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HomeMy WebLinkAbout16.c. Committee Minutes-Engineering & Operations 11-03-20 Page 1 of 8 Item 16.c. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT November 19, 2020 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: NOVEMBER 3, 2020 - ENGINEERING & OPERATIONS COMMITTEE - CHAIR NEJEDLYAND MEMBER PILECKI Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Minutes of 11-03-20 meeting November 19, 2020 Regular Board Meeting Agenda Packet- Page 136 of 152 Page 2 of 8 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, November 3, 2020 2:00 p.m. 21d 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 (joined during Item 4.a.) Katie Young, Secretary of the District (joined during Item 4.a.) Phil Leiber, Director of Finance and Administration (joined during Item 5.a.) Jean-Marc Petit, Director of Engineering and Technical Services Danea Gemmell, Planning and Development Services Division Manager Edgar Lopez, Capital Projects Division Manager Neil Meyer, Plant Maintenance Division Manager (left after Item 5.a.) Nitin Goel, Senior Engineer (left during Item 5.c.) Clint Shima, Senior Engineer (left during Item 5.b.) Chathu Abeyrathna, Associate Engineer (joing during Item 4.a., left after Item 5.a.) Nancy Molina, Associate Engineer (joined during Item 4.a.) Steve Diethem, Electrical Technician Amelia Berumen, Senior Administrative Technician 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 November 19, 2020 Regular Board Meeting Agenda Packet- Page 137 of 152 Page 3 of 8 Engineering & Operations Committee Minutes November 3, 2020 Page 2 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. 2. Call Meeting to Order Chair Nejedly called the meeting to order at 2:00 p.m. 3. Public Comments - No public comments. 4. Items for Committee Recommendation to Board a. Review draft Position Paper to authorize the General Manager to execute a pre-purchase contract with APG-Neuros for three electric blower systems and special services in an amount not to exceed $2,998,000 under the Electric Blower Improvements, District Project 10015 Mr. Lopez provided a brief, all-encompassing overview of the draft Position Paper, explaining this project is Phase 1 of the larger Steam and Aeration Blower Systems Renovation Project. In addition to the reasons listed in the document, pre-purchase of the three recommended blowers is critical due to the complexities with the blower design and long lead time required to produce and deliver the equipment, approximately eight months. He explained that staff completed a detailed qualification process to ensure equipment compatibility and sizing, ensuring that a blower would not require significant capital improvements to accommodate the new blowers in order to operate. Competitive bids were received and much less than the engineer's estimate. Three blowers are recommended for long-term need, demand, reliability, and redundancy. This request focuses on the capital component of equipment and special services (i.e., blowers, electrical, controls, plus all other pertinent components, and shop drawings); the operations or maintenance portion included in the bid will be brought forward later for consideration after the equipment is installed. Member Pilecki inquired about prior meeting discussions of using smaller blowers on the channel-air and pre-air components since he could not decipher from the draft Position Paper what staff's position was in that regard. Mr. Petit responded that the evaluation of using smaller blowers is still being assessed by the consultant; no decision has been made to date. He reiterated that this initial request of equipment pre-purchase focused on the larger aeration blowers. November 19, 2020 Regular Board Meeting Agenda Packet- Page 138 of 152 Page 4 of 8 Engineering & Operations Committee Minutes November 3, 2020 Page 3 Upon further technical discussion of the blowers, Mr. Petit explained that staff did a business case evaluation and found it is more cost-effective to have a centralized system for flexibility, which these three blowers would provide. Member Pilecki stated he was comfortable moving forward with staff's recommendation, acknowledging that staff had put enough forethought in the decision; Chair Nejedly concurred. COMMITTEE ACTION: Recommended Board approval. b. Review draft Position Paper to authorize the General Manager to execute two professional engineering service agreements with Bay Area Coating Consultants, Inc. and JDH Corrosion Consultants, Inc., for a three-year term in an amount not to exceed $250,000 each to provide specialty coating inspection services for capital improvement projects Considering all the current and upcoming capital projects with various coating requirements, staff issued a Request for Proposal to obtain such special inspection services. Mr. Lopez said that