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HomeMy WebLinkAbout16.c. Committee Minutes - Engineering & Operations 03-06-2024Item 16.c. March 21, 2024 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: MA R C H 6,2024 - 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 MC G I L L A ND ME MB E R W E D I NG TO N Attached are minutes of the above C ommittee meeting. AT TAC HM E NT S : D escription 1. E ngineering & Operations Committee minutes 03-06-24 2. I tem 3.a. (Handout) 3. I tem 4.a. (Handout) March 21, 2024 Regular Board Meeting Agenda Packet - Page 168 of 195 Page 1 of 28 REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ENGINEERING & OPERATIONS COMMITTEE MINUTES Wednesday, March 6, 2024 8:30 a.m. Committee: Chair Mike McGill Member Florence Wedington Staff: Roger S. Bailey, General Manager Joan Cox, Assistant District Counsel (left after Item 3.a.) Katie Young, Secretary of the District Greg Norby, Deputy General Manager – Operations Philip Leiber, Deputy General Manager – Administration Edgar Lopez, Capital Projects Division Manager Nancy Molina, Senior Engineer Sasha Mestetsky, Senior Engineer Karen DeLong, Administrative Services Assistant Stacey Durocher, Administrative Services Assistant 1. Call Meeting to Order Chair McGill called the meeting to order at 8:30 a.m. 2. Public Comments None. BOARD OF DIRECTORS: MARIAH N. LAURITZEN President MICHAEL R. MCGILL President Pro Tem BARBARA D. HOCKETT TAD J. PILECKI FLORENCE T. WEDINGTON PHONE: (925) 228-9500 FAX: (925) 372-0192 www.centralsan.org March 21, 2024 Regular Board Meeting Agenda Packet - Page 169 of 195 Page 2 of 28 Engineering & Operations Committee Minutes March 6, 2024 Page 2 3. Items for Committee Recommendation to Board a. Review draft Position Paper to authorize the General Manager to execute a construction contract change order in the amount of $405,000 with Auburn Construction, LLC to remobilize and complete construction of the Electric Blower Improvements, District Project 100015 and Treatment Plant Piping Renovations, Phase 10, District Project 7369; and authorize a budget transfer in the amount of $895,000 from the Capital Improvement Budget Contingency. Mr. Lopez provided an overview of the presentation included in the agenda materials. He stated that two projects were bid under one contract and awarded in July 2021. He explained that all improvements for the Electric Blower project are complete, and the system is operational. Mr. Lopez stated there will be planned shutdowns of the steam blowers during upcoming projects but one of the major drivers of this project was managing power during Pacific Gas & Electric (PG&E) shutdowns. The new blowers have a soft start and are easier to control and manage under various conditions. Member Wedington asked if the new blowers are designed to become the primary over steam. Mr. Lopez stated they are designed to be primary and eventually that is the goal but that is still five to ten years out before we consider the switch to primary. Mr. Norby discussed the significant changes coming in electrification. The energy profile for the plant is changing and the new blowers are a large part of that transition for the District. There are a few things that must be balanced and will not be easy, especially when considering how to make these changes while maximizing the life-cycle value of current assets and maintaining the steam driven blowers. Chair McGill asked for a more detailed presentation to include all the pieces and how they fit together. Mr. Norby stated that an energy roadmap is being developed to identify all the pieces and will be presented to the Committee at a future meeting. Member Wedington asked if Auburn Construction, LLC has worked with the District before. Mr. Lopez said yes, and they have been great to work with. Chair McGill expressed concern about the way the draft Position Paper was written, and sounded like there was some friction. He recommended that staff try to be as transparent as possible. March 21, 2024 Regular Board Meeting Agenda Packet - Page 170 of 195 Page 3 of 28 Engineering & Operations Committee Minutes March 6, 2024 Page 3 Mr. Bailey asked that more information be added to the draft Position Paper regarding demobilization. He also asked staff to include the remaining work value or percentage. There was a discussion regarding the construction management consultant, Carollo Engineers, and some concern whether they were also overbudget on their contract. Mr. Lopez stated that Carollo Engineers is providing construction management services to the District’s