HomeMy WebLinkAbout02-03-2010 Operations Committee Agenda Packet
AGENDA
REGULAR MEETING OF THE
OPERATIONS COMMITTEE
Engineering, Operations & Maintenance, and Technical Services
ORANGE COUNTY SANITATION DISTRICT
February 3, 2010 – 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. Approve the minutes of the December 1, 2009 Operations Committee meeting.
2. Recommend to the Board of Directors to approve a budget increase of $45,000 for the
2009 Facilities Master Plan, Project No. J-102, for a total project budget of $4,565,000.
3. Recommend to the Board of Directors to: a) Authorize staff to enter into negotiations with M. J. Schiff & Associates, Inc. for construction support services for the Interplant
Gas Line Rehabilitation, Job No. J-106; and
b) Approve a budget increase of $751,734 for the Interplant Gas Line Rehabilitation, Job No. J-106, for a total budget of $4,503,734.
Operations Committee February 3, 2010
Page 2
4. Recommend to the Board of Directors to approve a contingency increase of $71,884
(2%) to the design contract with Brown & Caldwell for Plant No. 2 Primary Sludge Feed System, Job. No. P2-91, for a total contingency of $125,884 (3.5%).
DEPARTMENT HEAD REPORTS
· Odor and Corrosion Control
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 of these subjects, the minutes will reflect all required disclosures of information.
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,
March 3, 2010, at 5:00 p.m.
Operations Committee February 3, 2010
Page 3
Notice to Committee Members:
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 Troy Edgar (562) 431-3538 Troy@troyedgar.com
Committee Secretary: Lilia Kovac (714) 593-7124 lkovac@ocsd.com General Manager Jim Ruth (714) 593-7110 jruth@ocsd.com
Assistant General Manager Bob Ghirelli (714) 593-7400 rghirelli@ocsd.com Director of Technical Services Ed Torres (714) 593-7080 etorres@ocsd.com
Director of Engineering Jim Herberg (714) 593-7300 jherberg@ocsd.com Director of Operations & Mntnc. Nick Arhontes (714) 593-7210 narhontes@ocsd.com
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 Adjournment: 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.
Form No. DW-102.2 Agenda Report – Board Revised: 09/01/2009 Page 1
OPERATIONS COMMITTEE Meeting Date
02/03/10
To Bd. of Dir.
02/24/10
AGENDA REPORT Item Number
2
Item Number
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Jim Herberg, Director of Engineering
Project Manager: Gary Conklin
GENERAL MANAGER'S RECOMMENDATION
Approve a budget increase of $45,000 for the 2009 Facilities Master Plan, Project
No. J-102, for a total project budget of $4,565,000.
SUMMARY
· Per Ordinance OCSD-36, the Capital Facilities Connection Charges (connection
fees) are to be updated with the adoption of a new Facilities Master Plan.
· The 2009 Facilities Master Plan was adopted on December 16, 2009, and a rate
study is needed to establish the new connection fees.
· The requested budget increase will fund the rate study.
PRIOR COMMITTEE/BOARD ACTIONS
The Facilities Master Plan was adopted by the Board of Directors (Board) on December
16, 2009 following a December 2, 2009 presentation to the Operations Committee. As an action item, the Board directed staff to complete a rate study on the sewer connection fees.
ADDITIONAL INFORMATION
Two readings of the new ordinance are required prior to implementing the new connection fees. In order to have the new charges in place as of July 1, 2010, the rate
study will need to be started promptly.
CEQA N/A
Form No. DW-102.2 Agenda Report – Board Revised: 09/01/2009 Page 2
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This Capital Improvement Project complies with the authority levels of the Sanitation District’s Delegation of Authority. This item has been budgeted, but there are insufficient funds (Line item: Page 13, Item 99). Funds for the proposed budget
increase will be offset by unspent funds from other CIP projects.
Date of Approval Contract Amount Contingency
N/A N/A N/A
GC:sa
H:\dept\agenda\Operations Committee\Operations 2010\05.J-102 Facilities Master Plan.docx
Form No. DW-102.2 Agenda Report – Board Revised: 09/01/2009 Page 1
OPERATIONS COMMITTEE Meeting Date 02/03/10 To Bd. of Dir. 02/24/10
AGENDA REPORT Item Number
3
Item Number
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: James D. Herberg, Director of Engineering
Project Manager: Wendy T. Sevenandt
GENERAL MANAGER'S RECOMMENDATION
1. Authorize staff to enter into negotiations with M.J. Schiff & Associates, Inc. for
construction support services for the Interplant Gas Line Rehabilitation, Job No. J-106; and
2. Approve a budget increase of $751,734 for the Interplant Gas Line Rehabilitation,
Job No. J-106, for a total budget of $4,503,734.
SUMMARY
· The Orange County Sanitation District (Sanitation District) owns a pipeline used to transfer digester gas for power generation between the two plants that falls under the jurisdiction of the Department of Transportation Pipeline and Hazardous
Materials Administration (PHMSA) Safety regulations.
· The line was taken out of service in 2006 due to noncompliance with PHMSA regulations. The pipeline needs to be brought back into service as a PHMSA
regulated pipeline to maximize the use of digester gas for energy production.
· M.J. Schiff & Associates, Inc. satisfactorily prepared the design for Interplant Gas Line Rehabilitation, Job No. J-106, and is uniquely qualified to provide support
services during construction, commissioning, and closeout phases of this project.
