HomeMy WebLinkAboutEngineering & Operations MINUTES 08-07-24Page 2 of 21
LCENTRAL SAN
REGULAR MEETING OF THE
CENTRAL CONTRA COSTA
SANITARY DISTRICT
ENGINEERING & OPERATIONS
COMMITTEE
MINUTES
Wednesday, August 7, 2024
8:30 a.m.
Committee:
Chair Mike McGill
Member Florence Wedington
BOARD OF DIRECTORS:
MARIAHN 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
Staff. -
Katie Young, Secretary of the District
Greg Norby, Deputy GM — Engineering & Operations (joined during Item 3.a.)
Philip Leiber, Deputy GM — Administration
Edgar Lopez, Capital Projects Division Manager
Nathan Hodges, Senior Engineer (left after Item 3.a.)
Sasha Mestetsky, Senior Engineer (left after Item 3.b.)
Kevin Randeni, Associate Engineer (left after Item 3.b.)
Nancy Molina, Associate Engineer (left after Item 3.a.)
Stacey Durocher, Administrative Services Assistant
Call Meeting to Order
Chair McGill called the meeting to order at 8:34 a.m.
2. Public Comments
None.
August 15, 2024 Regular Board Meeting Agenda Packet - Page 170 of 189
Page 3 of 21
Engineering & Operations Committee Minutes
August 7, 2024
Page 2
3. Items for Committee Recommendation to Board
*a. Review draft Position Paper to award a construction contract in the
amount of $665,676 to Mesa Energy Systems, Inc., the lowest responsive
and responsible bidder for the headworks chiller replacement, District
Project 100010; authorize the General Manager to execute the contract
documents subject to submittal requirements; and consider the project
exempt from the California Environmental Quality Act (CEQA)
Mr. Lopez provided an overview of the draft Position Paper included in the
agenda materials. He stated that this project will include replacement of
the headworks chiller and all applicable components, as well as upgraded
controls to improve accessibility. The total project cost will be
approximately $950, 000. As detailed in Attachment No. 3 (included in the
agenda materials), the planning, design, construction contract,
contingency, consultant and staff time are included in the cost. Staff is
recommending that $875, 000 of the total project cost be transferred from
the Capital Improvement Contingency account. Mr. Lopez will include
additional information on the contingency account to demonstrate the
available funds and previous allocations for the fiscal year. He also stated
that the balance remaining after the proposed transfer will be
approximately $605, 000. The contingency account will be replenished with
remaining funds from projects that are closing or other projects identified
to reduce future carryforward.
Member Wedington raised concerns about the contingency account
balance being so low and commented that she would appreciate seeing
the attachment to show the balance.
Mr. Lopez stated that three sealed bids were received and opened on July
16, 2024. After a thorough technical and commercial review of the bids
were completed, it was determined that Mesa Energy Systems, Inc.
(Mesa) was the lowest responsive and responsible bidder at $665, 676. It
was noted that the lowest bid received was approximately 58 percent
above the engineer's estimate and was due to higher than anticipated
costs of the chiller, controls and associated electrical work.
In response to Chair McGill's inquiry regarding the low engineer's estimate
and its review, Mr. Lopez responded that it was attributed to a number of
factors such as the cost of the equipment and the electrical. Further
discussion ensued regarding the lessons learned and future planning on
how to address industry -wide supply chain issues, increasing equipment
costs, and other factors that would impact the District's estimates.
August 15, 2024 Regular Board Meeting Agenda Packet - Page 171 of 189
Page 4 of 21
Engineering & Operations Committee Minutes
August 7, 2024
Page 3
Mr. Lopez recommended proceeding with the award as the District is
incurring monthly equipment rental costs and rebidding the project would
not achieve any costs savings.
COMMITTEE ACTION: Recommended Board approval.
*b. Review draft Position Paper to consider the Buchanan Lift Stations
Abandonment and Sewer, District Project 100041 (Project) exempt from
the California Environmental Quality Act (CEQA)
Mr. Lopez provided an overview of the draft Position Paper included in the
agenda materials. He stated that this Project involves removing the North
and South Buchanan Lift stations as well as replacing or rehabilitating
approximately 5,000 feet of small diameter sewers, abandoning sewers,
constructing maintenance access structures and other related sewer work.
