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Home My WebLink About2009-09 OPS MINUTES OF THE OPERATIONS COMMITTEE Engineering, Operations & Maintenance, and Technical Services Orange County Sanitation District September 2, 2009, —5:00 p.m. A meeting of the Operations Committee of the Orange County Sanitation District was held on September 2, 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 Sam Mowbray, Laboratory Manager Patsy Marshall Lilia Kovac, Committee Secretary Roy Moore Olga Cervantes Joy Neugebauer Dean Fisher Sharon Quirk Marty England Harry Sidhu Norbert Gala Constance Underhill Jay Kaura Don Webb Tod Haynes Larry Crandall, Board Vice Chair Doug Davert, Board Chair Others: Operations Directors Absent: Gino Rapagna None FILED IN THE OFFICE OF PUBLIC COMMENTS TH CLERK OF THE BOARD _ GRAN E COUNTY SANITATION OISTRIG There were no public comments. SEPP 23 2009 REPORT OF COMMITTEE CHAIR By; I Committee Chair Dalton did not give a report. REPORT OF GENERAL MANAGER The General Manager did not give a report. Minutes of the Operations Committee September 2, 2009 Page 2 CONSENT CALENDAR (1 -41 1. MOVED, SECONDED, AND DULY CARRIED: Approve the minutes of the July 1, 2009 Operations Committee meeting. 2. MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to approve a budget amendment in the amount of$137,518 for Rehabilitation of District Siphons, Contract No. 2-68,for a total budget of$8.141,518. 3. MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to: a)Approve a Budget increase of$516,000 for Rehabilitation of Westside Pump Station, Contract No. 3-52,for a total budget amount of$11,025,000; and, b)Approve a contingency increase of$176,550(3%)to the construction contract with Norm A. Olsson Construction, Inc., for Rehabilitation of Westside Pump Station, Contract No. 3-52,for a total contingency of$470,800 (8%). 4. MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to approve a reduction in retention to not less than 1% ($282,715) of the total contract amount for the Construction Contract with J. F. Shea Construction, Inc. for Ellis Avenue Pump Station Construction, Contract No. 1-10B. ACTION ITEMS (5 -6) 5. Director of Operations and Maintenance, Nick Arhontes, clarified the origin of funding for this project and will revise the agenda report going forward to the Board of Directors. MOVED, SECONDED,AND DULY CARRIED: Recommend to the Board of Directors to approve a Quitclaim Grant of Property Rights in Sewer Pipeline and Assignment of Accompanying Easement Rights from Orange County Sanitation District to the Costa Mesa Sanitary District, in the amount not to exceed $1,300,000, in a form approved by General Counsel. 6. Staff reviewed in detail the Design Build request for proposal and bid processes put in place based on legislation and the Sanitation District's policies. MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to: a)Authorize the General Manager to issue a Request for Proposal for Design-Build Services to the three most qualified firms for Rehabilitation of Magnolia Trunk Sewer, Contract No. 3-58; and, b)Authorize the General Manager to negotiate a Design-Build Contract Agreement for said project with the Design-Build firm providing"best value,"as defined by the Public Contract Code,to be awarded by the Board of Directors at a future meeting. Minutes of the Operations Committee September 2, 2009 Page 3 INFORMATION ITEMS There were no items. DEPARTMENT HEAD REPORTS Director of Engineering, Jim Herberg, reported that the average contingency percentage of the 15 large CIP projects is 4.6% of the total budget. Director of Operations and Maintenance, Nick Arhontes, reported the lowest plant flow level at 207 mgd, and approximately 90 mgd is being supplied to the Orange County Water District. A change appears to have taken place in the sewer composition with solids not settling, requiring more bleach and chemicals. Sam Mowbray, Laboratory Manager, reported that the NPDES Ocean Discharge Permit issuance has been delayed, but is on the agenda for review on October 28, 2009. 