Loading...
HomeMy WebLinkAbout02-02-2011 Operations Committee Agenda Packets 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. JH:DF:VP:el:gc Page 1 of 2 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%) JH:MD:aln:el 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%) JH:UM:el 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. JH:DF:el:gc