HomeMy WebLinkAbout04-01-2015 Operations Committee MinutesMINUTES OF THE
OPERATIONS COMMITTEE
Engineering, Operations & Maintenance, and Facilities Support Services
Orange County Sanitation District
A regular meeting of the Operations Committee of the Orange County Sanitation District
was held on April 1, 2015, at 5:01 p.m. at the District's Administrative Office. Committee
Chair Sebourn called the meeting to order and led the Flag Salute.
A quorum was declared present, as follows:
Operations Directors Present: Staff Present:
Greg Sebourn, Chair Jim Herberg, General Manager
David Shawver, Vice-Chair Bob Ghirelli, Assistant General Manager
Lisa Bartlett Rob Thompson, Director of Engineering
Steve Jones Nick Arhontes, Director of Facilities Support
Robert Kiley Services
Lucille Kring Ed Torres, Director of Operations & Maintenance
Sandra Massa-Lavitt (Alt.) Lorenzo Tyner, Director of Finance &
Richard Murphy Administrative Services
Fred Smith Kelly Lore, Acting Clerk of the Board
Michael Vo (Alt.) Cindi Ambrose
Chad Wanke Jennifer Cabral
Mariellen Yarc William Cassidy
Tom Beamish, Board Chair Mark Dubois
John Nielsen, Board Vice-Chair Dean Fisher
Operations Directors Absent:
None.
PUBLIC COMMENTS:
None.
04/01/2015
Norbert Gaia
Al Garcia
Rebecca Long
Kathy Millea
Jeff Mohr
Riaz Moinuddin
Mike Puccio
Jackie Santos
Eros Yong
Others Present:
Brad Hagin, General Counsel
Bob Ooten (Alternate Director)
Mike Beverage (Alternate Director)
Jeffrey Mohr
Mehul Patel (OCWD)
Operations Committee Minutes Page 1 of 8
REPORT OF COMMITTEE CHAIR:
Committee Chair Sebourn did not provide a report.
REPORT OF GENERAL MANAGER
General Manager, Jim Herberg, did not provide a report.
CONSENT CALENDAR:
1. MOVED, SECONDED, and DULY CARRIED TO: Approve Minutes of
March 4, 2015
AYES:
NOES:
Beamish, Jones, Kiley, Kring, Massa-Lavitt (Alternate),
Murphy, Nielsen, Sebourn, Shawver, Smith, F., Wanke and
Yarc
None
ABSTENTIONS: Vo (Alternate)
ABSENT: Bartlett
2. MOVED, SECONDED, and DULY CARRIED TO:
A. Award a purchase contract to Southern Counties Lubricants, LLC, for the
purchase and delivery of 10,000 gallons of Bulk Lube Oil, Specification No.
C-2015-654BD, for a unit price of $9.40 per gallon delivered, plus sales tax
and recycling I lube fee, for a total amount of $104,544; and
B. Approve a contingency of $5,227 (5 %).
AYES:
NOES:
Beamish, Jones, Kiley, Kring, Massa-Lavitt (Alternate),
Murphy, Nielsen, Sebourn, Shawver, Smith, F., Wanke and
Yarc
None
ABSTENTIONS: Vo (Alternate)