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 5:50 p.m. The next Operations Committee meeting will be held on Wednesday, October 7, 2009, at 5:00 p.m. Submitted by: LIIN Kovac Committee Secretary H:W9pOe9eedeX0p@n tbne Commdleed0permions 200M90M90209 Operedons Minules.doa Distributed at the per lions Committee 0 p Meeting PROJECT3-56 Magnolia Trunk Sewer Rehabilitation Design Build Procurement I& Orange County sensorial District ocsd.com Background ♦ March=6-Board awarded PDSA to Earn Tech to perform a pipeline condition assessment for the Magnolia Trunk Sewer(MTS) ♦ Pebmary 2007-SB 645 passed authorivng OCSD W enter ,into Design Build Contracts ♦ December 2007-Earh Tech completed assessment • January 2008-Board approved Amendment No.l to PDSA with AECOM(formerly,Eanh Tech)for gm preparation of Design Build Contract Documents(generic templates)and to adapt these Documents to MTS mhab Rehabilitation of Magnolia Trunk Sewer Document Template MTS Selection Crime x PmjM Criteria PmjM Reguiremems x x 08 Contract Agmement x x DB Request for Qualifications Template x x DB Repuest for Proposal Template x x Polies am practitioner x Scope of Services for a Oa C.mmem x Assist OCSD during DB Prccuremem PINse x oxrnrs Representative dung Cnmxtlon x Page 1 of Procurement Process • MaY 15-IMustry review of aualifiwtion procRss8 crilena ♦ July 6-AdveaBsed 2-sleD best value procurement -Issued RFQ(step one) ♦ August 12-Reulved7 submittals and began evaluations • Minimum eligibility reauiremenls °afro.r.�m.mw r auva..r..no.ue.wa MfiOmu • Scored criteria(Wall possible paints) PmenE.y�vmltasl K<v neawvrJltml run ogvmaun(as) P�uwu�i.iu,q nN GnPeimnlml suvWffi vq pAVWslaal Queerry M)mlRpn laS) Von H.Emvon 6lgery LwN.(3s1 ♦ August 21-Identified 3 highest aril fins RFQ Evaluation Results Rank Prolocutor Determiretion 1 InSiMomr T.imaab,ini. no MN Quanficatiom 2 3teve Bubalo Comtluclim Co. MH Quali'i 3 gehil Padfic Mat Qualifiretions a SpinieM ComPi Qualifications Not Mat 5 SAK Ca MrWion of CA LP QuatifipYon Not Mot 6 Ken rMmpson.1. Mel Condeo4ons T M aa,Ci:i an Yon MalamfifiatioiK RFQ Evaluation Results Prppyx Detlgnariii i 1 b¢IMonn Tttiwlugirs,ne. Dal 2 Stem Bubalo Cordne4on Co. Tetra Txlr 3 KIaM Padfic Malmlm Pine a Spimelb Compa ses KemedyMe et HaRb MaB MboW.M 5 SAK Cosmcdon of CA LP Camllo Eii meers 6 Km Tlompwn,lrc. PB56J T MicMls Corpmean HDR Entantmg Page 2 of RFQ Evaluation Results Proposal Seem Dmnnnine0on 1 MXYbI111MMgbp a&1. 394 Quallffalona Mel 2 Stew Bleb Germans.Co 374 OwllAcatbns Mel 3 Nleeit Paclec 360 Owlllcatbna Mel 4 Sonlelle Companin 301 Owllflwtbro NO Met 5 MK Cente lon of CA LP 296 Owllflutbm NO Met 6 Kan TM1ompwn.Inc. 2e9 Qwlifiwticw Mel 7 MICMIe Comarag0n 259 Owllflgibm NMMeI Procurement Process • Aug 31-Notify Brets of RFQ results • Sept 7-Dangles,for appeal process • Sept 23-Request Beek approval(RFP and negotiate) • Sept 28-Issue RFPs to highest ranked • Oct B-Develop labor compliance Program ♦ Nov 16-Separala technical and price proposals due ♦ Nov 23 M Dec 14-Evaluation period PCC: lachnlcel design and construction expertise.safely topped,skilled labor force availability,price&life cycle costs Contract Award and Completion • Dec 9-Interviews • On 9.14-Conclude negotieBonc and select awardec ♦ 00014 -Issue Intent to Award Notice ♦ Dec 21-Deadline for protests • An 27-Fouuesl Board award approve) • Msrcht-Issue Notice to Proceed ♦ March 2010 through June MI -Design and construction • June 2011-Project closeout Page 3 of Contingency Performance for Construction ♦ Since adoption of Delegation of Authority, 15 projects have been completed ♦ Original Contract Value: $ 261,552,320 ♦ Contingency Approved: $ 14,691,083 ♦ Contingency Used: $ 12,055.123 (82%) ♦ Change Order Rate: 4.6% 4of_ STATE OF CALIFORNIA) ) SS. COUNTY OF ORANGE ) Pursuant to California Government Code Section 54954.2, I hereby certify that the Notice and Agenda for the Operations Committee Meeting of Orange County Sanitation District to be held on September 2, 2009 was duly posted for public inspection in the main lobby of the Districts' offices on August 26, 2009. IN WITNESS WHEREOF, I have hereunto set my