HomeMy WebLinkAbout17.b. Committee minutes-E&O 11-09-21 Page 1 of 7
Item 17.b.
CENTRALSAN
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CENTRAL CONTRA COSTA SANITARY DISTRICT
November 18, 2021
TO: HONORABLE BOARD OF DIRECTORS
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
SUBJECT: NOVEMBER 9, 2021 - ENGINEERING & OPERATIONS COMMITTEE -
CHAIR WILLIAMSAND MEMBER LAURITZEN
Attached are minutes of the above Committee meeting.
ATTACHMENTS:
1. Minutes of 11-09-21 meeting
November 18, 2021 Regular Board Meeting Agenda Packet- Page 75 of 112
Page 2 of 7
CENTRAL SAN
CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-4392
REGULAR MEETING OF THE BOARD oFDrnEC TAD J.PI LECKILECK
CENTRAL CONTRA COSTA President
SANITARY DISTRICT DA PIDR. tProWILLI MS
em
President Pro Tem
ENGINEERING & OPERATIONS BARBARA D.HOCKETT
COMMITTEE MARIAH N.LAURITZEN
MICHAEL R.MCGILL
MINUTES PHONE: (925)228-9500
FAX.- (925)372-0192
Tuesday, November 9, 2021 www.centralsaii.org
11:00 a.m.
(A11 attendees participated via videoconference)
Committee:
Chair David Williams
Member Mariah Lauritzen
Guests:
Randell Harrison, Harrison Engineering, Inc. (left after Item 5.a.)
Carlton Thompson, City of Walnut Creek (left after Item 5.a.)
Steve Waymire, City of Walnut Creek (left after Item 5.a.)
Staff.
Roger S. Bailey, General Manager
Katie Young, Secretary of the District
Steve McDonald, Director of Operations
Jean-Marc Petit, Director of Engineering and Technical Services
Danea Gemmell, Planning and Development Services Division Manager
Edgar J. Lopez, Capital Projects Division Manager
Neil Meyer, Plant Maintenance Division Manager (left after Item 4.a.)
Nitin Goel, Senior Engineer (left during Item Ta.)
Clint Shima, Senior Engineer (left after Item 4.a.)
Khae Bohan, Asset Management Program Administrator (joined during Item 4.b.)
Amelia Berumen, Assistant to the Secretary of the District
1. Notice
Pursuant to Central San Resolution No. 2021-076 adopted on October 21 , 2021,
this meeting was conducted virtually. The resolution reestablished findings
associated with the Governor's Emergency Declaration and County Health
Services recommendations related to COVID-19, and the provisions provided
under Assembly Bill (AB) 361.
November 18, 2021 Regular Board Meeting Agenda Packet- Page 76 of 112
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Engineering & Operations Committee Minutes
November 9, 2021
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2. Call Meeting to Order
Chair Williams called the meeting to order at 11:00 a.m.
3. Public Comments
No public comments.
Chair Williams announced that Item 5.a. would be heard as the first item of
business.
4. Items for Committee Recommendation to Board
Item 4.a. and the balance of the agenda was heard after the conclusion of Item 5.a.
a. Review draft Position Paper to authorize the General Manager to
purchase natural gas through an existing service agreement with Shell
Energy North America, LP, for the period of December 1, 2021, through
December 31 , 2023, up to 1,000 dekatherms per day at a price not to
exceed $8.00 per dekatherm, excluding transportation service costs
Mr. Shima provided an overview of the draft Position Paper as well as
recently seen spikes in gas prices. He explained that most of the natural
gas purchased is used for the cogeneration system (cogen), the rest is
used for auxiliary boilers and other equipment. With gas prices on the rise,
currently over$7 per dekatherm, staff recommends an increase to the
maximum pre-purchase price threshold, which is currently at $4 per
dekatherm. This will allow greater flexibility and prepare for natural gas
spikes in the winter months.
In response to a question posed by Member Lauritzen about the two-year
time frame, staff explained that it has been past practice to enter into two-
year agreements to allow for flexibility; however, it did not mean that the
gas would necessarily be pre-purchased for two years.
