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Home My WebLink About2009-07 OPS MINUTES OF THE OPERATIONS COMMITTEE 'Engineering, Operations & Maintenance, and Technical Services Orange County Sanitation District July 1, 2009-5:00 p.m. A meeting of the Operations Committee of the Orange County Sanitation District was held on July 1, 2009, at 5:00 p.m. in the District's Administrative Office. A quorum was declared present, as follows: Operations Directors Present: Staff Present: Bill Dalton, Chair Bob Ghirelli, Assistant General Manager David Shawver, Vice Chair Nick Arhontes, Dir. of Operations & Maintenance Charles Antos Jim Herberg, Director of Engineering Tom Beamish Ed Torres, Director of Technical Services Patsy Marshall Lilia Kovac, Committee Secretary Roy Moore Mark Esquer Joy Neugebauer Dean Fisher Sharon Quirk Norbert Gaia Harry Sidhu Tod Haynes Constance Underhill John Linder Don Webb Julian Sabri Larry Crandall, Board Vice Chair Operations Directors Absent: Others: Troy Edgar Gino Rampagna, IPMC Doug Davert, Board Chair PUBLIC COMMENTS TTHHFIEELEpD�pINp�Fp1E,o�F{FFIICg§ F There were no public comments. olJ CAUNri SANRATION DI�mur JUL 22 2009 REPORT OF COMMITTEE CHAIR Committee Chair Dalton did not give a report. 9V: REPORT OF GENERAL MANAGER The Assistant General Manager did not give a report. CONSENT CALENDAR (1 - 4) Minutes of the Operations Committee July 1, 2009 Page 2 1. MOVED, SECONDED, AND DULY CARRIED: Approve the minutes of the June 3, 2009 Operations Committee meeting. 2. MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to: a)Approve a Professional Consultant Services Agreement with AECOM Technical Services, Inc.to provide construction support services for Sludge Digester Rehabilitation at Plant No. 1, Job No. P1-100, for an amount not to exceed $2,761,337; and, b) Approve a contingency of$276,134 (10%). 3. MOVED, SECONDED,AND DULY CARRIED: Recommend to the Board of Directors to approve a contingency increase of$33,650 (5%)to the construction contract with Avi-Con, Inc., dba CA Construction, for P1 Miscellaneous Buildings Office Improvements, Project No. FE07-08, for a total contingency of$134,600 (20%). 4. MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to: a)Authorize the General Manager to approve renewal of a contract with Neutron Products, Inc.,for Purchase of Anionic Polymer, Specification No.C-2006-273 (P.O. 102634-OB), in the amount of$3.00/Active Pound delivered, plus applicable sales tax, for a one-year period effective September 1, 2009 through August 31, 2010, and authorizing an additional one-year renewal option; and, b) Authorize a 10% annual unit price escalation contingency. ACTION ITEMS 5. Engineering Manager John Linder addressed the Committee members identifying the extensive amount of work required to bring the Sanitation District's as-built drawings current, and to add future construction drawings for accurate documentation of all facilities. The accuracy of drawings is critical for safety of ratepayers as well as assets. This contract utilizes temporary help until completed, and does not increase the direct employee headcount. It was then: MOVED, SECONDED,AND DULY CARRIED: Recommend to the Board of Directors to: a)Approve a Professional Consultant Services Agreement with Project Partners, Inc. for Facilities Records Group Staffing Support, Specification No. CS-2009-408131), for an amount not to exceed $879,000 for the period of July 1, 2009 through June 30, 2010,with four one-year renewal options; and b) Approve an annual 3% escalation for future contract renewals. Director Sidhu opposed. Non-Consent There were no items. • Minutes of the Operations Committee July 1, 2009 Page 3 INFORMATION ITEMS There were no items. DEPARTMENT HEAD REPORTS Director of Engineering, Jim Herberg, briefly reviewed the result of the SARI Line survey and erosion in three locations of exposed sewer lines. Remedial work will be required to be completed during a very restrictive timeframe. Vice Chair Crandall reported that the Corps of Engineers had secured funding that will be available for the re-routing of the SARI Line. Director of Technical Services, Ed Torres, reported that the O.C. Health Care Agency reported lowest sewer spills and beach closures since 