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Home My WebLink About20.b. Committee Minutes-Engineering & Operations 03-16-2022 Page 1 of 6 Item 20.b. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT April 7, 2022 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: MARCH 16, 2022 - ENGINEERING & OPERATIONS COMMITTEE - CHAIR LAURITZEN AND MEMBER PILECKI (ALTERNATE) Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Minutes of 03-16-22 meeting April 7, 2022 Regular Board Meeting Agenda Packet- Page 165 of 194 Page 2 of 6 CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-4392 REGULAR MEETING OF THE BOARD oFDIRECTORWILLIAM DAVID R. WILLIAMS CENTRAL CONTRA COSTA Preen` SANITARY DISTRICT BARBARA D.H°CKETT President Pro Tem ENGINEERING & OPERATIONS MARIAHN.LAURITZEN COMMITTEE MICHAEL R.MCGILL TAD J PILECKI MINUTES PHONE: (925)228-9500 FAX.- (925)372-0192 Wednesday, March 16, 2022 www.centralsan.org 11:00 a.m. (All attendees participated via videoconference) Committee: Chair Mariah Lauritzen Member Tad Pilecki (Alternate for Member Hockett) Staff. Roger S. Bailey, General Manager Kenton L. Alm, District Counsel Steve McDonald, Director of Operations (joined during Item 4.a.) Jean-Marc Petit, Director of Engineering and Technical Services Danea Gemmell, Planning and Development Services Division Manager Edgar Lopez, Capital Projects Division Manager Dan Frost, Senior Engineer Sasha Mestetsky, Senior Engineer (left after Item 4.b.) Amanda Cauble, Associate Engineer Damasio Zepeda, Associate Engineer (left after Item 4.b.) Amelia Berumen, Assistant to the Secretary of the District 1. Notice This meeting was held virtually in accordance with the provisions stipulated in Assembly Bill (AB) 361 and adopted by the Central San Board of Directors on February 17, 2022 via Resolution 2022-009. The agenda included instructions with options in which the public could participate in the meeting. 2. Call Meeting to Order Chair Lauritzen called the meeting to order at 11.00 a.m. April 7, 2022 Regular Board Meeting Agenda Packet- Page 166 of 194 Page 3 of 6 Engineering & Operations Committee Minutes March 16, 2022 Page 2 3. Public Comments No public comments. 4. Items for Committee Recommendation to Board a. Review draft Position Paper to authorize the General Manager to execute a professional engineering services agreement with Cal Engineering & Geology, Inc. in an amount not to exceed $250,000 to provide geotechnical assistance for the Wet Weather Basin Improvements, District Project 100022 and other as-needed services; and find the recommended agreement is exempt from the California Environmental Quality Act (CEQA) has amended] Mr. Lopez advised an amended draft Position Paper had been distributed prior to the meeting in order to include recommended CEQA language, and that the project is currently in design. He also clarified this item had been pulled from the January 2022 Committee meeting for further evaluation prior to consideration. Mr. Lopez also provided an overview of the Wet Weather Basin Improvements project location, its multiple and important use, and its correlation to the County Flood Control Project. Geotechnical assistance is needed to oversee suitable soils usage and monitoring. This agreement was part of a complete Request for Proposal (RFP) process; two other consultant agreements have already been authorized from that process for other project needs. Member Pilecki had no questions on the intent of the project or the services requested and was glad to know progress on this project is being made. However, he did express great concern of the selection process and implications of a potential conflict of interest for this particular agreement. Without providing detail or creating discussion, he noted it was his understanding staff involved in the selection process were not aware of any conflict at the time of the consultant selections. Moreover, he advised it was his understanding that none of the implied issues violated the law, but rather transgressed on District policy. To that end, he stated he would not support a recommendation. Chair Lauritzen requested an explanation of how this particular item would now be handled. Mr. Alm stated the matter could be deferred to the Board for a decision without a Committee recommendation. Chair Lauritzen concurred with that approach. Mr. Bailey echoed similar explanation and stated an internal discussion had occurred, including legal counsel, to review potential concern. It was April 7, 2022 Regular Board Meeting Agenda Packet- Page 167 of 194 Page 4 of 6 Engineering & Operations Committee Minutes March 16, 2022 Page 3 determined there were no legal conflicts and a solution was developed to move forward for internal purposes. COMMITTEE ACTION: Reviewed by the Committee. Item to be brought to the Board for consideration without a recommendation. b. Review draft Position Paper to authorize the General Manager to execute a construction change order in an amount up to $400,000 to include the Eccleston Avenue/Oak Park Blvd. Sewer Replacement