ABSENT: Bartlett
04/01/2015 Operations Committee Minutes Page 2 of 8
3. MOVED, SECONDED, and DULY CARRIED TO:
A. Approve a Sole Source Service Agreement to Siemens Demag Delaval
Turbomachinery, Inc. (SDDTI), to perform a Class II Mechanical Service on
Aeration Blower #4, in the amount of $122,928.12; and
B. Approve a contingency of $12,292.82 (10%).
AYES:
NOES:
Beamish, Jones, Kiley, Kring, Massa-Lavitt (Alternate),
Murphy, Nielsen, Sebourn, Shawver, Smith, F., Wanke and
Yarc
None
ABSTENTIONS: Vo (Alternate)
ABSENT: Bartlett
4. MOVED, SECONDED, and DULY CARRIED TO:
A. Approve an Amendment for the extension of the term of Contract
Plan2010-01 until the completion of the scope of work of Contract
Plan2010-01, Task Order 01; and
B. Approve Task Order Amendment No. 1 to the Black & Veatch Contract
PLAN2010-01, Task Order 01 (Arc Flash Hazard Evaluation for Treatment
Plant No's 1 & 2), resulting in the amount of $89,649 for additional
engineering services to develop P1 and P2 Arc Flash Study scope of work
items, for a total amount not to exceed $170,794; and
C. Approve a contingency of $25,619 (15%).
AYES:
NOES:
Beamish, Jones, Kiley, Kring, Massa-Lavitt (Alternate),
Murphy, Nielsen, Sebourn, Shawver, Smith, F., Wanke and
Yarc
None
ABSTENTIONS: Vo (Alternate)
ABSENT: Bartlett
04/01/2015 Operations Committee Minutes Page 3 of 8
5. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of
Directors:
Approve Change Order No. 4 to Purchase Order 104251-0B to US Peroxide, for
the Purchase of hydrogen peroxide, Specification No. C-2011-480, authorizing a
unit price increase from $1.867 per gallon to $1.923 per gallon delivered, plus
applicable sales tax, for the period July 1, 2015 through June 30, 2016, at a cost
not to exceed $1, 100,000.
AYES:
NOES:
Beamish, Jones, Kiley, Kring, Massa-Lavitt (Alternate),
Murphy, Nielsen, Sebourn, Shawver, Smith, F., Wanke and
Yarc
None
ABSTENTIONS: Vo (Alternate)
ABSENT: Bartlett
6. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of
Directors:
A. Approve a Site Access and License agreement with Pacific Quality
Partners, to allow mobilization of a chemical dosing station and injection of
chemicals at 1355 West Imperial Highway in the city of Brea, for a term of
36 months, at a total cost of $2,280 per month for the first 12 months, in a
form approved by General Counsel; and
B. Approve the General Manager, or his designee, to negotiate future monthly
license fees, after one year, up to three percent price escalation per year,
beginning July 1, 2016 and annually thereafter.
AYES:
NOES:
Beamish, Jones, Kiley, Kring, Massa-Lavitt (Alternate),
Murphy, Nielsen, Sebourn, Shawver, Smith, F., Wanke and
Yarc
None
ABSTENTIONS: Vo (Alternate)
ABSENT: Bartlett
04/01/2015 Operations Committee Minutes Page 4 of 8
Item pulled and heard separately.
7. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of
Directors:
A. Approve a Professional Consultant Services Agreement with Carollo
Engineers, Inc. to provide construction support services for Trunk Line Odor
Control Improvements, Project No. P1-123, for an amount not to exceed
$529,970; and
B. Approve a contingency of $52,997 (10%).
AYES:
NOES:
Beamish, Jones, Kiley, Kring, Massa-Lavitt (Alternate),
Murphy, Nielsen, Shawver, Smith, F., Wanke and Yarc
None
ABSTENTIONS: Vo (Alternate)
ABSENT: Bartlett and Sebourn (recused)
NON-CONSENT:
8. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of
Directors:
A. Approve a Professional Design Services Agreement with AECOM to provide
engineering design services for the South Perimeter Security & Storm
Water Improvements at Plant No. 1, Project No. P1-125, for an amount not
to exceed $567,003; and
B. Approve a contingency of $56,700 (10%).
AYES:
NOES:
Beamish, Jones, Kiley, Kring, Massa-Lavitt (Alternate),
Murphy, Nielsen, Sebourn, Shawver, Smith, F., Vo
(Alternate), Wanke and Yarc
None
ABSTENTIONS: None
ABSENT: Bartlett
Acting Clerk of the Board stated there is a correction to the Recommendation of Item 9
which adds a sub-item that was provided on the Agenda report but was inadvertently left
off the agenda.
04/01/2015 Operations Committee Minutes Page 5 of 8
Engineering Manager, Kathy Millea provided a PowerPoint presentation on the Effluent
Reuse study including: Strategic Plan for future water recycling; history of OCSD/OCWD
partnership; Groundwater Replenishment System; near term goals; GWRS Final
Expansion and long term goals; and Full Effluent Reuse.
