HomeMy WebLinkAbout12.b. Committee Minutes-Engineering & Operations 03-23-21 Page 1 of 8
Item 12.b.
CENTRALSAN
jdf A- hom
CENTRAL CONTRA COSTA SANITARY DISTRICT
April 1, 2021
TO: HONORABLE BOARD OF DIRECTORS
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
SUBJECT: MARCH 23, 2021 - ENGINEERING & OPERATIONS COMMITTEE - CHAIR
WILLIAMS AND MEMBER LAURITZEN
Attached are minutes of the above Committee meeting.
ATTACHMENTS:
1. Minutes of 03-23-21 meeting
2. (Handout) Item 5.a. Presentation from meeting
April 1, 2021 Regular Board Meeting Agenda Packet- Page 130 of 153
Page 2 of 8
CENTRAL SAN
CONTRACENTRAL • DISTRICT 5019 •
REGULAR MEETING OF THE BOARD OFDIxECToxs:
TAD J PILECKI
CENTRAL CONTRA COSTA President
ILLIAMS
SANITARY DISTRICT DAIDR. tProTem
Tem
President Pro
ENGINEERING & OPERATIONS BARBARA D.HOCKETT
COMMITTEE MARIAH N.LAURITZEN
MICHAEL R.MCGILL
MINUTES PHONE: (925)228-9500
FAX: (925)372-0192
Tuesday, March 23, 2021 www.centralsan.org
11:00 a.m.
(All attendees participated via videoconference)
Committee:
Chair David Williams
Member Tad Pilecki (Alternate for Member M. Lauritzen)
Staff.
Roger S. Bailey, General Manager (joined during Item 5.a.)
Kenton L. Alm, District Counsel (left after Item 5.b.)
Katie Young, Secretary of the District
Steve McDonald, Director of Operations (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
Lori Schectel, Environmental and Regulatory Compliance Division Manager (left after Item 5.b.)
Nitin Goel, Senior Engineer (left after Item 5.b.)
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.
April 1, 2021 Regular Board Meeting Agenda Packet- Page 131 of 153
Page 3 of 8
Engineering & Operations Committee Minutes
March 23, 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.
Mr. Petit announced that Item 4.a. will be pulled from today's agenda discussion.
4. Items for Committee Recommendation to Board
a. Review draft Position Paper to award a construction contract in the
amount of$3,957,700 to Carone and Company, Inc., the lowest
responsive and responsible bidder for the Contractor Staging
Improvements, District Project 7375; include award of an additive bid item
for the Recreational Vehicle Receiving Station in the amount of
$20,000; find the project is exempt from the California Environmental
Quality Act; authorize an amendment to an agreement with Woodard &
Curran, Inc. to include engineering services during construction in the
amount of$50,000, increasing the cost ceiling to $367,000; and authorize
a transfer of $753,000 from the Capital Improvement Budget Contingency
fund
COMMITTEE ACTION: Item postponed to a future meeting.
5. Other Items
a.* Receive update on recent Bay Area Air Quality Management District
(BAAQMD) retroactivity to Tier 4 compliance for emergency standby
diesel generators impacting the Pump Station Upgrades - Phase 1, District
Project 8436
Mr. Petit stated that the nature of this agenda discussion was to provide
an update on recent issues encountered with the timing of BAAQMD
permit application approval requirements and its effect on the overall
Pump Station Upgrades— Phase 1 project.
Mr. Lopez presented the attached information. Slide 2 reflected the permit
correspondence timeline. He stated that requiring Tier 4 compliance for
the emergency generators will have a big impact on the project cost and
timing. Unfortunately, BAAQMD made the Tier 4 requirement (effective
December 2020) retroactive one-year for permit applications deemed
complete (i.e., retroactive to January 1, 2020). The project is in
construction and one engine was already in process of being built.
April 1, 2021 Regular Board Meeting Agenda Packet- Page 132 of 153
Page 4 of 8
Engineering & Operations Committee Minutes
March 23, 2021
Page 3
One of the challenges is due to the selective catalytic reduction (SCR)
equipment, which is basically a catalytic converter system, that needs to
be added to meet Tier 4 diesel emission standards. At this point of the
project, the only location is on top of the generator enclosure; however,
the SCR equipment is very heavy. Installing an SCR unit on the pump
station roof if also a challenge as the additional weight requires reinforcing
the generator enclosure structure.
It is even more impactful at the Orinda Pump Station due to site
constraints; proper clearance will require additional civil and structural
detail, as well as potential demolition work, in order to accommodate the
extra equipment. Mr. Lopez stated that the SCR component, including
additional engineering efforts, will add significant additional cost to the
project and compromise the construction schedule.
Mr. Petit noted that the SCR was not deemed necessary through the
design stage and application submittal process; adding that the necessary
particulate matter filters were already included in the project specifications.
Another challenge stems from the lack of manufacturer experience for
these tier-type generators. The standby engine generators used for this
project are manufactured by Cummins. A large concern is the reliability of
the SCR potentially impacting whether the generator would have an issue
starting; thereby, making it a less reliable backup system which is not
acceptable. After some further discussion, Member Pilecki inquired
whether there was a way to build-in an SCR bypass during an emergency.
Mr. Petit replied that staff had been discussing that option and that both
the BAAQMD and Cummins would have to agree to install such a bypass
switch. Using that switch would trigger a compliance letter, but it would at
least alleviate a major overflow. Such an option is being evaluated.
