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HomeMy WebLinkAboutEngineering & Operations MINUTES 06-02-20 Page 2 of 6 CENTRAL SAN CONTRACENTRAL • DISTRICT 5019 • REGULAR MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA MICHAEL R.MCGILL President SANITARY DISTRICT TAD JPHECKI President Pro Tem ENGINEERING & OPERATIONS COMMITTEE PAUL H.CAUSEY JAMES A.NEJEDLY DAVID R, WILLIAMS MINUTES PHONE: (925)228-9500 FAX: (925)372-0192 www.centralsan.org Tuesday, June 2, 2020 2:00 p.m. 2nd Floor Conference Room 5019 Imhoff Place Martinez, California (All attendees participated via videoconference) Committee: Chair Jim Nejedly Member Tad Pilecki Staff. Roger S. Bailey, General Manager Katie Young, Secretary of the District Ann Sasaki, Deputy General Manager Jean-Marc Petit, Director of Engineering and Technical Services Danea Gemmell, Planning and Development Services Division Manager (left during Item 4.c.) Edgar Lopez, Capital Projects Division Manager Neil Meyer, Plant Maintenance Division Manager (left during Item 4.b.) Dana Lawson, Senior Engineer Clint Shima, Senior Engineer (left after Item 4.a.) Amelia Berumen, Senior Administrative Technician (participated at the meeting location) 1. Notice This meeting was held in accordance with the Brown Act as in effect under the State Emergency Services Act, the Governor's Emergency Declaration related to COVID-19, and the Governor's Executive Order N-29-20 issued on March 17, 2020 that allowed attendance by Board Members, District staff, and the public to participate and conduct the meeting by teleconference, videoconference, or both. The agenda included instructions for options in which the public could participate in the meeting. June 18, 2020 Regular Board Meeting Agenda Packet- Page 201 of 205 Page 3 of 6 Engineering & Operations Committee Minutes June 2, 2020 Page 2 2. Call Meeting to Order Chair Nejedly called the meeting to order at 2:00 p.m. 3. Public Comments No public comments. 4. Agenda Items a. Review draft Position Paper to authorize the General Manager to purchase natural gas through an existing service agreement with Shell Energy North America, LP for the period January 1, 2022 through December 31, 2022, up to 1,000 decatherm per day at a price not to exceed $4.00 per decatherm, excluding transportation service costs Each year, staff requests the authorization to purchase natural gas through an existing agreement two years in advance, this request being for the 2022 calendar year. Mr. Shima continued that with the upcoming Solids Handling Facility Improvements project and the coordination involved to construct that project, this authorization will give staff the flexibility to purchase the gas, if needed, as the current plan is to use the cogeneration system during the construction phase. He stated that although this gives staff the ability to purchase into 2022, it does not necessarily mean that staff will purchase. Mr. Shima stated that the anticipated expense for Fiscal Year 2020 will be close to the projected$2 million budget. He also shared that at the time the draft Position Paper was written, the price per decatherm was $3.40; as of today, it is $3.33. Chair Nejedly inquired how the price of natural gas was fairing in the market. Mr. Shima replied that although crude oil was in a negative state for a while, natural gas did not track the same. He stated that the consultant predicts less drilling in the future and that the current supply is on the higher side when compared to the five-year supply average. COMMITTEE ACTION: Recommended Board approval. June 18, 2020 Regular Board Meeting Agenda Packet- Page 202 of 205 Page 4 of 6 Engineering & Operations Committee Minutes June 2, 2020 Page 3 b. Review draft Position Paper to conduct a public hearing to consider adopting uncodified Ordinance No. to establish the "CCCSD Standard Specifications for Design and Construction, 2020 Edition" as Central San's standard specifications, in accordance with District Code Section 9.08.010 Ms. Lawson provided the Committee with a detailed overview of the standard specifications overhaul since the last 2014 edition, as depicted in the presentation included with the agenda material. The standard specifications are used by staff, consultants, contractors and the public, which is readily available at the Permit Counter and online. It was mentioned that when the standard specifications were first introduced, they focused primarily on public sewers. Over time, the specifications evolved to incorporate public installation or repairs of laterals that became mixed within the document. The 2020 revision focused on various necessary updates but also refined and better organized the information to be more user friendly. This 2020 version underwent two major types of changes— structural and technical— to not only address the common complaint of how difficult it can be to find information, but to reorganize the entire document for consistency and to consolidate requirements so that they are more logical and upfront for the user. The