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02/02/11 Operations Committee Agenda Page 1 of 3
Orange County Sanitation District
Regular Meeting of the
Operations Committee
Engineering, Operations &
Maintenance, and Facilities Support
Services
Wednesday, February 2, 2011
5:00 P.M.
Administration Building
Board Room
10844 Ellis Avenue
Fountain Valley, CA
(714) 593-7130
AGENDA
PLEDGE OF ALLEGIANCE:
DECLARATION OF QUORUM:
PUBLIC COMMENTS: If you wish to speak, please complete a Speaker’s Form and give it to the Clerk
of the Board. Speakers are requested to limit comments to three minutes.
REPORTS: The Committee Chair and the General Manager may present verbal reports on miscellaneous
matters of general interest to the Committee Members. These reports are for information only and require no
action by the Committee.
CONSENT CALENDAR:
1. Approve Minutes of December 1, 2010, Operations Committee meeting.
2. Recommend to the Board of Directors to:
A. Approve a Service Agreement with Synagro West LLC., the lowest responsive and
responsible bidder, for Digester Cleaning and Disposal, Specification No.
S-2010-467, for period March 1, 2011 through June 30, 2011 for an amount not to
exceed $451,653.52;
B. Approve a contingency of $22,583 (5%);
C. Approve four one-year renewal options beginning July 1, 2011 through June 30,
2012 for a total annual amount not to exceed $1,354,960.54; and,
D. Approve an annual cost escalator of 5% of the renewal base contract of
$1,354,960.54, plus an annual contingency of 5%.
02/02/11 Operations Committee Agenda Page 2 of 3
CONSENT CALENDAR: (cont’d)
3. Recommend to the Board of Directors to:
Approve a budget increase of $733,000 for Temporary Upgrades to Plant Security
Barriers, Job No. J-108, for a total budget of $3,118,000.
4. Recommend to the Board of Directors to:
A. Authorize the General Manager to competitively bid and subsequently award a
service agreement to the lowest responsive and responsible bidder, for the
rehabilitation of Plant No. 1, Sunflower Pump No. 2 Auger and Trough Rehab, Project No. FR10-004, for an amount not to exceed $945,000; and
B. Approve a contingency of $175,000 (19%).
5. Recommend to the Board of Directors to: Approve a contingency increase of $335,320 (4%) to the construction contract with
Kiewit/Mass, a Joint Venture, for Replacement of the Rocky Point Pump Station,
Contract No. 5-50, for a total contingency of $838,300 (10%).
6. Recommend to the Board of Directors to:
A. Approve a Professional Design Services Agreement with AECOM for Digester Ferric
Chloride System Rehabilitation, Project No. P2-105, providing for engineering
design services for an amount not to exceed $478,548; and B. Approve a contingency of $47,855 (10%)
7. Recommend to the Board of Directors to:
Establish a budget for Fall Protection Improvements at Plant Nos. 1 and 2, Project No. J-123, in the amount of $2,974,000.
DEPARTMENT HEAD REPORTS:
· SARI Line Repairs, Operational, and Relocation Update
· Secondary Treatment and Headworks Update
ADJOURNMENT:
The next Operations Committee meeting is scheduled for Wednesday, March 2, 2011, at
5:00 p.m.
02/02/11 Operations Committee Agenda Page 3 of 3
Accommodations for the Disabled: Meeting Rooms are 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.
Agenda Posting: In accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted outside the main gate of the Sanitation District’s Administration Building located at 10844 Ellis Avenue, Fountain Valley, California, 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 the Board of Directors, are available for public inspection in the office of the Clerk of the Board.