2000, greatly due to dry weather flows diverted to the treatment plant. Mr. Torres also reported that an expert panel from National Water Resources Board will be meeting July 7 and reviewing OCSD's disinfection practices for efficiencies. He also reported that the Regional Water Quality Control Board will be meeting on July 10te, and OCSD will participate in the public workshop on ocean monitoring and discharge permit application. Mr. Torres reported that the senate version of the Cap and Trade Energy bill does not include exemptions for manmade combustion and biomass releases, which would adversely affect the Sanitation District and the biosolids program. Staff plans to join efforts with NACWA to advocate for appropriate exemptions. CLOSED SESSION There was no closed session. OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There were none. ADJOURNMENT The Chair declared the meeting adjourned at 5:45 p.m. The next Operations Committee meeting will be held on Wednesday, September 2, 2009, at 5:00 p.m. Submitted by: I, 6'Iravc_ Lille Kovac Committee Secretary H: IephapendalOperalions CammilteMOperalions 2009\0709\070109 Operations Minules.docx STATE OF CALIFORNIA) ) SS. COUNTY OF ORANGE ) Pursuant to California Government Code Section 54954.2, 1 hereby certify that the Notice and Agenda for the Operations Committee Meeting of Orange County Sanitation District to be held on July 1, 2009 was duly posted for public inspection in the main lobby of the Districts' offices on June 24, 2009. IN WITNESS WHEREOF, I have hereunto set my hand this 24th day of June 2009. 5LY " _�6'0—ate Lilia Kovac, Committee Secretary Orange County Sanitation District HBDEPTIAGENDMOPERATIONS COMMIITrMAGENDA CERTIFICATION.DOC 11 ORANGE COUNTY SANITATION DISTRICT ra ME NV1 tp644 E14e Avenue s e NOTICE OF MEETING MaNlrlq 0 eBI27 m' ea",2] Fnu 92 VIMay 27 B2]2BE121 e„ ocat . OPERATIONS COMMITTEE p11 Engineering,mniesez 1 ao 9 g, Operations & Maintenance, and Technical Services F. 1714)96241356 ORANGE COUNTY SANITATION DISTRICT Barvinq ala,a,n WEDNESDAY, JULY 1, 2009 — 5:00 P.M. euaala rmlw ADMINISTRATIVE OFFICES hvmam Vxllay FaAam 10844 ELLIS AVENUE candar u as FOUNTAIN VALLEY, CA 92708 IAaa'rlgwn a.-., www.ocsd.com Fmne la Hnds P.An. The regular meeting of the Operations Committee of the Orange County "v ftna ra Sanitation District will be held at the above location, date and time �Hasa, oe„ga Rasroe Sans Ana Sa.1 B.0, Stamm r'.n wla P.A M lmdo 6 ca M. Sanaay rh vxx lANft tky Sa' r 'Uanr,d me Hants Waur/ZSE+,s Cnwrcy M Oerlra Wa pmnact p Nc haal and dre amirvnnnent 6y providing eXecwa Waa2walar cpllecapn. "abnent,and re_ Jinq. OPERATIONS COMMITTEE BOARD MEETING DATE MEETING DATE 07/01/09 07/22/09 AUGUST DARK 08/26/09 09/02/09 09/23/09 10/07/09 10/28/09 11/04/09 11118109* 12/02/09 12/18/09* JANUARY DARK 01/28/10 02/03/10 02/24/10 03/03/10 03/24/10 04/07/10 04/28/10 05/05/10 05/26/10 O6/02/10 06/23/10 07/07/10 07/28/10 J *Meetings are being held on the third Wednesday of the month. ROLL CALL OPERATIONS COMMITTEE Engineering, Operations & Maintenance, and Technical Services Meeting Date: July 1, 2009 Time: 5:00 p.m. Adjourn: COMMITTEE MEMBERS (14) Bill Dalton Chair David Shawver ice Chair Charles Antos Tom Beamish Troy Edgar Patsy Marshall Roy Moore Joy Neu ebauer Sharon Quirk Harry Sidhu Constance Underhill Don Webb Doug Davert Board Chair Larry Crandall Board Vice Chair OTHERS Brad Ho in, General Counsel STAFF Jim Ruth General Manager Bob Ghirelli, Assistant General Manager Nick Arhontes, Dir. of Operations & Maintenance Jim Herber , Director of Engineering Ed Tortes, Director of Technical Services Lorenzo Tyner, Director of Finance and Administrative Services Lilia Kovac, Committee Secretary Dean Fisher Tod Haynes John Linder AGENDA REGULAR MEETING OF THE OPERATIONS COMMITTEE Engineering, Operations, & Maintenance, and Technical Services ORANGE COUNTY SANITATION DISTRICT July 1, 2009 —5:00 P.M. ADMINISTRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, California 92708 www.ocsd.com PLEDGE OF ALLEGIANCE DECLARATION OF QUORUM PUBLIC COMMENTS REPORT OF COMMITTEE CHAIR REPORT OF GENERAL MANAGER CONSENT CALENDAR (1 -4) 1. Approve the minutes of the June 3, 2009 Operations Committee meeting. 