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HomeMy WebLinkAbout06-06-2018 Operations Committee MinutesMINUTES OF THE OPERATIONS COMMITTEE Orange County Sanitation District Wednesday, June 6, 2018, 5:00 p.m. A regular meeting of the Operations Committee was called to order by Committee Chair Withers on Wednesday, June 6, 2018 at 5:07 p.m. in the Administration Building. Director Tim Shaw led the Flag Salute. A quorum was declared present, as follows: COMMITTEE MEMBERS PRESENT: John Withers, Chair Ellery Deaton, Vice-Chair Kris Beard (Alternate) Allan Bernstein Robert Collacott Brooke Jones (Alternate) Scott Peotter Fred Smith Tim Shaw Mariellen Yarc David Shawver, Board Vice-Chair COMMITTEE MEMBERS ABSENT: Denise Barnes Greg Sebourn, Board Chair Michelle Steel STAFF PRESENT: Jim Herberg, General Manager Bob Ghirelli, Assistant General Manager Rob Thompson, Assistant General Manager Celia Chandler, Director of Human Resources Jim Colston, Director of Environmental Services Ed Torres, Director of Operations & Maintenance Lorenzo Tyner, Director of Finance & Administrative Services Tina Knapp, Deputy Clerk of the Board Cindi Ambrose Natalia Bassett Ron Coss Dean Cutler Mike Dorman Dean Fisher Alfredo Garcia Lina Hsiao Cortney Light Rebecca Long Mark Manzo Kathy Millea Jeff Mohr Nasrin Nasrollahi Adam Nazaroff Giti Radvar Roya Sohanaki Steve Speakman OTHERS PRESENT: Brad Hogin, General Counsel Bob Ooten, Alternate Director, CMSD Cheryl Brothers, Alternate Director, City of Fountain Valley Al Krippner, Alternate Director, MCSD James Clark, Black & Veatch 06/06/2018 Operations Committee Minutes Page 1 of 8 PUBLIC COMMENTS: None. 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 May 2, . 2018 Operations Committee Meeting. AYES: Beard (Alternate), Collacott, Deaton, B. Jones (Alternate), Peotter, Shaw, Shawver, F. Smith, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Barnes, Bernstein, Sebourn and Steel 2. NEWHOPE-PLACENTIA TRUNK REPLACEMENT, PROJECT NO. 2-72 (Rob Thompson) MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: Approve the Sewer Transfer Agreement between the Orange County Sanitation District and the City of Anaheim, conveying existing sewer pipe and appurtenant facilities, located on State College Boulevard to the City of Anaheim, in conjunction with Newhope-Placentia Trunk Replacement, Segment B, Contract No. 2-72B and direct the Clerk of the Board to record the Agreement upon completion of the project. AYES: Beard (Alternate), Collacott, Deaton, B. Jones (Alternate), Peotter, Shaw, Shawver, F. Smith, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Barnes, Bernstein, Sebourn and Steel 3. SAFETY IMPROVEMENTS PROGRAM, PROJECT NO. J-126 (Rob Thompson) MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: 06/06/2018 Operations Committee Minutes Page 2 of 8 A. Award a Construction Contract to IQA Construction for the Safety Improvements Program, Contract No. J-126L, for a total amount not to exceed $212,700, to address identified roof safety and fall protection issues; and B. Approve a contingency of $21,270 (10%). AYES: Beard (Alternate), Collacott, Deaton, B. Jones (Alternate), Peotter, Shaw, Shawver, F. Smith, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Barnes, Bernstein, Sebourn and Steel 4. LIGHTING SYSTEMS INSPECTIONS, MAINTENANCE, AND REPAIR SERVICES FOR OCCUPIED BUILDINGS (Ed Torres) MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve a Service Contract with Inter-Pacific, Inc., Specification No. S- 2018-907BD, to provide lighting systems inspections, maintenance, and repair services at Plant Nos. 1 and 2, for one 3-year period from August 1, 2018 through July 31, 2021, for an amount not to exceed $560,200, with one 3-year renewal option; and B. Approve a contingency of $112,040 (20%) for each 3-year contract period. AYES: Beard (Alternate), Collacott, Deaton, B. Jones (Alternate), Peotter, Shaw, Shawver, F. Smith, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Barnes, Bernstein, Sebourn and Steel 5. AWARD AN AGREEMENT FOR LIQUID OXYGEN PURCHASE AND ASSOCIATED VAPORIZATION SYSTEM MAINTENANCE -SPECIFICATION NO. C-2018-926BD (Ed Torres) MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: A. Award a Chemical Supplier Agreement to Airgas USA, LLC for the purchase of liquid oxygen, Specification No. C-2018-926BD, for the period beginning August 21, 2018 through August 20, 2019 for a unit price of $0.2345 per centum cubic feet (ccf) delivered, plus applicable sales tax, for a total estimated annual amount of $404,278; with four (4) one-year renewal options; B. Authorize the General Manager to approve price adjustments based upon indices from Southern California Edison's Rate Time-of-Use (TOU)-8 Base Interruptible Program (BIP) and Bureau of Labor Statistics' Employment Cost Index for subsequent agreement periods; and 06/06/2018 Operations Committee Minutes Page 3 of 8 C. Authorize services related to routine and emergency maintenance of the Orange County Sanitation District's liquid oxygen storage and vaporization equipment for the period beginning August 21, 2018 through August 20, 2019 a total estimated annual amount of $20,000; with four (4) one-year renewal options. AYES: Beard (Alternate), Collacott, Deaton, B. Jones (Alternate), Peotter, Shaw, Shawver, F. Smith, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Barnes, Bernstein, Sebourn and Steel Item No. 6 was pulled from consideration. 6. TRICKLING FILTER "A" PLANT NO. 2 REPAIR (Ed Torres) RECOMMENDATION: Recommend to the Board of Directors to: A. Approve a Sole Source Purchase Order to Ovivo USA, LLC to refurbish and repair Trickling Filter "A" rotary distributor and associated damaged components for a total amount not to exceed $175,085; and B. Approve a contingency of $35,017 (20%). NON-CONSENT CALENDAR: 7. PLANT NO. 1 FLEET SERVICES UST LEAK REMEDIATION, PROJECT NO. FE14-05 (Rob Thompson) Assistant General Manager Rob Thompson provided a brief description of the project and the reason for the bid rejection. MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: Reject the bid from Engineering/Remediation Resources Group, Inc. (ERRG) as "Non-Responsive" due to its failure to comply with the Invitation for Bids requirements. AYES: Beard (Alternate), Collacott, Deaton, B. Jones (Alternate), Peotter, Shaw, Shawver, F. Smith, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Barnes, Bernstein, Sebourn and Steel 8. BIOSOLIDS MASTER PLAN, PROJECT NO. PS15-01 (Rob Thompson) Mr. Thompson provided a brief verbal description of the project. MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: 06/06/2018 Operations Committee Minutes Page 4 of 8 A. Consider, receive, and certify the Final Program Environmental Impact Report for the Biosolids Master Plan, Project No. PS15-01, dated May 2018; and B. Adopt Resolution No. OCSD 18-XX, entitled: "A Resolution of the Board of Directors of the Orange County Sanitation District Certifying the Program Environmental Impact Report for the Biosolids Master Plan, Project No. PS15-01; Adopting a Statement of Facts and Findings; Adopting a Mitigation Monitoring and Reporting Program; and Approving the Biosolids Master Plan, Project No. PS15-01. AYES: Beard (Alternate), Collacott, Deaton, B. Jones (Alternate), Peotter, Shaw, Shawver, F. Smith, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Barnes, Bernstein, Sebourn and Steel Director Bernstein arrived at the meeting at 5:14 p.m. 9. BIOGAS SCRUBBING PROCESS IMPROVEMENT, PROJECT RE17-02 (Rob Thompson) Mr. Thompson provided information regarding the pilot project and responded to questions from the Committee members. MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve a sole source Professional Consultant Services Agreement to provide Biagas Scrubber Evaluation, Phase 3 Pilot Testing Services, with Carollo Engineers, Inc. for an amount not to exceed $656,783; B. Approve a contract contingency of $98,517 (15%); and C. Approve a royalty agreement with Carollo Engineers, Inc., to affirm Carollo's obligation to provide the Orange County Sanitation District with 20% of the net revenue from licensing. AYES: Beard (Alternate), Bernstein, Collacott, Deaton, B. Jones (Alternate), Peotter, Shaw, Shawver, F. Smith, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Barnes, Sebourn and Steel 10. ANNUAL PROFESSIONAL DESIGN SERVICES AGREEMENTS, CONTRACT NO. FE18-00-XX (Rob Thompson) Mr. Thompson provided a brief description of the annual agreements. 