NOTICE TO DIRECTORS: To place items on the agenda for the Committee Meeting, items must be submitted to the Clerk of the Board 14 days before the meeting. Clerk of the Board, Donna Terrones
(714) 593-7130 dterrones@ocsd.com
DW-102 Board AR, Rev 10/04/10 Page 1 of 2
OPERATIONS COMMITTEE Meeting Date 02/02/11 To Bd. of Dir. 02/23/11
AGENDA REPORT Item Number 2 Item Number
Orange County Sanitation District FROM: James D. Ruth, General Manager
Originator: Ed Torres, Director of Operations and Maintenance
SUBJECT: DIGESTER CLEANING AND DISPOSAL CONTRACT
GENERAL MANAGER'S RECOMMENDATION
A. Approve a Service Agreement with Synagro West LLC., the lowest responsive
and responsible bidder, for Digester Cleaning and Disposal, Specification No.
S-2010-467, for period March 1, 2011 through June 30, 2011 for an amount not
to exceed $451,653.52; and
B. Approve a contingency of $22,583 (5%); and
C. Approve four one-year renewal options beginning July 1, 2011 through June 30, 2012 for a total annual amount not to exceed $1,354,960.54; and
D. Approve an annual cost escalator of 5% of the renewal base contract of
$1,354,960.54, plus an annual Contingency of 5%.
SUMMARY
The Sanitation District currently performs routine digester cleaning on a five-year cycle.
This is done to remove materials that build up over time and limits process capacity as
well as to assess the structural and mechanical conditions.
The previous digester cleaning contract expired October 2010, approving the
recommendations will allow O&M to maintain its current goal of completing three
digester cleanings per year, and align the future annual cleaning cycles with the fiscal
year.
PRIOR COMMITTEE/BOARD ACTIONS
September 2008: The Board of Directors approved Change Order No. 1 to the
Purchase Order Contract (P.O. No.102964OA) issued to Walker Centrifuge Services, LLC, for Digester Cleaning and Debris Disposal, Specification No. S-2007-343,
authorizing an addition of $1,885,001, increasing the total contract to an amount not to
exceed $2,981,100 per year and for all subsequent authorized renewal periods; and,
approved an annual contingency of $298,100 (10%).
DW-102 Board AR, Rev 10/04/10 Page 2 of 2
ADDITIONAL INFORMATION
This Contract was competitively bid with 29 perspective bidders with four bid packages being received by the District. The companies that bid (and the bid amounts based on
three digesters being cleaned) is listed below. Staff recommends Synagro West LLC be
awarded the Digester Cleaning and Disposal Contract as the lowest responsible and
responsible bidder.
Bidder Total Cost
Synagro West, LLC $1,354,960.54
American Process Group $1,386,776.10
Ancon Marine $1,621,582.74
Bio-Nomic Services Inc. $1,826,900.00
The cleaning and disposal price is a set cost per 10,000 gallons of material removed
and disposed of as well as equipment mobilization and demobilization. The average
cost per digester cleaning has been $450,000.
CEQA
N/A
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE This request complies with authority levels of the Sanitation District’s Delegation of
Authority. This item has been budgeted in Division 850 operating budget line item
53030.
Date of Approval Contract Amount Contingency
02/23/11 $1,354,960.54 $67,748 (5%)
DW-102 Board AR, Rev 10/04/10 Page 1 of 2
OPERATIONS COMMITTEE Meeting Date 02/02/11 To Bd. of Dir. 02/23/11
AGENDA REPORT Item Number 3 Item Number
Orange County Sanitation District FROM: James D. Ruth, General Manager
Originator: Jim Herberg, Director of Engineering Project Manager: Victoria Pilko
SUBJECT: Temporary Upgrades to Plant Security Barriers, Job No. J-108
GENERAL MANAGER'S RECOMMENDATION
Approve a budget increase of $733,000 for Temporary Upgrades to Plant Security
Barriers, Job No. J-108, for a total budget of $3,118,000.
SUMMARY
This project provides a new 1,300-foot long, 8-foot tall masonry block wall along the
north perimeter of Reclamation Plant No. 1, and other appurtenances including
improved signage, landscaping, lighting, and electronic security systems. Phase 1 of this project was completed on November 15, 2010. Phase 2, which includes site
landscaping, construction of the monuments, signage installation, and electronic
security improvements is planned to restart in early 2011.
