Meeting Agenda Packet- Page 110 of 115