hand this 26th day of August 2009. Life Kovac, Committee Secretary Orange County Sanitation District H IDEPTIAGENDMOPERATIONS COMMITTEEWGENDA CERTIFICATION.DOC „j ANIIA rI Z' ORANGE COUNTY SANITATION DISTRICT �. PO PP THE FN�� 10644 21Aa Avenue Faurnem Valley.CA 927087019 NOTICE OF MEETING M ftq Ad4raea - PO ace 9127 Fo.nish Vnlley E 927PB 6127 www.aona.com OPERATIONS COMMITTEE Phone (71419622411 Engineering, Operations & Maintenance, and Technical Services Fax (714)962L1356 ORANGE COUNTY SANITATION DISTRICT Bamna alone WEDNESDAY, SEPTEMBER 2, 2009 — 5:00 P.M. ema _ 91Mne PHA I�jg,css Fan.,,Vallay ADMINISTRATIVE OFFICES Fullermn 10844 ELLIS AVENUE Benlen Gme FOUNTAIN VALLEY, CA 92708 Hents"a.,Beach w yW.ocsd.com b 0na Le Helra La pabrw L.AWnT&a The regular meeting of the Operations Committee of the Orange County flki JFhaul, Sanitation District will be held at the above location, date and time orange PN..anGe Sense Ana Seal Beech Syemm� irlecn Ville Pen Wi be Linde am Mesa gel.q l)IebYC[ Midway GO Beniiery O m,x Irvine iianch Wxler UuvYc[ Qu nI o-Ja V✓e pmteft public heehJ,and the enNmnment by grording el/ecwe wda iHeEw collection, "innHane, and rec), ling. OPERATIONS COMMITTEE BOARD MEETING DATE MEETING DATE 09/02/09 09/23/09 _ 10/07/09 10/28/09 11/04/09 11/18109* _ 12/02/09 12l16109* 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 .. 06/02/10 06/23/10 07/07/10 07/28/10 07/07/10 07/28/10 AUGUST DARK O8/25/10 *Meetings are being held on the third Wednesday of the month. r ROLL CALL OPERATIONS COMMITTEE . Engineering, Operations & Maintenance, and Technical Services Meeting Date: September 2. 2009 Time: 5:00 p.m. Adjourn: r COMMITTEE MEMBERS (14) Bill Dalton Chair r David Shawver ice Chair Charles Antos Tom Beamish Troy Edgar Patsy Marshall Roy Moore Joy Neu ebauer Sharon Quirk r Harry Sldhu Constance Underhill Don Webb r Doug Davert Board Chair Larry Crandall Board Vice Chair r OTHERS Bred Ho in, General Counsel r STAFF r Jim Ruth, General Manager Bob Ghirelli,Assistant General Manager Nick Arhontes, Dir. of Operations & Maintenance Jim Herberg, Director of Engineering Ed Torres, Director of Technical Services Lorenzo Tyner, Director of Finance and Administrative Services r Lilia Kovac, Committee Secretary Dean Fisher Tod Ha es rI John Linder r r AGENDA REGULAR MEETING OF THE OPERATIONS COMMITTEE Engineering, Operations & Maintenance, and Technical Services ORANGE COUNTY SANITATION DISTRICT September 2, 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 July 1, 2009 Operations Committee meeting. 2. Recommend to the Board of Directors to approve a budget amendment in the amount of $137,518 for Rehabilitation of District Siphons, Contract No. 2-68, for a total budget of $8,141,518. (Book Page 8) 3. Recommend to the Board of Directors to: a)Approve a Budget increase of$516,000 for Rehabilitation of Westside Pump Station, Contract No. 3-52, for a total budget amount of $11,025,000; and b)Approve a contingency increase of$176,550 (3%)to the construction contract with Norm A. Olsson Construction, Inc., for Rehabilitation of Westside Pump Station, Contract No. 3-52, for a total contingency of$470,800 (8%). (Book Page 10) Book Page I Operations Committee September 2, 2009 Page 2 4. Recommend to the Board of Directors to approve a reduction in retention to not less than 1%, or$282,715 of the value of remaining work for the Construction Contract with J. F. Shea Construction, Inc. for Ellis Avenue Pump Station Construction, Contract No. 1-10B. (Book Page 12) ACTION ITEMS 15-61 5. Recommend to the Board of Directors to approve a Quitclaim Grant of Property Rights in _ Sewer Pipeline and Assignment of Accompanying Easement Rights from Orange County Sanitation District to the Costa Mesa Sanitary District, in the amount not to exceed $1,300,000, in a form approved by General Counsel. (Book Page 14) .. 6. Recommend to the Board of Directors to: a)Authorize the General Manager to issue a Request for Proposal for Design-Build Services to the three most qualified firms for Rehabilitation of Magnolia Trunk Sewer, Contract No. 3-58; and, b)Authorize the General Manager to negotiate a Design-Build Contract Agreement for said project with the Design-Build firm providing "best value," as defined by the Public Contract Code, to be awarded by the Board of Directors at a future meeting.