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HomeMy WebLinkAbout04-06-2011 Operations Committee Agenda Packets 04/06/11 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, April 6, 2011 5:00 P.M. Administration Building Board Room 10844 Ellis Avenue Fountain Valley, CA (714) 593-7124 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. Recommend to the Board of Directors to approve Minutes of March 2, 2011, Operations Committee meeting. 2. Recommend to the Board of Directors to: A. Approve a Sole Source Professional Design Services Agreement with RBF Consulting to provide field survey monitoring and construction staking services for the Santa Ana River Interceptor Inspection and Mitigation, Contract No. 2-41-7, for the period May 1, 2011 through June 30, 2013, for a total amount not to exceed $143,320; and, B. Approve a contingency of $28,664 (20%). 3. Recommend to the Board of Directors to: A. Approve renewal of contract with Terra Renewal, LLC. for Grit and Screening Material Removal, Specification No. S-2007-336, for the period June 13, 2011 through June 12, 2012, authorizing an additional amount of $59,675, increasing the total amount not to exceed $620,000; B. Approve one additional contract renewal option for the period June 13, 2012 through June 12, 2013, for a total annual amount not to exceed $620,000; and, C. Approve a contingency of $62,000 (10%). 04/06/11 Operations Committee Agenda Page 2 of 3 NON-CONSENT CALENDAR: 4. Recommend to the Board of Directors to: A. Approve exceptions to Resolution No. OCSD 07-04, Section 5.04, authorizing the following: i. Approve an additional one-year extension to the Professional Design Services Agreements with AECOM; Carollo Engineers; Dudek; Infrastructure Engineering Corporation; Lee & Ro, Inc.; Pacific Advanced Civil Engineering, Inc.; ProjectLine Technical Services, Inc.; RBF Consulting; RMS Engineering & Design, Inc.; DLT&V Systems Engineering; Tran Consulting Engineers, Inc.; RMC Water & Environment; and Willdan and Associates for engineering design services necessary in supporting Facilities Engineering Projects, commencing July 1, 2011; ii. Approve a maximum annual fiscal year contract limitation not to exceed $250,000 for each Agreement toward Facility Engineering Projects, with $50,000 for each Agreement specifically set aside for repair or minor modification projects to existing facilities, for a total amount not to exceed $3,250,000; and iii. Approve the use of the pre-approved list of Professional Design Consultants and the simplified proposal process under Section 5.04 of the Resolution for repair or minor modification projects to existing facilities, which are not incidental to the Orange County Sanitation District awarding a contract for Public Works. B. Authorize the General Manager to execute amendments to the Agreements consistent with the Board approvals herein. DEPARTMENT HEAD REPORTS: · CIP Budget 2011/12 Update ADJOURNMENT: The next Operations Committee meeting is scheduled for Wednesday, May 4, 2011, at 5:00 p.m. 04/06/11 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- 7124 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. Lilia Kovac Associate Clerk of the Board (714) 593-7124 lkovac@ocsd.com 3/2/11 Operations Committee Minutes Page 1 of 3 MINUTES OF THE OPERATIONS COMMITTEE Engineering, Operations & Maintenance, and Facilities Support Services Orange County Sanitation District A regular meeting of the Operations Committee of the Orange County Sanitation District was held on March 2, 2011, at 5:00 p.m. in the District's Administrative Office. A quorum was declared present, as follows: Operations Directors Present: Tom Beamish, Chair Sharon Quirk-Silva, Vice Chair Bill Dalton Jim Ferryman Michael Levitt Roy Moore Joy Neugebauer Steven Rosansky David Shawver Harry Sidhu Fred Smith Constance Underhill Larry Crandall, Board Chair Troy Edgar, Board Vice Chair Operations Directors Absent: Staff Present: Jim Ruth, General Manager Bob Ghirelli, Assistant General Manager Jim Herberg, Assistant General Manager Nick Arhontes, Director of Facilities Support Services Jeff Reed, Director of Human Resources Ed Torres, Director of Operations & Maintenance Lorenzo Tyner, Director of Finance & Administrative Services Dean Fisher, Engineering Manager Tod Haynes, Engineering Manager John Linder, Engineering Manager Jim Colston Carla Dillon Mike Larkin Rob Thompson Others: Brad Hogin, General Counsel PUBLIC COMMENTS: There were no public comments. REPORT OF COMMITTEE CHAIR: Committee Chair Beamish did not give a report. 3/2/11 Operations Committee Minutes Page 2 of 3 REPORT OF GENERAL MANAGER: General Manager Jim Ruth did not give a report. CONSENT CALENDAR: MOVED, SECONDED AND DULY CARRIED: Recommend to the Board of Directors to: 1. Approve Minutes of the February 2, 2011, Operations Committee meeting. 