HomeMy WebLinkAbout1979-01-17; Encina Joint Advisory Committee Ad Hoc; MinutesENCINA JOINT POWERS
MINUTES OF THE JOINT ADVISORY COMMITTEE MEETING
HELD ON WEDNESDAY, JANUARY 17, 1979
AT THE
ENCINA WATER POLLUTION CONTROL FACILITY CONFERENCE ROOM
Ed Stiles, Chairman Stanley Mahr, Vice Chairman
1. CALL TO ORDER
Chairman Stiles called the meeting to order at 9:03 A.M.
ROLL CALL
Present t
Vista Sanitation District
City of Carlsbad
Buena Sanitation District
San Marcos County Water District
Leucadia County Water District
Encinitas Sanitary District
County of San Diego
JAC Administrator
JAC Counsel
Encina Joint Powers
Absent:
Vista Sanitation District
San Marcos County Water District
Guests:
C M Engineering Associates
Carlsbad Journal
County of San Diego
Joe Zapotocky
A. J. Skotnicki, Mary Casler
Ed Stiles, Bill Dominguez
Stanley Mahr
Dick Hanson, Stan Van Sickle
Mark Schneider, Jack Filanc .
Jim Frandsen
Ron Beckman
Roy H. Gann, Esq.
Les Evans, Mary Taylor
Dan Carr
Jim McKay
John Murk
Jan Stevens
Keith Boger
- 1 -
JOINT ADVISORY C^^ITTEE MEETING
MINUTES - JANUARY""!? , 1979
Guests (continued);
Encinitas Sanitary District Jack Kubota
L. A. Times Nancy Ray
League of Women Voters Ruth Honnold
Leucadia County Water District Eric Elliott
Lowry & Associates v Bob Hanson
San Marcos County Water District Leo Smith
Times-Advocate Tony Knight
Private Citizen Fred Wilson
2. MINUTES OF THE JAC MEETING OF DECEMBER 20, 1978
Chairman Stiles asked for the approval of the December 20, 1978
minutes.
Mr. Zapotocky moved that the minutes be approved as submitted.
Seconded by Ms. easier, the motion carried unanimously.
INFORMATION
Chairman Stiles asked Mr. Evans to report on the County's findings
on the Industrial Waste Discharge Study.
Mr. Evans stated that the County found nothing that we didn't al-
ready know about and we were unable to establish any relationship
between any of the problems we are having at Encina and any of
the industrial waste which we know is being discharged to the plant.
At the present time, the chemist is working on the possibility that
there are some kinds of compounds, that are actually forming. In
-•---•• other words, different chemicals coming into the plant and then
mixed with other chemicals form other compounds. We have not can-
celled out the theory that chlorination causes the problems.
Basically, Mr. Evans felt that C M Engineering have concluded that
whatever is causing the foaming can be eliminated or controlled
with increased heating and mixing. We have Digester No. 2 in oper-
ation with increased heating and mixing and there has been no evi-
dence of foaming.
Mr. Dominguez said that there was still a pretty strong odor on
1-5.
Mr. Evans reminded him that we still have one completely dead di-
gester and we were centrifuging over 30,000 gallons of raw sludge
every day. With only one digester in operation, we can't digest
- 2 -
JOINT ADVISORY (^^IITTEE MEETING
MINUTES - JANUARY 17, 1979
all the sludge that we remove from the sedimentation tank. There's
very little digestion going on at the plant at this time.
Mr. Evans continued that the contractor has fixed the cover on Di-
gester No. 1 but we're about two weeks away from having Digester
No. 1 completed and ready to fill. It Could take anywhere from 3
days to 6 months to get -the digester back into full operation.
Digester No. 3 is being used as a dump for everything that Digesters
No. 1 and No. 2 can't take.
4. DESIGN REVIEW COMMITTEE MEETING OF JANUARY 4, 1979
Mr. Evans stated that Brown and Caldwell, based on their prelimi-
nary studies, recommended that activated sludge would be a better
way to go than the biofiltration process they have been recommend-
ing for the last four or five years. The reason for this is because
at the completion of the pilot studies they were doing for the Seattle
Metro System and the EPA, they have determined that the biofilters
would have to be larger than they originally suspected; that the
secondary clarifiers would have to be larger; that the secondary clar-
ifiers would require tube settlers (which is essentially a method of
increasing the settling in the secondary clarifiers); chemical treat-
ment would also have to be available; and sludge thickening before
it goes to the dewatering system.
