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HomeMy WebLinkAbout02-07-2018 Operations Committee MinutesMINUTES OF THE OPERATIONS COMMITTEE Orange County Sanitation District Wednesday, February 7, 2018, 5:00 p.m. A regular meeting of the Operations Committee was called to order by Committee Chair Withers on Wednesday, February 7, 2018 at 5:00 p.m. in the Administration Building. Director Bernstein led the Flag Salute. A quorum was declared present, as follows: COMMITTEE MEMBERS PRESENT: John Withers , Chair Ellery Deaton , Vice-Chair Denise Barnes Allan Bernstein Stacy Berry (Alternate) Robert Collacott Phil Hawkins Steve Jones Richard Murphy Tim Shaw Fred Smith Greg Sebourn, Board Chair David Shawver, Board Vice -Chair COMMITTEE MEMBERS ABSENT: Michelle Steel PUBLIC COMMENTS: None. STAFF PRESENT: Jim Herberg, General Manager Bob Ghirelli, Assistant General Manager Celia Chandler, Director of Human Resources Rob Thompson, Director of Engineering Ed Torres, Director of Operations & Maintenance Lorenzo Tyner, Director of Finance & Administrative Services Kelly Lore , Clerk of the Board Cindi Ambrose Jennifer Cabral Ron Coss Mike Dorman Mark Esquer Dean Fisher Alfredo Garcia Tom Grant Kathy Millea Jeff Mohr Ddaze Phuong Tyler Ramirez Roya Sohanaki Jim Spears OTHERS PRESENT: Brad Hagin, General Counsel Bob Ooten , Alternate Director (CMSD) Late Communication was provided by Clerk of the Board Kelly Lore regarding the addition of the Specification No. in the staff recommendation of Item No. 6. 02/07/2018 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: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED, SECONDED, and DULY CARRIED TO: Approve Minutes of the December 6, 2017 Operations Committee Meeting. AYES: Barnes, Bernstein , Berry (Alternate), Collacott, Deaton , Hawkins, S. Jones, Mu rphy, Sebourn , Shaw, Shawver, F. Smith , and Withers NOES: None ABSTENTIONS: None ABSENT: Steel 2. QUARTERLY ODOR COMPLAINT REPORT (Ed Torres) MOVED, SECONDED . and DULY CARRIED TO : Receive and file the Fiscal Year 2017 /18 Second Quarter Odor Complaint Summary. AYES: Barnes, Bernstein, Berry (Alternate), Collacott, Deaton , Hawkins, S. Jones, Murphy, Sebourn , Shaw, Shawver, F. Smith , and Withers NOES: None ABSTENTIONS: None ABSENT: Steel 3. ANNUAL MANHOLE REHABILITATION SERVICES CONTRACT (Ed Torres) MOVED, SECONDED, and DULY CARRIED TO : Recommend to the Board of Directors to: A. Award a Service Contract for Specification No. S-2017-895BD, annual manhole rehabilitation services , to Ayala Engineering, for a total amount not to exceed $266,945 for the period beginning April 1, 2018 through March 31 , 2019 , with four one-year renewal options; and B. Approve a contingency of $40 ,042 (15%). 02/07/2018 Operations Committee Minutes Page 2 of 7 AYES: Barnes, Bernstein , Berry (Alternate), Collacott, Deaton, Hawkins, S. Jones, Murphy, Sebourn , Shaw, Shawver, F. Smith, and Withers NOES: None ABSTENTIONS: None ABSENT: Steel 4. PLANT NO. 1 ACTIVATED SLUDGE AERATION DIFFUSER MEMBRANE REPLACEMENT REPAIR (Ed Torres) MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to : A. Approve a Purchase Order Contract to IQA Construction Inc. to provide rehabilitation services for up to six (6) Aeration Basins at Plant No . 