2. MOVED, SECONDED AND DULY CARRIED: A. Approve Plans and specifications for the P1 Source Control Fume Hood in Lab Bldg, Project No. FE07-13, on file at the office of the Clerk of the Board; B. Approve Addendum Nos. 1 and 2 to the plans and specifications; C. Receive and file bid tabulation and recommendation; D. Award a construction contract to Verne’s Plumbing Inc. for P1 Source Control Fume Hood in Lab Bldg, Project No. FE07-13, for an amount not to exceed $115,500; and E. Approve a contingency of $9,471 (8.2%). 3. MOVED, SECONDED AND DULY CARRIED: A. Authorize the General Manager to solicit proposals and subsequently award a Service Agreement for On-Call Traffic Control Services, Project No. FR11-008, for the period July 1, 2011 through June 30, 2012, for an annual amount not to exceed $105,000, with four one-year renewable options; and B. Approve a contingency of $21,000 (20%). NON-CONSENT CALENDAR: 4. MOVED, SECONDED AND DULY CARRIED: Recommend to the Board of Directors to authorize the General Manager to negotiate an amendment to the Professional Services Agreement with Black and Veatch for additional design services for the Outfall Land Section and Ocean Outfall Booster Station Piping Rehabilitation, Project No. J-112. 3/2/11 Operations Committee Minutes Page 3 of 3 DEPARTMENT HEAD REPORTS: Engineering Manager, Rob Thompson, provided a brief report outlining the steps that have been planned and implemented to perform maintenance to the outfall system. As part of this effort, staff noted an additional need for evaluation and design services for a temporary flow meter, rehabilitation, and documentation to ensure continued operation and NPDES permit compliance. Engineering Manager, Dean Fisher, provided a report updating CIP performance. The status includes 64 projects at a combined value of $1.6 billion in planning, design or construction phases, while maintaining a 4.65% change order rate. Five (5) of the six (6) EPA milestones have been completed or are on schedule or ahead of schedule to meet full secondary treatment obligations. Engineering Supervisor, Mike Larkin, provided a report of the Source Inspection Program, which includes 400 permittees enforcing regulatory pre-treatment standards. Director of Facilities Support Services, provided an update on local sewer transfers completed, in negotiations, and planned for conveyance. Director of Operations and Maintenance, Ed Torres, briefly provided a report on permit compliance and wastewater discharge to ocean, as well as observations outside the Zone of Dilution. OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: There were none. ADJOURNMENT: The Chair declared the meeting adjourned at 6:02 p.m. Submitted by: ___________________________ Lilia Kovac, Committee Secretary Page 1 of 2 OPERATIONS COMMITTEE Meeting Date 04/06/11 To Bd. of Dir. 04/20/11 AGENDA REPORT Item Number 2 Item Number Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Assistant General Manager CIP Project Manager: Hardat Khublall SUBJECT: Santa Ana River Interceptor Inspection and Mitigation, Contract No. 2-41-7 GENERAL MANAGER'S RECOMMENDATION A. Approve a Sole Source Professional Design Services Agreement with RBF Consulting to provide field survey monitoring and construction staking services for the Santa Ana River Interceptor Inspection and Mitigation, Contract No. 2-41-7, for the period May 1, 2011 through June 30, 2013, for a total amount not to exceed $143,320; and, B. Approve a contingency of $28,664 (20%). SUMMARY A four-mile portion of the Santa Ana River Interceptor (SARI) located within the Santa Ana River Flood Plain in Yorba Linda, between Weir Canyon Road and the Orange County/Riverside/San Bernardino County line has suffered higher than normal levels of erosion over the past ten years, threatening the stability of the pipeline. This degree of erosion has left the pipeline with very minimal protective cover in some areas creating an unsafe condition that, if not monitored and protected, could result in a catastrophic failure of the pipeline with negative impacts of disastrous proportions to the environment. RBF Consulting (RBF) is being requested to assist the Orange County Sanitation District (Sanitation District) with providing annual construction monitoring surveys and construction staking services for the existing SARI line for the 2010/11, 2011/12, and 2012/13 winter seasons. This firm has been providing surveying services on the SARI line for the past ten years and has the site specific knowledge of this remote undeveloped river location to quickly provide the data needed to make proactive decisions. The firm is a reliable source with proven methods and practices for conforming with all the jurisdictional agency requirements and protocols in this environmentally sensitive