This increases the cost of biofiltration to about $3 million over
what it would cost to put in an activated sludge system. The acti-
vates sludge system is a system that allows a much higher quality ef-
fluent more compatible with reclamation and, since the first cost of
activated sludge is now cheaper, they are recommending switching to
activated sludge.
He said that the agencies have gone along with a switch to activated
sludge which would mean amending the Brown and Caldwell contract.
Mr. Zapotocky said that he had spoken to some of his board members
about this and they were up in the air because there had been such
a strong recommendation about biofiltration and now to come in at
this late date with an estimate of $200,000 for additional costs for
design. He said that Vista Sanitation District's position would
probably be in accord with what Nancy Quan said. It was hard for
them to understand why the state of the art has changed in the last
two or three years.
Mr. Evans said that, from a negotiating point of view, he had checked
with the State on their history of negotiations and what it cost to
design the different types of systems and they agreed that there is
— 3 —
-JOINT ADVISORY Cqf%TTEE MEETING
MINUTES - JANUARY**!?, 1979
a greater level of effort in designing an activated sludge system
than in designing a biofiltration stystem.
Mr. Schneider said that he thought Brown and Caldwell was trying
to sell us a new concept in their project report and biofiltration
operating costs were so much lower than activated sludge. Now we
find out that they never had a proven record that these biofilters
would work.
Mr. Evans said he thought we should pay the additional cost of de-
signing an activated sludge system. He didn't think we should pay
any additional cost for any re-designing they might have to do or
any additional time they might take because of having to go back
to re-design. He did think we should pay any additional cost that
we would have incurred if we had gone to activated sludge in the
first place.
Mr. Mahr asked if Mr. Evans had any idea as to what the difference
in cost would have been.
Mr. Evans said the State is trying to work put something now on
what they feel the additional will be. The additional 30 sheets
of drawings seem to be an accurate estimate on the part of Brown
and Caldwell. We now need to develop a level of effort. We will
probably have to sit down with those 30 drawings and go through
Brown and Caldwell's past cost records. He was sure that would be
the starting point of those negotiations.
The State indicated they would be looking very hard at those nego-
tiations. They're not interested in paying Brown and Caldwell for
changing their minds at this point after selling us on a different
concept. '
Although the biofiltration process would have worked, we still
know it's going to cost a lot more to operate an activated sludge
system than it would be to operate a biofiltration system as it
now has to be built. The cost data that Brown and Caldwell have
developed shows that it's going to cost more now to build a bio-
filtration plant and cost less to operate and it's going to give
us not as good a quality of effluent as an activated sludge pro-
cess. The activated sludge process would be cheaper to build and
more expensive to operate and would give us a better quality ef-
fluent. If we're talking about reclamation, it would be better
to have activated sludge.
Mr. Zapotocky said that it occured to him that in the design of
the one in Washington State, someone had to have an idea several
years ago, when it was drawn, that it was going to work and it
- 4 -
JOINT ADVISORY O^IITTEE MEETING
MINUTES - JANUARY 17, 1979
seemed to him that this pre-dated the time that biofiltration was
recommended to Encina. He added that it seemed that we were pay-
ing the cost of being a proving ground.
Mr. Evans said that Seattle was actually the proving ground. They
had a biofiltration system and that was the pilot study that Brown
and Caldwell was using to develop the information they gave us.
The other biofiltration systems, which are in operation, are all
preceeded or backed up by some other process. Ours was going to
be the first, full-scale biofiltration system but it was based on
a lot of work and the work has developed to another stage and they
now feel they underestimated the cost of building a biofiltration
system that would work.
Mr. Dominguez asked if the old report estimates and cost differ-
ential would at least give us an indicator of what our fair share
of the new recommendation would be.
Mr. Evans said he had all the negotiation files on the biofiltra-
tion process but how they could be used to compare with activated
sludge he wasn't sure. He said he would have to go through the
files.
Mr. Zapotocky said that Vista Sanitation District would have to
have a lot more evidence to support Brown and Caldwell's conten-
tion and, if they have any basis at all of getting that kind of
money and these additional hours, it's got to be supported by more
than this.
Mr. Evans said that this wasn't a request for a contract amendment.
This was just for the JAC"s information and we haven't even begun
to negotiate with Brown and Caldwell. He said that he expected
to receive a letter from the State approving a switch to the acti-
vated sludge process.
Mr. Filance asked what the latest word was on the ocean discharge.