There have been significant additional administration, inspection, and engineering costs
incurred on this project due to unknown subsurface differing site conditions, requiring relocation of unknown utilities and footing design changes due to soil conditions. This
requested budget increase is to cover these costs and estimated future staff costs to
complete the work. This item does not change the construction contract amount.
PRIOR COMMITTEE/BOARD ACTIONS
June, 2010 – Approved contingency increase of $115,530 (12%) to the construction
contract with LH Engineering Company, Inc. for Temporary Upgrades to Plant Security
Barriers, Job No. J-108, for a total contingency of $259,943 (27%).
December, 2009 - Awarded a Professional Consultant Services Agreement with RBF
Consulting to provide construction support services for Temporary Upgrades to Plant
Security Barriers, Job No. J-108, for an amount not to exceed $105,301; and approved
contingency of $10,530 (10%).
December, 2009 – Awarded a contract to LH Engineering Company, Inc., for the
construction of the Temporary Upgrades to Plant Security Barriers, Job No. J-108, for
an amount not to exceed $962,751, and approved contingency of $144,413 (15%).
DW-102 Board AR, Rev 10/04/10 Page 2 of 2
ADDITIONAL INFORMATION
The project was awarded to LH Engineering Company, Inc. on December 16, 2009.
Notice to Proceed was issued to the Contractor on January 26, 2010.
The budget was originally estimated utilizing minimal staffing due to the relative simplicity of the project. Unfortunately there have been complications during construction that were unforeseen and have required additional resources. There has
been significant additional staff costs incurred on this project due to unknown
subsurface differing site conditions requiring relocation of unknown utilities, additional
utility crossings and footing design changes due to soil conditions. This work required extensive coordination with the O&M Department and District construction inspectors. The changes have also increased the effort of Engineering staff to respond to contract
changes and contractor claims.
The budget increase does not include additional costs for contractor claims. A claim
was received on November 16, 2010 and is currently being evaluated for merit. If there are verified costs that exceed available contract contingency, they will be assessed in the future.
CEQA
This project was determined to be categorically exempt in accordance with Section 15301 (b). A Notice of Exemption was filed on August 24, 2007.
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District’s Delegation of Authority. This item requests a budget increase to complete the project. No changes to any individual contracts are being requested at this time. Funds for this request will
be offset from reductions on other projects within the CIP budget (FY 2010-11 Section
8, Page 99). This item does not increase the construction contract authorization or
contract amount.
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OPERATIONS COMMITTEE Meeting Date 02/02/11 To Bd. of Dir. 02/23/10
AGENDA REPORT Item Number 4 Item Number
Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Ed Torres, Director of Operations & Maintenance
SUBJECT: REHABILITATION OF PLANT NO. 1 SUNFLOWER PUMP NO. 2
GENERAL MANAGER'S RECOMMENDATION
A. Authorize the General Manager to competitively bid and subsequently award a
service agreement to the lowest responsive and responsible bidder, for the
rehabilitation of Plant No. 1, Sunflower Pump No. 2 Auger and Trough Rehab, Project No. FR10-004, for an amount not to exceed $945,000; and
B. Approve a contingency of $175,000 (19%).
SUMMARY The Sanitation District operates the Sunflower Pump Station to bring wastewater into
Plant No. 1. The station consists of two pumps that are over 20 years old and have
never been rehabilitated.
In June 2010, the Board of Directors authorized the General Manager to bid and award a service agreement to perform major repairs to both pumps at the Sunflower Pump
Station (FE08-14R). The second pump was removed from the scope of the contract
that after discovering damage to the first pump was significantly more extensive than
originally anticipated. Rather than pay for change order work on the second pump, staff elected to address the rehabilitation of Pump No. 2 at a later date when the full extent of repair costs for Pump #1 were understood.
Staff has estimated construction costs for the second pump to be $945,000. Staff is
also requesting a contingency amount of $175,000 (19%). This higher contingency is being requested because the pump is located in a very corrosive environment and there are likely unknown conditions that will be discovered when the pump is removed.