Chair Williams noted that PG&E costs are also on the rise and inquired
whether it would continue to be cost effective to run the cogen with natural
gas even with a rise in cost. Mr. Shima confirmed it would and, although
not reflected now, PG&E rates will rise as well.
There was an in-depth discussion about whether the threshold requested
should be higher and more reflective of actual usage needs and any
obligatory purchase ramifications, including reserve costs and other
applicable fees. Mr. Shima responded to Committee inquiry that the
District would only pay for what it uses. He added that the District currently
uses approximately 1,200 dekatherms per day (typically the pre-agreed
amount of 1,000 per day rate plus the remaining spot-market price).
November 18, 2021 Regular Board Meeting Agenda Packet- Page 77 of 112
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Engineering & Operations Committee Minutes
November 9, 2021
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In the end, staff stated it would revisit the threshold and would consider an
increase to the threshold if there were no adverse impacts. If no impacts
would be associated, staff will amend the Position Paper accordingly. The
Committee recommended Board approval and concurred on an increase
to the threshold from 1,000 to 1,200 dekatherms per day, if warranted and
to the extent necessary.
COMMITTEE ACTION: Recommended Board approval.
b. Review draft Position Paper to authorize the General Manager to execute
three professional engineering services agreements to rebid the critical
elements of the Solids Handling Facility Improvements, District Project
7348 (Solids Project) with:
1. CDM Smith in an amount not to exceed $850,000;
2. ArcSine Engineering in an amount not to exceed $600,000; and
3. GHD, Inc. in an amount not to exceed $500,000
Mr. Petit reviewed the presentation included with the agenda materials.
Staff is prepared to move forward with the repackage efforts for the critical
elements of the original Solids Project in a two-phase approach (refer to
slide 4). The recommended agreements sought in this request are part of
the first-phase for project implementation.
Staff conducted a formal solicitation for engineering services for the
reduced Solids Project. CDM Smith (CDM) was selected to be the lead
consultant for this rebid endeavor since the scope is mainly mechanical. In
addition to these three agreements, Mr. Petit noted that other agreements
will also be executed that are within staffs authority. Therefore, the overall
budget to rebid is inclusive of this and noted in the draft Position Paper.
In response to an inquiry made by Chair Williams, staff confirmed that
although consultants will be hired for the rebid of the revamped project,
the original design will be repackaged and design drawings updated to
rebid this new effort. This led into discussion of meshing designs and
coordination of various design disciplines.
Mr. Petit explained that each firm will be responsible for their particular
discipline and would stamp their design drawings, CDM would take the
lead role to ensure project coordination.
Mr. Lopez stated that staff had considered packaging everything under one
consultant; however, moving forward with the current approach was best for
the project. CDM will have oversight so the project efforts can be
coordinated. He explained, for example, CDM will use their QA/QC
electrical expert to ensure overall compatibility with ArcSine's drawings, etc.
November 18, 2021 Regular Board Meeting Agenda Packet- Page 78 of 112
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Engineering & Operations Committee Minutes
November 9, 2021
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Mr. Bailey advised staff that it be clearly defined, and also be included in
the contract language, to CDM and the other consultants that CDM will be
the lead consultant and efforts coordinated accordingly with them. Mr. Petit
replied that it had already been explained to the consultants, and staff is in
the process of defining the terms and scope.
COMMITTEE ACTION: Recommended Board approval.
C Review draft Position Paper to authorize the General Manager to execute
two professional engineering services agreements with; 1) Hazen &
Sawyer, Inc. in an amount not to exceed $750,000; and 2) Stantec in an
amount not to exceed $500,000, each for a five-year term to provide as-
needed CAD/BIM services for Central San projects
Mr. Petit provided a broad overview of this agenda item due to time
constraints. He explained that the District uses 3D drawing tools using
CAD' and BIM2 software. Many consultants are creating more designs in
AutoCAD and BIM, some use the Revit CAD tool. Many industry changes
occurred from the Sacramento Regional "Echo Water Project"and
consultants'model those stringent standards of late. Staff recommends
the District adopt its own standard that incorporates the newer models
moving forward for the various project drawings it receives, in addition to
ensuring complex files are properly accessible and defined.
