HomeMy WebLinkAboutEngineering & Operations MINUTES 06-12-23Page 2 of 6
LCENTRAL SAN
BOARD OF DIRECTORS:
REGULAR MEETING OF THE BARBARA D. HOCKETT
CENTRAL CONTRA COSTA President
SANITARY DISTRICT MARlAHNLPresident Pro em ProTem
ENGINEERING & OPERATIONS MICHAELR.MCGIEE
TAD J.NGTOI
COMMITTEE FLORENCE T WEDINGTON
MINUTES PHONE: (925) 228-9500
FAX- (925) 372-0192
Monday, June 12, 2023 www.centralsan.org
9:00 a.m.
Cnmmittee
Chair Tad Pilecki
Member Mike McGill
Staff.
Roger S. Bailey, General Manager
Katie Young, Secretary of the District
Kenton L. Alm, District Counsel (joined during Item 3.a.)
Philip Leiber, Deputy General Manager —Administration
Greg Norby, Deputy General Manager - Operations
Edgar Lopez, Provisional Director of Engineering and Technical Services
Neil Meyer, Provisional Director of Operations
Danea Gemmell, Planning and Development Services Division Manager
Paul Seitz, Collection System Operations Division Manager
Dana Lawson, Senior Engineer (left after Item 3.a.)
Nathan Hodges, Senior Engineer (left after Item 4.b.)
Sasha Mestetsky, Senior Engineer (left after Item 3.b.)
Thomas Brightbill, Senior Engineer
Stacey Durocher, Admimistrative Services Assistant
Call Meeting to Order
Chair Pilecki called the meeting to order 9:00 a.m.
2. Public Comments
None.
3. Items for Committee Recommendation to Board
July 20, 2023 Regular Board Meeting Agenda Packet - Page 90 of 112
Page 3 of 6
Engineering & Operations Committee Minutes
June 12, 2023
Page 2
a. Review draft Position Paper to authorize the General Manager to execute
a Utility Agreement with Contra Costa Transit Authority (CCTA) for
reimbursement of costs associated with the CCTA A -line Relocation,
District Project 100050; authorize a budget transfer in the amount of
$1,707,382 from the Fiscal Year 2022-23 Capital Improvement Budget
contingency account; and find the project is exempt from the California
Environmental Quality Act (CEQA)
Based on a question posed by Chair Pilecki regarding easement rights,
Ms. Lawson provided a brief history of the project and confirmed Central
San has superior rights from a Grant of Easement so that CCTA is funding
the sewer relocation.
Chair Pilecki pointed out some grammatical corrections needed and asked
staff to use language that is familiar to the Board and the public can
understand.
Chair Pilecki expressed concern that Central San will have to pay project
costs upfront that could total over $40 Million. Ms. Lawson stated that at
this time, Central San would only be entering a Design Reimbursement
Agreement, which is a much smaller number, to minimize the burden on
Accounting as there are strict banking requirements for the upfront
funding. However, there will be a second agreement for construction after
a Probable Estimate of Construction Cost is developed during the design
and Central San will opt for CCTA to fund upfront.
In response to other questions posed by Chair Pilecki regarding the use of
Federal Highway Funds and depreciation, Ms. Gemmell confirmed that
Cal Trans is getting Federal Highway Funds, and Ms. Lawson stated
depreciation was initially in the reimbursement agreement, but after citing
the code relative to sewer facilities provided by District Counsel, it was
removed by CCTA.
Ms. Gemmell stated that CCTA has already received approval from their
Board for the reimbursement agreement as presented by Central San.
Chair Pilecki asked staff to add this information to the Position Paper.
COMMITTEE ACTION: Recommended Board approval with the
proposed changes to the Position Paper mentioned above.
July 20, 2023 Regular Board Meeting Agenda Packet - Page 91 of 112
Page 4 of 6
Engineering & Operations Committee Minutes
June 12, 2023
Page 3
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 Repairs, Inc.; and transfer $650,000 from
the Capital Improvement Budget Contingency account to fund the project
Mr. Lopez provided an overview of the presentation in the agenda
materials. Engineered Soil Repair (ESR) is the firm named in the
settlement agreement to perform the landslide and street repairs.
In response to Member McGill's question regarding releases from future
litigation and reimbursement of costs incurred by Central San, Mr. Alm
stated that Central San was not involved in the lawsuit, or the settlement
agreement signed over a year ago, therefore will not be getting
reimbursed for the repairs. Based on the options presented to Central San
at the time, the safest course of action was to stay out of the lawsuit and
not file a cross -complaint.
Chair Pilecki inquired about not having a formal bidding process and
whether Central San has the authority to proceed without publicly bidding
the work.
Mr. Bailey asked Mr. Alm to explain what authority Central San has to
circumvent the mandatory bidding process. In response to Mr. Bailey and
Chair Pilecki, Mr. Alm stated there is an exception to the mandatory
bidding process that exists when the normal process would not benefit the
public or could potentially have a negative impact.
Chair Pilecki suggested adding a finding to the Position Paper under the
exceptions to the mandatory bidding process. Chair Pilecki then asked
staff to include the Board finding under Recommended Board Action and
tie it into the body of the Position Paper.
Member McGill inquired about the community outreach that Central San
has done. Mr. Lopez stated that staff has communicated with the agency
involved as they have been the lead coordinators for the repairs and for
the utility involved, however once the project is approved staff will provide
additional outreach and will notify the residents concerning the District's
work and for private side sewers.
Mr. Bailey stated this item would be brought back to the Special
Engineering and Operations Committee Meeting on June 20, 2023 with
the recommended changes.