(Book Page 17) INFORMATION ITEMS No items DEPARTMENT HEAD REPORTS CLOSED SESSION --.._.----.....__....................... ............---.__.., 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 t _of these subjects,the minutes will reflect all required_disclosures of information. -_..._.. ......... ........... ....... ........................ Book Page 2 Operations Committee September 2, 2009 Page 3 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, October 7, 2009, at 5:00 p.m. Book Page 3 Operations Committee September 2, 2009 Page 4 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 r 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 r 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 hems 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 Adioumment: 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. Notice to Committee Members: r 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. r Committee Chair Bill Dalton (714)741-5000 pamhand.garden-groye.org Committee Secretary: Lilia Kovac (714)593-7124 Ikovacoocsd.com General Manager Jim Ruth (714)593-7110 iruthOocsd.com ! r Assistant General Manager Bob Ghirelli (714)593-7400 rghirelli0ocsd.com Director of Technical Services Ed Torres (714)593-7080 etomes0ocsd.com Director of Engineering Jim Herberg (714)593-7300 iherbergaocsd.com Director of Operations&Mmnc. Nick Arhontes (714)593-7210 narhontesaocsd.com r r Book Page 4 r r MINUTES OF THE OPERATIONS COMMITTEE Engineering, Operations & Maintenance, and Technical Services r Orange County Sanitation District r July 1, 2009—5:00 p.m. A meeting of the Operations Committee of the Orange County Sanitation District was held on r July 1, 2009, at 5:00 p.m. in the Districts 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 r 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 r Harry Sidhu Tod Haynes Constance Underhill John Linder Don Webb Julian Sabri Larry Crandall, Board Vice Chair r Operations Directors Absent: Others: Troy Edgar Gino Rapagna, IPMC Doug Davert, Board Chair PUBLIC COMMENTS There were no public comments. r REPORT OF COMMITTEE CHAIR Committee Chair Dalton did not give a report. r REPORT OF GENERAL MANAGER The Assistant General Manager did not give a report. r CONSENT CALENDAR (1 -4) .N r Book Page 5 Minutes of the Operations Committee W July 1, 2009 Page 2 V 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 u 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 6W 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 i" 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, u b) Authorize a 10%annual unit price escalation contingency. ACTION ITEMS ( 5 ) 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 r 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-2009-408BD, 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 6,4 b) Approve an annual 3%escalation for future contract renewals. u Director Sidhu opposed. W Non-Consent There were no dams. 6a V Book Page 6 Minutes of the Operations Committee - July 1, 2009 Page 3 r INFORMATION ITEMS ,r There were no items. ,r DEPARTMENT HEAD REPORTS Director of Engineering, Jim Herberg, briefly reviewed the result of the SARI Line survey and r 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 r' 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 100, and OCSD will participate in the public workshop on ocean monitoring and discharge r permit application. Mr. Torres reported that the senate version of the Cap and Trade Energy bill does not include r, 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. r ADJOURNMENT r The Chair declared the meeting adjourned a15:45 p.m. The next Operations Committee meeting will be held on Wednesday, September 2, 2009, at 5:00 p.m. r Submitted by: Ellis Kovac ,r Committee Secretary X:WepBagendMOmmtions CommittWOperallons 20=0909M.070109 Opeatlons Minules.dmx r Book Page 7 OPERATIONS