Project Manager, Nancy Molina and more information can be provided in the Position Paper, however, no Board action for the contract is needed. Mr. Norby stated that the Board often has questions about how the Capital Improvement Budget contingency fund is being tracked and replenished. Mr. Lopez stated that the Board does receive and track the contingency account with the reports given at the Finance meeting. Staff can include more information in the Position Papers or presentations going forward. The Committee recommended the following changes. • Add more details about the added construction management cost of $430,000 to show consultant and staff costs. • Add the total of the contingency fund and expenditures to date in the presentation. (Post note; this was included in the draft Position Paper) • Add information about any problems staff experienced on the project in the Position Paper similar to the presentation. COMMITTEE ACTION: Recommended Board approval with the recommended changes mentioned above. 4. Other Items a. Receive the mid-year update on Fiscal Year 2023-24 Capital Improvement Budget Mr. Lopez provided an overview of the presentation included in the agenda materials. Mr. Bailey expressed concern about setting the rates against the target, and that the urgency to fix this cannot be overstated. Mr. Leiber stated that the question will be whether the Board will approve the four percent needed now, because if the need for those funds is going to be delayed then there is no need to increase the rates now. March 21, 2024 Regular Board Meeting Agenda Packet - Page 171 of 195 Page 4 of 28 Engineering & Operations Committee Minutes March 6, 2024 Page 4 A discussion ensued regarding the carry forward and budget in the current fiscal year and the projected spending. Mr. Norby noted that the budget plus the carry-forward funds reflected an annual spending pace higher than what could be realistically expected. The intent is to only request what can be spent each year and leave unneeded funds in reserve. This pattern of overbudgeting in the early years of large capital programs is common. Staff has been working since last budget cycle to make necessary adjustments to close the gap and plans to continue such efforts this year. These matters will be discussed at the April 4, 2024, Board Financial Workshop. The new projections will also be received and reviewed by this Committee in May. COMMITTEE ACTION: Receive the update. b. Hold a discussion with the Committee regarding Change Order Log. Quarterly Reports, and Bid Schedules to compare budgeted vs. actual costs including project status, close-outs, and status of current service agreements Due to time constraints, this item was not heard. COMMITTEE ACTION: The Committee requested that this item be postponed until the April 3, 2024 meeting. 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 requested future plant tours. COMMITTEE ACTION: Received the list and provided input to staff. 7. Future Scheduled Meetings Wednesday, April 3, 2024 at 8:30 a.m. Wednesday, May 1, 2024 at 8:30 a.m. (at CSO) (Special) Wednesday, May 8, 2024 at 8:30 a.m. (Budget Review) 8. Adjournment – at 10:38 a.m. March 21, 2024 Regular Board Meeting Agenda Packet - Page 172 of 195 Page 5 of 28 1 Electric Blower Improvements, District Project (DP) 100015 and Treatment Plant (TP) Piping Renovations, Phase 10, DP 7369 Additional Budget and Change Order Request Engineering and Operations Committee Meeting March 6, 2024 Edgar J. Lopez, P.E. Capital Projects Division Manager Two Projects Combined 1.Electric Blower Improvements: •Three New 1MW Magnetic Bearing Electric Blowers and Electrical Panels •Three New Chillers •Three New Filter Houses •Canopy Covered Medium Voltage Switchgear and Transformers 2 1 2 Attachment 1 Handout Item 3.a. March 21, 2024 Regular Board Meeting Agenda Packet - Page 173 of 195 Page 6 of 28 2 3 New Electric Blowers New Blower System Improvements 4 3 4 March 21, 2024 Regular Board Meeting Agenda Packet - Page 174 of 195 Page 7 of 28 3 Second Project Background 2. TP Piping Renovations, Phase 10: •Replaced Scum Piping, Gates, and Electrical for Both North and South Quad Clarifiers •Replaced Centrate Piping in the Solids Conditioning Building •Replaced 3W HP and LP Piping •Replaced Hydropneumatic 1W Tank, Piping, Compressor, and Electrical Panels •3WHP Pumps 1 and 2 Variable Frequency Drive (VFD) Replacements •Boiler Chemical Piping Replacement •Hypo Site 1 Improvements •Replace Primary Effluent VFD 5 •General Contractor: Auburn Constructors, LLC (Auburn) •Construction