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HomeMy WebLinkAbout10-01-2008 Operations Committee MinutesMINUTES OF THE OPERATIONS COMMITTEE Engineering, Operations & Maintenance, and Technical Services Orange County Sanitation District October 1, 2008-5:00 p.m. A meeting of the Operations Committee of the Orange County Sanitation District was held on October 1, 2008 , at 5:00 p.m . in the Sanitation District's Administrative Office . Following the Pledge of Allegiance, a quorum was declared present, as follows: Operations Directors Present: Staff Present: Ken Parker, Chair Jim Ruth, General Manager Bill Dalton, Vice Chair Bob Ghirelli, Assistant General Manager Charles Antos Nick Arhontes, Dir. of Operations & Maintenance Don Bankhead Jim Herberg, Director of Engineering Rose Espinoza Ed Torres, Director of Technical Services Patsy Marshall Penny Kyle, Clerk of the Board Roy Moore T od Haynes Joy Neugebauer John Linder Harry Sidhu Dave MacDonald Constance Underhill Chuck Winsor Don Webb Carla Dillon Doug Davert, Board Chair Larry Gibson Larry Crandall, Board Vice Chair Kathy Millea Jeff Reed Operations Directors Absent: David Shawver PUBLIC COMMENTS There were no public comments. REPORT OF COMMITTEE CHAIR OCT 22 2008 BV:=---'-f;_;,-<~· I === umaa=z"""""""'"""""_" ___ , Committee Chair Ken Parker reported that the ocean monitoring tour scheduled for Monday, October 61h, had a few more openings if anyone was interested . REPORT OF GENERAL MANAGER General Manager Jim Ruth reported he had received word earlier that day that Director Chris Norby's father passed away and additional information would be passed on once received. He also mentioned a memo distributed to the Directors regarding steps being taken by the Sanitation District due to the current financial crisis. CONSENT CALENDAR (1-11) Items 3 and 10 were pulled off consent calendar for discussion. . Minutes of the Operations Committee October 1, 2008 Page 2 1. MOVED, SECONDED, AND DULY CARRIED: Approve the minutes of the September 3, 2008 Operations Committee meeting . 2. OP08-48 MOVED, SECONDED, AND DULY CARRIED : Recommend to the Board of Directors to: a) Approve Professional Consultant Services Agreement with Butier Engineering , Inc. for Construction Management Services for Newport Trunk Sewer and Force Mains, Bitter Point Pump Station to Coast Trunk Sewer, Contract No. 5-58, for an amount not to exceed $1,81 0,925; and , b) Approve a contingency of $108,656 (6%). 3 . Item pulled for discussion . 4. OP08-50 5 . OP08-51 6 . OP08-52 7. OP08-53 MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to approve Amendment No. 2 to Cooperative Projects Grants Program Contract No. 0503 with City of Placentia providing for an eight-month time extension . MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to: a) Approve Plans and Specifications for Area 03 Manhole Access Improvements (3-54), Project No . FE07-01 , on file at the office of the Clerk of the Board; b) Receive and file bid tabulation and recommendation; c) Award a contract to Mike Bubalo Construction Co ., Inc., for Area 03 Manhole Access Improvements (3-54), Project No. FE07-01, for an amount not to exceed $305,500; and, d) Approve a contingency of $106,925 (35%). MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to: a) Approve Professional Consultant Services Agreement with Black & Veatch Corporation to provide construction support services for the Continuous Emissions Monitoring Systems, Contract No. J-79-1A, for an amount not to exceed $506 ,680; and, b) Approve a contingency of $50,669 (10%). MOVED, SECONDED, AND DULY CARRIED : Recommend to the Board of Directors to: a) Approve a contingency increase of $243,919 (5%) to the Professional Services Agreement with Lee & Ro, Inc., for the Replacement of the Bitter Point Pump Station , Contract No. 5-49; Replacement of the Rocky Point Pump Station, Contract No. 5-50; Rehabilitation for the 141h Street Pump Station, Contract No. 5-51; Rehabilitation of the "A" Street Pump Station, Contract No. 5-52, for a total contingency of $352,278 (7.22%); and, b) Authorize staff to enter into negotiations with Lee & Ro, Inc. for construction support services for the Replacement of the Bitter Point Pump Station, Contract No . 