Mr. Evans said that the EPA hasn't made up its mind as to what the
rules for application are going to be. In fact, the State has come
up with a two page memorandum which now authorizes those agencies,
who are delaying their design and. upgrading to secondary treatment,
to do dual planning for both secondary treatment and meeting a
State ocean plan. Whichever way the EPA goes, they will build
that facility.
The State has asked if we were interested in doing dual planning.
Mr. Evans told them he didn't think we were. If we should happen
- 5 -
JOINT ADVISORY COMTNTTEE MEETING
MINUTES - JANUARYS?, 1979
to get a modification and be able to go with a lesser standard, we
would probably blend the higher quality effluent with the lower
quality effluent to meet a lower standard rather than build a com-
pletely different plant that would meet a lower standard.
Mr. Mahr asked if the change in process from biofiltration to acti-
vated sludge is going to delay the design or if Brown and Caldwell
are going ahead with other parts of the design.
Mr. Evans said that Brown and Caldwell were going ahead with other
parts of the design. If we can't work out some kind of agreement
with them by March, it will start causing some problems. But, at
this point, it's not going to delay the project.
Mr. Schneider said, to his knowledge, the best way to go would be
activated sludge to control the odors.
Mr. Zapotocky agreed with Mr. Schneider but added that it was still
a puzzlement that this had to occur at the last minute. What this
has done is push us into some "fast-track" plan with a completion
date of September 30.
Mr. Evans said the State indicated that "fast-tracking" to simply
meet a September 30 deadline is not something they want to do.
Mr. Zapotocky asked if the items, which were not grant eligible,
were any significant amount of money.
Mr. Evans said he wasn't sure but the State had guidelines and has
commented on the information we have submitted to them so far but
they will need more information.
5. RWQCB STAFF REPORT - CEASE AND DESIST ORDER
Mr. Evans commented that the staff report pretty well summarizes
what has happened from the time the cease and desist order in July
through where we stand now.
Weather permitting, the cover on Digester No. 1 should be completed
next week and we plan to haul seed sludge from Point Loma so we can
start that digester almost immediately and try to alleviate the
problems we're having with centrifuging undigested sludge. The
RWQCB seems to agree that this is the fastest way to do it and they
don't have any Bother recommendations on how we could do it faster
and better. He felt that this was the recommendation that the staff
would make to the Board on Monday, January 22. He wasn't sure what
*c.tion the Board would take but if they are convinced we're doing
the best we can and the delays were unavoidable, then they will be
- 6 -
.JOINT ADVISORY CO^ITTEE MEETING
MINUTES - JANUARY*"^?, 1979
willing to work with us on a new time schedule. But if they think
there are things we haven't done, they might take punitive action.
Mr. Evans said that he and Clyde Dietrich were meeting with the
RMQCB staff on Friday to bring them up-to-date on exactly where we
-ire so that any of the RWQCB staff, who might be making a presenta-
tion on Monday, will know exactly where we stand.
Because Mr. Evans would be in Guam, he said it would be to our ad-
vantage if some of the JAC would go to the meeting on Monday. Mr.
Dietrich will be going down and Mr. Stiles will speak on behalf of
the Joint Advisory Committee.
ROUTINE REPORTS
6. OPERATIONS AND MAINTENANCE REPORT
Mr. Evans said that almost everything in the Operations and Main-
tenance Report had been covereed previously. The exception being
that we are putting in a lot of overtime because we are trying to
operate the centrifuge about 14 hrs./day to make sure that we don't
supernate (which means we're not wasting any material from the di-
gesters baqk through the system). We're removing the same amount
of sludge from the digesters each day as we put into the digesters.
This helps reduce the odors by not recycling raw sludge back through
the plant. It helps not only meet our ocean discharge requirements
but it also keeps all of the odors in the enclosed centrifuge area.
We can expect to continue putting in overtime at least until we get
this digestion system under control.
Mr. Skotnicki asked if we were still testing dewatering systems.
Mr. Evans said that we were complete on the testing and have a re-
port from C M Engineering Associates which was very technical. He
offered to give a copy to anyone wanting one. Essentially, the re-
port points out that there are several dewatering devices which had
been tested that would meet our needs. The reports suggests adver-
tising for bids and writing specifications that would include de-
watering devices, which we found to be most satisfactory, and have
them meet a performance standard.
Mr. Skotnicki asked how long our present equipment could withstand
this operating schedule without breakdown.
