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HomeMy WebLinkAbout07-05-2017 Operations Committee MinutesMINUTES OF THE OPERATIONS COMMITTEE Orange County Sanitation District Wednesday, July 5, 2017, 5:00 p.m. A regular meeting of the Operations Committee was called to order by Committee Chair Withers on Wednesday, July 5, 2017 at 5:01 p.m. in the Administration Building. Director Shaw led the Flag Salute. A quorum was declared present, as follows: COMMITTEE MEMBERS PRESENT: John Withers, Chair Denise Barnes Stacy Berry (Alternate) Robert Collacott Phil Hawkins Steve Jones Sandra Massa-Lavitt (Alternate) Richard Murphy Tim Shaw Fred Smith Greg Sebourn, Board Chair David Shawver, Board Vice-Chair COMMITTEE MEMBERS ABSENT: Allan Bernstein Michelle Steel PUBLIC COMMENTS: None. STAFF PRESENT: Jim Herberg, General Manager Bob Ghirelli, Assistant General Manager Jim Colston, Director of Environmental Services Rob Thompson, Director of Engineering Ed Torres, Director of Operations and Maintenance Lorenzo Tyner, Director of Finance & Administrative Services Tina Knapp, Deputy Clerk of the Board Cindi Ambrose Jennifer Cabral Rod Collins Carla Dillon Mike Dorman Mark Esquer Dean Fisher Lisa Frigo Alfredo Garcia Lisa Haney Jeff Mohr Man Nguyen Ddaze Phuong Victoria Pilko George Rivera Richard Spencer Eros Yong OTHERS PRESENT: Kendra Carney, Assistant General Counsel Patrick Sheilds, IRWD 07/05/2017 Operations Committee Minutes Page 1 of 7 REPORT OF COMMITTEE CHAIR: Committee Chair Withers did not provide a report. REPORT OF GENERAL MANAGER: General Manager Jim Herberg did not provide a report. CONSENT CALENDAR: Item No. 2 was pulled from consideration for separate discussion. 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED. SECONDED. and DULY CARRIED TO: Approve Minutes of the June 7, 2017 Operations Committee Meeting. AYES: NOES: ABSTENTIONS: ABSENT: Barnes, Berry (Alternate), Collacott, Hawkins, Massa-Lavitt (Alternate), Murphy, Sebourn, Shaw, Shawver, F. Smith, and Withers None None Bernstein, Jones, and Steel 3. LIGHT DUTY TRUCK COOPERATIVE PROCUREMENT WITH NATIONAL AUTO FLEET GROUP (Ed Torres) MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: Approve the purchase of four light duty trucks using the National Joint Powers Alliance cooperative Contract Number 120716-NAF with National Auto Fleet Group for a total cost of $148,000 in accordance with Ordinance No. OCSD-47, Section 2.03(B), Cooperative Purchases. AYES: NOES: ABSTENTIONS: ABSENT: Barnes, Berry (Alternate), Collacott, Hawkins, Massa-Lavitt (Alternate), Murphy, Sebourn, Shaw, Shawver, F. Smith, and Withers None None Bernstein, Jones, and Steel Item No. 4 was pulled from consideration. 4. PREVENTATIVE MAINTENANCE OF STANDS¥ EMERGENCY ELECTRICAL GENERATORS, SPECIFICATION NO. S 2017 112280 (Ed Torres) RECOMMENDATIO~J: Recommend to the Board of Directors to: A. Approve a Service Contract with Valley Power Services, Inc. for the annual preventative maintenance of standby electrical generators located at 0710512017 Operations Committee Minutes Page 2 of 7 Orange County Sanitation District Plant Nos. 1 & 2 and Pump Stations, Specification No. S 2017 !l22BD, for the period September 1, 2017 through August J1, 2019, for an amount not to exceed of $14!l,500, with two (2) two year renewal options; and B. Approve a contingency of $29,700 (20%) per two year period. 