2. Recommend to the Board of Directors to: a)Approve a Professional Consultant Services Agreement with AECOM Technical Services, Inc. to provide construction support services for Sludge Digester Rehabilitation at Plant No. 1, Job No. 131-100, for an amount not to exceed $2,761,337; and, b) Approve a contingency of$276,134 (10%). (Book Page 7) 3. Recommend to the Board of Directors to approve a contingency increase of$33,650 (5%)to the construction contract with Avi-Con, Inc., dba CA Construction, for P1 Miscellaneous Buildings Office Improvements, Project No. FE07-08, for a total contingency of$134,600 (20%). (Book Page 9) Book Page I Operations Committee July 1, 2009 Page 2 4. Recommend to the Board of Directors to: a)Authorize the General Manager to approve renewal of a contract with Neutron Products, Inc., for Purchase of Anionic Polymer, Specification No.C-2006-273 (P.O. 102634-OB), in the amount of$3.00IActive Pound delivered, plus applicable sales tax, for a one-year period effective September 1, 2009 through August 31, 2010, and authorizing an additional one-year renewal option; and, b) Authorize a 10%annual unit price escalation contingency.(Book Page 11) ACTION ITEMS 5. Recommend to the Board of Directors to: a)Approve a Professional Consultant Services Agreement with Project Partners, Inc. for Facilities Records Group Staffing Support, Specification No. CS-2009-40813D, for an amount not to exceed $879,000 for the period of July 1, 2009 through June 30, 2010, with four one-year renewal options; and b) Approve an annual 3% escalation for future contract renewals. (Book Page 13) INFORMATION ITEMS No items DEPARTMENT HEAD REPORTS SARI Line Survey Update (Herberg) CLOSED SESSION ....................._.._...._....................._...__...____._........._.._..................--..............................-....__-_....................._........_---..._.._...............I......... ----'---^ During the course of conducting the business set forth on this agenda as a regular meeting of the Committee, the Chair may convene the Committee in closed session to consider matters of pending real estate negotiations, pending or potential litigation, or personnel matters, pursuant to Government Code Sections 54956.8, 54956.9, 54957 or 54957.6, as noted. Reports relating to (a) purchase and sale of real property; (b) matters of pending or potential litigation; (c) employee actions or negotiations with employee representatives; or which are exempt from public disclosure under the California Public Records Act, may be reviewed by the Committee during a permitted closed session and are not available for public inspection. At such time as the Committee takes final actions on any _of these subjects,the minutes will reflect all required disclosures.of infomtation. Convene in closed session Reconvene in regular session. Consideration of action, if any, on matters considered in closed session. Other business and communications or supplemental agenda items, if any. Adjournment—The next Operations Committee meeting is scheduled for Wednesday, September 2, 2009, at 5:00 p.m. Book Page 2 Operations Committee July 1, 2009 Page 3 Agenda Posting: In accordance with the requirements of California Government Code Section 54954.2,this agenda has been posted in the main lobby of the District's Administrative offices not less than 72 hours prior to the meeting date and time above. All public records relating to each agenda item, including any public records distributed less than 72 hours prior to the meeting to all, or a majority of all, of the members of District's Board, are available for public inspection in the office of the Clerk of the Board, located at 10844 Ellis Avenue, Fountain Valley, California. Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an emergency item or because there is a need to take immediate action, which need came to the attention of the Committee subsequent to the posting of agenda, or as set forth on a supplemental agenda posted in the manner as above, not less than 72 hours prior to the meeting date. Public Comments: Any member of the public may address the Operations Committee on specific agenda items or matters of general interest. As determined by the Chair, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to three minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). Consent Calendar: All matters placed on the consent calendar are considered as not requiring discussion or further explanation, and unless a particular item is requested to be removed from the consent calendar by a Director of staff member, there will be no separate discussion of these items. All items on the consent calendar will be enacted by one action approving all motions, and casting a unanimous ballot for resolutions included on the consent calendar. All items removed from the consent calendar shall be considered in the regular order of business. The Committee Chair will determine if any items are to be deleted from the consent calendar. Items Continued: Items may be continued from this meeting without further notice to a Committee meeting held within five(5)days of this meeting per Government Code Section 54954.2(b)(3). Meeting Adiournment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955(posted within 24 hours). Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair-accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation District Clerk of the Board's office at(714)593-7130 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. ..-..---'----..--....-.-.-..-.___._.._...._...._.___...-_--..-_-...............___._............-___.__-------._.........._-........-.._._-_--_-----.; i Notice to Committee Members: I i For any questions on the agenda or to place any items on the agenda, Committee members should contact the Committee Chair or Secretary ten days in advance of the Committee meeting. Committee Chair Bill Dalton (714)741-5000 oamhaIc warden-grove.org Committee Secretary: Life Kovac (714)593.7124 IkovacAocsd.com General Manager Jim Ruth (714)593.7110 jruth5ocsd.com Assistant General Manager Bob Ghirelli (714)593.7400 rghirelli(cDocsd.com I Director of Technical Services Ed Torres (714)593-7080 etomeseocsd.com Director of Engineering Jim Herberg (714)593-7300 jherbergOocsd.com Director of Operations& Mntnc. Nick Arhontes (714) 593-7210 narhontes(dlocsd.com Book Page 3 MINUTES OF THE OPERATIONS COMMITTEE Engineering, Operations & Maintenance, and Technical Services Orange County Sanitation District June 3, 2009— 5:00 p.m. A meeting of the Operations Committee of the Orange County Sanitation District was held on June 3, 2009, at 5:00 p.m. in the District's Administrative Office. A quorum was declared present, as follows: Operations Directors Present: Staff Present: Bill Dalton, Chair Jim Ruth, General Manager David Shawver, Vice Chair Bob Ghirelli, Assistant General Manager Charles Antos Nick Arhontes, Dir. of Operations &Maintenance Tom Beamish Jim Herberg, Director of Engineering Troy Edgar Ed Torres, Director of Technical Services Patsy Marshall Lorenzo Tyner, Director of Finance and Roy Moore Administrative Services Joy Neugebauer Lilia Kovac, Committee Secretary Sharon Quirk Jim Buffor Harry Sidhu Dean Fisher Constance Underhill Norbert Gaia Don Webb Tod Haynes Doug Davert, Board Chair John Linder Larry Crandall, Board Vice Chair Juanita Skillman Simon Watson Operations Directors Absent: Others: Gino Rampagna, IPMC PUBLIC COMMENTS There were no public comments. REPORT OF COMMITTEE CHAIR Committee Chair Dalton did not give a report. REPORT OF GENERAL MANAGER Lorenzo Tyner, Director of Finance and Administrative Services, gave a brief overview of the 2009/10 budget summary, focusing specifically on areas of variance from the previously approved budget. The budget will be submitted for adoption in June. Book Page 4 Minutes of the Operations Committee June 3, 2009 Page 2 j CONSENT CALENDAR (1 -7) 1. MOVED, SECONDED, AND DULY CARRIED: Approve the minutes of thel May 6, 2009 Operations Committee meeting. 2. MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to receive and file the 2008-2010 Asset Management Plan prepared by Sanitation District i staff. I 3. MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to: a)Approve an agreement with Compro Companies, Inc. for Corrosion Management Staffing Support Services, Specification CS-2009-413BD, for the period Jul 1, 2009 through June 30, 2010, for a total annual amount not to exceed $793,480,with four one- year renewable options; and, li I b) Approve a contingency of$79,348 (10%). 4. MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to approve Amendment No. 1 to the Memorandum of Understanding with California State University, Fullerton Auxiliary Services Corporaton, for a one-year contract with the Center for Demographic Research, extending one additional year for the period of July 1, 2009 through June 30, 2010,for$71,000,for total amount not to exceed $244,671. 5. MOVED, SECONDED,AND DULY CARRIED: Recommend to the Board of Directors to approve Amendment No. 1 to the Professional Services Consultant Agreement with Black and Veatch for the Electronic Operations and Maintenance Manual Project, Specification No. CS-2006-290BD, (SP-53),for an additional amount of$1;,295,000 increasing the total contract amount from $1,807,000 to a total amount not to exceed $3,102,000, 6. MOVED, SECONDED,AND DULY CARRIED: Recommend to the Board of Directors to: a)Approve a contingency increase of$70,441 (5%) to the Professional Design i Services Agreement with Black&Veatch Corporation, for the Power Monitoring and Control Systems, Job No. J-33-3, for a total contingency of$307,388(25%); and, b) Authorize staff to negotiate a Professional Construction Services Agree ant with .I Black&Veatch Corporation for construction support services for said pro mmend 7. MOVED, SECONDED, AND DULY CARRIED: Reco to the Board f Directors to: a) Authorize staff to negotiate Amendment No. 1 to the Professional Design ' Services Agreement with DLT&V Systems Engineering for software programming services for Power Monitoring and Control Systems, Job No. J-33-3; and, b) Authorize staff to negotiate a Purchase Agreement with Wonderware as a sole source provider for software for Power Monitoring and Control Systems, Job No. J-33-3. Book Page 5 Minutes of the Operations Committee June 3, 2009 Page 3 Non-Consent There were no items. INFORMATION ITEMS There were no items. DEPARTMENT HEAD REPORTS • Director of Engineering, Jim Herberg, briefly updated the committee members with the results of the survey on the condition of the SARI Line. Erosion has occurred and will require the laying of rock over the exposed pipe to delay further erosion. Work is limited to be completed between September 15 and November 15, 2009. • Director of Technical Services, Ed Torres, briefly described the County Wide Pollution Prevention Program to be kicked off with an educational workshop. Tool kits and educational materials will be distributed. Mr. Torres requested support for the program from all agencies for reduction of pollutants in wastewater. • Mr. Torres announced that a public hearing of the application for Ocean Discharge Permit public is scheduled for Friday, July 100. CLOSED SESSION There was no closed session. OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There were none. ADJOURNMENT The Chair declared the meeting adjourned at 5:30 p.m. The next Operations Committee meeting will be held on Wednesday, July 1, 2009, at 5:00 p.m. Submitted by: v Lilia Kovac Committee Secretary H:WepMgenda\Operations Committee\Operatbns 2009V%09N60309 Op tlons MinWes.dmx Book Page 6 OPERATIONS COMMITTEE Me Ing Date Toad.oDir. wiolrog mrzz og AGENDA REPORT Rem Hamner z Item Numtw Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Steve Schock SUBJECT: SLUDGE DIGESTER REHABILITATION AT PLANT NO. 1, JOB NO. P1-100 GENERAL MANAGER'S RECOMMENDATION 1. Approve a Professional Consultant Services Agreement with AECOM Technical Services, Inc. to provide construction support services for Sludge Digester Rehabilitation at Plant No. 1, Job No. P1-100, for an amount not to exceed $2,761,337; and, 2. Approve a contingency of$276,134 (10%). SUMMARY • This project rehabilitates and upgrades ten anaerobic digesters, two digested sludge holding tanks, and appurtenant systems at the Orange County Sanitation District's (Sanitation District) Plant No. 1. • This Project has completed design and is scheduled to advertise for construction in July 2009. This item is being requested so that construction support services will be in place when the construction contract is awarded. • AECOM Technical Services, Inc. (AECOM) has satisfactorily furnished engineering services for the design of the rehabilitation work and is uniquely qualified to provide engineering