Mr. Evans said it had broken down several times and when it breaks
down, we rent a unit. Unfortunately, the rental units do not fit
- 7 -
JOINT ADVISORY (^MITTEE MEETING
MINUTES - JANUARyi?, 1979
inside our enclosure so When we have a rented unit, the odors are
magnified.
Mr. Zapotocky noted that we had a million gallons less of septage
discharge in 1978 than in 1977.
Mr. Evans said the septage haulers had been contacted and they ex-
plained to us that they are able to dump at the Mira Mesa dump
free. The only reason they dump here is if they have a job in the
immediate area where it's cheaper for the driver to make a run here
and go back and pick up another load. They try to avoid dumping
here because it's so expensive.
7. EXPENDITURE REPORT
Mr. Evans said the Expenditure Report was not included because of
the early date of the January meeting.
Mr. Evans gave the flows for the month of December, 1978 as follows:
Vista
Carlsbad
Buena
San Marcos
Leucadia
Encinitas
3.3870
2.9097
.5415
2.4045
2.1395
.5178
11.9000 million gallons
He said that these flows were inflated somewhat by the rain and that
it will be more this month. He noted that the flows were peaking
over 20 million gallons.
ACTION
8. MANAGEMENT SUBCOMMITTEE RECOMMENDATIONS
Chairman Stiles stated that between the time of the last Management
Subcommittee meeting of December 27 and today, there"s been a pos-
sible change in what the committee would report to the JAC as a
whole. He deferred this item to next month's meeting.
Mr. Zapotocky asked if he could explain. He said that he felt that
since Vista and Carlsbad had met, an apology was owed to the rest
of the agencies. Vista and Carlsbad felt it was worth it to sit
down one more time and see if there was some way they could reach
- 8 -
JOINT ADVISORY COl^STTEE MEETING
MINUTES - JANUARY T7, 1979
an agreement on a reorganizational plan that would, in fact, bring
about independent operation of the plant and develop a language
acceptable to Carlsbad's principals.
He said there was a meeting on January 11 between two Board Members
from Vista Sanitation District and two Council Members from the
City of Carlsbad and, at,that time, a strong opinion was expressed
that we should explore it further. The Carlsbad City Manager is
attempting to put together a meeting involving legal representatives
of the agencies to see if there is at least a further avenue to pro-
ceed toward an independent operation that is acceptable to everyone.
Mr. Gann said that he would completely verse the counsels of the
agencies and it would probably take no more than 15 - 20 minutes to
give them sufficient background and understanding of the objective
as well as the difficulties in trying to reach that objective.
A meeting between the counsels would be set and their findings would
be submitted to the Subcommittee and then to the JAC.
Chairman Stiles asked Ms. Taylor to set up a Subcommittee meeting
after the Vista and Carlsbad counsels had met with Mr. Gann. The
recommendation of the meeting between the counsels would be sub-
mitted, in writing, prior to the Subcommittee meeting.
Mr. Mahr asked if this counsel meeting would be just Carlsbad and
Vista or for all of the agencies.
Mr. Schneider said that he felt that the Carlsbad and Vista counsels
should meet and then send a copy of their recommendations to the
other agencies who would then go ahead and contact their attorneys.
9. RECOMMENDATION FOR ADDITIONAL LABORATORY STAFFING
Mr. Evans said we were working the operators very long hours and one
of the operators is spending a good part of every morning doing a
lot of routine testing in the laboratory. The tests are more criti-
cal than ever at this time because we're operating only one digester
and sometimes we're operating on the edge of our discharge require-
ments to the ocean. Based on the morning tests of suspended solids,
a lot of times we change the operation of the plant. The digesters
are tested once or twice a day to see if we are going to have to add
more chemicals.
The laboratory operation is critical and it's being overloaded. Mr.
Evans believed it would be worth our while to try to get a temporary
laboratory technician and that we could do it cheaper than what we
-* Q —
JOINT ADVISORY OftMMITTEE. MEETING
MINUTES - JANUAllB/17, 1979
are paying at present to have one of the operators do the testing.
He also felt that it would free the chemist to do some of the more
sophisticated testing that we are doing to get the digesters and
centrifuge operating well.
Money, in this case, is not a problem since we are under budget
because of the four positions that have not been filled. The
County is not in any position to fill this temporary position.
Mr. Evans was reluctant to make any long term decision at present
which might affect the changes we would make in the laboratory.
He added that he had evaluated whether we might send out some of
the tests to a private laboratory but most of the tests, which
seem to be causing an additional problem, is testing that we're
doing to try to meet our discharge requirements while the plant
is torn up.
