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HomeMy WebLinkAbout17.d. Committee Minutes-Engineering & Operations 02-09-21 Page 1 of 9 Item 17.d. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT February 18, 2021 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: FEBRUARY9, 2021 - ENGINEERING & OPERATIONS COMMITTEE - CHAIR WILLIAMS AND MEMBER LAURITZEN Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Minutes of 02-09-21 meeting 2. (Handout) Item 4.a. Presentation from Meeting February 18, 2021 Regular Board Meeting Agenda Packet- Page 128 of 147 Page 2 of 9 CENTRAL SAN CONTRACENTRAL • DISTRICT 5019 • BOARD OF DIRECTORS: REGULAR MEETING OF THE TAD PILECKI CENTRAL CONTRA COSTA President MS SANITARY DISTRICT DAPIDR. tProTem President Pro Tem ENGINEERING & OPERATIONS BARBARA D.HOCKETT COMMITTEE MARIAH N.LAURITZEN MICHAEL R.MCGILL MINUTES PHONE: (925)228-9500 FAX: (925)372-0192 www.centralsan.org Tuesday, February 9, 2021 11:00 a.m. (All attendees participated via videoconference) Committee: Chair David Williams Member Mariah Lauritzen Staff. Roger S. Bailey, General Manager Katie Young, Secretary of the District Philip Leiber, Director of Finance and Administration Steve McDonald, Director of Operations Jean-Marc Petit, Director of Engineering and Technical Services Edgar Lopez, Capital Projects Division Manager Nate Hodges, Senior Engineer Sasha Mestetsky, Senior Engineer Jason Fitch, Associate Engineer 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 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. February 18, 2021 Regular Board Meeting Agenda Packet- Page 129 of 147 Page 3 of 9 Engineering & Operations Committee Minutes February 9, 2021 Page 2 2. Call Meeting to Order Chair Williams called the meeting to order at 11:00 a.m. 3. Public Comments - No public comments. 4. Agenda Items a.* Review draft Position Paper to approve a contingency project in the amount of$450,000 for the EI Toyonal Sewer Replacement Project; authorize the General Manager to execute a construction contract change order in the amount of $338,000 with Pacific Trenchless, Inc.; and find that the project is exempt from the California Environmental Quality Act (CEQA) Mr. Lopez reviewed the attached presentation which summarizes recommended additions from District Counsel that will be incorporated in the final Position Paper. These changes, including a requirement for a Board resolution, were received after this agenda packet was published. In short, the Board must authorize under a vote the emergency contracting procedures without public notice of bids under Public Contract Code Section 22050 and adopt a resolution that substantiates findings and authorizes the General Manager to execute the requested change order. In addition to the modifications described above, Mr. Lopez provided further development, since the agenda's publication, that East Bay Municipal Utility District (EBMUD) contacted staff to discuss coordinating projects and the miscommunication on the El Toyonal project. Staff has been in communication with EBMUD and the City of Orinda (City) to continue pre-construction coordination efforts to ensure a prompt start to this sewer work once approved. Chair Williams inquired how staff has not encountered construction coordination issues with EBMUD prior to this one since they regularly use contracted crews for other replacement projects that are over 1,000 feet of installed waterline. Mr. Lopez replied that staff frequently meets with local agencies, including EBMUD, to coordinate projects in like areas, especially around paving schedules. This project had been known about beforehand for a couple of years; however, it had been delayed. The updated timeline was not known until recently when staff was notified during a USA request in that location. The USA request, however, was listed under Teichert Construction, not EBMUD. Mr. Lopez mentioned that the vast majority of the EBMUD projects replacing small diameter waterlines in residential areas have been coordinated with Central San's February 18, 2021 Regular Board Meeting Agenda Packet- Page 130 of 147 Page 4 of 9 Engineering & Operations Committee Minutes February 9, 2021 Page 3 sewer renovation program and conducted by EBMUD crews. Staff has seen EBMUD contract out for larger projects. Mr. Mestetsky offered that staff is coordinating with EBMUD and the City to verify the extent of the District's paving limits. He added that staff has positive experience working with the City on multi-agency paving coordination and the City will determine what EBMUD will be responsible to pave. The goal of all parties is to minimize impact on the public. Mr. Lopez added that the proposed contingency amount would likely be used to address this work. Member Lauritzen stated that her initial concern regarding funding was adequately addressed and she had no further comment. Chair Williams commended staff for working quickly toward a solution. COMMITTEE ACTION: Recommended Board approval. b. Review draft Position Paper to receive an update and announce the advertisement for bidding of the Solids Handling Facility Improvements (Solids Project), District Project 7348; and authorize the General Manager to amend two existing professional engineering services agreements to include as-needed support services with: 1. MWH Constructors, Inc. in an amount not to exceed $150,000, increasing the agreement cost ceiling to $1.1 million; and 2. ArcSine Engineering in an amount not to exceed $250,000, increasing the agreement cost ceiling to $975,000 Mr. Petit announced that the design phase for the long-awaited Solids Project is completed and the project is ready to advertise. He acknowledged the diligent efforts of Senior Engineer Nate Hodges over the last few years to drive this project forward and get to this point. Mr. Lopez stated that the Contractor Staging Area Improvements will be bidding soon and will include an additive bid item for the Recreational Vehicle (RV) Receiving Station project (formerly called RV Dumping Station) that has been in development in order to consolidate bid efforts and potentially receive a favorable cost for that work. The improvements to the staging area are being done ahead of the Solids Project so that it will be used by contractors working on this large project and future projects. On slide 4, Mr. Lopez pointed out a correction to the District construction estimate shown in the agenda materials (first sub-bullet). The cost was updated from $125 million to $110 million. The contingency amount was inadvertently