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 April 1, 2015, at 5:01 p.m. at the District's Administrative Office. Committee Chair Sebourn called the meeting to order and led the Flag Salute. A quorum was declared present, as follows: Operations Directors Present: Greg Sebourn, Chair David Shawver, Vice-Chair Lisa Steve Jones Robert Kiley Lucille Kring Sandra Massa-Lavitt (Alt.) Richard Murphy Fred Smith Michael Vo (Alt.) Chad Wanke Mariellen Tom Beamish, Board Chair John Nielsen, Board Vice-Chair Operations Directors Absent:. PUBLIC COMMENTS:. Staff Present: Jim Herberg, General Manager Bob Ghirelli, Assistant General Manager Rob Thompson, Director of Engineering Nick Arhontes, Director of Facilities Support Services Ed Torres, Director of Operations & Maintenance Lorenzo Tyner, Director of Finance & Administrative Services Kelly Lore, Acting Clerk of the Board Cindi Ambrose Jennifer Cabral William Cassidy Mark Dubois Dean Fisher Norbert Gaia Al Garcia Rebecca Long Kathy Millea Jeff Mohr Riaz Moinuddin Mike Puccio Jackie Santos Eros Yong Others Present: Brad Hagin, General Counsel Bob Ooten (Alternate Director) Mike Beverage (Alternate Director) Jeffrey Mohr Mehul Patel (OCWD) 04/01/2015 Operations Committee Minutes Page 1 of 8
REPORT OF COMMITTEE CHAIR: Committee Chair Sebourn did not provide a report. REPORT OF GENERAL MANAGER General Manager, Jim Herberg, did not provide a report. CONSENT CALENDAR: 1. MOVED, SECONDED, and DULY CARRIED TO: Approve Minutes of March 4, 2015 2. MOVED, SECONDED, and DULY CARRIED TO: A. Award a purchase contract to Southern Counties Lubricants, LLC, for the purchase and delivery of 10,000 gallons of Bulk Lube Oil, Specification No. C-2015-654BD, for a unit price of $9.40 per gallon delivered, plus sales tax and recycling I lube fee, for a total amount of $104,544; and B. Approve a contingency of $5,227 (5 %). 04/01/2015 Operations Committee Minutes Page 2 of 8
3. MOVED, SECONDED, and DULY CARRIED TO: A. Approve a Sole Source Service Agreement to Siemens Demag Delaval Turbomachinery, Inc. (SDDTI), to perform a Class II Mechanical Service on Aeration Blower #4, in the amount of $122,928.12; and B. Approve a contingency of $12,292.82 (10%). 4. MOVED, SECONDED, and DULY CARRIED TO: A. Approve an Amendment for the extension of the term of Contract Plan2010-01 until the completion of the scope of work of Contract Plan2010-01, Task Order 01; and B. Approve Task Order Amendment No. 1 to the Black & Veatch Contract PLAN2010-01, Task Order 01 (Arc Flash Hazard Evaluation for Treatment Plant No's 1 & 2), resulting in the amount of $89,649 for additional engineering services to develop P1 and P2 Arc Flash Study scope of work items, for a total amount not to exceed $170,794; and C. Approve a contingency of $25,619 (15%). 04/01/2015 Operations Committee Minutes Page 3 of 8
5. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of Approve Change Order No. 4 to Purchase Order 104251-0B to US Peroxide, for the Purchase of hydrogen peroxide, Specification No. C-2011-480, authorizing a unit price increase from $1.867 per gallon to $1.923 per gallon delivered, plus applicable sales tax, for the period July 1, 2015 through June 30, 2016, at a cost not to exceed $1, 100,000. 6. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of A. Approve a Site Access and License agreement with Pacific Quality Partners, to allow mobilization of a chemical dosing station and injection of chemicals at 1355 West Imperial Highway in the city of Brea, for a term of 36 months, at a total cost of $2,280 per month for the first 12 months, in a form approved by General Counsel; and B. Approve the General Manager, or his designee, to negotiate future monthly license fees, after one year, up to three percent price escalation per year, beginning July 1, 2016 and annually thereafter. 04/01/2015 Operations Committee Minutes Page 4 of 8
Item pulled and heard separately. 7. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of A. Approve a Professional Consultant Services Agreement with Carollo Engineers, Inc. to provide construction support services for Trunk Line Odor Control Improvements, Project No. P1-123, for an amount not to exceed $529,970; and B. Approve a contingency of $52,997 (10%). Murphy, Nielsen, Shawver, Smith, F., Wanke and and Sebourn (recused) NON-CONSENT: 8. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of A. Approve a Professional Design Services Agreement with AECOM to provide engineering design services for the South Perimeter Security & Storm Water Improvements at Plant No. 1, Project No. P1-125, for an amount not to exceed $567,003; and B. Approve a contingency of $56,700 (10%). ABSTENTIONS: Murphy, Nielsen, Sebourn, Shawver, Smith, F., Vo (Alternate), Wanke and Acting Clerk of the Board stated there is a correction to the Recommendation of Item 9 which adds a sub-item that was provided on the Agenda report but was inadvertently left off the agenda. 04/01/2015 Operations Committee Minutes Page 5 of 8