COMMITTEE Mrn9Date TDBd.MMr. 09/02/09 09/23log AGENDA REPORT awn Number ItemNumbe z Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: James D. Herberg, Director of Engineering Project Manager: Alberto Acevedo SUBJECT: REHABILITATION OF DISTRICT SIPHONS, CONTRACT NO. 2-68 GENERAL MANAGER'S RECOMMENDATIONS Approve a budget amendment in the amount of$137,518 for Rehabilitation of District Siphons, Contract No. 2-68, for a total budget of$8,141,518. SUMMARY • This action was previously requested and approved in April 2009, however due to complications with the preparation of the FY 2009-10 Budget Update, the project budget was subsequently approved with a lower amount in June 2009. The FY 2009-10 Budget Update was inaccurate since it did not include the April amendment. • Rehabilitation of District Siphons, Contract No. 2-68, is reconfiguring sewer siphons in many locations throughout the Sanitation District's service area. The project was increased to account for Consultant Amendments, Contractor Change Orders, and Sanitation District labor costs required to finish the construction work which required more effort than anticipated. PRIOR COMMITTEE/BOARD ACTIONS April 2009 —Approved of the budget amendment of$457,418 for a total budget amount of$8,141,518. September 2008 —Approved a budget increase of$128,100 for Rehabilitation of District Siphons, Contract No. 2-68, for a total budget amount of$7,684,100. -� May 2008 —Approved a budget increase of$128,100 for Rehabilitation of District Siphons, Contract No. 2-68, for a total budget of$7,854,100. Approved a contingency increase of$137,108 (3%) to the construction contract with Ken Thompson, Inc. for Rehabilitation of District Siphons, Contract No. 2-68, for a total contingency of$363,008 (8%). August 2007—Approved a contract with Ken Thompson, Inc. for the construction of Rehabilitation of District Siphons, Contract No. 2-68, for a total amount not to exceed _ $4,537,600. Approved a contingency of$226,900 (5%). Form Na.DMI022 fl it Y&Ve] Page 1 Book Page 8 ADDITIONAL INFORMATION This action complies with the authority levels in the Sanitation District's Delegation of _ Authority. This item has been budgeted (FY2009-20 Budget Update, Item 8, Page A-7) but the budget is insufficient. The budget increase will be funded from Sanitation District reserves. _ Award Date: NIA Contract Amount: NIA Contingency: NIA JH:WS:eh H:WeptlagendMOperalions Commidee\Operation 20BgtW0 M.2E8 BdgtA ndmtdmx Fa No.V 1022 Penma 167 Page 2 B mk Page 9 OPERATIONS COMMITTEE Meeting Date To ad.of M. 09/02/09 09/23/09 AGENDA REPORT Item Number iem Numhe 3 Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Alberto Acevedo SUBJECT: REHABILITATION OF WESTSIDE PUMP STATION, CONTRACT NO. 3-52 GENERAL MANAGER'S RECOMMENDATION 1. Approve a budget increase of$516,000 for Rehabilitation of Westside Pump Station, Contract No. 3-52, for a total budget amount of$11,025,000; and 2. Approve a contingency increase of$176,550 (3%)to the construction contract with Norm A. Olsson Construction, Inc., for Rehabilitation of Westside Pump Station, Contract No. 3-52, for a total contingency of$470,800 (13%). SUMMARY • This project will rehabilitate Westside Pump Station. The rehabilitation includes the design and construction of mechanical, electrical, instrumentation and controls, structural, landscape, and architectural improvements to bring the facility into compliance with Orange County Sanitation District (Sanitation District) Standards. • The project was awarded on June 25, 2008. Notice to Proceed was issued to the contractor on August 26, 2008. • There have been significant additional costs incurred on this project due to unknown subsurface differing site conditions and interferences. • The project has incurred roughly $175,000 of additional costs that corresponds to 60% of the previously approved contingency, or 2.97%of the total contract amount. • The project is 40% complete and in order to be able to cover any further unexpected field conditions or interferences, staff has determined that the contingency budget of 5% is inadequate and