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HomeMy WebLinkAboutEngineering & Operations MINUTES 07-13-21 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, July 13, 2021 www.centralsan.org 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 Sasha Mestetsky, Senior Engineer (left after Item 4.a.) Nancy Molina, Associate Engineer Amelia Berumen, 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 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. August 5, 2021 Regular Board Meeting Agenda Packet- Page 233 of 262 Page 3 of 6 Engineering & Operations Committee Minutes July 13, 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 authorize the General Manager to execute two professional engineering services agreements with 1) Towill, Inc. in an amount not to exceed $475,000, and 2) LCC, Inc. in an amount not to exceed $275,000, each for a three-year term to provide as-needed surveying services for District projects Mr. Lopez provided an overview of the draft Position Paper and consultant proposal process. He stated these services would supplement seasonal design and construction work to support collection system, treatment plant, and other capital project needs. It was noted that these two as-needed contracts have a higher cost ceiling than the last contract period. This is due to the increased use of 3D- scanning, which has been a very useful tool, especially with treatment plant projects. Towill, Inc. would provide the 3D-scanning service, which equates to the higher cost ceiling contract. Mr. Lopez stated staff has begun to evaluate whether the continued use of consultants for these type services is the best way to move forward in the future. However, at this time staff recommends these two as-needed surveying services contracts as planned. He explained the services are already allocated in the project budgets and is just a matter of executing and using the contracts. In response to Member Lauritzen's inquiry, there was some discussion on the use of 3D modeling and how it correlates to the geographic information system (GIS) modeling and records management. Mr. Lopez explained that designs are not done in GIS, but the 3D-scanning is used to develop drawings. Many consultants are using this tool and staff will look at such capabilities in the future. He explained that the District's GIS group receives the CAD (computer aided design) project files for integration in the system. Chair Williams stated he supported these services to help with peak workload and considering the addition of staff as a cost-effective approach August 5, 2021 Regular Board Meeting Agenda Packet- Page 234 of 262 Page 4 of 6 Engineering & Operations Committee Minutes July 13, 2021 Page 3 is good, however, in the meantime, this consultant work is the cost- effective method. The Committee recommended approval. Later in the meeting, Member Lauritzen returned to this topic and asked staff to provide cost figures on the contracting versus inhouse comparison. Mr. Bailey replied that in this regard, careful consideration needs to be taken when comparing staff to consultants relative to the scope and cost to execute. For example, this scope is executed over several years, and the firm's staff availability that may be placed on a particular scope during a seasonal time may be two or more compared to one. Mr. Petit stated staff is not ready to discuss this topic and that preliminary evaluations have been conducted, but a peer-to-peer comparison is not yet complete. Member Lauritzen said she would be interested in the comparison when presented but did not want to go through the assumptions at this time. Mr. Lopez replied that staff would present an update when the comparison is ready and to receive Committee input on whether staff should move forward to request implementation. COMMITTEE ACTION: Recommended Board approval. b. Review draft Position Paper to award a construction contract in the amount of$9,594,300 to Auburn Constructors, LLC, the lowest responsive and responsible bidder for the Electric Blower Improvements, District Project 100015 and Treatment Plant Piping Renovations, Phase 10, District Project 7369; find these projects are exempt from the California Environmental Quality Act; and authorize the General Manager to: • Amend two existing agreements with 1) HDR, Inc. in the amount of $450,000, increasing the cost ceiling to $3,920,000, and 2) Lee & Ro, Inc. in the amount of $300,000, increasing the cost ceiling to $800,000; • Execute a professional engineering services agreement in an amount not to exceed $800,000 with Carollo Engineers, Inc. to provide construction management services; and • Execute the Contract Documents subject to submittal requirements and include up to a 15-percent contingency Mr. Lopez explained the two projects shared locations on the treatment plant site and the timing of the projects lined up to combine as one bid for cost effectiveness. In response to Chair Williams'inquiry of one package with two consultants, Mr. Lopez compared this bid process to the recent August 5, 2021 Regular Board Meeting Agenda Packet- Page 235 of 262 Page 5 of 6 Engineering & Operations Committee Minutes July 13, 2021 Page 4 Mechanical and Concrete Renovations Project. The "front-end"document combined the projects accordingly, however, the technical specifications and plans were segregated for each project's particular needs and/or scope. For example, some scope within shared task items or locations were different and particular specifications were required (e.g., electric blowers and piping components). He noted that the Treatment Plant Piping Renovations, Phase 10 project utilizes a legacy name and perhaps the title would change in the future as more than simply piping is part of the project scope. The renovations also include other apparatuses, such as variable frequency drives, hypochlorite system, return-activated sludge equipment, or other renovations required during a particular phase. Mr. Lopez and Mr. Petit discussed the drivers associated with these projects; the main driver as being proactive to address additional potential process failures and a lack of available redundancy. Although discharge permit limits were not exceeded in a recent failure, some processes were disrupted for a few hours; thus, having such redundancies are critical to continue critical processes. Mr. Lopez explained that the system upgrades as part of these projects will provide a full redundancy (i.e., multiple blowers rather than one) and that future alternatives were considered; therefore, no assets would be lost. Mr. McDonald explained that the incident mentioned occurred during a swing shift and with problems with the blowers at the time; and, had the District not had the cogeneration system, it would have been difficult to carry the plant. He stated staff is currently reviewing sources of power and looking at the system to add additional head space. Chair Williams asked staff's opinion on the bid being much lower than the engineer's estimate. Mr. Lopez explained that the combined estimates were elevated with current market conditions, but were capped at $14 million. However, the three bidding contractors happened to already be on site working on other projects. Accordingly, the normal mobilization cost factor was greatly minimalized, and other work onsite would continue while waiting for equipment, suppliers, etc. Mr. Petit said such cases are difficult to factor into an estimate and this estimate was the best opinion of cost at the time; however, it was apparent the contractors also saw the benefit of the two projects being combined for efficiency. He concluded that the overall award is under the budget estimated for both projects combined. Mr. Lopez concurred that it would be under$19 million to complete both projects. August 5, 2021 Regular Board Meeting Agenda Packet- Page 236 of 262 Page 6 of 6 Engineering & Operations Committee Minutes July 13, 2021 Page 5 As it pertained to the new contract with Carollo Engineers (Carollo) for construction management (CM) services and a future agreement with MWH Constructors, Inc. (MWH), Mr. Lopez replied to Chair Williams that the services selections were done by a competitive process and that CM services for this project were included in the proposal description. Staff is currently focusing on this project and it was clarified that such CM services are needed for other treatment plant projects; therefore, staff will return to the Board to increase Carollo's contract and execute a second as-needed contract with MWH at a future meeting. 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, July 27, 2021 at 11:00 a.m. Tuesday, August 17, 2021 at 11:00 a.m. Tuesday, September 21, 2021 at 11:00 a.m. 8. Adjournment— at 11:40 a.m. August 5, 2021 Regular Board Meeting Agenda Packet- Page 237 of 262