services during construction. • In December 2008, the Board of Directors authorized staff to negotiate a Professional Consultant Services Agreement with AECOM for construction support services. • The Engineer's estimate for construction is $42,000,000. The proposed construction support services contract amount is 6.5% of the construction cost, which is in-line with CIP Program goals and staffs experience on similar projects. PRIOR COMMITTEEIBOARD ACTIONS December 2008—Authorized staff to negotiate a Professional Consulting Services Agreement with AECOM Technical Services, Inc., for construction support services for Sludge Digester Rehabilitation at Plant No. 1, Job No. P1-100. Form No.mN-IM 2 Paioea.1W Page 1 Book Page 7 ADDITIONAL INFORMATION The Sanitation District currently operates a mesophilic anaerobic sludge digestion system at Plant No. 1. This system, located near the northeast corner of the Plant, is made up of ten digesters, two sludge holding tanks and associated facilities including mechanical and electrical/control systems. With some exception, the existing digesters have been in continuous operation since they were constructed and require cleaning, rehabilitation, repair, modification, and/or replacement. Also, implementation of a primary sludge/waste activated sludge co-thickening process, by separate project, will result in changes to the characteristics of sludge influent to the digesters requiring equipment modifications to process the denser sludge. The Engineer's estimate for the project is $42,000,000. The Scope of Services during construction includes review of submittals, requests for information (RFIs) and change orders, geotechnical and corrosion engineering support, attending meetings, miscellaneous construction support activities, operations personnel training, preparation of O&M manuals, startup and commissioning support, and project close-out support. The Consultant selection was conducted in accordance with the Sanitation District's adopted policies and procedures. This recommendation complies with authority levels of the Sanitation District's Delegation of Authority. This item has been budgeted. (Line item: Section 8, Page 52). Award Date: 07122/09 Contract Amount: $2,761,337 Contingency: $276,134 JH:SS:eh:gc H:Wept agenda\Operations CommtttW0pemt=s 200W7091P1-100 PCSA.dw. Form No.P 1 2 aniveaowtm� Page 2 Book Page 8 OPERATIONS COMMITTEE Meeting Date To ad.of Dir. 07/0V09 07re2to9 AGENDA REPORT Item Number Item Number 3 Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Derek Davis SUBJECT: P1 MISCELLANEOUS BUILDINGS OFFICE IMPROVEMENTS, PROJECT NO. FE07-08 GENERAL MANAGER'S RECOMMENDATION Approve a contingency increase of$33,650 (5%) to the construction contract with Avi-Con, Inc., dba CA Construction, for P1 Miscellaneous Buildings Office Improvements, Project No. FE07-08, for a total contingency of$134,600 (20%). SUMMARY • This project is building new staff offices, a conference room, cubicles, and other minor improvements. These improvements are being built to accommodate moving the District's Information Technology Division to the Administration Building. The project also adds office space to the Laboratory, provides for improvements to the Control Center to accommodate the Americans with Disabilities Act (ADA) requirements, and expands the heating, cooling, and ventilation system to accommodate new offices. • The Project was awarded on November 19, 2008. Notice to Proceed was issued to the Contractor on January 12, 2009. • The tenant improvements are being done in working offices (employees are present in the work locations). There have been numerous construction and coordination issues that have impacted the Contractor's ability to perform the Work in accordance with the Contract Documents. • Examples of the issues impacting the work include modifications to the existing plumbing system, unanticipated ADA requirements in both men's and women's restrooms, differing site conditions, and the installation of new light fixtures in various offices. • Because of the unanticipated level of coordination for work in "live" office areas and the potential for unexpected interferences, the project team has determined that the contingency budget of 15% is inadequate, and