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HomeMy WebLinkAbout16.b. Committe Minutes-Engineering & Operations (Special) 06-20-2023Page 1 of 4 Item 16.b. LCENTRAL SAN July 6, 2023 FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: JUNE 20, 2023 - ENGINEERING & OPERATIONS COMMITTEE - CHAIR PILECKI AND MEMBER MCGILL Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Engineering & Operations Committee (Special) minutes 06-20-23 July 6, 2023 Regular Board Meeting Agenda Packet - Page 113 of 151 Page 2 of 4 LCENTRAL SAN BOARD OF DIRECTORS: SPECIAL MEETING OF THE BARBARA D. HOCKETT CENTRAL CONTRA COSTA Preside"` SANITARY DISTRICT MARIAHN. President ProntProZEN Tem ENGINEERING & OPERATIONS MICHAEL R.MCGILL TAD J.NGTOI COMMITTEE FLORENCE Z WEDINGTON MINUTES PHONE: (925) 228-9500 Tuesday, June 20, 2023 FAX: (925) 372-0192 12:00 p.m. www.centralsan.org (-:nmmittaa Chair Tad Pilecki Member Mike McGill Staff. Roger S. Bailey, General Manager Katie Young, Secretary of the District Kenton L. Alm, District Counsel Greg Norby, Deputy General Manager - Operations Philip Leiber, Deputy General Manager—Administration Edgar Lopez, Provisional Director of Engineering and Technical Services Neil Meyer, Provisional Director of Operations Danea Gemmell, Planning and Development Services Division Manager (joined during Item 3.b and left during Item 3.b.) Sasha Mestetsky, Senior Engineer Zachary Lee, Associate Engineer Stacey Durocher, Admimistrative Services Assistant 1. Call Meetina to Order Chair Pilecki called the meeting to order at 12:00 p.m. 2. Public Comments None. July 6, 2023 Regular Board Meeting Agenda Packet - Page 114 of 151 Page 3 of 4 Engineering & Operations Committee Minutes (Special) June 20, 2023 Page 2 3. Items for Committee Recommendation to Board a. Review draft Position Paper to award a construction contract in the amount of $1,035,000 to Alfred Conhagen, Inc. of California for the Aeration Unit 1 Steam Turbine Overhaul, District Project 100054; and find that the project is exempt from the California Environmental Quality Act (CEQA) Mr. Lopez provided an overview of the draft Position Paper included in the agenda materials and noted a correction to be made changing "award a construction contract" to "authorize the General Manager to execute a contract". Mr. Lopez stated that the one bid received was from Conhagen but was deemed unresponsive for failing to include a bid bond. Due to the nature of the work, there are a limited number of specialty contractors in this area who can perform the work. However, staff did reach out to another potential bidder who declined to participate. District Counsel has reviewed staffs recommendation and believes the District has met the statutory obligations for fair and public bidding, therefore may move forward and negotiate a contract directly with Conhagen who has agreed to honor their bid price and perform the work under the same terms and scope. Member McGill stated it was strange because there was only one bidder who failed to include a bid bond, then it was determined the public bid obligations have been fulfilled, then the same contractor agrees to honor their price and scope and enters into a contract with the District. The Committee had no questions for staff, however Chair Pilecki recommended the following corrections: 1) in reference to the second paragraph in the Background, he suggested removing "are original" and replace with "were installed", 2) replace the word "experience" with "experienced",- 3) remove first paragraph from the Alternatives/ Considerations section as its not needed for the subject, and 4) strikeout in the first sentence or clarify "not enter into the contract and recommend options such as re -bidding". COMMITTEE ACTION: Recommended Board approval with the proposed changes to the Position Paper as mentioned above. b. Review draft Position Paper to approve a $650,000 contingency project for the Tappan Terrace Sewer Replacement; find that the project is exempt from the California Environmental Quality Act (CEQA); authorize the General Manager to execute a construction contract in the amount of $498,000 with Engineered Soil Repair, Inc.; and transfer $650,000 from the Capital Improvement Budget Contingency account to fund the project July 6, 2023 Regular Board Meeting Agenda Packet - Page 115 of 151 Page 4 of 4 Engineering & Operations Committee Minutes (Special) June 20, 2023 Page 3 Mr. Lopez reminded the Committee of this item and the discussion held at the Engineering & Operations Committee Meeting on June 12, 2023. It was noted that the Committee's recommendation was to add legal language to clarify the need to enter into a contract with Engineered Soil Repair (ESR) and not advertise for competitive bids. Mr. Lopez stated that staff has discussed the issue and evaluated multiple alternatives with District Counsel. It was determined that advertising for competitive bids would not be practical due to the time constraints with the slide repair work and would be a huge disadvantage to the District. Staff's decision is based in part on the general exception to the bidding requirements as discussed with District Counsel, therefore, staff's recommendation is to contract with ESR as the most practical alternative to allow the sewer work to be completed without interfering with the overall slide repair. Member McGill asked District Counsel to opine on moving forward on this item. Mr. Alm referred to page two, fourth paragraph in the Background section of the Position Paper, citing case law describing the exception to the bidding requirement and supports staff's recommendation. Chair Pilecki suggested that staff add a finding in the Position Paper under Recommended Board Actions, stating "the Committee concurs with staff's determination ". Member McGill requested that staff add more information to the Position Paper for the full Board, regarding the budgeted contingency account that is in part funding this project for transparency purposes. COMMITTEE ACTION: Recommended Board approval. 4. Announcements None. 5. Future Scheduled Meetinas Monday, July 10, 2023 at 9:00 a.m. Monday, August 14, 2023 at 9:00 a.m. Monday, September 11, 2023 at 9:00 a.m. 6. Adjournment — at 12:19 p.m. July 6, 2023 Regular Board Meeting Agenda Packet - Page 116 of 151