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HomeMy WebLinkAbout05-06-2015 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 May 6, 2015, at 5:00 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 Ellery Deaton Ed Torres, Director of Operations & Maintenance Steve Jones Lorenzo Tyner, Director of Finance & Robert Kiley Administrative Services Lucille Kring Kelly Lore, Clerk of the Board Richard Murphy Cindi Ambrose Fred Smith Jennifer Cabral Michael Vo (Alternate) Michelle Chewning Chad Wanke Jim Colston Mariellen Yarc Carla Dillon John Nielsen, Board Vice-Chair Natasha Dubrovski Operations Directors Absent: Tom Beamish, Board Chair PUBLIC COMMENTS: None. Dean Fisher Norbert Gaia Al Garcia Rebecca Long Kathy Millea Jeff Mohr Mike Puccio Robert Thiede Eros Yong Others Present: Brad Hagin, General Counsel Bob Ooten (Alternate Director) Mike Beverage (Alternate Director) Dave Dawson, W.M. Lyles 05/06/2015 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, informed the Committee that the date for the GWRS Ribbon Cutting Dedication Ceremony has been set for June 26, 2015 from 9:00 a.m. - 10:30 a.m. and that invitations will be sent out in the very near future. CONSENT CALENDAR: 1. MOVED, SECONDED, and DULY CARRIED TO: Approve Minutes of April 1, 2015. AYES: NOES: Deaton, Kiley, Kring, Murphy, Nielsen, Sebourn, Shawver, Smith, F., Vo (Alternate) Wanke and Yarc None ABSTENTIONS: None ABSENT: Bartlett; Beamish and Jones 2. MOVED, SECONDED, and DULY CARRIED TO: A. Approve a Professional Services Agreement with RBF Consulting, a Michael Baker International Company to provide environmental engineering services for the preparation of a CEQA document for the Santa Ana River Interceptor Rock Stabilizers Removal, Contract No. 2-41-8, for an amount not to exceed $172,917; and B. Approve a contingency of $17,292 (10%). AYES: NOES: Deaton, Kiley, Kring, Murphy, Nielsen, Sebourn, Shawver, Smith, F., Vo (Alternate) Wanke and Yarc None ABSTENTIONS: None ABSENT: Bartlett; Beamish and Jones 05/06/2015 Operations Committee Minutes Page 2 of 8 4. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: A Award a Service Contract to Denali Water Solutions for Grit and Screenings Removal, Specification No. S-2015-668BD, for a total amount not to exceed $387,905.00 for the period June 22, 2015 through July 31, 2016, with four one-year renewal options; and, B. Approve a contingency of $38,790.00 (10%). AYES: NOES: Deaton, Kiley; Kring, Murphy, Nielsen, Sebourn, Shawver, Smith, F., Vo (Alternate) Wanke and Yarc None ABSTENTIONS: None ABSENT: Bartlett; Beamish and Jones 5. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: Award a Sole Source contract to Performance Pipeline Technologies for a six- month period, effective July 1, 2015 through December 31, 2015, with (one) 6- month renewal option, for the cleaning services of approximately 90 miles of Area 7 sewer pipelines and manholes for an amount not-to-exceed $202,204. AYES: NOES: Deaton, Kiley, Kring, Murphy, Nielsen, Sebourn, Shawver, Smith, F., Vo (Alternate) Wanke and Yarc None ABSTENTIONS: None ABSENT: Bartlett; Beamish and Jones 05/06/2015 Operations Committee Minutes Page 3 of 8 Item pulled and heard separately. Director of Operations and Maintenance Ed Torres, provided a brief PowerPoint presentation on Item 3 and provided background on the damage that was found in the engine, which is the reason for the proposed change order. Mr. Torres answered questions regarding: life of engine; cost of total replacement; newer resistant materials and technologies; and types of gasket seals. 3. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve Amendment No. 2, for the Overhaul of Plant No. 2 Central Generation Engine No. 4, to the Contract with NRG Energy Services, LLC, P0105280-0B, for period November 1, 2014 through October 31, 2015 for an additional amount of $418,781.72 $399,375.66 and, B. Approve an Additional Contingency of $41,878.17 $39,937.57 (10%) AYES: Deaton, Kiley, Kring, Murphy, Nielsen, Sebourn, Shawver, Smith, F., Vo (Alternate) Wanke and Yarc NOES: None ABSTENTIONS: None ABSENT: Bartlett; Beamish and Jones NON-CONSENT CALENDAR: Director Bartlett arrived at 5:13 p.m. Director Jones arrived at 5:17 p.m. Environmental Compliance Regulatory Affairs Manager, Jim Colston provided a video and an informative PowerPoint presentation regarding Item 6, the Biosolids management program and the proposed agreement. Mr. Colston then answered questions from the Committee regarding: Alternate technologies available; AquaCritox; and a future ban of biosolids in landfills. 6. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: Approve an Agreement with Inland Empire Regional Composting Authority (IERCA) to receive and compost up to 50 wet tons per day (Monday thru Friday) of the Orange County Sanitation District's biosolids at a tipping fee of $54 per wet ton of biosolids and an administrative fee of $2 per wet ton of biosolids exclusive of trucking costs for a contract term of one-year commencing on the date of 05/06/2015 Operations Committee Minutes Page 4 of 8 execution of the Agreement, with three one-year renewal options in a total annual amount not to exceed $900,000/per year. AYES: NOES: Bartlett, Deaton, Jones, Kiley, Kring, Murphy, Nielsen, Sebourn, Shawver, Smith, F., Vo (Alternate) Wanke and Yarc None ABSTENTIONS: None ABSENT: Beamish Director of Engineering Rob Thompson introduced Engineering Manager Dean Fisher who updated the Committee on the Newport Force Main Rehabilitation. Mr. Fisher explained the challenges of the project, including the removal of underground concrete structures; traffic control; micro-tunneling; gas line relocation efforts, and raising the pipeline while trying to keep the project on schedule. Vice-Chair Nielsen thanked Director Thompson for the continued construction outreach efforts. 7. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve a project budget increase of $4,471,403 for a total project budget of $56,687,403 for Newport Force Main Rehabilitation, Project No. 5-60; B. Approve a contingency increase of $4,038,650 (11 %) to the construction contract with Kiewit Infrastructure West Company for Newport Force Main Rehabilitation, Project No. 5-60, for a total contingency of $7,343,000 (20%); and, C. Approve Amendment No. 3 to the Professional Consultant Services Agreement with Brown & Caldwell to provide construction support services for Newport Force Main Rehabilitation, Project No. 5-60, for $432,753, increasing the total amount not to exceed $3,071,639. AYES: NOES: Bartlett, Deaton, Jones, Kiley, Kring, Murphy, Nielsen, Sebourn, Shawver, Smith, F., Vo (Alternate) Wanke and Yarc None ABSTENTIONS: None ABSENT: Beamish 05/06/2015 Operations Committee Minutes Page 5 of 8 Committee Chair Sebourn stated that the Committee would hear Pubic Comments on Item 8 at this time. Mr. Dave Dawson, President of W. M. Lyles, spoke in favor of the item. Mr. Thompson provided a history of the item and explained the bid process. He stated that the District and the contractor have negotiated an amicable split of the costs which will allow the project to move on without an additional bidding process. Mr. Thompson answered questions regarding: difference in bid vs. additional cost; fairness to other bidders; District's awareness of the RGI solution; contractual requirements and the clarity of the proposal. Mr. Thompson stated that the Committee directed staff to work with the contractor to find an alternative solution to this problem and that is what has been proposed. Mr. Herberg also clarified his logic for the decision he made for this particular recommendation. 8. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: Approve a contingency increase of $328,078 (27%) to the construction contract with W.M. Lyles for Oxygen Plant Demolition at Plant No. 2, Project No. SP-129, for a total contingency of $497,783 (41%). AYES: Bartlett, Deaton, Jones, Kiley, Kring, Nielsen, Sebourn, Shawver, Smith, F., Vo (Alternate) Wanke and Yarc NOES: Murphy ABSTENTIONS: None ABSENT: Beamish 9. Capital Improvement Program (GIP) Update for FY 2015/16. Engineering Manager Kathy Millea, provided an informative PowerPoint presentation regarding the CIP budget for FY 2015/16 including: the budget process; drivers for new CIP projects; condition assessment program; the top budget increases and decreases; project cancellations; new projects at Plant Nos. 1 & 2, the collections systems and the proposed 10-year GIP spending. Committee Chair Sebourn recused himself from Item 10 and left the meeting during discussion and voting. Committee Vice-Chair Shawver presided for this Item. 05/06/2015 Operations Committee Minutes Page 6 of 8 GIP Project Manager Jeff Mohr, provided a PowerPoint on the Headworks Rehabilitation project at Plant No. 1 (P1-105) including: the aging facilities; revised planning approach; rehabilitation of existing facilities; demolition of unused facilities; upgrades and replacements; key challenges; design and construction costs along with the consultant's qualifications. Mr. Mohr answered questions from the committee regarding odor control techniques and completion timelines. 10. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve an increase in the project budget for Headworks Rehabilitation at Plant 1, Project No. P1-105 from $76,476,000 to $235,273,000, and an increase in the construction budget from $44, 181,000 to $155,000,000; B. Approve a Professional Design Services Agreement with Carollo Engineers, Inc. to provide engineering design services Project No. P1-105, for an amount not to exceed $17,528,957; and C. Approve a contingency of $1,752,896 (10%); and D. Cancel Project No. P1-120, Headworks Expansion, as its scope of work is included in Project No. P1-105. AYES: Bartlett, Deaton, Jones, Kiley, Kring, Murphy, Nielsen, Shawver, Smith, F., Vo (Alternate) Wanke and Yarc NOES: None ABSTENTIONS: None ABSENT: Beamish; and Sebourn (recused) Committee Chair Sebourn returned to the meeting and then presided. Committee Vice-Chair Shawver departed the meeting at 6:21 p.m. Director Wanke departed the meeting at 6:24 p.m. INFORMATION ITEMS: 11. Informational Presentation on the 2015-16 Budget Director of Finance and Administrative Services, Lorenzo Tyner provided a short PowerPoint presentation on the 2015-16 budget update including: revenues and outlays; GIP -four distinct areas, dropped rate increases and comparison SFR 05/06/2015 Operations Committee Minutes Page 7 of 8 rates. Mr. Tyner stated that the full budget will be presented next month for adoption. DEPARTMENT HEAD REPORTS: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IFANY: None. ADJOURNMENT At 6:26 p.m., Committee Chair Sebourn declared the meeting adjourned to the next scheduled meeting of Wednesday, June 3, 2015 at 5:00 p.m. 05/06/2015 Operations Committee Minutes Page 8 of 8