included, the actual construction estimate is $110 million. February 18, 2021 Regular Board Meeting Agenda Packet- Page 131 of 147 Page 5 of 9 Engineering & Operations Committee Minutes February 9, 2021 Page 4 Due to the project's complexity, staff has been very engaged with the prequalified contractors and providing them with any new information and developments (e.g. project models, schedules, and timelines) so that they have as much information as possible. The goal is that most, if not all, will bid the project. The bid evaluation period will be longer than usual, and it was noted that the bid period may be extended to May, if necessary. Upcoming contractor site visits will be safely conducted with COVID-19 protocols in place; and, as much that can be done virtually will be scheduled, with a contractor meeting acknowledgement required for such meetings. Mr. Petit added that District Counsel requested staff expand its explanation to the Committee regarding the request to amend the agreement with ArcSine Engineering. ArcSine's services have been used for review of the electrical design and to acquire valuable comments on the design and constructability. Numerous challenges have been experienced with the lead design consultant, Black & Veatch Corporation (B&V), specifically deficiencies with the electrical design. A sizeable issue has been with the handling of existing loads. ArcSine, in collaboration with inhouse electrical staff, will be adding more project detail to avoid any potential contractor challenges for change orders. Mr. Lopez and Mr. Petit responded to other Committee inquiries about equipment age, prior and pending future agreement amendments, and an update on the challenges faced with B&V. To the latter, Mr. Petit advised that there has been some satisfactory resolution to a certain degree; however, staff is not fully satisfied with B&V's electrical team performance and work sequence. Therefore, staff's position is that the continued services from ArcSine are needed in order to bid that portion of the work with success. Although B&V has added more detail to the drawings, ArcSine's expertise is needed to identify any gaps and provide supplemental information for the District to use. Mr. Petit concluded by stating that the Board already authorized an amendment with B&V for bid period services; thus, no further authorization is necessary at this time. Chair Williams noted that the Position Paper discusses Capital Projects having a single electrical engineer to support all its projects. Looking forward to the work in the Ten-Year Capital Improvement Plan, he asked whether there is enough electrical staff at the District to handle all pending projects. Mr. Bailey stated he will need to meet with staff to evaluate the needs in order to come up with an optimal way to reconcile any shortage. It may lead to a plan to hire staff, augment resources using consultants, or a hybrid of the two. February 18, 2021 Regular Board Meeting Agenda Packet- Page 132 of 147 Page 6 of 9 Engineering & Operations Committee Minutes February 9, 2021 Page 5 Lastly, the Committee concurred that a briefing is desired to bring them up to date on the plans for sludge hauling as part of this project. It is estimated that the necessity to haul raw sludge offsite may be required for up to one year. The Committee would like to hear staff's plan for redundancy, backup plans, and emergency preparedness (i.e., a loaded overturned truck). Mr. Petit said that staff will bring a briefing that was provided to the prior Committee to discuss these points. He offered that the hauling services went out to bid and Denali Water Solutions, Inc. was selected as the contractor. Staff has remained in contact with Synagro for back-up purposes, and other options are available. Mr. Lopez stated that there will be a contractor cost incentive to shorten the duration for these hauling services. COMMITTEE ACTION: Recommended Board approval. The Committee requested a briefing on sludge hauling plans for the Solids Project at a future 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 As indicated in Item 4.b., the Committee requested a briefing on sludge hauling plans for the Solids Project. COMMITTEE ACTION: Received the list and provided input to staff. 8. Future Scheduled Meetings Tuesday, February 23, 2021 at 11:00 a.m. Tuesday, March 23, 2021 at 11:00 a.m. Tuesday, March 30, 2021 at 11:00 a.m. 9. Adjournment— at 12:01 p.m. * Attachment February 18, 2021 Regular Board Meeting Agenda Packet- Page 133 of 147 Page 7 of 9 Item 4.a. (Handout) EL TOYONAL SEWER REPLACEMENT CONTINGENCY PROJECT Engineering & Operations Committee February 9, 2021 Edgar J. Lopez, P.E. Capital Projects Division Manager CHANGES TO DRAFT POSITION PAPER Based on legal review, the following will be included: • The Board authorization pursuant to a vote may replace a public facility under Public Contract Code (PCC) Section 22050, Emergency Contracting Procedures without given Public notice of bids. • Adopting Resolution No. 2021-(TBD) making findings and authorizing the General Manager under Public Contract Code Section 22050(b) to perform the work under contract change order is recommended. CENTRALSAN 1 February 18, 2021 Regular Board Meeting Agenda Packet- Page 134 of 147 Page 8 of 9 RESOLUTION FINDINGS The findings under the Resolution are based on: EI Toyonal is a narrow, highly residential neighborhood and difficult to perform roadwork; The project site is already under construction by others and final paving is scheduled April of this year; The sewer was exposed and inspected by staff and immediate replacement is required; Competitive pricing was received and below the Engineer's estimate; and It's in the public best interest to perform the work immediately to avoid negative impacts to the EI Toyonal community and others. RECOMMENDED BOARD ACTION Staff recommends the following: 1. Find the project exempt from CEQA; 2. Approve a contingency project in the amount of $450,000 for the EI Toyonal Sewer Replacement; 3. Adopt Resolution 2021-(TBD) making findings and authorizing the General Manager under Public Contract Code 22050 (b) to execute a construction contract change order with Pacific Trenchless, Inc. in the amount of$338,000; and 4. Authorize a transfer of$450,000 from the Fiscal Year 2020-21 CIB Contingency to fund the project. CENTRALSAN 1 , 2 February 18, 2021 Regular Board Meeting Agenda Packet- Page 135 of 147 Page 9 of 9 QUESTIONS? CENTRALSAN 15 3 February 18, 2021 Regular Board Meeting Agenda Packet- Page 136 of 147