06/06/2018 Operations Committee Minutes Page 5 of 8 MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve Annual Professional Design Services Agreements with the following firms for professional engineering design and construction support services commencing July 1, 2018 with a maximum annual fiscal year contract limitation not to exceed $600,000 for each Professional Design Services Agreement: 1. AECOM Technical Services, Inc., Contract No. FE18-00-01 2. Black & Veatch Corporation, Contract No. FE18-00-02 3. Dudek, Contract No. FE 18-00-03 4. GHD, Inc., Contract No. FE18-00-04 5. HOR Engineering, Inc., Contract No. FE18-00-05 6. IDS Group Inc., Contract No. FE18-00-06 7. Infrastructure Engineering Corporation, Contract No. FE18-00-07 8. Michael Baker International, Inc., Contract No. FE18-00-08; and B. Approve two additional one-year optional extensions for each PDSA. AYES: Beard (Alternate), Bernstein, Collacott, Deaton, B. Jones (Alternate), Peotter, Shaw, Shawver, F. Smith, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Barnes, Sebourn and Steel Director Barnes arrived at meeting at 5:23 p.m. 11. HEADQUARTERS COMPLEX, SITE AND SECURITY, AND ENTRANCE REALIGNMENT PROGRAM, PROJECT NO. P1-128 (Rob Thompson) Mr. Thompson provided a PowerPoint Presentation regarding the general plan of Project P1-128, the revised strategy of the Headquarters Building, and the need to study Laboratory Building options due to the insufficient land available on the new Ellis Avenue Property. Mr. Thompson then responded to questions regarding current and potential zoning. MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Designate the currently owned property at 18475 Pacific Street and 18484 Bandilier Circle as the preferred location for the Headquarters Building, with a pedestrian bridge to Plant No. 1; and B. Direct staff to re-evaluate options for the rehabilitation or replacement of the Laboratory Building. 06/06/2018 Operations Committee Minutes Page 6 of 8 AYES: Barnes, Beard (Alternate), Bernstein, Collacott, Deaton, B. Jones (Alternate), Peotter, Shaw, Shawver, F. Smith, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Sebourn and Steel Alternate Director Brooke Jones departed the meeting at 5:39 p.m. 12. SLUDGE DEWATERING AND ODOR CONTROL AT PLANT NO. 1, PROJECT NO. P1-101 (Rob Thompson) Engineering Manager, Dean Fisher provided an informative PowerPoint presentation and responded to questions from the Committee regarding: the scope of Project No. P1-101; current construction progress; project challenges and delays, and various lessons learned from construction. MOVED, SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: Approve a contingency increase of $5,076,400 (4%) 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 of $14,594,400 (11.5%). AYES: Barnes, Beard (Alternate), Bernstein, Collacott, Deaton, Peotter, Shaw, Shawver, F. Smith, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: B. Jones (Alternate), Sebourn and Steel INFORMATION ITEMS: 13. 2018-19 & 2019-20 BUDGET UPDATE PRESENTATION (Lorenzo Tyner) Director of Finance and Administrative Services Lorenzo Tyner distributed the hard copy of the Proposed Budget to each Committee member and provided information of its contents as well as the executive summary. He then provided a PowerPoint presentation reviewing revenue and outlays, anticipated salaries and the CIP program. Mr. Tyner then responded to questions from the Committee. DEPARTMENT HEAD REPORTS: Director of Environmental Services Jim Colston reported that on May 22 following an inspection, AQMD issued two Notices of Violation (one each for Plant) and a Notice to Comply (Plant 1 ). He stated the Notice to Comply addressed the emissions of four small boilers located in the laboratory building, which when discovered, were immediately taken out of service and are in the process of being replaced. The Notices of Violation were issued for items related to testing and reporting requirements and digester gas venting 06/06/2018 Operations Committee Minutes Page 7 of 8 incidents. Mr. Colston stated that the internal issues have been addressed with procedures to avoid future lapses. He further stated that OCSD staff take all compliance events seriously, and we strive to maintain continuous compliance. We will keep the Board of Directors apprised of further notifications. CLOSED SESSION: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: The Committee came to the consensus and instructed the Clerk of the Board to set the next meeting date of the Operations Meeting to be held on July 18, 2018 at 5:00 p.m. ADJOURNMENT Committee Chair Withers declared the meeting adjourned at 6:03 p.m. to the next meeting of Wednesday, July 18, 2018 at 5:00 p.m. 06/06/2018 Operations Committee Minutes Page 8 of 8