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Home My WebLink About25.d. Committee Minutes-Engineering & OperationsItem 25.d. J anuary 19, 2023 T O: HO NO R A B L E B O A R D O F D I R E C TO R S F RO M :K AT I E YO UNG, S E C R E TA RY O F T HE D I S T R I C T S UB J E C T: J A NUA RY 5, 2023 - E NG I NE E R I NG & O P E R AT I O NS C O MMI T T E E - C HA I R P I L E C K I A ND ME MB E R MC G I L L Attached are minutes of the above C ommittee meeting. AT TAC HM E NT S : D escription 1. Minutes of 01-05-23 meeting January 19, 2023 Regular Board Meeting Agenda Packet - Page 305 of 319 Page 1 of 5 REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ENGINEERING & OPERATIONS COMMITTEE MINUTES Thursday, January 5, 2023 2:00 p.m. (All attendees participated via videoconference) Committee: Chair Tad Pilecki Member Mike McGill Staff: Roger S. Bailey, General Manager Katie Young, Secretary of the District Philip Leiber, Director of Finance and Administration (joined during item 5.b.) Danea Gemmell, Planning and Development Services Division Manager Edgar Lopez, Capital Projects Division Manager Paul Seitz, Collection Systems Operations Division Manager Alan Weer, Plant Operations Division Manager Jason DeGroot, Senior Engineer (left after Item 5.a.) Nathan Hodges, Senior Engineer (left after Item 5.c.) Amanda Cauble, Associate Engineer (left after Item 5.c.) Stacey Durocher, Admimistrative Services Assistant 1. Notice This meeting was conducted virtually in accordance with the provisions stipulated in Assembly Bill 361 and adopted on December 15, 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 Pilecki called the meeting to order at 2:01 pm BOARD OF DIRECTORS: BARBARA D. HOCKETT President MARIAH N. LAURITZEN President Pro Tem MICHAEL R. MCGILL TAD J. PILECKI DAVID R. WILLIAMS PHONE: (925) 228-9500 FAX: (925) 372-0192 www.centralsan.org January 19, 2023 Regular Board Meeting Agenda Packet - Page 306 of 319 Page 2 of 5 Engineering & Operations Committee Minutes January 5, 2023 Page 2 3. Public Comments None. 4. Committee Charter a. Review Committee Charter as set forth in Board Policy No. BP 013 – Standing Committee Protocols, Guidelines and Charters Member McGill suggested removing the Board Member names listed in the table in the Board Policy (section 1.d.) regarding proposed member rotations. He also recommended adding a Board Member Division boundary map to the Board Policy. There were no changes proposed to the Committee Charter. Mr. Bailey requested that further discussion regarding this item be heard at a future Board meeting. COMMITTEE ACTION: Received Charter and provided suggestions to amend the Board Policy for future consideration. 5. Agenda Items a. Review draft Position Paper to rescind award of a construction contract to Always Paving, Inc. dba General Construction (Always Paving) for District- wide Patch Paving; award the construction contract in an amount not to exceed $745,780 for these services to Morgan-Bonanno, Inc. 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 at that time and all bids were under the Engineer’s estimate. However, Always Paving, the lowest responsible bidder requested to rescind their bid due to an error made during the bid process. Staff is requesting to award the contract to the next lowest responsive and responsible bidder, Morgan-Bonanno, Inc., and include up to a 30-percent contingency. Member McGill commented that he was concerned the District is setting a precedent in not pursuing bid bonds when a contractor requests to withdraw their bids. Further discussion ensued, and all questions were satisfactorily answered by staff. COMMITTEE ACTION: Recommended Board approval. January 19, 2023 Regular Board Meeting Agenda Packet - Page 307 of 319 Page 3 of 5 Engineering & Operations Committee Minutes January 5, 2023 Page 3 b. Review draft Position Paper authorizing the General Manager to: 1. Execute a purchase agreement in an amount not to exceed $5.5 million with Trojan Technologies, Group ULC for ultraviolet (UV) disinfection equipment and special services for the UV Disinfection Replacement, District Project 100012; and 2. Amend an existing professional engineering services agreement with Carollo Engineers in an amount not to exceed $4.4 million increasing the cost ceiling to $5.3 million for final design services Mr. Bailey stated that this item was for discussion only, and no action or recommendation by the Committee would be requested at this time. A discussion ensued. Member McGill stated concern regarding equipment being outdated and the draft Position Paper being written as if State Revolving Funds (SRF) would be available at the time of construction. Ms. Gemmell responded that Central San submitted the SRF application in December 2022 and anticipates staff should have an answer in March 2023. However, the schedule does allow for another year to resubmit the application if the District is not successful. Chair Pilecki expressed concern regarding the instrumentation and controls being outdated in seven years when construction is to begin and requested that staff clarify in the revised draft Position Paper that the instrumentation and controls will be updated at the time of construction. Mr. Lopez replied that the contract with the vendor allows for the newest technology and is addressed in the technical specifications; staff plans to exercise these provisions, if and when needed, prior to fabrication. This item will be brought back to a future Committee meeting for further discussion and staff recommendation for Committee consideration. COMMITTEE ACTION: No action. This item was deferred to a future Committee meeting. c. Review draft Position Paper to award a construction contract in the amount of $550,000 to Rehak General Engineering, the lowest responsive and responsible bidder for the Annex Storage Building, District Project 100003; find the Project is exempt from the California Environmental Quality Act; and authorize up to a 20-percent contingency January 19, 2023 Regular Board Meeting Agenda Packet - Page 308 of 319 Page 4 of 5 Engineering & Operations Committee Minutes January 5, 2023 Page 4 Mr. Lopez provided an overview of the project details provided in the agenda materials. Staff conducted a thorough review of the bids received and recommends award of the contract to Rehak General Engineering, the lowest responsible bidder. A discussion ensued. Mr. Lopez addressed questions and concerns and stated that Rehak General Engineering is a distributor and fabricator of metal buildings. Chair Pilecki requested that staff clarify in the final Position Paper that the structure is a pre-engineered metal building with a District designed foundation. COMMITTEE ACTION: Recommended Board approval. 6. Announcements The Committee was provided an update on flooding, overflows, sink holes and peak flow numbers due to the recent winter storm. Mr. Bailey announced that the Town of Danville reached out to Central San for assistance requesting sandbags. Staff responded promptly, and Mr. Bailey thanked them for their hard work. 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 Monday, January 23, 2023 at 9:00 a.m. Monday, February 6, 2023 at 9:00 a.m. Monday, March 13, 2023 at 9:00 a.m. 9. Adjournment – at 3:04 p.m. January 19, 2023 Regular Board Meeting Agenda Packet - Page 309 of 319 Page 5 of 5