PRIOR COMMITTEE/BOARD ACTIONS October 2010: The Board of Directors ratified the General Manager’s purchasing
authority, increasing the Plant No. 1 Sunflower Pump Station Rehabilitation project
contingency amount by $40,000 for emergency repairs to Sunflower Pump No. 1 and
approved an additional contingency of $40,000 for a total contingency amount of $205,000 (33%).
Page 2 of 2
June 2010: Authorized the General Manager to competitively bid and subsequently award a service agreement to the lowest responsible and responsive bidder, for P1
Sunflower Pump Station Rehabilitation project Job No. FE08-14R for $625,000 and a
contingency of $125,000 (20%).
ADDITIONAL INFORMATION A new scope of work for the second pump has been established and is based upon the
work recently completed on the Sunflower Pump No. 1. Project specifications and
equipment drawings are being developed and will be used for competitive bidding.
Staff is requesting authority to bid and award the contract under this one Board action to reduce the overall repair schedule in order to avoid entering into the 2011 rainy season
with only one Sunflower Pump available for service.
CEQA N/A
BUDGET / DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District’s Delegation of Authority. This item has been budgeted. (FY2010-11 Budget Line item: SP-34, Section 8, Page 113). Total project budget is $11.7M of which $8.5M remains.
Date of Approval Contract Amount Contingency
02/23/11 $945,000 $175,000 (19%)
Page 1 of 2
OPERATIONS COMMITTEE Meeting Date 02/02/11 To Bd. of Dir. 02/23/11
AGENDA REPORT Item Number 5 Item Number
Orange County Sanitation District FROM: James D. Ruth, General Manager
Originator: Jim Herberg, Director of Engineering Project Manager: Martin Dix
SUBJECT: Replacement of the Rocky Point Pump Station, Contract No. 5-50
GENERAL MANAGER'S RECOMMENDATION
Approve a contingency increase of $335,320 (4%) to the construction contract with
Kiewit/Mass, a Joint Venture, for Replacement of the Rocky Point Pump Station,
Contract No. 5-50, for a total contingency of $838,300 (10%).
SUMMARY
The purpose of this project is to replace the existing 70-year old Rocky Point Pump
Station with a new pump station that meets national and state codes, utilizing the current Orange County Sanitation District (Sanitation District) Design Guidelines. The project will include a new pump station and all appurtenances located on property
acquired from the International Bay Clubs, Inc. by the Sanitation District.
The highest risk portion of the work is constructing new gravity sewers and force mains in West Coast Highway, a roadway heavily congested with traffic and underground utilities. This highway work is currently underway and changes to the design must be
made to accommodate existing undisclosed underground utilities. These construction
changes, together with a differing site condition claim made during the shoring of the
pump station, have the potential to exceed the authorized construction contingency. To cover any further unexpected field conditions or interferences, staff has determined
that the contingency budget of 6% is inadequate and requests an additional contingency
of $335,320 (4%), for a total project contingency of $838,300 (10%).
PRIOR COMMITTEE/BOARD ACTIONS
August 2009 – Awarded a construction contract to Kiewit/Mass, a Joint Venture for
Replacement of the Rocky Point Pump Station, Contract No. 5-50, for a total amount
not to exceed $8,383,000; and, approve a contingency of $502,980 (6%).
Page 2 of 2
ADDITIONAL INFORMATION
During the shoring of the pump station, soils four times more dense were encountered
resulting in more time and cost than originally planned. According to the Contractor’s
request for change, the installation of the shoring at the Rocky Point Pump Station was estimated to take 10 days. The actual installation took longer and as a result, the Contractor submitted a total cost claim of $321,992 for the additional shoring effort.
Sanitation District staff is currently reviewing the merit of the Contractor’s claim and has
yet to make a determination.
CEQA
The Final Environmental Impact Report (EIR) for the Replacement of Rocky Point Pump
Station, Contract No. 5-50, was certified by the Sanitation District’s Board of Directors on August 25, 2004. The Notice of Determination was filed with the State Clearinghouse on August 27, 2004.
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
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 (Line Item
05-50: Section 8, Page 24) and the budget is sufficient for the recommended action.