After a formal selection process, Hazen & Sawyer was selected to lead
the effort to put together a standard. They successfully completed a
similar project for a large sanitation district on the east coast. Both
Hazen & Sawyer and Stantec would assist staff to navigate the complex
digital files under multi-year agreements. Staff requires the use of such a
consultant team to assist with file reviews, as-builts, and other such
project drawing files, and help ensure the files are compliant with the
defined standards. He noted that features can also be used to "tag"other
project components, such as costs and operations manuals, that becomes
a valuable Asset Management resource tool.
In response to Chair Williams question about whether the standards would
limit some contractors or require exceptions, Mr. Petit stated that almost
all consultants in the Bay Area already use the standards derived from the
EchoWater Project, which staff will keep an awareness for any future
updates.
COMMITTEE ACTION: Recommended Board approval.
CAD defined as computer-aided design (AutoCAD is a commercial CAD and drafting software application.)
2 BIM defined as Building Information Modeling (digital representations)
November 18, 2021 Regular Board Meeting Agenda Packet- Page 79 of 112
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Engineering & Operations Committee Minutes
November 9, 2021
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5. Other Items
a. Receive update on future joint project with City of Walnut Creek
(Walnut Boulevard, Walker Avenue, and Homestead Avenue Drainage
Improvement Project)
This item was heard out of order as the first item of business.
Mr. Lopez presented an informational overview of a complex storm drain
project run by the City of Walnut Creek in the Walnut Heights area, still in
the preliminary design stage. Staff is working with the City and its
consultant, Harrison Engineering, to coordinate the project and evaluate
how the project would be done and any impacts to the District's collection
system. Mr. Lopez acknowledged the attendance of City and consultant
representatives that joined the meeting.
The presentation thoroughly covered the various complexities, design
considerations, Central San impacts, and coordination efforts.
The project would provide additional storm water collection that moves the
water to a Walnut Creek channel, which is very large. The various
challenges attributed to the project design and construction effort were
highlighted.
There are several conflicts that could impact the Central San system. One
of which is the existing sewer line that is a 12-inch clay pipe installed in
the 1950s, which would easily be affected by nearby heavy construction.
Therefore, staff anticipates that a project to relocate or install a new sewer
line in this heavily traveled, narrow residential and challenging area may
be needed.
Mr. Lopez stated that Capital Projects had led the coordination of
information with the City thus far and will assist with the permit process
coordination since the construction work is similar to the District's
renovation program, as it relates to sewers. Conflicts include side sewers
in addition to the sewer mains. As such, Mr. Lopez foresees a Joint
Powers Agreement (JPA) may likely be needed, however, detailed
discussions have not yet occurred as the technical aspects have taken
priority. Moreover, the City has not determined a project timeline but staff
wanted to make the Committee and Board aware of this project.
Mr. Lopez replied to questions posed by Chair Williams, who
acknowledged the difficulties associated with this project and expressed
the importance of the two agencies working closely together.
November 18, 2021 Regular Board Meeting Agenda Packet- Page 80 of 112
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Engineering & Operations Committee Minutes
November 9, 2021
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Mr. Waymire, City Engineer, stated that this project is part of a lawsuit due
to an undersized upstream storm drain system. As such, the lawsuit is
requiring an upgrade to the storm drainage system. Mr. Waymire
described other design and construction challenges they must reconcile
as part of the project and noted that the City is still in the exploratory and
feasibility phase. Part of this initial phase is going through the exercise
with Central San of what it means, as well as design/construction and
financial practicability.
After further discussion, Chair Williams reiterated the importance to work
together in the project coordination, associated financial responsibilities for
the public, as well as extensive public outreach synchronization efforts;
especially since changes to traffic on Walnut Blvd. led to a significant
disturbance with nearby residents several years ago.
Mr. Waymire expressed his appreciation for staffs assistance in this effort.
COMMITTEE ACTION: Received the update.
Upon conclusion, the agenda reverted back to its original order, starting with Item 4.a.
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 14, 2021 at 11:00 a.m.
9. Adjournment— at 12:06 p.m.
November 18, 2021 Regular Board Meeting Agenda Packet- Page 81 of 112