The outcome of this work will be a full gravity sewer system conveying the
majority of the flow to the 96-inch A -line interceptor. It was noted that this
Project was not associated with the Contra Costa Transportation Authority
(CCTA) A -Line project and was installed as part of a joint project done
with the City of Concord years ago.
Member Wedington inquired about the size of the new pipe. Mr. Randeni
stated it was a 12-inch pipe. She also expressed concern about the
project being exempt from CEQA and asked how far the new alignment
was going. Mr. Lopez confirmed it was a renovation project that included
abandoning and installing new sewers to serve existing customers at the
same locations. Further discussion ensued regarding the existing
easements and the location of the new alignment.
In response to Chair McGill's inquiry regarding the National Environmental
Policy Act (NEPA), Mr. Mestetsky replied that the airport brought up the
subject and is reviewing the documents, but a response has not been
received yet. Indication from the FAA is that it may not be required,
however, it has not been confirmed.
Mr. Norby added that staff is aware that the standard language being used
for CEQA approval on capital projects has been used and reviewed by
past legal counsel and staff will work with the new legal counsel to review
and refresh the language and workflow process that is assigned to the
various capital projects regarding environmental clearance. He added that
for the Buchanan project, the categorial exemption is very broad and is
appropriately applied.
August 15, 2024 Regular Board Meeting Agenda Packet - Page 172 of 189
Page 5 of 21
Engineering & Operations Committee Minutes
August 7, 2024
Page 4
Chair McGill asked that the Committee recommendation on the Position
Paper state that the Committee recommended Board approval after
extensive discussion and questioning.
In response to Chair McGill's question regarding the timing for this project,
Mr. Lopez replied that staff is behind on the bidding process. The project
cannot be bid unless the District has easements. He also said that in the
past the District was allowed to move mains and sewers to different
locations as long as they were for the same purpose and not adding the
infrastructure for future service expansion.
Mr. Randeni provided the Committee with a visual overview of the project
with a graphics board. He pointed out where the project was located and
explained the scope of work in further detail. Member Wedington asked if
the lift stations will be abandoned. Mr. Lopez stated yes.
Member Wedington requested that legal counsel review this item prior to
Board receipt.
COMMITTEE ACTION: After extensive discussion and questioning
the Committee recommended Board approval with approval from
legal counsel.
4. Other Items
*a. Receive verbal update on Capital Projects Division Quarterly Report on
Capital Projects, active consultant contracts, change order log, and
schedule of bids and awards.
Mr. Lopez provided the Committee with a rough draft of the quarterly
report template for the Capital Improvement Program (CIP). He discussed
in more detail the various sections of the template.
Member Wedington asked if CDM Smith (CDM) was preparing the
template and whether staff populates it. Mr. Lopez confirmed that staff
does populate the template and stated that CDM is assisting the District
with the first phase until it is up and running.
Chair McGill inquired about the dates that the report will be done. Mr.
Lopez stated that it is based on the fiscal year and a quarterly basis.
Member Wedington established that the first quarter will be July through
September, and asked if the report would be ready in October. Mr. Lopez
replied that October was the goal to have a final draft ready.
August 15, 2024 Regular Board Meeting Agenda Packet - Page 173 of 189
Page 6 of 21
Engineering & Operations Committee Minutes
August 7, 2024
Page 5
Chair McGill asked how the quarterly report will relate to the annual report.
Mr. Norby stated that staff is intending to have an annual lookback
discussion with the Committee to review the prior fiscal year program to
go over lessons learned and incorporate observations and takeaways and
is aiming to start this format in September for Fiscal Year (FY) 2023-24.
He explained that the quarterly reports are intended to provide more
detailed updates as major projects are progressing. The data will be
included in the annual report which will focus on the complete picture such
as the cumulative financial picture as well as the qualitative aspects like
the resource forecasting, lessons learned and what can be done to
address problems differently.