is requesting an additional contingency of 5% ($33,650), for a total contingency of 20% ($134,600). Page 1 Book Page 9 PRIOR COMMITTEE/BOARD ACTIONS November 2008 - Awarded a contract with Avi-Con, Inc., dba CA Construction, for P1 Miscellaneous Buildings Office Improvements, Project No. FE07-08, for a total amount not to exceed $673,000; and approved a contingency of $100,950 (15%). ADDITIONAL INFORMATION This Capital Improvement Project complies with authority levels of the Sanitation District's Delegation of Authority. This item has been budgeted (2007-2008 Budget Update, Item No. 87, Page A-10 (FE-P1)). Award Date: 11/19/08 Contract Amount: $673,000 Contingency: $100,950(15%) 07/22/09 $ 33,650( 5%) $134,600(20%) JDH:DED:ct H1tlept%agendMOperations Committee\Operations 2009W09WE07-08.docx Page 2 Book Page 10 OPERATIONS COMMITTEE Melling Dale Tofitl.of Dlr. 07/01/09 m/zz/o9 AGENDA REPORT Item Nu I[enNumbe 4 Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Nick Arhontes, Director of Operations and Maintenance SUBJECT: CONTRACT FOR ANIONIC POLYMER, SPECIFICATION NO. C-2006-273 GENERAL MANAGER'S RECOMMENDATION 1. Authorize the General Manager to approve renewal of a contract with Neutron Products, Inc., for Purchase of Anionic Polymer, Specification No. C-2006-273 (P.O. 102634-OB), in the amount of$3.00/Active Pound delivered, plus applicable sales tax, for a one-year period effective September 1, 2009 through August 31, 2010, and authorizing an additional one-year renewal option; and, 2. Authorize a 10% annual unit price escalation contingency. SUMMARY • In 2006, staff received bids for anionic polymer, and the contract was awarded in September 2006 with the option for four renewal periods. • In 2008, staff anticipated re-bidding the contract, despite two remaining renewals and requested that the board only authorize a one-year renewal. • Since Neutron polymer is performing well and they are offering a competitive price, staff now recommends reestablishing the two remaining renewal periods. PRIOR COMMITTEEIBOARD ACTIONS 1. May 2008 —Authorize the General Manager to approve renewal of a contract, authorizing a price increase of$0.15/Active Pound, for a total price of $3.00/Active Pound, for a one-year period effective September 1, 2008 through August 31, 2009 (P.O. 102634-OB). ADDITIONAL INFORMATION • Anionic polymer and ferric chloride are added to the primary influent at both plants to enhance the removal of BOD and improve the settling of suspended solids during primary treatment. This is referred to as the chemically enhanced primary treatment (CEPT) process. F0.NO.O 10T2 R.W IMTM7 Page 1 Book Page I I • Many of the chemicals that OCSD uses had 30% unit price increases between 2007 and 2008. Over the course of the contract with Neutron, the unit price of the anionic polymer has only increased one time at 5.2%, and Neutron provided data to purchasing/contracts staff to substantiate their request for increase, which was due to the increases in the cost of the raw materials used to manufacture anionic polymer coupled with higher fuel prices. • Staff anticipates bidding for this chemical for the contract period starting September 1, 2011. The anionic polymer bid process involves extensive jar and field testing which requires several months to complete. This item has been budgeted for divisions 830 and 840 in Operating Budget line items 48. Award Date: June 2006 Contract Amount: $2.85/lb+ applicable CA sales tax Contingency:00 May 2008 $3.00/lb+ applicable CA sales tax 10d/o July 2009 $3.00/I1b+ applicable CA sales tax 10% Form No.Dw-102 2 R—ed Ib27W Page 2 Book Page 12 OPERATIONS COMMITTEE 115-1R9w� To80.ofDir. miol/os o�/u/ov AGENDA REPORT IOemNumbe IemNumbe s Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering SUBJECT: PROFESSIONAL CONSULTANT SERVICES AGREEMENT FOR FACILITIES RECORDS GROUP STAFFING SUPPORT GENERAL MANAGER'S RECOMMENDATION 1. Approve a Professional Consultant Services Agreement with Project Partners, Inc. for Facilities Records Group Staffing Support, Specification No. CS-2009408BD, for an amount not to exceed $879,000 for the period of July 1, 2009 through June 30, 2010, with four one-year renewal options; and 2. Approve an annual 3% escalation for future contract