1, Specification No. S-2017-875BD, for a total amount not to exceed $232,001 ; B. Approve a contingency of $46,400 (20%); and C. Approve a Sole Source Purchase Order to DC Frost Associates Inc. (exclusive representative for Xylem Sanitaire) for the required mechanical parts for three (3) Aeration Basins at Plant No. 1, for a total amount not to exceed $106,098. AYES: Barnes, Bernstein , Berry (Alternate), Collacott, Deaton, Hawkins, S. Jones, Murphy, Sebourn , Shaw, Shawver, F. Smith, and Withers NOES: None ABSTENTIONS: None ABSENT: Steel 5. INCREASE TO PURCHASE ORDER FOR ACCESS WAY MAINTENANCE & REPAIR, SPECIFICATION NO. S-2017-857 (Ed Torres) MOVED, SECONDED, and DULY CARRIED TO : Approve an increase with Excel Door & Gate Company for preventative and corrective maintenance repairs , Specification No . S-2017-857, for the period July 1, 2017 through June 30 , 2018 , for an additiona l amount of $50 ,000, increasing the total amount not to exceed $140,000 . AYES: Barnes, Bernstein, Berry (Alternate), Collacott, Deaton, Hawkins, S. Jones, Murphy, Sebourn, Shaw, Shawver, F. Smith, and Withers NOES: None ABSTENTIONS: None ABSENT: Steel 02/07/2018 Operations Committee Minutes Page 3 of 7 6. HOSE REEL TRAILER FOR TEN-INCH PUMPS (Ed Torres) MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: A. Award the purchase of 2,640 feet of twelve-inch lay flat sewer hose with mobile hose reel trailer to West Coast Safety Supply, Specification No. E-2017-910BD for a total cost of $295,704; and B. Approve a contingency amount of $29,570 (10%). AYES: Barnes, Bernstein , Berry (Alternate), Collacott, Deaton, Hawkins, S. Jones, Murphy, Sebourn, Shaw, Shawver, F. Smith, and Withers NOES: None ABSTENTIONS: None ABSENT: Steel 7. CAPITAL IMPROVEMENT PROGRAM CONTRACT PERFORMANCE REPORT (Rob Thompson) MOVED, SECONDED, and DULY CARRIED TO : Recommend to the Board of Directors to : Receive and file the Capital Improvement Program Contract Performance Report for the period ending December 31 , 2017. AYES: Barnes, Bernstein, Berry (Alternate), Collacott, Deaton , Hawkins, S. Jones, Murphy, Sebourn , Shaw, Shawver, F. Smith , and Withers NOES: None ABSTENTIONS: None ABSENT: Steel 8. SECOND AMENDMENT TO THE 1972 WASTEWATER INTERCEPTOR CAPACITY AGREEMENT DATED APRIL 12, 1972 TO MODIFY THE COST-SHARING REACH DEFINITIONS FOR THE NEW PIPING SEGMENTS (Rob Thompson) MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to : Approve a Second Amendment to the Wastewater Interceptor Capacity Agreement dated April 12, 1972, between Orange County Sanitation District and Santa Ana Watershed Project Authority to modify the cost-sharing reach designations for the newly installed pipe and metering station. AYES: Barnes, Bernstein, Berry (Alternate), Collacott, Deaton , Hawkins, S. Jones, Murphy, Sebourn , Shaw, Shawver, F. Smith , and Withers NOES: None ABSTENTIONS: None ABSENT: Steel 02/07/2018 Operations Committee Minutes Page 4 of 7 9. CONTRACTING AQUATIC BIOASSAY & CONSUL TING LABORATORIES, INC. FOR TAXONOMIC SERVICES (Jim Colston) MOVED, SECONDED, and DULY CARRIED TO : Recommend to the Board of Directors to: A. Award a service contract to Aquatic Bioassay & Consulting Laboratories, Inc., Specification No . S-2017-881 , to provide taxonomic services, specifically infauna sample sorting and echinoderm (e .g., sea stars) taxonomic identification , for a total amount not to exceed $190,630, for the period March 1, 2018 through February 28, 2019, with four (4) one-year renewal options; and B. Approve a contingency of $19 ,063 (10%). AYES: NOES: ABSTENTIONS: ABSENT: Barnes , Bernstein, Berry (Alternate), Collacott, Deaton, Hawkins, S. Jones, Murphy, Sebourn, Shaw, Shawver, F. Smith, and Withers None None Steel NON-CONSENT CALENDAR: 10. SECONDARY TREATMENT AND PLANT WATER VFD REPLACEMENT AT PLANT NO. 1, PROJECT NO. FE15-07 (Rob Thompson) Engineering Manager Mike Dorman provided a PowerPoint and brief overview of