Engineering Manager, Kathy Millea provided a PowerPoint presentation on the Effluent Reuse study including: Strategic Plan for future water recycling; history of OCSD/OCWD partnership; Groundwater Replenishment System; near term goals; GWRS Final Expansion and long term goals; and Full Effluent Reuse. Ms. Millea, Engineer, Mehul Patel, OCWD, Director of Engineering, Rob Thompson and General Manager Herberg also answered questions from the Committee regarding: initial and final expansion dates; project costs; funding and grant opportunities; negotiated prices v. value of project; project management benefits; decreasing flow problems/ solutions; and SARI line water availability. Director arrived at 5:25 p.m. 9. MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of A. Approve a budget increase of $450,000, increasing the total amount not to exceed $3,250,000; B. Approve a Professional Services Agreement with COM Smith, Inc., to provide Engineering Services for Effluent Reuse Study, Project No. SP-173, for an amount not to exceed $2,008,510; C. Approve a contingency of $200,850 (10%); and, D. Authorize staff to negotiate a cost-sharing agreement with the Orange County Water District for future Board approval. ABSTENTIONS:, Beamish, Jones, Kiley, Kring, Massa-Lavitt (Alternate), Murphy, Nielsen, Sebourn, Shawver, Smith, F., Vo (Alternate), Wanke and Director Rob Thompson provided a brief report on the background of this item. Questions and concerns were raised regarding: additional costs to rebid; liquidated damage provisions; cost recovery; work with contractor to find alternatives; and alternate bidders. Mr. Herberg suggested that staff work with the contractor and present alternative options to the Operations Committee next month. 04/01/2015 Operations Committee Minutes Page 6 of 8
No action was taken. 10. Recommend to the Board of Cancel the construction contract awarded on November 19, 2014 to W.M. Lyles Co. for Oxygen Plant Demolition at Plant No. 2, Project No. SP-129, for convenience. INFORMATION ITEMS: 11. Procurement Process Contracts and Purchasing Manager, Marc Dubois provided a PowerPoint Presentation regarding: OCSD Contracts and Purchasing; Ethics in Public Procurement; Professional Design Services; Public Works Construction; goods and services; tools used to procure; Notice inviting bids; sole sources; RFl's; Request for Proposal Process and approval thresholds. Director commented on lowest cost getting the lowest points; lowest responsive bidders and proprietary hardware/software. 12. Capital Improvement Program Update Engineering Manager Mike Puccio provided an informative PowerPoint presentation regarding the Capital Improvement Program Update which included: 50 active projects and costs; completion & design of past major projects; the design of eight new major projects; cumulative change order rate; program nonconstruction costs; engineering cash flow performance and FY 2014-15 Capital Improvement Program accomplishments. Questions were answered regarding the cooperative efforts with cities regarding construction. A request to have PowerPoint presentations emailed to the Directors in advance of the meeting was received. 13. Newport Force Main Project 5-60 Status Engineering Manager Dean Fisher provided a PowerPoint presentation regarding the Newport Force Main Rehabilitation project including: construction techniques; area of coverage; phases of project; current status of completion; tunneling concrete and wooden pile obstructions; geophysical survey under bridge; targeted completion dates and the recovery plan for this ongoing project. DEPARTMENT HEAD REPORT: Director of Facility Support Services, Nick Arhontes reported on the American Society of Civil Engineers (ASCE) 2016 Update to the Orange County Infrastructure Report Card 04/01/2015 Operations Committee Minutes Page 7 of 8
(IRC) to which OCSD staff will take a lead role in the Wastewater sector effort, covering collection facilities as well as wastewater treatment/reclamation facilities countywide. ASCE plans to publish grades on all infrastructure sectors in January 2016. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IFANY:. ADJOURNMENT At 6:43 p.m., Committee Chair Sebourn declared the meeting adjourned to the next scheduled meeting of Wednesday, May 6, 2015 at 5:00 p.m. 04/01/2015 Operations Committee Minutes Page 8 of 8