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HomeMy WebLinkAboutEngineering & Operations MINUTES 11-02-22Page 2 of 5 LCENTRAL SAN REGULAR MEETING OF THE BOARD oFDIRECTORWILLIAMS DAVID R. WILLIAMS CENTRAL CONTRA COSTA Preen` SANITARY DISTRICT BARBARAD.H°CKETT President Pro Tem ENGINEERING & OPERATIONS MARIAHN.LAURITZEN COMMITTEE MLCHAEL R. MCGILL TAD J PILECKI MINUTES PHONE: (925) 228-9500 FAX.- (925) 372-0192 Wednesday, November 2, 2022 www.centralsaii.org 11:00 a.m. (All attendees participated via videoconference) Cnmmittee Chair Mariah Lauritzen Member Barbara Hockett Staff. Roger S. Bailey, General Manager Katie Young, Secretary of the District Steve McDonald, Director of Operations Edgar Lopez, Capital Projects Division Manager Paul Seitz, Collection System Operations Division Manager Jason DeGroot, Senior Engineer Sasha Mestetsky, Senior Engineer Eileen Hansen, Records Program Administrator Stacey Durocher, Administrative Services Assistant 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 11:00 a.m. November 17, 2022 Regular Board Meeting Agenda Packet - Page 98 of 101 Page 3 of 5 Engineering & Operations Committee Minutes November 2, 2022 Page 2 3. Public Comments None. 4. Items for Committee Recommendation to Board a. Review draft Position Paper to award a construction contract in the amount of $513,375 with Always Paving, Inc., dba General Construction, for District -wide Patch Paving; find the contract is exempt from the California Environmental Quality Act; and authorize up to a 30-percent contingency Mr. DeGroot provided an overview of the project details provided in the agenda materials. Staff conducted a thorough review of the bids received stating that all bids received were under the Engineer's estimate. Staff is recommending moving forward with the low bidder, Always Paving, Inc., awarded with a one-year contract with the ability to extend up to a total of five years based on yearly work performance evaluations. Staff responded to minimal questions. Member Hockett opined that it was good to see new contractors being awarded contracts, and that it was not good business practice for the District to continually use the same contractors. Member Lauritzen asked why all of the bids came in under the Engineer's estimate. Mr. DeGroot replied stating that the Engineer's estimate anticipated higher costs for fuel and asphalt, but it turned out asphalt costs did not increase as projected. Mr. Lopez commented that the contingency budget can be used to help cover unexpected costs or higher than normal prices associated with fuel, materials or equipment and is something new to the Operations and Maintenance contracts that will aid in flexibility of project needs. COMMITTEE ACTION: Reviewed and recommended Board approval. b. Review draft Position Paper to award a construction contract in the amount of $5,349,080 with National Plant Services, Inc. for as -needed District -wide Sewer Closed Circuit Television (CCTV) Inspection; and find the contract is exempt from the California Environmental Quality Act Mr. DeGroot provided an overview of the project details provided in the agenda materials. Staff conducted a thorough review of the bids received on this bid as well, and recommends awarding to National Plant Services, Inc. (NPS), for a one-year contract with the ability to extend up to a total of November 17, 2022 Regular Board Meeting Agenda Packet - Page 99 of 101 Page 4 of 5 Engineering & Operations Committee Minutes November 2, 2022 Page 3 five years based on yearly work performance evaluations. Mr. DeGroot also mentioned that staff did review the possibility of doing this work in- house as opposed to going out for bid. However, it was determined it was still more cost effective to outsource the work due to the cost and availability of additional equipment Central San needed to perform the work. COMMITTEE ACTION: Reviewed and recommended Board approval. 5. Other Items a. Receive Capital Projects Division Quarterly Report (July — September 2022) on capital projects, active consultant contracts, change order log, and schedule of bids and awards Mr. Lopez provided some background information on the report provided in the agenda packet. He mentioned the contracts being carried over from the previous year were on the higher end but was due to the inability to get the necessary materials and/or equipment to perform the work. New contracts seem to be in line with the current economic climate. Member Lauritzen inquired about the process of evaluating under- performing contractors. Mr. DeGroot explained that construction contracts have more leverage, like applying liquidated damages if the contractor is underperforming; however, maintenance contracts do not have such provisions. If the contractor does not perform the work, they do not receive payment. This is the reason a contractor may be recommended for a one- year contract, so they can be released if warranted. Mr. Lopez mentioned challenges with contracts that were issued during the COVID pandemic, and the claims made by contractors having issues with staffing and/or the ability to get the necessary equipment or materials necessary to perform the work as being out of their control that was seen region -wide, so it was difficult to discipline contractors during that time. COMMITTEE ACTION: Received the report. 6. Announcements None. November 17, 2022 Regular Board Meeting Agenda Packet - Page 100 of 101 Page 5 of 5 Engineering & Operations Committee Minutes November 2, 2022 Page 4 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, December 7, 2022 at 11:00 a.m. 9. Adjournment — at 11:16 a.m. November 17, 2022 Regular Board Meeting Agenda Packet - Page 101 of 101