two proposals were received from companies with which Central San is familiar and has had good experience. Rather than select one firm, staff decided to split the budget and use the specific expertise each firm has to offer for the various project needs. The rates were negotiated and reasonable, less expensive than obtaining the services through other consultants or via construction management, and staff is familiar with each firm's performance. As an example, Mr. Petit added that the Filter Plant Improvements Project has a large amount of coating scope with the installation of two new steel tanks. Surface preparation is key, and the materials are expensive. It is in the District's best interest to have a consultant that understands the intricacies of coatings, temperature application, etc. COMMITTEE ACTION: Recommended Board approval. 5. Other Items a. Receive update on failure analysis of variable frequency drives (VFDs) at Central San Mr. Meyer provided a thorough overview of the presentation included with the agenda materials. Some outcomes from the Lower Orinda VFD failure postmortem review included a heightened sense of awareness when staff performs preventative maintenance tasks and operational checks, as well as a focused review of equipment remaining useful life and replacement November 19, 2020 Regular Board Meeting Agenda Packet- Page 139 of 152 Page 5 of 8 Engineering & Operations Committee Minutes November 3, 2020 Page 4 timing. Staff has also tightened the technical specifications to ensure a higher standard of equipment reliability, performance, and serviceability moving forward. With VFDs life expectancy typically between 10-15 years, Member Pilecki inquired what was the expected life for MCCs (motor control centers). Mr. Meyer replied that depending on maintenance, the MCCs could last 25-40 years. In response to further question of why the VFD life is so much shorter, Mr. Meyer offered that it is mainly attributed to the internal components being circuit boards and highly electronic. He said heat also poses a factor, stating that a lot of VFDs require ventilation and cooling, which adds to the issue. Member Pilecki asked whether there was a correlation of life with VFD sizing. Mr. Diethelm stated that the life correlation is not necessarily contributable to the horsepower(hp) size. He added that as the drive technology advances, it is also getting more compact to fit into smaller areas; thereby, sacrificing ventilation and the components themselves. He found that there used to be a lot of"headroom"in the drives, which is no longer the case, and he does not see a difference from a 1-hp versus a 1000-hp drive. Basically, a small drive to fit a smaller footprint sacrifices life expectancy. On slide 11, Mr. Meyer noted that the Westinghouse brand VFD will be completely phased out with the Plant Control System 1/0 (input/output) Replacement Project. He continued onto slide 12 discussing that the amount of spare parts required to keep the current fleet of VFDs operational is challenging to manage. A positive side to the newer VFDs being installed will be having fewer spare parts to manage. Mr. Petit stated that since the implementation of the Uniform Public Construction Cost Accounting Act (UPCCAA), the effort to remedy these types of replacement issues has increased since it allows staff to tackle and bid smaller projects and/or provide the authority for staff to perform some of the work themselves. The program has greatly helped with timing and response. Member Pilecki asked where staff is at in standardizing the VFDs down to a few suppliers rather than having 16 different manufacturers. Mr. Petit stated that since recent larger capital projects have included scope to replace some VFDs, and in coordination with the Operations, Maintenance, and Control divisions, a lot of input was received and evaluated to begin the effort to standardize the equipment. Eaton Corporation has been the predominant vendor in those capital projects. They are also considered a main supplier in the industry. November 19, 2020 Regular Board Meeting Agenda Packet- Page 140 of 152 Page 6 of 8 Engineering & Operations Committee Minutes November 3, 2020 Page 5 Mr. Lopez added that of the list shown on slide 10, some of the vendors are out of business and some have been bought out. In addition to Eaton Corporation and to remain competitive, staff also has sourced with Schneider Electric for some components as another lead manufacturer. Member Pilecki stated he was glad to know staff is heading towards standardization and that this report was a good update to receive. Chair Nejedly suggested that staff keep the drives clean and cool and to not standardize to one brand alone. Serious repercussions could be had should something happen to that company. He reiterated that staff should not make a global change around the