renewals. SUMMARY • The Engineering Department Planning Division is in charge of receiving, validating, and maintaining the electronic facility records generated for completed Capital Improvement Program (CIP) projects. These records include engineering drawings and databases, specifications, and sewer system and treatment plant atlas maps. • The validated records obtained from closed projects are used to update the official facility records, which must kept up to date to safely maintain and operate the treatment plants and sewers, and provide accurate information for CIP project design. • A temporary increase in facility records workload will occur over the next five years as the current large CIP nears completion. Staff is recommending a new Professional Consultant Services Agreement(PCSA) to handle this temporary workload. • A Request for Proposals was sent to eight firms. Three proposals were received for providing the necessary engineering staffing support, which includes CAD designers, as well as GIS map technicians, database experts, and administrative support. • Based on the overall qualifications and expertise, staff recommends awarding a PCSA to Project Partners, Inc. for a total amount not to exceed $879,000 for the first year. Based on the resource needs, the Orange County Sanitation District (Sanitation District) will have the option to renew this contract for four additional Page 1 Book Page 13 one-year periods, utilizing a 3% increase added each year accumulatively for the remaining four years, for a total not-to-exceed cost of$4,666,730, for the entire five years. • This item does not impact the overall CIP budget. Funds are included in the individual project budgets to cover the cost of the proposed PCSA. PRIOR COMMITTEE/BOARD ACTIONS None. ADDITIONAL INFORMATION The anticipated workload for updating our electronic records to include completed CIP projects will require an estimated six additional staff. Each Fiscal Year, the required effort will be re-evaluated based on the completed projects planned for that year. In June 2002, at the start of the current CIP, the Sanitation District stored and maintained a total of 23,251 engineering drawings. Since 2002, new CIP projects have added 13,940 drawings to the system. Between 2009 and 2020, an estimated 26,642 drawings will be added. By the end of the current CIP, the Sanitation District will store and maintain 63,833 drawings. This will be an increase of 300 percent compared to June 2002. Staff Evaluation of proposals: A Request for Proposals was publicly advertised on March 16, 2009. On April 14, 2009, the Sanitation District received proposals from Project Partners, Inc., CHC Consulting LLC, and Black & Veatch. • A five-member panel reviewed, evaluated, and ranked the proposals based upon the following three categories: (1) qualifications, related experience, and references, (2) proposed staffing and project organization, and (3) proposed fee. Staff reviewed and ranked the proposals on April 20, 2009, and Project Partners, Inc. was the top-ranked proposer. Consultant Evaluation Project CHC Black & Partners, Inc. CO LAC°g' Veatch Total Score 3,373 2,346 3,266 Fam No.ww,ox-x nMMa Miv Page 2 Book Page 14 • Staff recommends approval of a PCSA with Project Partners, Inc. for a total amount not to exceed $879,000 per year for the first contract period. The Sanitation District may exercise the option to renew the contract for up to four additional one-year periods based on a 3% increase each year accumulated for each unit price per classification, for a total not-to-exceed cost of$4,666,730, for the entire five-year duration. • This Purchase Agreement complies with authority levels of the Sanitation District's Delegation of Authority. The selection process was conducted in accordance with the Sanitation District's adopted policies and procedures. Award Date: 07/22/09 Contract Amount: $879,000 Contingency: NIA JFS:sa:gc:sa Hidepbagenda\Operations Comm HeekOperations 2009107MCS-2009A08eD.docx FOM No.DL 1003 X-.0101W Page 3 Rook Page 15 ORANGE COUNTY SANITATION DISTRICT (714) 962-2411 www.ocsd.com Mailing Address: - P.O. Box 8127 Fountain Valley, California 92728-8127 Street Address: 10844 Ellis Avenue Fountain Valley, California 92708-7018