5-49. t Minutes of the Operations Committee October 1 , 2008 Page 3 8. OP08-54 9. OP08-55 MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to approve a contingency increase of $334,511 (6%) to the Professional Services Agreement with Malcolm Pirnie, Inc . for the Replacement of Ellis Avenue Pump Station, Job. No. 1-10, for a total contingency of $611,530 (11 %). MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to receive and file the Waste Discharge Requirements Sewer System Management Plan Compliance Status Report dated September 24, 2008. 10. Item pulled for discussion. 11 . OP08-57 3. OP08-49 10. OP08-56 MOVED, SECONDED, AND DULY CARRIED: a) Award a sole source contract to Universal Flooring for the removal and replacement of existing carpeting and vinyl flooring in the Administration Building at Plant No. 1 for an amount not to exceed $170,000; and, b) Approve a contingency of $17,000 (10%). END OF CONSENT CALENDAR Director Bankhead requested additional information on the selection process as the vendor that was being recommended had the highest bid. Jim Herberg advised that the firm was the top ranked firm, and staff met with the vendor and clarified design assumptions and level of effort for the work which resulted in a major reduction in the design effort including the number of contract drawings. It was then: MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to: a) Approve Professional Design Services Agreement with MWH Americas, Inc. for Solids Thickening and Processing Upgrades, Job No. P2-89, providing for engineering design services for an amount not to exceed $6,983,999; and, b) Approve a contingency of $698,400 (1 0%). Chair Parker recognized Nick Arhontes, Director of Operations and Maintenance, who reported on possible limitations, accessibility, and higher costs for chemicals the Sanitation District uses for odor control in the near future due to facilities damaged by Hurricane Ike that supply chemical resources. It was then: MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to approve Change Order No. 4 to Purchase Order No. 102354 OB for Purchase of Ferric Chloride, Specification No. C-2005-247, issued to Kemira Water at an initial unit price of $610 per dry ton delivered, plus applicable tax indexed to Iron Age Scrap Index #1 Bushing Chicago listing benchmark of $635/ton and a pricing correction factor of 34% of the difference I Minutes of the Operations Committee October 1 , 2008 Page 4 ACTION ITEMS (12) 12. OP08-58 of the benchmark and index on a quarterly basis, for an estimated annual contract amount of $4,600,925 for the period December 1, 2008 through November 30, 2009. Jim Herberg, Director of Engineering, recognized Dave MacDonald, Project Manager, who provided an overview of the Air Quality Improvements project. MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to authorize staff to negotiate a Professional Design Services Agreement with Malcolm Pirnie Corporation for Phase 2 Pilot Engine Exhaust Emissions Reduction to furnish, install, and test a pilot system re: Air Quality Improvements, Job No. J-79. INFORMATION ITEMS There were none. DEPARTMENT HEAD REPORTS Director of Operations, Nick Arhontes, reiterated the difficulties the chemical market is facing that could have impacts to the Sanitation District's operations and to those living near facilities. The Director of Technical Services, Ed Torres, provided a brief overview of meetings held with with an independent panel on the possibility of reclaiming water from the Santa Ana River Interceptor for the Groundwater Replenishment System, and possible negative public relations issue that would have to be addressed. CLOSED SESSION There was no closed session. OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There were none. ADJOURNMENT The Chair declared the meeting adjourned at 5:35 p.m. The next Operations Committee meeting is scheduled for Wednesday, November 5, 2008, at 5:00p.m. Submitted by: ~A -~ PeMYM:Yie - Clerk of the Board H:\dept\agenda\Operations Committee\Operations 2008\1108\1 001 08 Operations Minutes.docx