requests an additional contingency of$176,550 (3%) for a total project contingency of$470,800 (8%). • The existing project budget is not sufficient to cover the requested additional contingency, and additional time for inspection and technical support staff during the construction phase. Therefore, we are requesting a budget increase of$516,000 for a total budget of$11,025,000. Forth No,D4 102 2 pevivaa outsme Page 1 Book Page 10 PRIOR COMMITTEE/BOARD ACTIONS June, 2009 - Budget Update for FY 2009-10, budget amount for Rehabilitation of College Avenue Pump Station, Contract No. 747 is $10,509,000. June, 2008—Awarded a contract to Norm A. Olsson Construction, Inc., for the construction of the Rehabilitation of Westside Pump Station, Contract No. 3-52, for an amount not to exceed $5,885,000. _ ADDITIONAL INFORMATION This request for increase in the project contingency complies with authority levels of the Sanitation District's Delegation of Authority. This item has been budgeted (FY 2009-10 Budget Update: Item 11, Page A-7) but the budget is insufficient. The budget increases _ will be funded from Sanitation District's reserves. Award Date: 06126/08 Contract Amount: $ 6,885,000 Contingency: $294,250(5%) _ 09/23109 $176,550 (3%) $470,800(8%) JH:AA:eh H:WepitagendaQKrations Committee\Operations 2009W909W6.3-52 Contingency.dooz Form No.OW 1023 ammetl oen!u0B Page 2 Book Page I I OPERATIONS COMMITTEE Nleebng0ete ToBd.ofUr. 09,02,09 09/23/09 AGENDA REPORT Item Numbe Item Number 9 Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Steven Schock SUBJECT: ELLIS AVENUE PUMP STATION CONSTRUCTION, CONTRACT NO. 1-10B GENERAL MANAGER'S RECOMMENDATION Approve a reduction in retention to not less than 1%, or$282,715 of the value of remaining work for the Construction Contract with J. F. Shea Construction, Inc. for Ellis Avenue Pump Station Construction, Contract No. 1-1 OB. SUMMARY . This project constructed a new 50 mgd lift which has been dedicated as the Steve Anderson Lift Station. . Orange County Sanitation District (Sanitation District) has had beneficial use of the pump station since May 2009, and the work is 99% complete. The remaining work is being pursued by the Contractor in a diligent manner. . Current contract retention is $1,413,575, or 5% of the Construction Contract amount. . The Sanitation District will be issuing additional change order work as a result of design deficiencies and unexpected operating conditions. These issues will likely extend the contract for three or four months. . Since all the remaining contract work is minor and the new work will extend the contract period three to four months, staff has determined that a reduction in retention as described above is justifiable. PRIOR COMMITTEE/BOARD ACTIONS December 2006 -Awarded Ellis Avenue Pump Station Construction, Contract No. 1-106, to J.F. Shea Construction, Inc., for $27,717,245 and a 5% contingency. A notice to proceed was issued January 29, 2007. Fame No.DIN 102 2 x�,.a ovism Page 1 Book Page 12 ADDITIONAL INFORMATION This complies with authority levels of the Sanitation District's Delegation of Authority. This item has been budgeted. (Line item: Section 8, Page A-8, Item 37). Award Date: 12/20/06 Contract Amount: $27,717,245 Contingency: 5% JH:SS:eh:gc H:WepAageiWa\Operations Comm0lee\0 erations200910009107.1-10 Retention RW.docx Fo m No.G 102-2 FeweeavtSae Page 2 Book Page 13 — OPERATIONS COMMITTEE Meeting Date To8d MDb. 09/02/09 09/73/09 AGENDA REPORT Rem Number Item Numhe s Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Nick Arhontes, Director of Operations and Maintenance SUBJECT: AGREEMENT WITH COSTA MESA SANITARY DISTRICT TO TRANSFER SEWER PIPELINES AND ASSOCIATED EASEMENT RIGHTS GENERAL MANAGER'S RECOMMENDATION Approve a Quitclaim Grant of Property Rights in Sewer Pipeline and Assignment of Accompanying Easement Rights from Orange County Sanitation District to the Costa Mesa Sanitary District, in the amount not to exceed $1,300,000, in a form approved by General Counsel. SUMMARY This revised agreement now recommended by both parties can immediately transfer these