area including but not limited to working around many endangered species and within moving water. PRIOR COMMITTEE/BOARD ACTIONS January 2011— Adopted Resolution No. OCSD 11-01, Authorizing Emergency Repairs to the Santa Ana River Interceptor (SARI) Pipeline Protective Cover and Ratifying the Page 2 of 2 General Manager’s Use of Emergency Purchasing Authority pursuant to Delegation of Authority Resolution No. OCSD 07-04, Section 6.03(J), and authorized and find a continuing need for the General Manager to issue the following purchase orders for the Santa Ana River Inteceptor Inspection and Mitigation, Project No. 2-41-7: Purchase Order No. 81354-OS to Jamison Engineering Contractors for providing construction services, for a total amount not to exceed $500,000; Purchase Order No. 81407-OS to RBF Consulting for providing surveying services, for a total amount not to exceed $100,000; and Purchase Order No. 81408-OS to TetraTech, Inc. for providing engineering services, for a total amount not to exceed $25,000. ADDITIONAL INFORMATION Based on this imminent threat to the pipeline, the Sanitation District has been conducting annual topographic field survey monitoring at critical crossings along the pipeline to determine the remaining protective cover over the pipeline. Once the analysis of the soil cover over the pipeline is completed, protection measures are implemented to safeguard the pipeline against future winter storm erosions. RBF will be used as-needed and will bill the Sanitation District according to their Fee Schedule acceptable for this project. Staff has reviewed and compared RBF’s fee schedules to other surveying firms and found RBF’s rates to be comparable and reasonable for the level of work to be provided. RBF is being recommended as a sole source selection due to their experience with the SARI line which includes them having historical elevation data to reference erosion and repairs over time, as well as site specific work practices in place to mitigate environmental impacts and safety practices in working in moving water. This experience allows RBF to react quickly and efficiently when requested in time critical situations. CEQA The recommended action is also statutorily exempt pursuant to Public Resources Code Sections 21080(b)(2) and 21080(b)(4) because specific actions are necessary to prevent an emergency. 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: Section 8, Page 17). Date of Approval Contract Amount Contingency 04/20/11 $143,320 $28,664 (20%) JH:HK:el:gc Form No. DW-102-2 Revised 03/15/11 Page 1 OPERATIONS COMMITTEE Meeting Date 04/06/11 To Bd. of Dir. 04/20/11 AGENDA REPORT Item Number 3 Item Number Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Ed Torres, Director of Operations and Maintenance SUBJECT: GRIT AND SCREENINGS CONTRACT RENEWAL GENERAL MANAGER'S RECOMMENDATION A. Approve renewal of contract with Terra Renewal LLC. for Grit and Screening Material Removal, Specification No. S-2007-336, for the period June 13, 2011 through June 12, 2012, authorizing an additional amount of $59,675, increasing the total amount not to exceed $620,000; and B. Approve one additional contract renewal option for the period June 13, 2012 through June 12, 2013, for a total annual amount not to exceed $620,000; and C. Approve a contingency of $62,000 (10%). SUMMARY Terra Renewal LLC., through a competitive bid process, was awarded an annual contract in 2007 with options for four annual renewals for the management and disposal of grit and screening material in permitted landfills. Grit and screening material are continually collected as part of the preliminary treatment process at both treatment plants. Fiscal year 2011-12 will be the last of the annual renewal options. Staff expects an increase in the contract cost due to the commissioning of the new headworks at Plant No. 2 and increases in diesel fuel cost. With the new headworks in service, the volume of grit and screenings is expected to increase by 20% along with a 4% increase in transportation costs due to the increased fuel costs. Commissioning of the new headwork will continue through 2012. The commissioning period will be used to determine the true increase in grit and screenings volume and thus, the exact number of storage bins and truckloads required for disposal. Therefore, Staff request one additional renewal option with Terra Renewal for the contract period June 13, 2012 through June 12, 2013 so that fair and accurate specifications can be prepared for future bidders. Form No. DW-102-2 Revised 03/15/11 Page 2 PRIOR COMMITTEE/BOARD ACTIONS May 2007: The Board of Directors awarded a contract for grit and screenings removal, Specification No. S-2007-336, for an amount not to exceed $448,260, and a 25% contingency of $112,065. ADDITIONAL INFORMATION Terra Renewal has provided reliable service. They were the lowest responsible bidder in 2007 by 23.7%. 