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
None.
COMMITTEE ACTION: Received the list and provided input to staff.
7. Future Scheduled Meetinas
Wednesday, September 4, 2024 at 8:30 a.m.
Wednesday, October 2, 2024 at 8:30 a.m.
Wednesday, November 6, 2024 at 8:30 a.m.
8. Adjournment — at 10:34 a.m.
*Attachments
August 15, 2024 Regular Board Meeting Agenda Packet - Page 174 of 189
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Page d of 21
Item 3.a. Handout
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Page 8 of 21
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August 15, 2024 Regular Board Meeting Agenda Packet - Page 176 of 189
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�Dc"ENTRAL SAID
CENTRAL CONTRA COSTA SANITARY DISTRICT
CI P CAPITAL IMPROVEMENT PROGRAM
Capital Projects Quarterly Status Report
APRIL - JUNE 2024
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Since 1946, Central Contra Costa Sanitary District (Central San) has provided safe and
reliable wastewater collection and treatment for residents in central Contra Costa
County. Today we serve over 481,600 residents and 3,000 businesses in 147 square
miles. Our services include supplying recycled water for parks and golf courses,
providing both commercial and residential recycled water pickup programs, operating a
household hazardous waste collection facility and running a sophisticated water quality
laboratory. Our core mission is to protect public health and the environment, and our
customers can count on us for vital services 24 hours a day, every day.
Central San's infrastructure includes a 1,500-mile collection system and a treatment
plant that have been well maintained, but due to their advanced ages, now require
replacements and upgrades. Already, the equipment at the plant and in the system have
been extended well beyond their typical useful life due to responsible and robust
maintenance practices. Some of the collection system facilities are over 100 years old,
and many are over 50 years old. The treatment plant facilities were primarily
constructed in the 1970s and some are now at the point where maintenance alone
cannot maintain reliable performance. These recommended extensive replacement and
upgrade projects will provide for continued reliable operation. Central San funds an
extensive Capital Improvement Program (CIP) designed prepare, maintain, and enhance
Central San's assets; meet regulatory requirements, accommodate the community
needs; and protect public health and the environment. Capital improvement are
construction or renovation activities that add value to Central San's fixed assets
(pipelines, budlings, facilities, and equipment) or significantly extend their useful life.
This report summarizes the CIP's progress and highlights accomplishments from April to
June 2024.
Project Highlight
PROJECT NAME
Project Description, Benefit, Project Milestones,
Progress, and other key achievements.
How the CIP Delivers Projects
The CIP uses Design -bid -build model. Design -bid -build is a commonly used delivery method in which an owner first procures
a professional engineering firm to prepare detailed design plans and specifications for a project. The owner then solicits bids
for the project and procures a general contractor to construct the project based on the design completed by the engineer.
Appr°ve Confirm Authorization APPMe Authorization Authorization Substantial Final
Project Protect To Proceed Preliminary to Bid To Award Completion Acceptance
Altemative Design
Conceptual Preliminary
y
Project ConcepI Deiailed I Bid & Award II construction
Post-
Nternatiue Construction &
Soaping (Technology) Adesign r Design Design li� contract ,AcommissicningiNt construction II
CIP PROJECTS
This update outlines accomplishments for the past quarter in two sections: Projects in and Projects in Construction.
For projects in construction and post -construction phases, the CIP uses cost and schedule baselines monitored through the
District's Capital Project Management System.
Projects in Design
• Collection System Program
Pumping Station
Project 1 Design Progress during this period
Project 2
Project 2 Design Progress during this period
• Treatment System Program
Walnut Creek/Grayson Creek Levee
Design Progress during this period
Steam and Aeration Blower Systems Renovations
Project 2 Design Progress during this period
UV Disinfection Replacement
Project 3 Design Progress during this period
• General Improvement
• Project 1
Project 1 Design Progress during this period
• Project 2
Project 2 Design Progress during this period
• Recycled Water Program
• Filter Plant & Clearwell Improvements — Phase 1 B
Project 1 Design Progress during this period
• Project 2
`Project 2 Design Progress during this period
HOW ARE WE DOING?
