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HomeMy WebLinkAbout17.c. Committee Minutes-Engineering & Operations 05-11-2021 Page 1 of 6 Item 17.c. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT May 20, 2021 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: MAY 11, 2021 - ENGINEERING & OPERATIONS COMMITTEE - CHAIR WILLIAMS AND MEMBER LAURITZEN Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Minutes of 05-11-21 meeting May 20, 2021 Regular Board Meeting Agenda Packet- Page 449 of 457 Page 2 of 6 CENTRAL SAN CONTRACENTRAL • DISTRICT 5019 • REGULAR MEETING OF THE BOARD OFDIRECToxs: 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, May 11, 2021 www.centralsan.org 10:00 a.m. (Amended Time) (All attendees participated via videoconference) Committee: Chair David Williams Member Mariah Lauritzen Staff. Roger S. Bailey, General Manager Katie Young, Secretary of the District (joined during Item 4.b.) 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 Kevin Mizuno, Finance Manager (joined during Item 4.b.) Amelia Berumen, Provisional Assistant to the Secretary of the District 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. 2. Call Meeting to Order Chair Williams called the meeting to order at 10:05 a.m. May 20, 2021 Regular Board Meeting Agenda Packet- Page 450 of 457 Page 3 of 6 Engineering & Operations Committee Minutes May 11, 2021 Page 2 3. Public Comments — No public comments. 4. Agenda Items a. Review draft Position Paper to authorize the General Manager to amend an existing professional engineering services agreement with McMillen Jacobs Associates in an amount not to exceed $50,000, increasing the contract cost ceiling to $300,000 to support the South Orinda Sewer Renovations, Phase 8, District Project 8461 Mr. Lopez explained that the original agreement was approved in 2019, along with two other similar as-needed consultant agreements, when the General Manager's delegation of authority for agreements and amendments was limited to a lower maximum amount. Subsequently, the General Manager's authority, including agreement amendments, had been revised, which would cover such cases for current and future agreements. Therefore, in an abundance of caution with the original contract date and for transparency, staff deemed this revision request was appropriate to obtain formal Board approval. McMillen Jacobs Associates (MJA) is the geotechnical engineer of record for the South Orinda Sewer Renovations, Phase 8 project, in which they assisted with a special boring project task. The construction contractor revised their schedule to move up the specialty boring work that will replace a pipe near a creek. Thus, time is of the essence and staff recommends MJA continue the geotechnical work under the project. COMMITTEE ACTION: Recommended Board approval. b. Review proposed Fiscal Year 2021-22 Capital Improvement Budget (CIB) and Ten-Year Capital Improvement Plan (CIP) Mr. Petit introduced the review of the proposed CIB and discussed the importance of the four capital programs that drive the rates needed to finance the CIP, as well as the relationship with the 2017 Comprehensive Wastewater Master Plan (CWMP). Mr. Lopez provided an overview of the presentation included with the agenda materials and responded to various Committee questions about capital program planning, prioritization, and project status. During review of the proposed budget on slide 3, Mr. Lopez defined that some projects have been in process for multiple years and the approved budgets are reflected on the chart; the proposed contingency can be used for any of the four capital programs. Member Lauritzen requested that the budget-to-date column include the number of years it encompasses for May 20, 2021 Regular Board Meeting Agenda Packet- Page 451 of 457 Page 4 of 6 Engineering & Operations Committee Minutes May 11, 2021 Page 3 timeline clarity. Using the General Improvements budget as an example, Mr. Lopez explained that equipment and vehicle replacement expenses can last up to ten years; although a majority of the budget is spent, the expenditures are not reflected in the budget-to-date column. Various discussions ensued during the course of the overview, the most noteworthy reflected below. Collection System Chair Williams stated he understood and supported the rigorous efforts taken to inspect sewer mains and the criteria used to evaluate and prioritize necessary replacements. With that said, he inquired how staff would respond to a prior Board member's inclination to challenge sewer replacements on a macro-level scale (e.g., pipe replacement every 200 years). Mr. Lopez replied that staff keeps close watch on the collection system and routinely inspects the smaller diameter system (i.e., 6- and 8-inch diameter pipes) via CCTV' every 5-7 years. He said that there is currently an extensive effort underway to evaluate larger diameter pipe (24-inch and larger). However, the focus has heavily leaned towards the smaller diameter pipe— est. 60-100-year scale; whereas, historically, the larger diameter pipe has not been an issue, and with its size, the timeline has been longer— est. 100-200-year scale. In the future, once the smaller diameter pipe is addressed, Mr. Lopez anticipates a lot more pipe lining projects since it is more cost effective and capacity has not been a concern with the system. Mr. Petit indicated the CWMP established a long-term replacement schedule and the collection system replacement is based on a comprehensive scoring system. The model is revisited annually, with a new emphasis on large-diameter pipes and force mains. Mr. McDonald offered that the Operations Division is also evaluating cause of failure of the sewers, as lines do not fail uniformly and are typically in a spot versus an entire line. A response team will evaluate failure, environmental aspects (e.g. overflows), and worker safety, as well as determine a plan for a sewer line in order to extract the maximum time achievable for the asset. Recycled Water Chair Williams inquired about the Recycled Water Program budget, noting that the budget is close to that of the Collection System, and asked if treatment plant versus Zone 1 use was in the order of a 2:1 ratio. Mr. Petit replied the plant uses approximately 1 - 1.5 MGD2 as compared to the 3.5 MGD capacity; the majority of the proposed budget is for Filter Plant CCTV refers to closed-circuit television inspection. 