5. PURCHASE OF SODIUM HYPOCHLORITE, SPECIFICATION NO. C-2017- 853BD (Ed Torres) MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Award an Agreement to JCI Jones Chemicals, Inc. for the purchase of sodium hypochlorite (bleach), Specification No. C-2017-853BD, for the period September 1, 2017 through August 31, 2018, for a unit price of $0.51 /gallon delivered, plus applicable sales tax, for an estimated annual amount of $626,726.25, with four (4) one-year renewal options; and B. Approve a (10%) unit price contingency. AYES: NOES: ABSTENTIONS: ABSENT: Barnes, Berry (Alternate), Collacott, Hawkins, Massa-Lavitt (Alternate), Murphy, Sebourn, Shaw, Shawver, F. Smith, and Withers None None Bernstein, Jones, and Steel 6. REPAIR & REFURBISHMENT OF TWO CENTRAL GENERATION ELECTRICAL GENERATORS, SPECIFICATION NO. S-2017-850BD (Ed Torres) MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve a Service Contract to R.A. Reed Electric Company, the lowest responsive and responsible bidder, for Repair & Refurbishment of two Central Generation Electrical Generators, Specification No. S-2017-850BD, for an amount not to exceed $424,538.62; and B. Approve a contingency of $84,908 (20%). AYES: NOES: ABSTENTIONS: ABSENT: 07/05/2017 Barnes, Berry (Alternate), Collacott, Hawkins, Massa-Lavitt (Alternate), Murphy, Sebourn, Shaw, Shawver, F. Smith, and Withers None None Bernstein, Jones, and Steel Operations Committee Minutes Page 3 of 7 7. STORMWATER MASTER PLAN -PROJECT NO. PS16-01 (Rob Thompson) MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve a Professional Services Agreement with Michael Baker International, Inc. to provide engineering services for the Stormwater Master Plan, Project No. PS16-01, for an amount not to exceed $715,300; and B. Approve a contingency of $71,530 (10%). AYES: NOES: ABSTENTIONS: ABSENT: Barnes, Berry (Alternate), Collacott, Hawkins, Massa-Lavitt (Alternate), Murphy, Sebourn, Shaw, Shawver, F. Smith, and Withers None None Bernstein, Jones, and Steel 8. CEQA PLAN 2017-MASTER CONTRACT NO. CEQA PLAN2017-00 (Rob Thompson) MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve annual Professional Services Agreements with HOR Engineering, Inc.; Michael Baker International; Helix Environmental Planning, Inc.; ESA; AECOM; and LSA; Master Contract No. CEQA PLAN2017-00, with a maximum annual fiscal year contract limitation not to exceed $400,000 for each Professional Services Agreement; and B. Approve two additional one-year optional extensions. AYES: NOES: ABSTENTIONS: ABSENT: Barnes, Berry (Alternate), Collacott, Hawkins, Massa-Lavitt (Alternate), Murphy, Sebourn, Shaw, Shawver, F. Smith, and Withers None None Bernstein, Jones, and Steel Item No. 2 was pulled from consideration for separate discussion regarding the required experience for the responsive bidders. 2. DIGESTER CLEANING CONTRACT (Ed Torres) MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve a Service Contract with Synagro-wwr, Inc., the lowest responsive and responsible bidder, for Digester Cleaning, Specification No. S-2017-824BD, for an 18-month period beginning September 1, 2017 0710512017 Operations Committee Minutes Page 4 of? through February 28, 2019, for an amount not to exceed $3,953,958 with four (4) additional 18-month renewal options; and B. Approve a contingency of $395,396 (10%) aggregately per contract period. AYES: NOES: ABSTENTIONS: ABSENT: Barnes, Berry (Alternate), Collacott, Hawkins, Massa-Lavitt (Alternate), Murphy, Sebourn, Shaw, Shawver, F. Smith, and Withers None None Bernstein, Jones, and Steel NON-CONSENT CALENDAR: 9. SLUDGE DEWATERING AND ODOR CONTROL AT PLANT NO. 1, PROJECT NO. P1-101 (Rob Thompson) Director of Engineering Rob Thompson introduced Dean Fisher, Engineering Manager, who presented an informative PowerPoint presentation on this item that included an overview of the project scope, current progress, new site facilities, support equipment, remaining work, project challenges, major additional work items, schedule delays, mitigation measures, and recommended action. Director Jones arrived at 5:11 