Contracts: $ 13,104,300 •Contingency: $ 1,440,700 (10.9%) •Construction Costs: $ 14,545,000 (100%) A •Construction Management: $ 2,250,000 (15.5%) B •Prebid Expenditures (Design): $ 2,050,000 (14.1%) C Total Estimated Project Budget:$ 18,845,000 (A+B+C) 6 Awarded Project Budget July 2021 5 6 March 21, 2024 Regular Board Meeting Agenda Packet - Page 175 of 195 Page 8 of 28 4 •Construction Contracts: $13,104,000 ($800K remains) •Contingency Approved: $1,440,700 (98% allocated) •Change Orders: •Agreed Extra Work at Roughly $1,333,000 To Date •$450,000 of Costs Being Reviewed •Time Extensions, Auburn Demobilized on September 1, 2023 7 Contract Status Today Current Plan to Finish •Auburn Demobilized after Blowers Commissioned •Waiting for Electrical Gear to Arrive and Schedule Work after April •Issue a Change Order to Remobilize and Complete the Remaining Work •All Equipment Must Be Onsite Prior to Moving Forward to Be More Efficient and Cost Effective •Major Work includes Hypo Site 1 Improvements and Primary Effluent VFD Replacement 8 7 8 March 21, 2024 Regular Board Meeting Agenda Packet - Page 176 of 195 Page 9 of 28 5 Major Contract Work Items Remaining 9 Change Order Scope Total Cost of $405,000 and Includes: •Mobilization and Demobilization Costs •Costs for Subcontractors, Such as Coatings •Costs of Labor and Installation Equipment •Insurance and Bonding Costs •Extended Time to Complete the Work within 90 Calendar Days •Weather Related Construction Constraints •Prevents Future Claims 10 9 10 March 21, 2024 Regular Board Meeting Agenda Packet - Page 177 of 195 Page 10 of 28 6 •Change Order: $ 405,000 * •Additional Construction Management: $ 430,000 ** •Contingency to Close Out: $ 60,000 •Total Budget Needed:$ 895,000 •Original Completion Date: November 1, 2022 •Estimated Completion Date: August 1, 2024 (20 mo.) * Change order costs of $405K and $800K contract work remaining, total of $1.2 million. ** CM budget overspent by $230,000 to date due to extended construction time. 11 Overall Budget Request Reasons for Extended Time Major Electrical Equipment Procurement •Electric Blower Improvements •MV Switchgear •Busway •Selector Panel •TP Piping Renovations, Phase 10 •VFDs (3) •Motor Control Centers (3) 12 11 12 March 21, 2024 Regular Board Meeting Agenda Packet - Page 178 of 195 Page 11 of 28 7 Reasons for Extended Time and Project Costs •COVID •Supply Chain Issues •Operational Constraints and Coordination •Complex Project •Specialized Equipment •Temporary Equipment Used •Change Orders for Additional Work •Longer Duration for Construction Management Costs 13 •Construction Contracts: $ 13,104,000 •Change Orders: $ 1,738,000 (13.3%) •Contingency Close Out: $ 60,000 New Construction Costs: $ 14,902,000 (100%) •Construction Management: $ 2,686,000 (18.0%) •Prebid Expenditures: $ 2,050,000 (13.8%) $ 19,638,000 (4.2% Overrun) 14 Revised Project Budget 13 14 March 21, 2024 Regular Board Meeting Agenda Packet - Page 179 of 195 Page 12 of 28 8 Bid Results and Initial Cost Savings 15 Recommended Board Actions Staff recommends the following: 1.Authorize the General Manager to execute a construction contract change order in the amount of $405,000 with Auburn Constructors, LLC to remobilize and complete the Electric Blower Improvements, District Project 100015 and Treatment Plant Piping Renovations, Phase 10, District Project 7369; and 2.Authorize a budget transfer in the amount of $895,000 from the Capital Improvement Budget Contingency to fund the Project. 16 15 16 March 21, 2024 Regular Board Meeting Agenda Packet - Page 180 of 195 Page 13 of 28 9 Questions? 17 17 March 21, 2024 Regular Board Meeting Agenda Packet - Page 181 of 195 Page 14 of 28 1 Fiscal Year (FY) 2023-24 Capital Improvement Budget Mid-Year Update Engineering & Operations Committee Meeting Edgar J. Lopez, P.E. Capital Projects Division Manager March 6, 2024 FY 2023-24 Capital Improvement Budget with Current Expenditures as of 12/31/23 (November Billings) 2 2 % Actual Budget Spent to Date Actual Expenditures Approved Expenditures*Program 23%$15,613,585$67,604,000Collection System (CS) 23%$14,789,229$65,697,622Treatment Plant (TP) 26%$1,986,713$7,596,181General Improvements 37%$2,430,893$6,558,658Recycled Water 24%$34,820,420$147,456,461Totals: * Includes FY 2024 and carry forward from FY 2023 1 2 Attachment 1 Handout Item 4.a. March 21, 2024 Regular Board Meeting Agenda Packet - Page 182 of 195 Page 15 of 28 2 Collection System – Sewer Renovation and Pump Station Projects 3 3 In Construction •Pleasant Hill, Phase 2 – 6,600 feet of sewers (75% complete) •Downtown Walnut