document now includes a more polished table of contents, useful embedded hyperlinks for online users, new tables that replace long narratives, and separated tables that previously were embedded with the drawings for better availability. She shared many examples throughout the presentation of the improvements made. Additionally, the focus had been primarily on sewer systems, but this revision uses terminology that is more inclusive of all Central San facilities, including a new section related to recycled water. The recycled water section will continue to develop over time. Planning staff is working on this section so that it clearly states the requirements for recycled water systems. Currently, it matches those implementations that have been consistently used in the past. Chair Nejedly asked staff's thought on what the response would be from those that have used the current standard specifications for some time and are familiar with permitting requirements. Ms. Lawson responded that staff sent an email to contractors on file with a copy of the same presentation being shown today. Also, the final draft of the standard specifications has been uploaded to the website in order to receive user comments (due June 11). Ms. Gemmell added that staff has not received many comments, but thus far everyone has seemed pleased with the changes. June 18, 2020 Regular Board Meeting Agenda Packet- Page 203 of 205 Page 5 of 6 Engineering & Operations Committee Minutes June 2, 2020 Page 4 Ms. Lawson continued with an overview of other matters in the specifications, such as minimum/maximum pipe sizes, requirements of manhole locations and spacing, prohibition of storm drain systems over sewers, plan review processes, and updating technical specifications to the latest CSI (Construction Specifications Institute) format now commonly embraced in the engineering community. The Committee expressed their appreciation of the amount of work staff put into the 2020 update and were pleased with the new format and information. Member Pilecki commented that the standard specifications document is highly technical, telling the public how to install sewers, etc. He compared the complexity to other technical engineering documents, such as the construction contract specifications, which are not brought before the Board for approval. With that explanation, he asked why this update was being brought to the Board for approval and not something that has been delegated to the General Manager. Ms. Gemmell replied that this item is being brought before the Board as a public hearing to have the opportunity for such notifications and process. Member Pilecki asked whether outreach can be done to see whether this can be accomplished at the staff level versus the Board level. Mr. Bailey added that his comment is consistent with other Board Member concerns of operational versus policy approval. Ms. Gemmell stated she would discuss this matter with District Counsel and whether there is an opportunity to address future updates in a different manner. COMMITTEE ACTION: Recommended Board approval. c Review draft Position Paper to authorize the General Manager to execute three-year technical consulting services agreements with Consolidated Engineering Laboratories and Terracon Consultants, Inc., in an amount not to exceed $225,000 each, to provide on-call material and compaction testing services for the Capital Improvement Program Mr. Lopez provided an overview of the proposed agreements. Although the nature of the services is straightforward, what differs from past agreements (that were generally a low amount and mainly for collection system projects) is that these agreements will be used on a broader range across the entire capital program, including treatment plant and pump station projects that have been, or will be awarded this year. In doing so and considering the amount of large construction projects over the next three years, the agreement amounts have been increased which require Board approval. Staff also recommends having three agreements to support the current needs of the capital program. June 18, 2020 Regular Board Meeting Agenda Packet- Page 204 of 205 Page 6 of 6 Engineering & Operations Committee Minutes June 2, 2020 Page 5 The staff request was for Board authorization for two of the three agreements. The third agreement would be with a small firm for a lower contract ceiling that would fall within the General Manager's delegation of authority. Mr. Lopez stated that staff received very good, competitive rates. He shared that using consultants on an as-needed basis has proven to be a cost-saving practice for the District and recommended continuing that practice with these agreements. COMMITTEE ACTION: Recommended Board approval. 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. 7. Future Scheduled Meetings Tuesday, June 22, 2020 at 2:00 p.m. Tuesday, July 7, 2020 at 2:00 p.m. Tuesday, August 4, 2020 at 2:00 p.m. 8. Adjournment— at 2:39 p.m. June 18, 2020 Regular Board Meeting Agenda Packet- Page 205 of 205