Staff is requesting permission to negotiate with M.J. Schiff & Associates, Inc. for
construction support services.
· A revised project cost of $4,503,734 is based on a current construction estimate for
slip lining, current values for staff and support costs, and a 10% project contingency
on the estimated construction cost of $2,610,000.
· This project provides a cost and regulatory benefit by improving energy use of
available digester gas as well as reducing air quality regulatory compliance issues
resulting from flared excess digester gas emissions.
Form No. DW-102.2 Agenda Report – Board Revised: 09/01/2009 Page 2
PRIOR COMMITTEE/BOARD ACTIONS
February, 2006 – Approved Amendment No. 1 to Professional Services Agreement (PSA) with M.J. Schiff & Associates and budget increase.
May, 2005 - Approved Professional Services Agreement with M.J. Schiff & Associates.
ADDITIONAL INFORMATION
In February 2006, an amendment was approved for M.J. Schiff & Associates, Inc. to
complete the final design and provide bid and construction support services. Later in
2006, the project was placed on hold to evaluate the pipeline’s effect on power
production to verify project need. As presented to the Board in 2006, the contract amendment included bidding services and construction support services in the amount
of $77,747. Of this amount, $71,788 has been reallocated to the design effort. The
reallocation was necessary to accommodate the restart of the project, incorporate new
standards, show new utilities and new structures on the plans, update the plans with
new aerial photos, and perform due diligence towards affected agencies. The design services contract still includes bidding services.
Based on a current estimate of the construction costs, there is insufficient budget. This
is mainly due to cost escalation from the project being placed on hold, and new
information now that the design is more complete. A portion of the construction cost difference is offset by a reduction in staff and support costs for the project.
CEQA
Notice of Exemption was filed on January 19, 2006.
BUDGET / DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District’s Delegation of
Authority. This item has been budgeted but has insufficient funds to complete construction. (Line item: FY 9/10 Update, Item 67, Page A-10). Additional funds in the
amount of $751,734 are required to complete the project construction and will be offset
by savings from other CIP projects.
Date of Approval Contract Amount Contingency
N/A N/A N/A
JH:MD:eh:gc
H:\dept\agenda\Operations Committee\Operations 2010\06.J-106 Auth to neg PCSA.docx
Form No. DW-102.2 Agenda Report – Board Revised: 09/01/2009 Page 1
OPERATIONS COMMITTEE Meeting Date 02/03/10 To Bd. of Dir. 02/24/10
AGENDA REPORT Item Number
4
Item Number
Orange County Sanitation District
FROM: James D. Ruth, General Manager
Originator: Jim Herberg, Director of Engineering
CIP Project Manager: Steven Schock
GENERAL MANAGER'S RECOMMENDATION
Approve a contingency increase of $71,884 (2.0%) to the Professional Services
Agreement with Brown & Caldwell for construction support services for Plant No. 2
Primary Sludge Feed System, Job. No. P2-91, for a total contingency of $125,884 (3.5%).
SUMMARY
· This project constructs a new primary sludge feed system. The major components are two 30,000 gallon sludge blending tanks, six primary sludge feed pumps, three
sludge mixing pumps and 8-inch glass lined ductile iron pipe.
· During the rehabilitation work while preserving ongoing operations, there has been more time expended than anticipated for resolving field conflicts and answering
contactor’s Requests for Information (RFI’s).
· Additional construction support services are required to complete the project. This work will include more time to support for submittal review, RFI review, change
order review and site visits.
· The development and preparation of the Operations and Maintenance (O&M) manuals is greater than expected. The scope for this work has been changed to
provide electronic O&M manuals to comply with the new Sanitation District
Electronic Operations & Maintenance Manual (EOMM) project standard instead of
the traditional hard-copy manual.
· These additional construction support services shall be authorized only as
requested and managed by the Sanitation District’s Project Manager.
PRIOR COMMITTEE/BOARD ACTIONS
May, 2007 – Approved Amendment No. 3 to the Professional Services Agreement with
Brown and Caldwell for construction support services for $577,687 increasing the total
amount not to exceed $3,596,697. Approved a 1.5% (54,000) contingency for
amendments.
Form No. DW-102.2 Agenda Report – Board Revised: 09/01/2009 Page 2
December, 2006 – Approved Amendment No. 2 to the PSA with Brown and Caldwell for
$28,644, increasing the total amount not to exceed $3,019,010.
March, 2006 – Approved Amendment No. 1 to the PSA with Brown and Caldwell for $312,816, increasing the total amount not to exceed $2,990,366.
September, 2004 – Approved Job No. P2-91 PSA with Brown and Caldwell for
engineering services for an amount not to exceed $2,677,550. ADDITIONAL INFORMATION
None
CEQA
This project was included in the Secondary Treatment and Plant Improvement Projects
Subsequent Environmental Impact Report (SEIR) to the 1999 Strategic Plan Program EIR prepared by Environmental Science Associates and certified on May 25, 2005. A
Notice of Determination was filed on May 26, 2005.
BUDGET / DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District’s Delegation of
Authority. This item has been budgeted. (Line item: FY 09/10 Update, Item 56,
Page 4-9).
Date of Approval Contract Amount Contingency
05/23/07 $3,596,697 $ 54,000 (1.5%)
02/24/10 $ 71,884 (2.0%) $125,884 (3.5%)
JH:SS:eh:gc
H:\dept\agenda\Operations Committee\Operations 2010\07.P2-91 AR Contingency Inc.docx