six local sewers and alleviate any future obligations by OCSD. Assets consist of 57 manholes and 57 separate sewer pipeline segments between manholes comprising 15,842 linear feet of gravity sewer pipes from 8-inches to 18-inches in diameter. This revised transfer agreement frees up OCSD O&M, Engineering, and Finance staff to focus more on other areas of the regional sewer system. This $1,300,000 item has not been budgeted. The OCSD O&M and Finance Directors met in July and agreed that unspent funds in the FY 08/09 Operating Budget that would normally be moved to OCSD reserves is an appropriate revenue source. This approach is desired instead of re-budgeting this need in FY 09/10, future years, and those effects on current and future programs. PRIOR COMMITTEE/BOARD ACTIONS November 19, 2008 —Approved an agreement with Costa Mesa Sanitary District (CMSD) transferring ownership and associated easement rights for six local sewers within the CMSD service area boundaries, in a form approved by General Counsel. ADDITIONAL INFORMATION OCSD currently collects no local sewer service revenue stream for provision of these services. Current funding is provided only thru the annual regional sewer user fees. Form No.DW 102 2 0. IWOWOIW Page 1 Book Page 14 After the transfer is completed, CMSD would be able to charge any future residential, commercial owner, or developers requesting a connection permit from CMSD, the applicable CMSD sewer connection permit fees in existence at that time. In addition, since OCSD will continue to be the regional sewer collection agency, any and all applicable OCSD Capital Facilities Capacity Charges would still apply and OCSD will be entitled to continue collecting those fees as future development within the CMSD service area occurs. In September 2008 CMSD staff sent a report to OCSD identifying 39 pipeline defects or items of concern as a part of their due diligence process. The sewers in the transfer areas were constructed by OCSD in 1966 thru 1985 depending on the particular area. Transfer area 6 was originally built by US Government in the early 1940s as a part of the Santa Ana Army Air Base facilities and transferred to OCSD thereafter. The original transfer agreement developed in November 2008 allowed OCSD up to five years after the date of transfer to fix or repair the identified sewer pipeline defects. — These needed repairs would bring the sewers back to a good but not excellent condition. The methods and costs for these engineered repairs needed to be estimated. In February 2009, an OCSD cost estimator issued a rough Cost Estimate for the cost of repairs based upon the 39 pipeline defects or items of concern using cost information obtained from contractors who are currently doing similar repairs in the industry. Those estimated costs by transfer area are shown below: Transfer Area No. 1 $170,964.74 Transfer Area No. 2 $267,345.01 Transfer Area No. 3 $108,965.86 Transfer Area No. 4 $304,332.71 Transfer Area No. 5 $169,542.08 Transfer Area No. 6 $ 54,526.99 Total: $1,075,677.3 Range of Probable Costs: $1 Million - $1.3 Million The above cost estimates to complete the needed repairs do not include OCSD staff and management time and consultants to plan, specify, bid and oversee the work to OCSD standards on a multi-year approach. In July 2009, the CMSD Board of Directors authorized acceptance of a revised local sewer transfer agreement with OCSD with the provision that OCSD provide a payment of$1.3 Million to CMSD thus immediately eliminating OCSD's future obligations. OCSD staff recommends this approach. If OCSD were to remain as the owner, these repairs would still need to be made. This transfer also alleviates an OCSD need to establish a local sewer service fee for long-term asset management purposes. ATTACHMENTS ExhibitA- Transfer Area Form No.owtoes Ren 0=1107 Page 2 Book Page 15 Santa Ana r SunflowerTrunk -re.. - • - Transfer Area 5 Transfer Area 3 0 .,� lvs"ry • �' _ Transfer Area �. Ye. R Transfer Areal 9 -y---- _ —• - I Transfer Area 1 • Gisler-Red RRIlltlerRetllor _-._�___:... - _'__.