July 20, 2023 Regular Board Meeting Agenda Packet - Page 92 of 112
Page 5 of 6
Engineering & Operations Committee Minutes
June 12, 2023
Page 4
COMMITTEE ACTION: The Committee reviewed the Position Paper
and provided suggestions to staff, requesting the item be returned
for further discussion and recommendation at the June 20, 2023
Special Engineering & Operations Committee meeting.
4. Other Items
a. Receive Capital Projects Division Quarterly Report (January — March) on
capital projects, active consultant contracts, change order log, and
schedule of bids and awards
Mr. Lopez provided an overview of the quarterly report provided in the
agenda materials.
The Committee expressed concern over the ability to evaluate the report
accurately and would like Central San's Internal Auditor and Mr. Norby to
do an assessment and present a more comprehensive report that is useful
to the public.
Mr. Bailey stated that Central San has received complaints regarding
invoices not being paid on the Solids Handling Project so the numbers in
the report may not reflect the accurate costs. Mr. Bailey would like to
respond to those accusations.
Mr. Lopez stated that this report is an internal document showing the
status of contracts and agreements during the time identified on a
quarterly basis. It is not used to demonstrate the state of a project or
future projections.
Mr. Norby addressed the committee's concerns and stated the necessary
adjustments to make the report more useful will be evaluated and any
improvements will be made
COMMITTEE ACTION: Received the report.
b. * Receive verbal update on the Solids Handling Phase 1A Project
Mr. Lopez discussed the project details and provided a presentation for
further discussion (attached).
Members of the Committee expressed concern over discrepancies with
money owed to consultants versus what is being presented in the current
report. Member McGill does not want to be perceived as an organization
that is not fair and equitable with consultants.
July 20, 2023 Regular Board Meeting Agenda Packet - Page 93 of 112
Page 6 of 6
Engineering & Operations Committee Minutes
June 12, 2023
Page 5
Mr. Bailey acknowledged there may be some discrepancies that need to
be resolved and will look at internal controls to make sure the actual
budget amount versus what is spent is reconciled.
In response to Member McGill's comment regarding the Consultants
responsibility to notify the project manager prior to proceeding, Mr. Bailey
responded stating that there is a need to have a more formal change order
process in the agreements and both parties need to sign off before
proceeding.
Mr. Lopez stated that Central San's contract does have language stating
that Consultants are to notify the project manager if their scope or cost
changes prior to proceeding. A more detailed process would be an
improvement similar to the construction contracts issued by the District
with more description on how to handle cost or scope issues.
COMMITTEE ACTION: Received the update.
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
Member McGill asked staff to provide dates on the following items
included in the Future Agenda Items:
o Wet Weather Hydraulics;
o Bypass Channel; and
o Solids Project Phase 2 analysis.
COMMITTEE ACTION: Received the list and provided input to staff.
7. Future Scheduled Meeti
Tuesday, June 20, 2023 at 12:00 p.m. (Special)
Monday, July 10, 2023 at 9:00 a.m.
Monday, August 14, 2023 at 9:00 a.m.
8. Adjournment — at 10:44 a.m.
*Attachments
July 20, 2023 Regular Board Meeting Agenda Packet - Page 94 of 112
Item 4.b.
(Handout)
June 12, 2023
Solids Handling
Facility
Improvements,
Phase 1A Update
Consultant Agreement Status and
Bid Schedule Update
Edgar J. Lopez, P.E.
Provisional Director of Engineering and Tech. Services
Agenda
Bidding schedule changes
Major consultant agreement
status including last revision
approval ($750k in total) and
projections
Final Design Improvements
Bidder Feedback
Next Steps
Bid Schedule Changes
[Design Acceptance
M�, April
IF 2023
OF , Feb 2023 2023 2023
Phase I A
Bidding ::::+�
Path shown at previous Committee
meeting on Feb. 6, 2023 with 9 week
bid period.
Design Acceptance
Current path with
11-12 week bid April May
period 2023 'A Oy 2023
Phase I A
®_ Bidding
1'
Major Consultant
Agreement Status
Current & Potential Consultant Budgets:
Budget as of Feb. $750k
Potential
Potential
Consultant 2023 Authorization
Current Budget
Revisions
Final Design Costs
CDM $ 1,400,000 $ 297,000
$
1,697,000
$
229,000
$
1,926,000
GHD $ 800,000 $ 53,000
$
853,000
$
232,000
$
1,085,000
Aresine $ 800,000 $ 300,000
$
1,100,000
$
309,000
$
1,409,000
HDR $ 350,000 $ 100,000
$
450,000
$
75,000
$
525,000
Totals: $ 3,769,000 $ 750,000
$
4,100,000
$
845,000
$
4,945,000
QI�CENTRAL $AN
Final Design Improvements -74, P.,
since Feb. 2023 4
Disciplines and areas of improvements
Includes:
Construction Sequencing;
Overall electrical, instrumentation, and controls (EI&C) coordination
and consistency between consultant drawings;
Improved biddability for contractors (making it easier to quantify and
find electrical sources);
Finalizing equipment contracts with project changes;
Added 40 drawings, most of which are EI&C based, and completely
revised numerous drawings since 95% Submittal (Nov. 2022). Bid set
has 650 drawings and 6 large specification Volumes.
Bidder Feedback
r
A lot more interest than previous
project.
More Generals and Electrical Sub
Contractors confirming interest in
participating in the bid.
Previous bidders have acknowledged
major improvements in project
documents and changes.
Bid extension granted based on
electrical interest and questions.
Bid Opening scheduled for July 13, 2023
I
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