Key Performance Indicators
(KPls) Year -to -Date:
LEGEND
Page 14 of 21
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Page 6 of 13
�N Capital Projects Quarterly Report I APR — JUN2024
yn=- Dgust 15, 2024 Regular Board Meeting Agenda Packet - Page 182 of 189
Page 15 of 21
1
SAFETY
0 Incidents
EXPENDITURE
On Target
SCHEDULE
On Target
3 Pumping Station Upgrades - Ph 2A
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4 Walnut Creek Sewer Renovation
Purpose: To address aging Purpose: To replace and renovate
infrastructure and reliability needs at the small diameter sewers within the
Fairview and Maltby Pumping Stations. city of Walnut Creek and
unincorporated Walnut Creek.
The project includes replacing corroded
steel dry pits with new wet wells at the
Fairview and Maltby Pumping Stations,
along with backup generators,
instrumentation, flow meters, pumps,
valves, gates, all piping and concrete, major electrical controls
per Arc Flash Study recommendations, worn control panels with
seismic bracing, and enhancing safety devices such as gas
detection systems and eye wash stations.
SAFETY
0 Incidents
EXPENDITURE
On Target
SCHEDULE
On Target
Project Budget: $24.7 million
Expected Completion Date: MMM YYYY
Update:
During this period,
The Walnut Creek Sewer Renovation —
Phase 16 Project will replace or
rehabilitate up to approximately 10,000
feet of small diameter sewers located in
both public right-of-way and easements. This project includes a
creek crossing.
SAFETY
0 Incidents 40
EXPENDITURE
On Target
SCHEDULE
On Target
Project Budget: $6.4 million
Expected Completion Date: MMM YYYY
Update:
During this period,
Page 7 of 13
Z-1q Capital Projects Quarterly Report I APR — JUN2024
'--August 15, 2024 Regular Board Meeting Agenda Packet - Page 183 of 189
Page 16 of 21
Projects in Construction - Treatment Plant
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Page 8 of 13
Capital Projects Quarterly Report I APR — JUN2024
Ai]gust 15, 2024 Regular Board Meeting Agenda Packet - Page 184 of 189
7of21
5
0 Incidents
EXPENDITURE I
On Target
SCHEDULE
On Target
7 Piping Renovation - Phase 10
Purpose: To inspect, rehabilitate,
and replace above -grade and
below -grade piping and related
systems at the treatment plant.
The project will replace piping,
valves, pumps, potable water
tanks, hypochlorite feed systems,
electrical controls, and other
equipment identified by the Asset
Management Program and Operations and Maintenance staff
Project Budget: $5.6 million
Expected Completion Date: MMM YYYY
Update:
SAFETY EXPENDITURE SCHEDULE
0 Incidents On Target 0 On Target
0 Incidents
EXPENDITURE
On Target
SCHEDULE
On Target
8 Electric Blower Improvements
Purpose: To increase reliability
for aeration blower operations
and increase capacity during
emergency outages or planned
PG&E events.
The project includes demolishing
the existing electric blower
system, installing three new
high -efficiency electrical blowers
with associated electrical and controls, and constructing the
installation with piping, air intake filters, electrical, cooling systems,
and maintenance platforms.
Project Budget: $14.1 million
Expected Completion Date: MMM YYYY
Update:
SAFETY EXPENDITURE SCHEDULE
0 Incidents 0 On Target
On Target
Page 9 of 13
Capital Projects Quarterly Report I APR — JUN2024
ve �; tgust 15, 2024 Regular Board Meeting Agenda Packet - Page 185 of 189
Projects in Construction — General Improvements
Vehicle Replacement Program FY2016-26
Purpose: To provide safe
and cost-effective vehicle
replacement.
L The following vehicles are
being considered in FY
2023-24:
'/2 Ton 4x2 Truck (2),
'/2 Ton 4x4 Truck (6), 3/4 Ton 4x2 Truck (1), Vactor Hydro -Vac
and Water Recycler Unit (1), Midsize 4x2 Truck (1) and
Electric Vehicle upgrades as available
Project Budget: $7 million
Expected Completion Date: MMM YYYY
Update:
Electric Vehicles Charging Infrastructure - Ph.1
Purpose:
To install electric vehicle charging
stations (EVCS) infrastructure at
Central San's facilities.