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 830 and 840 operating budget line item 53020. Date of Approval Contract Amount Contingency 05/23/07 $448,260 $112,065 (10%) 04/20/11 $620,000 $62,000 (10%) Page 1 of 4 OPERATIONS COMMITTEE Meeting Date 04/06/11 To Bd. of Dir. 04/20/11 AGENDA REPORT Item Number 4 Item Number Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Assistant General Manager CIP Project Manager: Dean Fisher SUBJECT: Facilities Engineering Consulting Services, Project No. FE07-00 Extension GENERAL MANAGER'S RECOMMENDATION A. Approve exceptions to Resolution No. OCSD 07-04, Section 5.04, authorizing the following: i. Approve an additional one-year extension to the Professional Design Services Agreements with AECOM; Carollo Engineers; Dudek; Infrastructure Engineering Corporation; Lee & Ro, Inc.; Pacific Advanced Civil Engineering, Inc.; ProjectLine Technical Services, Inc.; RBF Consulting; RMS Engineering & Design, Inc.; DLT&V Systems Engineering; Tran Consulting Engineers, Inc.; RMC Water & Environment; and Willdan and Associates for engineering design services necessary in supporting Facilities Engineering Projects, commencing July 1, 2011; ii. Approve a maximum annual fiscal year contract limitation not to exceed $250,000 for each Agreement toward Facility Engineering Projects, with $50,000 for each Agreement specifically set aside for repair or minor modification projects to existing facilities, for a total amount not to exceed $3,250,000; and iii. Approve the use of the pre-approved list of Professional Design Consultants and the simplified proposal process under Section 5.04 of the Resolution for repair or minor modification projects to existing facilities, which are not incidental to the Orange County Sanitation District awarding a contract for Public Works. B. Authorize the General Manager to execute amendments to the Agreements consistent with the Board approvals herein. SUMMARY For Facilities Engineering Project professional design services, Board Resolution No. 07-04 (Resolution) allows the Orange County Sanitation District (Sanitation District) to compile a master pre-approved list of between five and ten consulting firms and sets a maximum annual limitation of $200,000 for each Agreement arising therefrom. The Resolution also allows the Professional Design Services Agreements (Agreement or Agreements) to be extended for up to two additional, one-year renewal periods following the original term of one year. The Resolution delegates to the General Manager and Page 2 of 4 Director of Engineering authority to solicit proposals for design engineering services to complete Facilities Engineering Projects and award individual Task Orders up to $100,000. In June 2007, the Board authorized an exception to the Resolution to enter into agreements with additional consulting firms beyond the maximum 10 permitted, as well as provide three one-year extensions for each Agreement rather than two one-year extensions. Based on this authorization, these Agreements will expire on June 30, 2011. The Sanitation District recently reorganized the staffing and roles for the Facilities Engineering Projects and created a new role for repair projects, which are not incidental to the Sanitation District awarding a contract for Public Works. Staff recommends extending the Agreements for an additional one-year term to allow project work currently in process to continue, and to provide a smooth transition of work consistent with the recent reorganization. The additional authorization to utilize the services of the Professional Design Consultants to support repair projects will also assist in this transition. As part of the changes resulting from the Sanitation District's reorganization, project needs are being evaluated. Based on this assessment, new Facilities Engineering Project consultant proposals will be solicited for both Public Works and Non-Public Works projects with new contract proposals being recommended for award prior to June 2012. PRIOR COMMITTEE/BOARD ACTIONS June 2007 - Approved Professional Design Services Agreements with Carollo Engineers; Dudek; Earth Tech, Inc.; Infrastructure Engineering Corporation; Lee & Ro, Inc.; Metcalf & Eddy/AECOM; Pacific Advanced Civil Engineering, Inc.; ProjectLine Technical Services, Inc.; RBF Consulting; RMS Engineering & Design, Inc.; Spec Services, Inc.; TMV Systems Engineering; Tran Consulting Engineers; Water 3 Engineering, Inc.; and Willdan and Associates to be determined for services necessary in supporting Facilities Engineering projects, commencing July 1st, 2007, in amounts not to exceed $200,000 for each agreement, for a total amount not to exceed $3,000,000 and approved three one-year optional renewals. ADDITIONAL