adjacent to the new Pleasant Hill Library under the Collection System Sewer Renovation- Phase 1, District Project 8451; and find the project is exempt from the California Environmental Quality Act Mr. Lopez provided an overview of this agenda item and brief history of prior library project plan reviews and agreements. He stated the need to rehabilitate this particular location was recently brought to his attention and timing to complete is of the essence. Staff has been working closely with the City of Pleasant Hill and other agencies to coordinate and complete this work before early summer, prior to the grand opening of the new public library. It is in the best interest of the public to complete this work ahead of the grand opening to avoid further impact and constructing within a newly paved road. In addition, this sewer work location spans two municipal jurisdictions. As such, staff has outreached to current District sewer construction contractors that have a knowledge of the work involved to obtain change order quotes. Staff anticipates receiving at least two estimates to evaluate. Mr. Lopez explained that this manner of requesting Board approval with a not-to-exceed amount is atypical due to the project moving so quickly. He explained staff is seeking a maximum change order authority amount to obtain materials, which have been hard to receive in today's climate, cost estimates, and to continue coordination efforts in order to meet the target deadline. There was some discussion of the work within a change order percentage of existing contracts and whether there was any potential issue. Mr. Alm and Mr. Lopez replied with assurance there was no issue in this regard. Mr. Alm provided a brief history of why the District generally has used a maximum of a 10% range for additive change orders in construction contracts; because that range can generally be justified as a non-material change to the original contract, based on some case law. April 7, 2022 Regular Board Meeting Agenda Packet- Page 168 of 194 Page 5 of 6 Engineering & Operations Committee Minutes March 16, 2022 Page 4 Mr. Lopez added that it has been the District's practice to include a 15% contingency for sewer contracts. Contractors are aware of potential work when going into contract. Mr. Alm advised that based on the circumstances of this need, the urgency and rationale, the approach taken is acceptable. COMMITTEE ACTION: Recommended Board approval. 5. Other Items a. Receive update on the Tertiary Membrane Pilot Project Mr. Petit introduced Ms. Cauble, project manager of the pilot project, and stated this endeavor will evaluate different membranes to see what the District may want to do in the future. He highlighted this complex pilot project involves staff from various divisions, including Planning and Development, Capital Projects, Operations and Maintenance, and Environmental and Regulatory Compliance (Laboratory). With the potential of future recycled water efforts, it was decided to also evaluate membranes in addition to one filter that is currently being renovated as part of the Filter Plant Project. Ms. Cauble provided a comprehensive overview of the presentation included in the agenda materials and responded to minimal questions. In summary, the pilot area was selected based on the size needed and proximity to water and electrical sources, and drainage from the pilot is easily returned to the treatment plant. The pilot is testing three different manufacturers, each with full-size modules, based on manufacturer set- point guidelines for individual evaluation and analysis. The testing includes one microfiltration and two ultrafiltration membranes, and one reverse osmosis (RO) system. The pilot area houses a large skid and all necessary chemicals and cleaning agents, which are dosed with the feed water. Staff discussed the methods in detail and explained a business case evaluation will be updated once all the results are analyzed to compare with completely renovating the Filter Plant. Member Pilecki inquired about the testing of the RO system as it highly energy intensive. He also inquired whether power usages are also being evaluated and factored into the pilot, especially with concerns of net-zero energy. April 7, 2022 Regular Board Meeting Agenda Packet- Page 169 of 194 Page 6 of 6 Engineering & Operations Committee Minutes March 16, 2022 Page 5 Mr. Petit responded that part of the evaluation is looking at expense, energy, resource, chemicals, and life cycle costs. Additionally, membrane pressures (energy) and foot print will be evaluated. It would be a big decision and departure if the District were to go this route. Staff reminded the Committee of the Special Board meeting tour of the pilot project scheduled for April 7. COMMITTEE ACTION: Received the update. 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 Wednesday, April 6, 2022 at 11 :00 a.m. Wednesday, May 4, 2022 at 11:00 a.m. Wednesday, May 11, 2022 at 11:00 a.m. 9. Adjournment— at 11:49 a.m. April 7, 2022 Regular Board Meeting Agenda Packet- Page 170 of 194