Mr. Lopez replied to various questions from Member Pilecki regarding
additional cost estimates and sound continuation concerns in the
residential areas. Thus far, for the SCR equipment, not including structural
and design changes, the estimate is approximately$1 million for both
pump stations.
Mr. Alm stated that he reviewed the timeline and it is as presented today.
The District is facing a situation where regulatory agencies may have to
change their position, which is not made easily, and offered there are not
obvious legal avenues that will encourage some change.
Staff shared some preliminary plans to try to reconcile this matter, stating
it has been seeking advice from an air expert at Meyers Nave. The intent
today was to provide the Committee with an update to this regulatory
April 1, 2021 Regular Board Meeting Agenda Packet- Page 133 of 153
Page 5 of 8
Engineering & Operations Committee Minutes
March 23, 2021
Page 4
development and the potential increase in project costs and construction
duration.
COMMITTEE ACTION: Received the update.
b. Receive update on Asset Management Program
The Committee indicated they reviewed the material and no questions.
COMMITTEE ACTION: Received the update.
C. Receive Capital Projects Division Quarterly Report (October to December)
on capital projects, active consultant contracts, change order log, and
schedule of bids and awards
Mr. Lopez stated that the report included with the agenda material is the
typical information presented quarterly as the new Oracle system reports
are not ready for production.
Chair Williams commented on the numerous negative variances listed on
page 3 of 9, reflecting on prior Board Member concerns about variances
from budget and his concern that it may have sent staff a message to
budget high. He encouraged staff to estimate conservatively, but not so
conservatively that it would impact rates.
Mr. Lopez responded that the negative variance number is related to
receiving good bids. He noted that the bottom-line figures comparing the
total engineering estimates versus contract award bids was only a 9%
difference; staff tries to stay below a 10% mark. Therefore, he opined that
the estimates have overall been proportionate to the project. From a
budget standpoint, he offered that the variance is better seen with the
close-out of projects. Some projects return budget, some go over;
however, actual costs have remained close to the Capital Improvement
Plan estimates.
Mr. Petit added that the District benefited from a good bidding market
during the pandemic, enabling many good bids to be received from eager
contractors. He noted that the engineering community is starting to see a
swing upward in bids, by as much as 20-30%. Staff attempts to maintain a
realistic estimate for projects and factors market adjustments as needed
(e.g. increase in steel market).
COMMITTEE ACTION: Received the update.
April 1, 2021 Regular Board Meeting Agenda Packet- Page 134 of 153
Page 6 of 8
Engineering & Operations Committee Minutes
March 23, 2021
Page 5
6. Announcements
Mr. Bailey announced that the Board Financial Planning Workshop is this
Thursday, March 25.
7. Suggestions for Future Agenda Items
a. Receive list of upcoming agenda items and provide suggestions for any
other future agenda items
Ms. Young stated that in conferring with staff to reagendize Item 4.a, for
discussion, it was suggested to reschedule the current Special meeting on
April 13 up to April 7. She noted that, prior to this meeting, Member
Lauritzen confirmed her availability for the proposed date and time
specified below. Chair Williams concurred.
COMMITTEE ACTION: Received the list and provided input to staff.
8. Future Scheduled Meetings
Tuesday, March 30, 2021 at 11:00 a.m.
Wednesday, April 7, 2021 at 11:30 a.m. (Special, new date and time)
Tuesday, April 13, 202at 11:00 a.Fn. (Special) rescheduled as
referenced above.
Tuesday, April 20, 2021 at 11:00 a.m.
9. Adjournment— at 11:46 a.m.
* Attachment
April 1, 2021 Regular Board Meeting Agenda Packet- Page 135 of 153
Page 7 of 8
Item 5.a.
(Handout)
i TIER 4 IMPACTS
PUMP STATION UPGRADES — PHASE 1
DISTRICT PROJECT 8436
Engineering & Operations Meeting
March 23, 2021
Edgar J. Lopez, P.E.
Capital Projects Division Manager
WIT M,
1
PERMIT TIMELINE
August 24, 2020: Authority to Construct (ATC) applications
submitted. Two standby generators (Moraga and Orinda
Pump Stations).
September 18, 2020: Permit fees paid.
November 3, 2020: Both applications deemed complete.
December 17, 2020: Staff checked-in on the ATC by email.
January 4, 2021: Received response where BAAQMD
informed the District that both projects will be subject to the
Tier 4 emissions standards. These guidelines came out
December 22nd and apply to all projects with applications
deemed complete back to January 1, 2020 (one year back).
0 E BAAQMD: Bay Area Air Quality Management District
Imo. IIz
CENTRALSAN
2
1
April 1, 2021 Regular Board Meeting Agenda Packet- Page 136 of 153
Page 8 of 8
PROJECT IMPACTS
Delayed delivery of the generators.
Additional equipment installed on the generators to
meet requirement, re-sized enclosure and related
modifications. Additional electrical, etc.
Difficult to fit Tier 4 generator package at Orinda.
Crossroads, will require civil and structural changes.
Additional design changes and engineering.
Addition costs to the Project.
Risks to the construction schedule.
r 3
QUESTIONS?
CENTRALSAN
4
2
April 1, 2021 Regular Board Meeting Agenda Packet- Page 137 of 153