2 MGD defined as million gallons-per-day. May 20, 2021 Regular Board Meeting Agenda Packet- Page 452 of 457 Page 5 of 6 Engineering & Operations Committee Minutes May 11, 2021 Page 4 and storage rehabilitation projects currently underway in design or construction. Mr. Lopez stated Chair Williams was correct in his assumptions and that it was not until the current Phase 1 of the Filter Plant and Clearwell Improvements Project, which addresses deferred items needed to replace infrastructure, that the Recycled Water Program budget has now greatly increased compared to prior years. For clarification regarding Zone 1, Chair Williams asked if the budget is intended for system rehabilitation rather than expansion; Mr. Petit replied yes and explained that the $1 million budget equates to $100,000 per-year for the ten-year CIP term, mainly used for staff time. Treatment Plant The program discussion focused on the Solids Handling Facility Improvements Project (Solids Project). Mr. Lopez replied to Chair Williams'inquiry of the current engineers estimate, and stated it is $120 million but will increase with issuance of additional addendums to address various items and electrical scope necessary for the project. Mr. Lopez and Mr. Petit provided in-depth explanation of the pre-qualified contractors and electrical subcontractors and their current interest on this complicated project. Additionally, State Revolving Fund (SRF) loan documents have requirements that also must be met. Consequently, the bid opening has been extended from late May to mid-June to accommodate the various challenges and bidder requests for more time. Chair Williams asked how many beneficial years the Solids Project will carry the District. Mr. Petit replied that although the Solids Conditioning Building will undergo an extensive renovation, not everything in the building is within the scope of the project (i.e., the steam and cogeneration systems). For the Solids Project, the furnaces are in good shape with an estimated 20-30 years of remaining life. The air pollution equipment may need to be revisited, as the pilot project identified replacement of the wet scrubbers associated with the multiple hearth furnaces for regulations compliance. Therefore, if regulations become stricter, there may be a need to address a few more components from an air/regulatory standpoint within the next two decades. However, staff has taken this into consideration; space and capacity for any needed components have been incorporated within the Solids Project plans. Chair Williams revisited a previous request made earlier this year pertaining to sludge hauling plans required for the project. He stated his concern of hauling raw sludge, especially outside the county, and his desire for the Committee to be briefed on staffs plan, contingencies, and what-if scenarios. Member Lauritzen inquired if an alternative strategy was being planned that she was unaware of since this topic had previously been discussed at length. There was some debate to the effectiveness of requiring staff to present its plan to the Committee and whether this was May 20, 2021 Regular Board Meeting Agenda Packet- Page 453 of 457 Page 6 of 6 Engineering & Operations Committee Minutes May 11, 2021 Page 5 the proper forum to provide public information as typically there is no public attendance at the Committee level and minimal attendance at Board meetings. Member Lauritzen asked whether publication avenues will be used to for public outreach, such as the Pipeline newsletter, to which Mr. Bailey replied yes. He continued that a host of issues can occur during implementation and consequences could be large; therefore, public communication is imperative and opined it should start at the Committee. Member Lauritzen stated support of a Committee briefing if everyone is aligned and there is value to staff for such an effort. Her concern was more towards entrusting and allowing staff to perform their evaluations and constructing a plan for the hauling, noting it would be good to review from a policy standpoint. Mr. Lopez offered that there is appropriate time to compile an effective and efficient hauling plan and provide an update to the Committee and public. The hauling need is two years or more away and staff will have more details once the Solids Project has bid and awarded. Ten-Year CIP Mr. Petit reviewed the Ten-Year CIP summary tables and highlighted some of the program budgets components. He asked if the Committee had any questions, there were none. Chair Williams concluded that he appreciates the frequent updates from staff on the budget and CIP. As such, aside from a few changes that may need to occur, there have been no big surprises. COMMITTEE ACTION: Reviewed and provided input to staff. 5. Announcements — None. 6. Suggestions for Future Agenda Items As noted in Item 4.b., Chair Williams requested, when appropriate, the Committee receive an update of the sludge hauling plan for the Solids Project. 7. Future Scheduled Meetings Tuesday, March 25 2021 at 11 :00 a.m. /Cancelled) �--uc�a-ca-y�-rvrar za, cvc-rcr 1 Tuesday, June 1, 2021 at 11:00 a.m. Tuesday, June 22, 2021 at 11:00 a.m. 8. Adjournment— at 11:12 a.m. May 20, 2021 Regular Board Meeting Agenda Packet- Page 454 of 457