Loading...
HomeMy WebLinkAboutEngineering & Operations MINUTES 05-08-23Page 2 of 7 LCENTRAL SAN BOARD OF DIRECTORS: REGULAR MEETING OF THE BARBARA D. HOCKETT CENTRAL CONTRA COSTA President AURITZEN SANITARY DISTRICT MARIAH s entProTem President Pro Tem ENGINEERING & OPERATIONS MICHAEL R. MCGHL TAD J.NGTO7 COMMITTEE FLORENCE T. WEDINGTON MINUTES PHONE: (925) 228-9500 FAX: (925) 372-0192 Monday, May 8, 2023 www.centralsan.org 9:00 a.m. Committee: Chair Tad Pilecki Member Mike McGill Staff. - Katie Young, Secretary of the District Philip Leiber, Deputy General Manager Edgar Lopez, Provisional Director of Engineering and Technical Services Neil Meyers, Provisional Director of Operations Craig Mizutani, Senior Engineer (left after Item 3.c.) Sasha Mestetsky, Senior Engineer (joined during Item 3.a.) Jason Fitch, Associate Engineer (left after Item 3.c.) Stacey Durocher, Admimistrative Services Assistant 1. Call Meetina to Order Chair Pilecki called the meeting to order at 9.00 a.m. Prior to the start of the meeting, staff requested to hear Items 3.b. and 3.c. out of order. The Committee agreed to the request. 2. Public Comments IJ.l = May 18, 2023 Regular Board Meeting Agenda Packet - Page 435 of 480 Page 3 of 7 Engineering & Operations Committee Minutes May 8, 2023 Page 2 3. Items for Committee Recommendation to Board a. Review proposed Fiscal Year 2023-24 Capital Improvement Budget (CIB) and Ten-year Capital Improvement Plan (CIP) This item was heard immediately following Item 3.c. Mr. Lopez provided an overview of the presentation included with the agenda materials and responded to various Committee questions. In response to a question posed by Mr. Leiber regarding the scoring, Mr. Lopez stated that the scoring criteria was based on feedback from key stakeholder groups like Operations, Maintenance, Capital, Regulatory, Planning and others; and is intended to be used as a marker to show what projects are considered higher priority as all are needed. Chair Pilecki expressed concern with projects that were considered important to the Board but are being scored as lower priority such as the Water Exchange project. Mr. Leiber added that there is often a two-step approach to developing prioritizations which include established criteria resulting in a preliminary list, with changes either made manually or through re -scoring. Mr. Lopez also discussed that some projects do not get ranked as they are needed for other purposes, such as capital legal, development capitalization of labor, etc. as these are not your typical capital projects. A discussion ensued. Mr. Lopez provided more detail on the Proposed Fiscal Year 2023-24 Capital Improvement Budget, Collection System, Treatment Plant, General Improvements, and Recycled Water and a summary of major projects. In response to a question posed by Member McGill regarding the $5 million contingency, Mr. Lopez stated that the contingency is being fully funded upfront from projects closing out from FY 2022-23 instead of being funded each through the budget process each year. Unused contingency will carryover year to year up to $5 million. Chair Pilecki expressed concern about the reduced level of expenditures for the Water Exchange in the Budget. Mr. Lopez stated the budget for that particular project has an existing budget available for spending. However, Mr. Lopez will circle back to check if additional budget is needed or if there's been a change for more budget in the future. May 18, 2023 Regular Board Meeting Agenda Packet - Page 436 of 480 Page 4 of 7 Engineering & Operations Committee Minutes May 8, 2023 Page 3 Mr. Lopez discussed in more detail the estimated project budgets that have been modified for Fiscal Year 2023-24. Those changes included: • Pump Station Upgrades, Phase 2 total estimated budget was revised to $38 million for Phase 2A and $10, 531, 000 for Phase 2B • UV Disinfection Replacement and Hydraulic Improvements total estimate budget was revised to $70 million • Aeration Basins Diffuser Replacement and Seismic Upgrades was revised to add $4, 480, 000 Seismic Upgrades • Steam Renovations, Phase 1 was revised to $16 million • Solids Handling Facility Improvements, Phase 1A and Phase 1B to $195, 518, 687 In response to a question posed by Member McGill regarding the Budget for the Phase 1 Solids Handling Facility Improvements project, Mr. Lopez stated the increased Budget now included Phase 1 B, as well as other costs associated with the updated scope of work inflation, and an overall updated cost estimate. Mr. Lopez discussed in detail the modifications to the estimated project budgets carried forward from FY 2022-23 to FY 2023-24. It was noted that the total carry -forward amount was decreased by $18.5 million, not including closed project savings. Mr. Lopez discussed the proposed Ten -Year Capital Improvement Project (CIP) FY 2023-33 in more detail. Chair Pilecki asked staff to use project names instead of project numbers in the Budget. Chair Pilecki expressed concern with the large carry -forward amounts not included in the Budget and cautioned staff about being overly optimistic. A discussion ensued. Mr. Leiber commented on the uncertainty surrounding the carry -forward as being one of the reasons for the proposed two-year rate proposal term instead of a four-year term. COMMITTEE ACTION: Reviewed and provided input to staff. Upon completion of this Item, the agenda moved to Item 5. b. Review draft Position Paper to award a construction contract in the amount of $5,888,730 to Devaney Engineering, Inc., the lowest responsive and responsible bidder for the Pleasant Hill Sewer Renovations, Phase 2, District Project 5991; and find that the project is exempt from the California