the project. MOVED, SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Award a construction contract to Helix Electrical, Inc. for Secondary Treatment and Plant Water VFD Replacement at Plant No. 1, Project No . FE15-07, for a total amount not to exceed $1 ,797,000; and B. Approve a contingency of $179,700 (10%). AYES: NOES: ABSTENTIONS: ABSENT: 02/07/2018 Barnes, Bernstein, Berry (Alternate), Collacott, Deaton, Hawkins, S. Jones, Murphy, Sebourn, Shaw, Shawver, F. Smith, and Withers None None Steel Operations Committee Minutes Page 5 of 7 Board Chairman Sebourn stated a recusal and left the room during discussion and the vote of Item No. 11 . 11 . PROCESS CONTROL SYSTEMS UPGRADES STUDY, PROJECT NO. SP-196 (Rob Thompson) Engineering Manager Mike Dorman provided an informative PowerPoint and overview of the project. MOVED, SECONDED, and DULY CARRIED TO : Recommend to the Board of Directors to : A. Approve a Professional Services Agreement with Stantec Consulting Services , Inc. to provide eng ineering services fo r the Process Control Systems Upgrades Study, Project No. SP-196, for an amount not to exceed $1 ,398 ,866; and B. Approve a contingency of $139,887 (10%). AYES: Barnes, Bernstein , Berry (Alternate), Collacott, Deaton , Hawkins, S. Jones, Murphy, Shaw, Shawver, F. Smith , and Withers NOES: None ABSTENTIONS: None ABSENT: Sebourn (recusal) and Steel INFORMATION ITEMS: 12. BATTERY STORAGE SYSTEM AT PLANT NO. 1, PROJECT NO. FE17-03 (Rob Thompson) Engineering Manager Mike Dorman provided an informative PowerPoint regarding the Battery Energy Storage System including : Summer peak demand, LCR and future Super-Peak Operations, Plant Loads Modifications, and key procurement dates. Mr. Dorman also responded to questions from the Committee. DEPARTMENT HEAD REPORTS: Mr. Herberg reminded the Committee of the upcoming GWRS 1 oth Ann iversary event to be held on Friday, February 15th from 3:30 -6:30 p.m. and encouraged everyone to attend. He also stated that the OCSD administrative offices will be closed in observance of the Presidents' birthdays on Feb . 12 & 19. Mr. Herberg stated that the Ordinances for the rate increases will be brought to the February Administration Committee and will be introduced to the full board on February 28. He also stated the Proposition 218 notices wil l be mailed on Friday, February 9. 02/07/2018 Operations Committee Minutes Page 6 of 7 Director of Engineering Rob Thompson reported the successful completion of the pipe bursting project in Newport Beach, which therefore will not require the use of the approved contingency. Mr. Thompson stated that OCSD staff is currently working with agency staff in the cities of Seal Beach, Cypress , Los Alamitos , La Palma, Buena Park, Anaheim , and OCTA in coordination of Project 3-64; and will hold a partnering meeting on February 22 at the Cypress Community Center to provide information and a better understanding of the project; and to ensure that the needs of all will be met. Board Chair Sebourn also encouraged the Committee to register and attend the GWRS 1 o th Anniversary Winterfest this Thursday for the kickoff event and the all-day events on Friday. CLOSED SESSION: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: None. ADJOURNMENT Committee Chair Withers declared the meeting adjourned at 5:45 p.m. to the next scheduled meeting of Wednesday, March 7, 2018 at 5:00 p.m. Submitted by, < / -..... / - _ ... __ !",. .. ~~--/ ,.... .. ,,,.. I"' -.. / .. ~ /; .. ----,.._ , ,.: :... , -.. J .. .. "' _/ -, . .. _ -,.... 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