Date of Approval Contract Amount Contingency
08/26/09 $8,383,000 $502,980 (6%)
02/23/11 $335,320 (4%) Total Contingency $838,300 (10%)
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DW-102 Board AR, Rev 10/04/10 Page 1 of 3
OPERATIONS COMMITTEE Meeting Date 02/02/11 To Bd. of Dir. 02/23/11
AGENDA REPORT Item Number 6 Item Number
Orange County Sanitation District FROM: James D. Ruth, General Manager
Originator: Jim Herberg, Director of Engineering Project Manager: Umesh Murthy
SUBJECT: DIGESTER FERRIC CHLORIDE SYSTEM REHABILITATION, PROJECT
NO. P2-105
GENERAL MANAGER'S RECOMMENDATION
A. Approve a Professional Design Services Agreement with AECOM for Digester Ferric
Chloride System Rehabilitation, Project No. P2-105, providing for engineering design services for an amount not to exceed $478,548; and
B. Approve a contingency of $47,855 (10%).
SUMMARY
The Professional Design Services Agreement includes preparation of a technical memo
to identify alternatives and engineering design to replace the existing ferric chloride
storage and distribution facility.
A Request for Proposal was sent to five firms and three proposals were received.
Based on the overall qualifications and expertise, staff recommends awarding a
Professional Design Services Agreement to AECOM for a total fee not to exceed
$478,548.
PRIOR COMMITTEE/BOARD ACTIONS
None ADDITIONAL INFORMATION
Digester Ferric Chloride System Rehabilitation, Project No. P2-105, will rehabilitate or
replace the existing ferric chloride station and associated pipelines at Plant No. 2. The
project also includes upgrades to the instrumentation and control systems that are currently operated manually.
Staff Evaluation of Proposals:
A Request for Proposal was sent to five engineering firms and three proposals were
received by the Orange County Sanitation District (Sanitation District). A panel
consisting of five members of the Sanitation District’s staff reviewed and ranked each of
DW-102 Board AR, Rev 10/04/10 Page 2 of 3
ADDITIONAL INFORMATION (cont’d)
the proposals in accordance with Resolution No. OCSD 07-04, Section 5.07. The
proposals were evaluated in the following five categories: project approach and
understanding of the scope of work, plan for managing and performing the work, staff qualifications, related project experience, team organization and use of subconsultants, and project schedule. Staff also conducted interviews with two of the top ranked firms
to meet the key team members and further explore the firm’s proposal. AECOM was
the top ranked team.
All proposals were accompanied by a sealed fee proposal estimate. The fee proposal estimates were not opened until the proposals were evaluated and a firm was selected
in accordance with Resolution No. OCSD 07-04, Section 5.07. Staff recommends
awarding the design contract to AECOM.
TABLE 1
PROPOSAL EVALUATION
Consultant Evaluator
AECOM Carollo Engineers Brown and Caldwell
Reviewer A 81% 60% 59%
Reviewer B 85% 80% 81%
Reviewer C 79% 84% 69%
Reviewer D 80% 95% 67%
Reviewer E 90% 76% 58%
Overall Score 83% 79% 67%
Ranking 1 2 3
Proposal Fee $489,948 $496,165 $498,934
Negotiated Proposed Fee $478,548*
*NOTE:
The Sanitation District staff met with AECOM to clarify the requirements of the scope of
work and negotiate the final proposal fee. During the negotiations, fees for different
tasks were discussed, reallocated, and the total fees reduced by $11,400.
CEQA
The recommended action is categorically exempt pursuant to CEQA Guidelines
Sections 15301 because it consists of the operation, repair, maintenance, permitting,
and/or minor alteration of existing public structures, facilities, and/or mechanical equipment, involving no expansion of use beyond that currently existing. A Notice of
Exemption was filed with the County of Orange on August 3, 2010.
DW-102 Board AR, Rev 10/04/10 Page 3 of 3
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District’s Delegation of
Authority. This item has been budgeted and the budget is sufficient for the
recommended action. (Line item: Section 8, Page 9).