p.m. MOVED. SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: Approve a contingency increase of $5,718,000 (4.5%) to the construction contract with W.M. Lyles Company for Sludge Dewatering and Odor Control at Plant No. 1, Project No. P1-101, for a total contingency amount of $9,518,000 (7.5%). AYES: NOES: ABSTENTIONS: ABSENT: Barnes, Berry (Alternate), Collacott, Massa-Lavitt (Alternate), Murphy, Shawver, F. Smith, and Withers None None Bernstein and Steel Hawkins, Jones, Sebourn, Shaw, Item No. 9.1 was added to the agenda via Supplemental Agenda posted 6/29/2017. 9.1 REHABILITATION OF FLEET SERVICES BUILDING, BUILDING 8 AND PAVING AREA, CONTRACT NO. P1-115B (Rob Thompson) Mr. Thompson provided a PowerPoint presentation regarding this item that included background information on the project, an explanation of the requested increase to the project budget, and recommended action. Mr. Thompson responded to questions regarding the number of bids received, timing of when the bids were received and the Committee meeting calendar, and the cause and concerns for the required rehabilitation work. 07/05/2017 Operations Committee Minutes Page 5 of? MOVED, SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Receive and file bid tabulation and recommendation; B. Award a construction contract to ODC Engineering and Technology for Rehabilitation of Fleet Services Building, Building 8 and Paving Area, Contract No. P1-115B, part of Title 24 Access Compliance and Building Rehabilitation, Project No. P1-115, for a total amount not to exceed $2,235,609; C. Approve a contingency of $223,563 (10%); and D. Approve a budget increase of $791,000 for Title 24 Access Compliance and Building Rehabilitation, Project No. P1-115, for a total budget amount of $18,400,000. AYES: NOES: ABSTENTIONS: ABSENT: INFORMATION ITEMS: Barnes, Berry (Alternate), Collacott, Massa-Lavitt (Alternate), Murphy, Shawver, F. Smith, and Withers None None Bernstein and Steel Hawkins, Jones, Sebourn, Shaw, 10. HUMAN RESOURCES -WORKFORCE PLANNING, SAFETY AND SECURITY (Celia Chandler) Human Resources Manager Richard Spencer provided a PowerPoint presentation on this item that included an overview of workforce planning, workforce development, retirement eligibility, education levels of OCSD employees, and the workforce vulnerability assessment. Mr. Spencer's presentation also provided information regarding safety and health, risk identification, incident reporting, training and awareness, occupational health, compliance, recordable injuries, security and emergency planning, physical security, contract security services, and emergency planning. Item No. 11 was added to the agenda via Supplemental Agenda posted 6/29/2017. 11. LANE CHANNEL CROSSING PROJECT -PROJECT NO. FE16-11 (Rob Thompson) Mr. Thompson provided a PowerPoint presentation regarding this item that included general information about the Von Karman Trunk Sewer and next steps for this project. 07/05/2017 Operations Committee Minutes Page 6 of 7 Item No . 12 was added to the agenda via Supplemental Agenda posted 6/29/2017 . 12. PLANT NO. 1 PRIMARY CLARIFIER REHABILITATION (Ed To rres) Director of Operations and Maintenance Ed Torres provided a verbal report on this item indicating that this is an emergency procurement for urgent mechanical rehabilitation and overhaul of 10 primary clarifiers at Plant No . 1. DEPARTMENT HEAD REPORTS: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IFANY: None . ADJOURNMENT Committee Chair Withers declared the meeting adjourned at 6 :04 p.m. to the next scheduled meeting of Wednesday, September 6, 2017 at 5:00 p.m . Submitted by , { {N--fJ {0vL 'rrrr- Tina Knapp , CMC Deputy Clerk of the Board 07/05/2017 Operations Committee Minutes Page 7 of 7