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HomeMy WebLinkAboutEngineering & Operations MINUTES 07-15-24 (Special)LCENTRAL SAN BOARD OF DIRECTORS: SPECIAL MEETING OF THE MARIAHNLAURITZEN CENTRAL CONTRA COSTA President SANITARY DISTRICT MICHAEL R. MCGILL President Pro Tem ENGINEERING & OPERATIONS BARBARA D. HOCKETT TAD PILECKI COMMITTEE FLORENCE T. WEDINGTON PHONE: (925) 228-9500 MINUTES FAX.- (925) 372-0192 www.centralsan.org Monday, July 15, 2024 9:30 a.m. Committee: Chair Mike McGill Member Florence Wedington Guest: Anthony Mitchell, EcoGreen Solutions (left after Item 3.g.) Staff. - Roger S. Bailey, General Manager (joined during Item 3.a.) Katie Young, Secretary of the District Greg Norby, Deputy GM — Engineering & Operations (joined during Item 3.a.) Philip Leiber, Deputy GM — Administration Alan Weer, Plant Operations Division Manager and Chief Plant Operator Danea Gemmell, Planning and Development Services Division Manager (left after Item V..) Edgar Lopez, Capital Projects Division Manager Neil Meyer, Plant Maintenance Division Manager Paul Seitz, Collection Systems Operations Division Manager (joined during Item 3.a.) Clint Shima, Senior Engineer (/eft after Item 3.g.) Craig Mizutani, Senior Engineer Nathan Hodges, Senior Engineer Thomas Brightbill, Senior Engineer (left after Item 3.a.) Stacey Durocher, Administrative Services Assistant Call Meeting to Order Chair McGill called the meeting to order at 9:31 a.m. 2. Public Comments None. Engineering & Operations Committee Minutes (Special) July 15, 2024 Page 2 As requested by staff in advance of the meeting, Chair McGill announced that Item 3.f would be heard immediately following Item 3.a. as the first order of business. 3. Items for Committee Recommendation to Board Review draft Position Paper to hold a public hearing on July 25, 2024 to consider approval of the Willow Drive Contractual Assessment District (CAD) 2022-2 in Danville, District Project 6747; and 1. Adopt proposed Resolution 2024-XXX confirming compliance with California Constitution, Article XIII D, Section 4 (Proposition 218); and 2. Adopt proposed Resolution 2024-XXX approving the engineer's report, assessments, financing period, and interest rate to be charged on financed assessments and ordering the improvements; and 3. Authorize the General Manager to execute an agreement with Willow Drive CAD 2022-2 participants This item was heard immediately following Item 3.f. Mr. Brightbill provided an overview of the draft Position Paper included in the agenda materials. He stated that the CAD for Willow Drive in Danville will include approximately 397 linear feet of eight -inch sewer main. This project includes seven parcels that could benefit from the improvements of this CAD. The total estimated cost of this CAD is approximately $211,569 including the estimated construction costs of $173, 786 and will be financed utilizing the Septic to Sewer (S2S) Financing Program for 10 years. In response to Member Wedington's question regarding how the CAD would work if a property owner decided to join the CAD after 20 years, Mr. Brightbill stated that the connecting property owner would not have to pay the CAD fee. Member Wedington asked if a property owner joined the CAD within 20 years, would they have 10 years to pay the fees. Mr. Brightbill stated that normally they would not, however, the current Septic -to -Sewer (S2S) program would allow the connecting property owners to finance the CAD (and other related) fees. COMMITTEE ACTION: Recommended the Board hold the public hearing for July 25, 2024 at 2:30 p.m. to consider adopting proposed Resolution 2024-XXX, confirming compliance with California Constitution, Article XIII D, Section 4 (Proposition 218); and proposed Resolution 2024-XXX approving the engineer's report, assessments, financing period, interest rate to be changed on the financed assessments and ordering the improvements; and Engineering & Operations Committee Minutes (Special) July 15, 2024 Page 3 authorizing the General Manager to execute an agreement with Willow Drive CAD No. 2022-2 participants. Immediately following this item, Item 3.f was heard as the next order of business. b. Review draft Position Paper to authorize the General Manager to amend an existing professional engineering services agreement in an amount not to exceed $300,000 with MWH Constructors, Inc. (MWH), increasing the agreement from $3,200,000 to $3,500,000 for construction management services; amend an existing professional engineering services agreement in an amount not to exceed $580,000 with Stantec, increasing the agreement from $5,852,000 to $6,432,000; and authorize a budget transfer in the amount of $2,320,000 from the Capital Improvement Budget Contingency for the Filter Plant and Clearwell Improvements, Phase 