campus with the same product. COMMITTEE ACTION: Received the information. b. Receive an update of the Solids Handling Facility Improvements, District Project 7348 Mr. Petit prefaced the presentation stating that this update is overall good news, and the project is getting closer to bid. He continued with a recap of the last project update where staff shared the numerous ongoing problems encountered with the project design consultant Black & Veatch (B&V). After that last update, a very specific agreement to reach an acceptable 100% final design was signed by both parties. Staff and third-party reviewers spent many hours reviewing the draft final design submittal package that included up to 700 drawings. B&V made some progress but did not meet the agreed upon terms; therefore, staff had to issue a letter of non-compliance. With the lengthy amount of comments provided on that draft submittal, the next submittal deadline was pushed out by B&V to November 13. The lack of electrical design details (especially with the existing systems) and poor definition of a clear construction sequencing, essential to a general contractor, remains to be the largest deficiencies in the design, which also encompasses a lot of work scope. Thus far, the extensive work required has been poorly shown and currently leaves it to the contractor to figure out. The construction sequencing, another important and critical factor, is currently about 100 pages that is not collated nor is formatted in a succinct, sequential manner; therefore, that will be removed from B&V's scope to finalize and will be completed by alternative means. This November 19, 2020 Regular Board Meeting Agenda Packet- Page 141 of 152 Page 7 of 8 Engineering & Operations Committee Minutes November 3, 2020 Page 6 endeavor will most likely be performed instead by the construction management consultant, MWH Constructors. Based on the latest draft final design submittal performance by B&V, staff has not yet issued the agreement amendment for bid support services. Mr. Petit noted that in order to properly finalize the documents, B&V needs to provide the required work product in a timely manner, but also stated that there has been some progress forward on other aspects. Mr. Petit reminded the Committee that originally B&V was to have finalized the design last November 1, 2019 and, subsequently, the project was supposed to have been advertised for bid at this time last year. No new payments on the Board-approved agreement amendments have been issued. He strongly emphasized that staff will not recommend advertising the project until the package is at a respectable and biddable point. Mr. Lopez provided a brief summary of the finalized contractor prequalification process. He advised that many contractors took the time to tour the facility, asked many questions, and were very engaged in the project. He noted that the seven general contractors and eight electrical subcontractors all qualified, none were denied, noting some have a strong construction presence in the Bay Area. The listing will be inserted into the bid documents and other trades will be able to reach out to them to potentially subcontract. Overall, staff is pleased with the outcome. Mr. Petit stated that the State Revolving Fund (SRF) application process has been a positive experience for staff. The state has been supportive in working with staff and assigned a project manager who has been very responsive. All indications show everything moving forward without issue and staff anticipates receiving a draft agreement in the next few weeks. On slide 7, Member Pilecki pointed out that the Electric Blower Improvements Project was not listed with the other related activities that have relation to the Solids Project. Mr. Lopez replied that he will add it to the listing when presented to the Board. COMMITTEE ACTION: Received the update. November 19, 2020 Regular Board Meeting Agenda Packet- Page 142 of 152 Page 8 of 8 Engineering & Operations Committee Minutes November 3, 2020 Page 7 C. Receive Capital Projects Division Quarterly Report (July to September) on capital projects, active consultant contracts, change order log, and schedule of bids and awards Mr. Lopez stated that the next quarterly report may be via the new Oracle Enterprise Resource Planning system, if the reports are ready by that time. In response to a question from Member Pilecki as to whether the Oracle system will show a construction percentage completion, Mr. Lopez replied that has been an item of discussion with Oracle and is a goal to show that level of detail. COMMITTEE ACTION: Received the report. 6. Announcements - None. 7. 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. 8. Future Scheduled Meetings Tuesday, December 1 , 2020 at 2:00 p.m. 9. Adjournment— at 3:06 p.m. November 19, 2020 Regular Board Meeting Agenda Packet- Page 143 of 152