INFORMATION The Sanitation District generally executes engineering projects in one of two distinct ways, through the large project Capital Improvement Program (CIP) or through the smaller project Facilities Engineering Program. The Facilities Engineering Projects differ from the CIP projects in that there is an alternate method designated in the Delegation of Authority, Board Resolution No. OCSD 07-04 (Section 5.04), to procure engineering services if the cost of these design services is $100,000 or less. Based on this alternative process, several pre-approved consulting firms provide services for these Facilities Engineering Projects through a simplified proposal process and the use of task orders to administer these services efficiently. Page 3 of 4 The firms currently under the Agreements were selected in a competitive qualifications- based selection process in accordance with the procedures outlined in the Resolution. These firms were selected from 28 received proposals resulting from a Request for Proposal (RFP) that was publicly advertised and distributed to 60 firms. The current Agreements will expire on June 30, 2011; however there are significant influences that support a one-year renewal of the existing Agreements and postponement of the solicitation for a new set of contracts. These factors include the following: · Sanitation District Reorganization. The Engineering Department has reorganized staffing as part of the Sanitation District's reorganization that took place in late 2010. The Facilities Engineering program was rolled from a separate group into a larger engineering group. With this reorganization, new ways of planning, developing, and executing projects are being reviewed. The long-term needs for engineering services to support Facilities Engineering Projects are currently being evaluated. · Ongoing Engineering Work. There are projects currently in design that require continued work. Potential expiration of these contracts will pose a risk to some projects that require ongoing support by specific consultants. · Design Services Procurement Procedures. The procurement of engineering services is currently being transitioned from the Engineering Department to the Administrative Services Department in order for these procurements to be administered by Contracts, Purchasing, and Materials Management Division. It is anticipated that this transition will be completed by fall 2011, and the transition is expected to provide independent oversight in the procurement process. · Delegation of Authority Evaluation. The Delegation of Authority is currently being evaluated and it is unknown if there will be any potential change to this process, but extending the existing contracts until after this evaluation is finalized is beneficial to ensure that the long-term contracts are consistent with the most current policy. In addition, the reorganization developed a new class of maintenance repair projects in order for these projects to be executed more effectively. While repair and replacement projects are encompassed in the definition of Facilities Engineering Project, Section 5.02 of the Resolution provides that the retention of Professional Design Consultants and the services therefrom must be incidental to the Sanitation District awarding a contract for Construction or Public Works. It is anticipated that the repair and minor modification projects to existing facilities will require the services of the Professional Design Consultants; however, the resulting services will not lead to the awarding of a Public Works contract. As part of the transition described herein and to administer these repair projects efficiently, it is in the best interest of the Sanitation District to allow these repair or minor modification projects to utilize the pre-approved list of Professional Design Consultants Page 4 of 4 and the simplified proposal process provided for under Section 5.04 of the Resolution. The repair projects are specifically identified herein to carve out a portion of the allocated funds, specifically $50,000, for repair or minor modification projects only. The long-term needs of the repair projects are also being evaluated. Extending these Agreements one additional year and permitting the utilization of the simplified proposal process and the use of task-orders under section 5.04 of the Resolution for the repair projects will provide a better transition, allowing staff to fully evaluate the needs of each Facilities Engineering Project, as well as allowing for a newly developed procurement process to ensure an effective and efficient administration of the projects. 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 under the individual project line items. Date of Approval Contract Amount Contingency 04/20/11 $250,000 (per Agreement) $0 JH:DF:el:gc