1 A, District Project 7361 This item was heard immediately following Item 3.d. Mr. Lopez provided an overview of the draft Position Paper included in the agenda materials. He stated that the contract amendments for the existing professional engineering agreements with MHW Constructors, Inc. in the amount of $300, 000 and with Stantec Services in the amount of $580, 000 were necessary due to project revisions and supply chain equipment and schedule delays over the course of the project. He also stated that a Budget transfer in the amount of $2, 320, 000 from the Capital Improvement Budget Contingency was necessary to complete this project. Mr. Lopez also stated that the project is ready to start up and commission the systems. All necessary equipment and materials are on site and the contractor has re-engaged as of this week. The project has been extended over two years from its original anticipated completion. There have been increases to the project budget, however Mr. Lopez reminded the Committee of the significant bid savings the project received at award. Overall, the project cost is projected to remain under the original estimate prior to bidding and lower than the second low bidder. COMMITTEE ACTION: Recommended Board approval. C. Review draft Position Paper to authorize the General Manager to execute a professional engineering services agreement with Stantec in an amount not to exceed $1,040,000 for final design services under the Wet Weather Basin Improvements, District Project 100022 (Project) Mr. Hodges provided an overview of the presentation included in the agenda materials. He discussed the prolonged wet weather event from December 2022 through January 2023 that strained plant processes and Engineering & Operations Committee Minutes (Special) July 15, 2024 Page 4 the basins that nearly reached capacity. He stated that the goal of this project is to address critical storage needs, increase treatment plant resiliency and improve function and safety as well as protecting the basins from outside flooding. Chair McGill asked how previous storm events differed from the 2022-23 storm. Mr. Mizutani stated that the main factors causing the issues relate to the location, length and intensity of the storms. The 2022-23 storm was of high intensity, focused on our service area watershed, and with little to no pause between storms. Chair McGill asked what kind of gate structure would be installed at Basins B and C. Mr. Hodges stated that the gate structure has not been finalized yet. In response to Member Wedington's question regarding demolition of the dechlorination building, Mr. Hodges stated that the building is no longer needed since the District uses Ultraviolet light to disinfect and the space is needed to provide safe vehicle turnaround and access. A Request for Proposals (RFP) was publicly advertised on April 30, 2024, with one bid received on May 29, 2024 by Stantec. Other firms did not respond to the RFP, likely due to a shortage of experienced project managers and an abundance of work industry wide. Mr. Hodges stated that engineering services during construction will be determined after the design is complete. The total estimated cost for the planning and design services is $1, 900, 000. The Fiscal Year (FY) 2024-25 Budget for this project is $10, 900, 000. In response to Mr. Leiber's question regarding the possible use of the basins during the summer months for the treatment of nutrients, Mr. Norby stated that a concept level screening study has been done and can be shared regarding conceptual wetlands treatment options. He stated that over the next 18 months, the nutrients roadmap effort and long-term wet weather strategies will be developed. The nutrient roadmap effort will cover technical and conceptual issues for nutrient treatments, and the long-term wet weather strategy will include improvements to the basins and hydrologic forecasting. Chair McGill recommended revising the map (Attachment 1) in the draft Position Paper to accurately show the limits of Basin A South. COMMITTEE ACTION: Recommended Board approval. Immediately following this item, Item 3.e. was heard as the next order of business. Engineering & Operations Committee Minutes (Special) July 15, 2024 Page 5 d. Review draft Position Paper to authorize the General Manager to execute a construction contract change order in the amount not to exceed $380,000 with C. Overaa & Co. to expand the treatment plant contractor staging yard under the Solids Handling Facility Improvements, Phase 1A, District Project 7348 This item was heard immediately following Item 3.g. Mr. Lopez provided an overview of the draft Position Paper included in the agenda materials. He stated that C. Overaa & Co. (Overaa) is the general contractor for the Solids Project and