This project, the first of three phases,
will extend electrical infrastructure at
Central San's Martinez campus and
Pumping Stations. It will install
charging stations at the Laboratory,
Annex Building, Warehouse, and
Collection System Operations, with
the potential to include Moraga and
San Ramon Pumping Stations if
funds allow. The following phases are
planned for 2030 and 2035.
Project Budget: $1.3 million
Expected Completion Date: MMM YYYY
Update:
L
$150
$130
$110
$90
$70
$50
$30
$10
-$10
Program Budget
Performance
Summary
Sewer Construction Fund (SCF) Budget,
Commitments and Financial Capacity
1 1
1 36
1 1
1 1
1 44
1
1
1 0
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1 1
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22/23 23/24 24J25
1=1Approved and Projected Budget per FY Fiscal Year
IMIAdditional capacity with contemplated rate increases
(not vet approved)
rMJRernainingcapacitywithexistingrates
N� Committed already (contracted)
Existing SCf Revenue (includes growth in non-55C revenue but no SSC rate increases)
25/2b
Page 19 of 21
$150
$130
$110
$90
$70
$50
$30
$10
-$10
Page 11 of 13
—1-1111-9
Capital Projects Quarterly Report I APR — JUN2024
'Clgust 15, 2024 Regular Board Meeting Agenda Packet - Page 187 of 189
Page 20 of 21
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$So
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$60
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Fiscal Year 2023-2024
Program Budget Performance
Summary
Budget to Actual Spending Trend
Sewer Construction Fund
(in millions)
$J26.1
e'
�r
August September Dunker Nrnember peremher January Februar; March April
#Budget Target!90}5 of Budget} —F Projected
$149.6
May lure
Capital Projects Quarterly Report I APR — JUN2O24
ve �; Dgust 15, 2024 Regular Board Meeting Agenda Packet - Page 188 of 189
Page 12 of 13
TO BE UPDATE
pied by the City, it has achieved beneficial use.
renewable energy source produced by the breakdown of sewage waste in, the absence
iogas is composed of methane, carbon dioxide and small amounts of hydrogen sulfide.,
ated sewage sludg
Open acreage used by wastewater treatment prants as a''buffer between plant operatio'his and " '
nearby communities. Bufferlands minimize odor and operational impacts on plant neighbors and
often serve as wildlife habitat.
process of assuring that all systems and components of a facility, building or plant arO
igned, installed, tested, operated and maintained according to the owner's requireme
Dissolved air flotation thickener tanks. Dissolved air flotation, or DAF, is a treatment process that
clarifies wastewater by removing suspended matter.
. . .........:.:.:.t)istributed control system. A computerized system that allows treatment plant staff to remotely
monitor and control treatment processes.
EIR Environmental Impact Report. A public documerott eq
wired under the California Environmental
der the federal Clean Water Act, the National Pollutant Discharge Elimination System (NPDES)
rmit program regulates point sources such as pipes and other conveyances that discharge
Ilutants into water. In California, NPDES permits for the harge discof treated wastewater are
.....................::...::..:.....................::...::...:......................::....:.::.........................::.:..:...................:..:...._
u e d by the Regional Water Quality Control Boards.
Polymer
Preliminary The preparatory wastewater treatment stage, in which influent passes through headworks, which
then through chlorinated tanks to become 99% clean.
Wastewater Water that enters the sanitarysewers stem for treatment at a pollution control plant. Y P P................:.:::.:::.................:::.:::.:::
Wastewater Cake Sludge that is compressed after dewatering.
WAS Waste -activated sludge, or the excess quantity of bacteria and microbes removed from the
secondary wastewater treatment process.
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Capital Projects Quarterly Report I APR — JUN2024
August 15, 2024 Regular Board Meeting Agenda Packet - Page 189 of 189