Ms. Millea, Engineer, Mehul Patel, OCWD, Director of Engineering, Rob Thompson and
General Manager Herberg also answered questions from the Committee regarding: initial
and final expansion dates; project costs; funding and grant opportunities; negotiated
prices v. value of project; project management benefits; decreasing flow problems/
solutions; and SARI line water availability.
Director Bartlett arrived at 5:25 p.m.
9. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of
Directors:
A. Approve a budget increase of $450,000, increasing the total amount not to
exceed $3,250,000;
B. Approve a Professional Services Agreement with COM Smith, Inc., to
provide Engineering Services for Effluent Reuse Study, Project No. SP-173,
for an amount not to exceed $2,008,510;
C. Approve a contingency of $200,850 (10%); and,
D. Authorize staff to negotiate a cost-sharing agreement with the Orange
County Water District for future Board approval.
AYES:
NOES:
Bartlett, Beamish, Jones, Kiley, Kring, Massa-Lavitt
(Alternate), Murphy, Nielsen, Sebourn, Shawver, Smith, F.,
Vo (Alternate), Wanke and Yarc
None
ABSTENTIONS: None
ABSENT: None
Director Rob Thompson provided a brief report on the background of this item. Questions
and concerns were raised regarding: additional costs to rebid; liquidated damage
provisions; cost recovery; work with contractor to find alternatives; and alternate bidders.
Mr. Herberg suggested that staff work with the contractor and present alternative options
to the Operations Committee next month.
04/01/2015 Operations Committee Minutes Page 6 of 8
No action was taken.
10. Recommend to the Board of Directors:
Cancel the construction contract awarded on November 19, 2014 to W.M. Lyles
Co. for Oxygen Plant Demolition at Plant No. 2, Project No. SP-129, for
convenience.
INFORMATION ITEMS:
11. Procurement Process
Contracts and Purchasing Manager, Marc Dubois provided a PowerPoint
Presentation regarding: OCSD Contracts and Purchasing; Ethics in Public
Procurement; Professional Design Services; Public Works Construction; goods
and services; tools used to procure; Notice inviting bids; sole sources; RFl's;
Request for Proposal Process and approval thresholds.
Director Bartlett commented on lowest cost getting the lowest points; lowest
responsive bidders and proprietary hardware/software.
12. Capital Improvement Program Update
Engineering Manager Mike Puccio provided an informative PowerPoint
presentation regarding the Capital Improvement Program Update which included:
50 active projects and costs; completion & design of past major projects; the
design of eight new major projects; cumulative change order rate; program non-
construction costs; engineering cash flow performance and FY 2014-15 Capital
Improvement Program accomplishments.
Questions were answered regarding the cooperative efforts with cities regarding
construction.
A request to have PowerPoint presentations emailed to the Directors in advance
of the meeting was received.
13. Newport Force Main Project 5-60 Status
Engineering Manager Dean Fisher provided a PowerPoint presentation regarding
the Newport Force Main Rehabilitation project including: construction techniques;
area of coverage; phases of project; current status of completion; tunneling
concrete and wooden pile obstructions; geophysical survey under bridge; targeted
completion dates and the recovery plan for this ongoing project.
DEPARTMENT HEAD REPORT:
Director of Facility Support Services, Nick Arhontes reported on the American Society of
Civil Engineers (ASCE) 2016 Update to the Orange County Infrastructure Report Card
04/01/2015 Operations Committee Minutes Page 7 of 8
(IRC) to which OCSD staff will take a lead role in the Wastewater sector effort, covering
collection facilities as well as wastewater treatment/reclamation facilities countywide .
ASCE plans to publish grades on all infrastruct ure sectors in January 2016.
OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS,
IFANY:
None.
ADJOURNMENT
At 6:43 p.m., Committee Chair Sebourn declared the meeting adjourned to the next
scheduled meeting of Wednesday, May 6 , 2015 at 5:00 p.m.
04/01/2015 Operations Committee Minutes Page 8 of 8