major construction activities are underway. Two other major subcontractors, Haskell (Mechanical) and Con J. Franke Electric Inc., are expected to fully mobilize by the end of the calendar year, which will further impact construction activities. Due to the expanded scope and timeline adjustments of the Solids Project and the Aeration Basins Diffuser Replacement project (Diffuser Project), an additional staging area is needed for equipment, working space, and contractor parking. Mr. Lopez stated that the proposed solution involves expanding the contractor staging yard northward onto the surcharge pile, which is subject to regulatory oversight by the Department of Toxic Substances Control (DTSC). Communications with DTSC have been positive, and a plan has been developed to enhance the surcharge pile to meet regulatory requirements that focuses on dust control and soil cap integrity. This plan includes minimal grading and overlaying with engineered rock base materials for stability. Member Wedington asked what would happen if this project was not done. Mr. Lopez stated it would be more costly to find other alternatives. A discussion on how an overburden staging area could become a safety issue was discussed. In response to Chair McGill's question regarding the staging area for this project, Mr. Lopez stated it was previously part of Basin A South with a dirt cap above it. Contaminated soils were consolidated to the west side of the basin and built up into what staff refers to as the "Surcharge Pile". There was a discussion regarding the actual location for this project. Chair McGill recommended attaching a map to the draft Position Paper to identify the location of the staging area expansion. Mr. Lopez discussed the financial impacts stating that the contractor payments are covered under the State Revolving Fund (SRF) loan for this project and staff will submit these costs for SRF reimbursement. However, there is a possibility that a portion or none of the costs will be reimbursed by the SRF loan. Member Wedington asked whether there was enough money in the project budget to cover the costs if this was not reimbursed. Engineering & Operations Committee Minutes (Special) July 15, 2024 Page 6 Mr. Lopez stated yes, the Solids Project has adequate contingency that was approved by the Board in the amount of $13,000,000. Approximately $248,000 in change orders have already been issued and with the approval of this proposed change order the remaining contingency will be approximately $12, 372, 000. COMMITTEE ACTION: Recommended Board approval. Following this item, Item 3.b. was heard. e. Review draft Position Paper to 1) award a construction contract in the amount of $854,200 to Cato's General Engineering, Inc., the lowest responsive and responsible bidder for the Plant Operations Building (POB) Parking Lot Improvements, District Project 100067; 2) Authorize the General Manager to execute the project contract documents subject to submittal requirements; and 3) Find that the project is exempt from the California Environmental Quality Act (CEQA) This item was heard immediately following Item 3.c. Mr. Lopez provided an overview of the draft Position Paper included in the agenda materials. He stated that the project involves upgrades and improvements due to aging infrastructure. This includes replacing the automated gate equipment, lighting and security, paving and sidewalks, and installing a new staff entrance based on the security recommendations. Additional improvements also include an upgraded security badging system with new camera locations. Overall, the project will add approximately 21 new parking spaces to accommodate increased demand. Mr. Lopez discussed the contaminated soil in the POB and Laboratory parking lot areas and stated that the project scope includes handling and disposal of materials encountered during excavations in known areas. The initial construction estimate is $750, 000. Bids ranging from $854, 200 to $1, 090, 000 were received and evaluated. Cato's General Engineering, Inc. (Cato's) was identified as the lowest responsive and responsible bidder. He noted that Cato's bid did not include the Certificate of Reported Compliance for the In -Use Off -Road Diesel -Fueled Fleets Program, however staff confirmed that the low bidder was properly registered, and the discrepancy was minor and immaterial The Committee had no further questions. COMMITTEE ACTION: Recommended Board approval. Engineering & Operations Committee Minutes (Special) July 15, 2024 Page 7 Review draft Position Paper to authorize the General Manager to execute an amendment to the professional engineering agreement with Carollo Engineers, Inc. in the amount of $780,000 for an amended amount not to exceed $1,880,000 for the design of the A -Line Sewer