Date of Approval Contract Amount Contingency
02/23/2011 $478,548 $47,855 (10%)
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DW-102 Board AR, Rev 10/04/10 Page 1 of 2
OPERATIONS COMMITTEE Meeting Date 02/02/11 To Bd. of Dir. 02/23/11
AGENDA REPORT Item Number 7 Item Number
Orange County Sanitation District FROM: James D. Ruth, General Manager
Originator: Jim Herberg, Director of Engineering CIP Project Manager: Dean Fisher
SUBJECT: FALL PROTECTION IMPROVEMENTS AT PLANT NOS. 1 AND 2,
PROJECT NO. J-123
GENERAL MANAGER'S RECOMMENDATION
Establish a budget for Fall Protection Improvements at Plant Nos. 1 and 2, Project
No. J-123, in the amount of $2,974,000.
SUMMARY
This project will install handrail, gates, and other fall protection devices in several areas
around both treatment facilities including around primary clarifier facilities, central generation facilities, Steve Anderson Lift Station, and other areas.
This project will consolidate several smaller Facilities Engineering (FE) projects that
have been designed to improve handrail and fall protection items in various areas. This
will allow for improved efficiency in managing this work as one project instead of several smaller projects. This combined project will be too large to effectively manage as an FE
project and the FE project budgets will be closed. The construction cost of Project
No. J-123 is estimated at $2,250,000.
The design of this project was completed by staff under the Primary Basin Handrails, Project No. FE08-09. Project No. FE08-09 was originally bid in February 2010 and all
bids were rejected. This project was re-evaluated and several elements were added
resulting from work practice safety concerns. In addition, handrail gates are being
added at ladders due to recent changes to Occupational Safety and Health
Administration (OSHA) guidelines.
PRIOR COMMITTEE/BOARD ACTIONS
None ADDITIONAL INFORMATION
Facilities Engineering (FE) vs. Capital Improvement Program (CIP)
The Engineering Department has two designations for engineering projects. The CIP
designation is intended for major or complex projects, while the FE designation includes
DW-102 Board AR, Rev 10/04/10 Page 2 of 2
ADDITIONAL INFORMATION (cont’d)
smaller projects with shorter schedules. Many of the policies and procedures are
different in order to allow the smaller projects to have a shorter schedule. In addition
the Delegation of Authority relating to the procurement of design services is different between the two groups and the design size of the FE projects is limited. The budgets are more defined for the larger CIP projects with unique project level budget line items.
Project History
There are currently several Facilities Engineering projects that include fall protection elements including, Project No. FE08-09, Handrail at Plant 1 Primary Clarifiers; Project
No. FE09-10, Plant 1 Co-Generation Facility Roof Railing; Project No. FE10-07, Check
Valve Access at Steve Anderson Lift Station; Project No. FE10-01, Plant 2 Scum Box
Hand Railing; Project No. FE 10-03 SALS Roof Railing; Project No. FE 10-09 and FE10-10, Plant 1 and Plant 2 Ladders in Process areas. All of these projects include elements that are very similar in scope and in equipment to be installed.
Project No. FE 08-09 was the first of these projects that completed design and was bid,
but all bids were rejected due to inconsistencies with the bidding as well as elements that were not included properly in the original design. The project was re-evaluated and elements were added based on fall protection needs. It became clear that there are
advantages to combining all of the smaller handrail and fall protection safety related
projects together to simplify installation, as well as administration of the work.
Additional elements based on recent OSHA guideline changes were added to complete the project.
The design of the project is complete, but the overall combined project is too large to
effectively manage within the Facilities Engineering parameters and would be better
managed and administered as a CIP project. This item establishes a CIP budget and project to complete this work. All of the smaller FE projects that are incorporated into Project No. J-123 will be cancelled and the work will be combined into this new project.
CEQA
A Notice of Exemption was filed for this project on January 5, 2011.
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District’s Delegation of Authority. This item has not been budgeted. Funding for this project will come from offset reductions within the CIP Budget.
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