Creek Locust – 1,500 feet of sewers (40% complete) •Walnut Creek, Phase 16 – 11,000 feet of sewers (97% complete) •Martinez, Phase 7 – 6,200 feet of sewers (100% complete) •Martinez, Maltby, Fairview, San Ramon Pump Stations Replacement ongoing •Martinez Urgent Force Main (FM) Replacement – construction this spring •Urgent projects as needed In Design •Bid projects from Collection System Sewer Renovation, Phase 2, include the next phases of Orinda, Walnut Creek, Pleasant Hill, and Lafayette •Final design of abandonment of Buchanan Lift Stations Pleasant Hill, Phase 2 44 3 4 March 21, 2024 Regular Board Meeting Agenda Packet - Page 183 of 195 Page 16 of 28 3 Downtown Walnut Creek Locust 5 Easement WorkPipebursting Open Trench Walnut Creek, Phase 16 6 Open CutOpen Cut Cured-in-place pipe 6 5 6 March 21, 2024 Regular Board Meeting Agenda Packet - Page 184 of 195 Page 17 of 28 4 Martinez, Phase 7 Easement Work Easement Work 77 Martinez Urgent FM Replacement Easement Work Easement Work 88 7 8 March 21, 2024 Regular Board Meeting Agenda Packet - Page 185 of 195 Page 18 of 28 5 Pump Station Upgrades 9 9 Phase 1 (Completed) •Moraga •Orinda Crossroads •Flush Kleen Phase 2 (Ongoing) •San Ramon •Fairview •Maltby •Martinez Pump Station Upgrades, Phase 2A - Maltby 1010 9 10 March 21, 2024 Regular Board Meeting Agenda Packet - Page 186 of 195 Page 19 of 28 6 Pump Station Upgrades, Phase 2A - Fairview 1111 Pump Station Upgrades, Phase 2B - Martinez 1212 11 12 March 21, 2024 Regular Board Meeting Agenda Packet - Page 187 of 195 Page 20 of 28 7 Pump Station Upgrades - San Ramon 1313 Other CS Projects and Items to Come Projects in Process •Planning phase work for Large Diameter Pipeline Program and update to the Collection System Master Plan •39-inch sewer crossing Grayson Creek being evaluated •Caltrans relocation of the A-line Sewer Interceptor •Cedar Lane Sewer Modifications Project in Orinda •Force main assessments 1414 13 14 March 21, 2024 Regular Board Meeting Agenda Packet - Page 188 of 195 Page 21 of 28 8 15 Solids Handling Facility Improvements, Phase 1A (Phase 1A) Construction •Contractor: C. Overaa & Company •Contract Price: $126,288,000 (4% paid as of November) •Total Estimated Project Budget: $199,964,000 •Schedule: October 1, 2023 - October 2, 2027 (4% spent) •CDM/ArcSineDesigners and MWH Construction Manager •Work Completed: •Mobilized, schedule, submittals, etc. •Site demolition for Seismic improvements ongoing. •Utility re-routing ongoing. •Electrical investigation and verification for submittals. Phase 1A East Side Demo 16 15 16 March 21, 2024 Regular Board Meeting Agenda Packet - Page 189 of 195 Page 22 of 28 9 Phase 1A Utility Re-routing 17 Phase 1A Basement Floor Demo for Wet Scrubber 18 17 18 March 21, 2024 Regular Board Meeting Agenda Packet - Page 190 of 195 Page 23 of 28 10 Other Related Activities Taking Place Major Equipment Procurement •Updated major equipment contracts executed. •Change orders have been executed to incorporate updates made since bidding through the start of construction. •Mechanical components have been released for fabrication with vendors. Control shop drawings being coordinated and finalized. Staffing up with internal and outside resources 1919 Electric Blowers Improvements Filter Door Modification Blower 4 Commissioning 20 19 20 March 21, 2024 Regular Board Meeting Agenda Packet - Page 191 of 195 Page 24 of 28 11 Piping Renovations Phase 10 Hypo Site 1 and PE Pump VFD Replacement 21 Filter Plant and Clearwell Improvements, Phase 1A Substation & Electrical Bldg. – Busway Issues Tracer Testing 22 21 22 March 21, 2024 Regular Board Meeting Agenda Packet - Page 192 of 195 Page 25 of 28 12 RAS Piping Renovations 23 RAS Piping Renovations Bypass Piping 24 23 24 March 21, 2024 Regular Board Meeting Agenda Packet - Page 193 of 195 Page 26 of 28 13 Aeration Basin Diffusers Replacement, Phase 1 •C. Overaa & Company (Filter Plant, Pump Stations, Solids) •Construction Contract $12,662,000 •Total Estimated Project Budget $20,879,000 •HDR - Design Engineer (Electric Blowers, RAS Piping) •Construction over summers 2024 (Tank 1A/1B) and 2025 (1C/1D) •Scope •Seismic & Structural work including baffles •Floor slab/plenum demolition •Aeration Diffuser installation •Sub 32 Electrical Work 25 Aeration Basin Diffusers Replacement, Phase 1 26 25 26 March 21, 2024 Regular Board Meeting Agenda Packet - Page 194 of 195 Page 27 of 28 14 Wet Weather Improvements Wet Weather Improvements Basin levee Raise 27 QUESTIONS? 2828 27 28 March 21, 2024 Regular Board Meeting Agenda Packet - Page 195 of 195 Page 28 of 28