—• ._. r"`=+---^'- _ Costa Mesa Baker-6lslerinlercetllar -- --'•� -•----------. . Coe ' � .. , ..r f'.:. r: - t Tr0 ansfer Areae 6 r -%p -/ Orange County Sanitation District/Costa Mesa Sanitary District Sewer Transfer ror.r rmmr Exhibit `CITr/J O uao.n.,.r..e croso.r„�,m,o° Transfer Area O aco-xw.ww ocso.Rmm^.a aced _. ocso Pre"reE By;A.Nature cM c><arc.c,<may i. Date October 2W8 : s.^ape 1201 r, o 120o Feet Rev ^^=o ^^roeI CMSD Sewer Transfers Mar Zena_41..d OPERATIONS COMMITTEE M-fingDale To Bd.ofDh. 09/02/09 09/23/09 AGENDA REPORT Iem Numbe Item Numbe 6 Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Alberto Acevedo SUBJECT: REHABILITATION OF MAGNOLIA TRUNK SEWER, CONTRACT NO. 3-58 GENERAL MANAGER'S RECOMMENDATION 1. Authorize the General Manager to issue a Request for Proposal for Design-Build Services to the three most qualified firms; and, 2. Authorize the General Manager to negotiate a Design-Build Contract Agreement for Rehabilitation of Magnolia Trunk Sewer, Contract No. 3-58 with the Design-Build firm providing "best value", as defined by the Public Contract Code, for award by the Board at a future Board meeting. SUMMARY This project will completely rehabilitate the lower reaches of the Magnolia Trunk Sewer, consisting of approximately five miles of 48-inch and 78-inch diameter PVC- lined reinforced concrete pipe including 30 manholes and a 36-inch diameter siphon facility. This work is estimated to cost between $14 million and $20 million, depending on the technology used. Pursuant to Public Contract Code § 20785, the Orange County Sanitation District (Sanitation District) is authorized to issue a Design-Build contract as a project delivery method. • AECOM (Earth Tech, Inc) has prepared Design-Build contract documents and is supporting Sanitation District staff to procure these services. AECOM will act as the Owner's Representative during the procurement and construction phases of the project. Staff issued a Request for Qualifications for the Design Build Services. Statements of Qualifications (SOQs) were received from seven firms. Staff evaluated the SOQs using a standardized scoring methodology to select the three most qualified teams to receive Requests for Proposal. The teams selected were those considered to be most likely to provide "best value", as defined by the Public Contract Code. Form No.M-102 AgenW Report-Board Rana tl 121MIN Page 1 Book Page 17 Staff will evaluate submitted proposals and negotiate as necessary in good faith, using pre-established rules and procedures, to determine the "best value' selection. The recommendation will be presented to the Board of Directors for action in January 2010. PRIOR COMMITTEE/BOARD ACTIONS January 2008 —Approved Amendment No.1 to the Professional Services Agreement with Earth Tech, Inc. for additional engineering services for the preparation of Design Build Documentation for an additional amount of$1,022,083 increasing the total contract amount not to exceed $1,721,179. November 2007—Authorized staff to commence negotiations with Earth Tech, Inc. to provide additional engineering services for the preparation of Design Build Documentation for the Rehabilitation of the Magnolia Trunk Sewer, Contract No. 3-58. March 2006 —Approved Professional Services Agreement with Earth Tech, Inc. to prepare a Pipeline Condition Assessment Report for an amount not to exceed $699,096. California Environmental Quality Act(CEQA): This project was included in the collection system Programmatic Environmental Impact Report (PEIR). However, the consultant AECOM (Earth Tech, Inc.) is completing a supplemental CEQA review to determine if additional documentation and public reviews are necessary prior to construction. ADDITIONAL INFORMATION This item has been budgeted. (FY 2009-10 Budget Update: Item No. 13, Page A-7). Project funds will be used for this request. Award Date: NIA Contract Amount: NIA Contingency %: NIA — JH:AA:aln:eh:gc H:1Geptegenda%Operalion5 Committee\Operatbns 20 9%0909M.b58 RFP Design BIG Gwz Form No.M-102 AgeMa Re -Board — ReAz 12/Oei00 Page 2 Book Page 18 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