Relocation for Contra Costa Transportation Authority (CCTA), District Project 100050 This item was heard immediately following Item 3.a. Ms. Gemmell provided an overview of the draft Position Paper included in the agenda materials. She stated that the agreement amendment with Carollo Engineers will extend the design to the Treatment Plant's influent structure to address clearance issues under Grayson Creek and can be permitted with Flood Control and Army Corp of Engineers. The revised scope increases the agreement amount from $1,100,000 to $1,880,000. Central San will coordinate with CCTA regarding the Utility Agreement terms for reimbursement of the additional costs. In response to Member Wedington's question regarding CCTA paying for all design fees, Ms. Gemmell state that CCTA is paying Central San for this work due to the District's superior right of way rights. COMMITTEE ACTION: Recommended Board approval. g. Review draft Position Paper to consider adopting proposed Resolution 2024-XXX, making findings required by Government Code Section 4217.12, and authorize the General Manager to enter into an energy services contract with EcoGreen Solutions (EcoGreen) using Pacific Gas & Electric (PG&E) On -bill Financing (OBF) in an amount not to exceed $984,000 for light emitting diode (LED) lighting upgrades at the Martinez campus; and find that the project is exempt from the California Environmental Quality Act (CEQA) Mr. Shima provided an overview of the draft Position Paper included in the agenda materials. He explained to the Committee that since publishing this item, District Counsel recommended the Board hold a public hearing on this item. Ms. Young advised that the Committee would need to recommend holding a public hearing at the end and it would be reflected in the minutes. Mr. Shima advised that EcoGreen conducted a thorough lighting audit for the District in 2022. The audit indicated an approximate annual savings of 490,000 kilowatt hours. Central San's Wastewater Treatment Facility is currently consuming an average of three megawatts (MW) of electricity, and a portion of this load is attributed to over 4,100 fluorescent light fixtures. Approximately 22 percent of the lighting has been transitioned to LED technology, resulting in proven efficiency gains. Engineering & Operations Committee Minutes (Special) July 15, 2024 Page 8 Mr. Bailey asked what the rationale was for Central San to participate in this program. Mr. Shima stated that there is a payback calculated and a potential cost savings of $16,900 a month after five years. He also stated that this project addresses upcoming regulations such as California Assembly Bill (AB) 2208, which is phasing out fluorescent lights statewide. This transition will prevent future operational disruptions and safety hazards associated with outdated lighting, as well as costs associated with recycling of the fluorescent bulbs which is included in this project. Mr. Mitchell added that this program is fully turnkey and will offset any future PG&E rate increases. The program is paid for through an On -Bill Financing (OBF) loan with PG&E at zero percent interest. He explained that Central San pays PG&E for normal electricity use, and through this program PG&E pays EcoGreen once the project is complete. In conclusion, the LED lighting upgrades at Central San's Martinez facility will represent a strategic investment in sustainability, efficiency, and compliance with regulatory standards, offering substantial long-term benefits to the organization. Chair McGill recommended that staff add more details about the program to the draft Position Paper as well as any cost savings that will benefit the District by participating in this program. COMMITTEE ACTION: Recommended the Board hold a public hearing to consider adopting proposed Resolution 2024-XXX, making findings required by Government Code Section 4217.12, and authorize the General Manager to enter into an energy services contract with EcoGreen Solutions (EcoGreen) using Pacific Gas & Electric (PG&E) On -bill Financing (OBF) in an amount not to exceed $984,000 for light emitting diode (LED) lighting upgrades at the Martinez campus; and find that the project is exempt from the California Environmental Quality Act (CEQA). Following this item, Item 3.d. was heard. 4. Announcements None. Engineering & Operations Committee Minutes (Special) July 15, 2024 Page 9 5. Suggestions for Future Agenda Items a. Receive list of upcoming agenda items and provide suggestions for any other future agenda items None. COMMITTEE ACTION: Received the list and provided input to staff. 6. Future Scheduled Meetings Wednesday, August 7, 2024 at 8:30 a.m. Wednesday, September 4, 2024 at 8:30 a.m. Wednesday, October 2, 2024 at 8:30 a.m. 7. Adjournment — at 11:21 a.m.