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Home My WebLink About19.b. Committee Minutes-Engineering & Operations 10-11-2022 Page 1 of 5 Item 19.b. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT October 20, 2022 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: OCTOBER 11, 2022 - ENGINEERING & OPERATIONS COMMITTEE - CHAIR LAURITZEN AND MEMBER HOCKETT Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Minutes of 10-11-22 meeting October 20, 2022 Regular Board Meeting Agenda Packet- Page 134 of 143 Page 2 of 5 CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 16= 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-437 SPECIAL 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.MCGHL TAD J PILECKI MINUTES PHONE: (925)228-9500 FAX.- (925)372-0192 Tuesday, October 1 1, 2022 www.centralsan.org 11:00 a.m. (All attendees participated via videoconference) Committee: Chair Mariah Lauritzen Member Barbara Hockett Staff. Roger S. Bailey, General Manager (joined during Item 4.a.) Katie Young, Secretary of the District Kenton L. Alm, District Counsel Philip Leiber, Director of Finance and Administration (joined during Item 4.a.) Edgar Lopez, Capital Projects Division Manager Sasha Mestetsky, Senior Engineer Damasio Zepeda, Associate Engineer (left after Item 4.b.) Amelia Berumen, Assistant to the Secretary of the District Stacey Durocher, Administrative Services Assistant 1. Notice This meeting was conducted virtually in accordance with the provisions stipulated in Assembly Bill 361 and adopted on October 6, 2022, by the Central San Board of Directors. The agenda included instructions for options in which the public could participate in the meeting. 2. Call Meeting to Order Chair Lauritzen called the meeting to order at 11:07 a.m. 3. Public Comments No public comments. October 20, 2022 Regular Board Meeting Agenda Packet- Page 135 of 143 Page 3 of 5 Engineering & Operations Committee Minutes October 11, 2022 Page 2 4. Items for Committee Recommendation to Board a. Review draft Position Paper to grant bid relief to Bay Pacific Pipelines, Inc.; award a construction contract in the amount of $2,925,050 to Devaney Engineering, Inc., the second lowest responsive and responsible bidder for the Martinez Sewer Renovations, Phase 7, District Project 8464; and find that the Project is exempt from the California Environmental Quality Act Mr. Lopez provided an overview of the project details and bids received. He explained the work would be constructed in a high profile location, near downtown Martinez. As such, to minimize impacts to the public, the project was coordinated with the City of Martinez so that the sewers are replaced prior to the city's pavement schedule for the Alhambra Avenue area. The project received a large bid response, many of which were below the engineer's estimate. Mr. Lopez reviewed the provisions in which a bidder may request a relief of their submitted bid. He discussed the letter received from the apparent low bidder, Bay Pacific Pipelines, Inc. (Bay Pacific), within the allowable timeframe requesting bid relief. Staff conducted a thorough review of all bids received. The low bid had some oddities not normally seen and it did appear they could have made an error. Mr. Lopez noted Bay Pacific has made similar errors in past bids; this is the second bid they have requested relief within the last few years. He also spoke of a prior project situation that involved Bay Pacific that resulted in a settlement and the District contributed the self-insurance retention amount of$1 million dollars. Mr. Alm provided an explanation of the statute mentioned in the letter. He explained the difference of allowable protocols and how it may impact the District relative to bid bonds and the second low bid price. However, if the error was in carelessness to evaluate the project or site review, and not necessarily filling out the bid, they would not have a right to withdraw their bid. He supported the staff recommendation to grant the bid relief and award the contract to the second low bidder. Mr. Alm advised the District could consider issuing a letter to Bay Pacific that should this happen a third time, the District would go through a different process that may lead up to identifying the contractor as non-responsible. A discussion ensued of the process. Mr. Bailey stated this matter will be brought before the Board as an action item for discussion. He also stated his support of the staff recommendation; however, he advised it is important the Board Members be aware of the history with Bay Pacific and, in moving forward, how the District intends to handle this issue in the future should a similar situation occur again. October 20, 2022 Regular Board Meeting Agenda Packet- Page 136 of 143 Page 4 of 5 Engineering & Operations Committee Minutes October 11, 2022 Page 3 COMMITTEE ACTION: Recommended Board approval. b. Review draft Position Paper to authorize the General Manager to execute technical consulting services agreements with 1) Sandis Civil Engineers, Surveyors, and Planners (Sandis) in an amount not to exceed $350,000, and 2) F3 & Associates, Inc. in an amount not to exceed $300,000 for as- needed utility locating for District Projects; and find these agreements are exempt from the California Environmental Quality Act Mr. Lopez reviewed the details provided in the draft Position Paper. He highlighted that Central San has unofficially adopted a practice to thoroughly evaluate project sites with pre-construction utility locating. This practice aids with design, helps contractors with their bidding, provides some relief of high dollar change orders, and prevents damaging other utilities. The useful exercise has expanded beyond the typical collection system projects to treatment plant projects, and is an overall Capital Improvement Program practice in the agreement scope. There will be three consultants to navigate the needs of multiple projects within similar time frames, one of which will be a new firm that will be under a lower limit contract to evaluate on a trial basis under the General Manager's designated authority. Additionally, as part of the Sandis contract, staff will evaluate a new deliverable method of their locating in an AutoCAD (computer-aided design) format that has not been used by the District before. The Committee had no questions. COMMITTEE ACTION: Recommended Board approval. 5. Other Items a. Receive report on Fiscal Year 2021-22 Closeout of Capital Improvement Projects The Committee concurred the materials provided with the agenda packet were sufficient and clearly indicated the amount of work completed. Mr. Lopez shared the good news was that a lot of investment into the infrastructure was made with many budget under-runs. Chair Lauritzen extended her appreciation to staff for all that had been done. COMMITTEE ACTION: Received the report. October 20, 2022 Regular Board Meeting Agenda Packet- Page 137 of 143 Page 5 of 5 Engineering & Operations Committee Minutes October 11, 2022 Page 4 6. Announcements Ms. Young was pleased to introduce Stacey Durocher, the new Administrative Services Assistant that joined the Secretary of the District Division this week. 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, November 2, 2022 at 11:00 a.m. Wednesday, December 7, 2022 at 11:00 a.m. 9. Adjournment— at 11:35 a.m. October 20, 2022 Regular Board Meeting Agenda Packet- Page 138 of 143