Environmental Quality Act (CEQA) May 18, 2023 Regular Board Meeting Agenda Packet - Page 437 of 480 Page 5 of 7 Engineering & Operations Committee Minutes May 8, 2023 Page 4 This item was heard as the first order of business. Mr. Fitch reviewed the presentation provided with the agenda materials. Mr. Leiber inquired about the types of pipes initially installed and whether these were failing or were being replaced as a preventive measure. Mr. Fitch responded that most are six -to -eight -inch clay pipes and were installed in many areas as shallow as feet three feet underground. Mr. Lopez stated that shallow pipes have more structural issues especially with activity around it. Chair Pilecki asked how far the side -sewers will be modified, since the new sewers are going deeper. Mr. Lopez stated it varies and will be evaluated on a case -by -case basis. A discussion ensued about the challenges with modifying side sewers and benefits to the residents as the project and other work on the street can have a significant impact. The goal is to have the sewers, waterlines (done by others), and street (done by City) meet industry standards. Staff will protect and modify the side sewers to avoid having the homeowners or District return to dig up new pavement. Member McGill urged staff to notify the Board Member who is the liaison for the jurisdiction of the project. Chair Pilecki requested that Board Members be invited to Public Workshops in the future. A discussion ensued. Chair Pilecki asked if there were other pipeline projects that staff have bid recently that have shown the inflation change. Mr. Lopez stated that this was the first project bid this year showing this type of increase. Mr. Leiber asked staff what type of inflation estimates were being used to help determine the engineer's estimate. Mr. Lopez stated that staff reviews various indexes for projects, and for pipelines have created an in- house index that uses historical and current information for sewer pipelines. Member McGill asked staff if they are anticipating any ground water issues in Pleasant Hill. Mr. Fitch stated they are anticipating some issues with ground water based on the recent rains and information obtained from the Water District, but it seems very manageable. Chair Pilecki asked staff to include more information in the Position Paper on the variation between the engineers estimate and the actual bids, and to reconcile the financial impact and the difference between the estimated project cost and the cost that was referenced in the Capital Budget Plan. May 18, 2023 Regular Board Meeting Agenda Packet - Page 438 of 480 Page 6 of 7 Engineering & Operations Committee Minutes May 8, 2023 Page 5 Additionally, he requested to include the option for the Board to reject all bids under Alternatives/Considerations in the Position Paper. Chair Pilecki strongly recommended a preconstruction survey of the homes in this area due to vibration issues resulting in legal claims filed in the past. Mr. Lopez stated vibration monitors have been installed in those deeper areas that will notify the construction crews similar to the work done in the past for the Grayson Creek project. Chair Pilecki suggested increasing the contingency from 10-percent to 15- percent. With the recommended changes above, the Committee recommended Board approval. COMMITTEE ACTION: Recommended Board approval. C. Review draft Position Paper to authorize the General Manager to amend an existing professional engineering services agreement with MWH Constructors, Inc., increasing the agreement cost ceiling from $2.6 million to $3.0 million for construction management services for the Filter Plant and Clearwell Improvements, District Project 7361; and authorize a budget transfer in the amount of $1.8 million from the Capital Improvement Budget Contingency Mr. Lopez briefly addressed the excusable delays and granting of time to the contractor due to supply chain issues resulting in extending the project completion until August 2023. A discussion ensued. Member McGill asked if staff was anticipating any additional costs not associated with the time extension. Mr. Lopez responded that there will be some additional cost items. Mr. Mizutani reviewed the presentation provided with the agenda materials and outlined the additional costs items. All questions posed by the Committee were answered by staff. Member McGill asked for clarification about Consideration 1 under the Alternatives/Considerations section in the Position Paper. Mr. Lopez stated the information was important and would move the paragraph to the beginning of the section but delete the title "Consideration I". May 18, 2023 Regular Board Meeting Agenda Packet - Page 439 of 480 Page 7 of 7 Engineering & Operations Committee Minutes May 8, 2023 Page 6 Chair Pilecki asked staff to include a more detailed breakdown regarding the additional cost items. With those recommended changes, the Committee recommended Board approval. COMMITTEE ACTION: Recommended Board approval. Immediately following this item, the next order of business heard was Item 3. a. 5. Announcements None. 6. Suggestions for Future Agenda Items a. Receive list of upcoming agenda items and provide suggestions for any other future agenda items The Committee requested that staff provide dates to receive an update on the Wet Weather Hydraulics, Bypass Channel, and the Solids Project Phase 2 analysis. COMMITTEE ACTION: Received the list and provided input to staff. 7. Future Scheduled Meetings Monday, June 12, 2023 at 9:00 a.m. Monday, July 10, 2023 at 9:00 a.m. Monday, August 14, 2023 at 9:00 a.m. 8. Adjournment — at 11:00 a.m. May 18, 2023 Regular Board Meeting Agenda Packet - Page 440 of 480