For the above reasons, Mr. Evans said he would like to go to the
City of Carlsbad's Personnel Department and attempt to hire a
laboratory technician through their temporary agency.
Mr. Schneider asked if Keith Boger and whoever else was in the
laboratory were doing any testing for other county agencies.
Mr. Evans replied that Keith Boger was no longer in the labora-
tory and that he was working downtown. He asked Mr. Boger to
explain,
Mr, Boger said that we have only one chemist and student assis-
tant doing all the testing at both San Elijo and Encina. Most
of the chemist's work, at present, is for Encina.
Mr. Zapotocky asked the duration of this temporary position.
Mr. Evans said it would be from week to week and he felt that
it would be at least until our solids handling problems were
straightened out because we have to know every day how the di-
gesters are,
Mr. Schneider moved that we fill the temporary position of lab-
oratory technician through the City of Carlsbad's personnel
temporary services. Seconded by Mr. Zapotocky, the motion carried.
Mr. Evans explained that we will give the City of Carlsbad the
qualifications of the job and they, in turn, would give them to
the temporary agency who would do the hiring. The agency would
then bill the City of Carlsbad since, technically, the technician
would be an employee of the agency.
- 10 -
JOINT ADVISORY O/*^ITTEE MEETING
MINUTES - JANUARY**!?, 1979
10. PHASE III CONSTRUCTION
Mr. Evans referred to the memorandum dated January 11, 1979 in
the Agenda Packet. He continued that things have changed since
the memorandum was written.
First of all, the State is very interested in obligating the
$27 million that has been set aside for the Encina project.
This year, a lot of the projects that were budgeted are lagging
and not ready to go. The State would like us to have the design
completed early in September so they can obligate their money
for the following fiscal year which begins October 1, 1979.
Our staff met with the State on January 15 and they admitted if
we don't make the deadline, there'.s not much they can do. They
are not going to take away our money. They are asking us if we
can possibly be ready to obligate the money with bidable plans
and specifications by early September.
Brown and Caldwell were at this meeting and explained to the
State that, even with the change to activated sludge, they could
have bidable plans and specifications ready by September 15. The
plans and specifications would probably not be quite complete.
All the process drawings and specifications would be complete but
the instrumentation and electrical specifications would not be
complete, They asked if the State would accept the plans and
specifications in that condition and go to the EPA and ask to
obligate funds. The State agreed that they would.
Another alternative would be to give the documents to contractors
and come back later with addendums. The JAC agreed that this was
a bad approach.
Brown and Caldwell and the State agreed that the money could be
obligated even with the change to activated sludge by September
15.
Another possibility is that we could amend our contract with Brown
and Caldwell and try to "fast-track" the project which, essentially,
looks like we would be having Brown and Caldwell finish up the
plans for all the upgrading, excavation and dirt work that needs
to be done out here and maybe have that out to bid and under con-'
struction before all the plans and specifications are complete,
We could start some of the concrete work, build the flood control
channel through the plant, actually stage the construction, and
commit the amount of money the State wants to commit that way.
- 11 -
JOINT ADVISORY C^^ITTEE MEETING
MINUTES - JANUARY 17, 1979
The Construction Management Subcommittee has been evaluating pro-
posals from several firms on managing the construction project.
We have a $40 million project here whether it is multiple contracts
or single project and that is what Brown and Caldwell are estima-
ting construction costs are going to be.
There are some advantages to breaking that contract into smaller
packages besides just trying to "fast-track" in order to meet a
State deadline. We could expect not only to give local contractors
some business but maybe get a better price from a local contractor
than we would get from somebody out of State bidding a $40 million
project. There just aren't any contractors around here that could
put up a bond on a $40 million project.
Another advantage might be by "fast-tracking" and getting under
way earlier, we would save some money on inflation. If we wait
until early 1980 to bid the project as a whole, costs are probably
going to be greater than they would be if we started bidding pack-
ages as early as late 1979.
Another advantage would be to reduce the design and construction
period by 6 months. The construction manager feels that by staging
contracts we would be able to complete the whole project by as much
as 6 months earlier than the projected dated of July, 1982.
The problems with this approach is if you have multiple contracts
and you "fast-track" the contracts, it's going to increase your
administrative costs for administering the construction. We'll
have more inspectors out here at one time. Another disadvantage
is that we would have to amend our contract with Brown and Caldwell
for preparing multiple bid packages. They're going to have to
first complete the grading plans and specifications, then they're
going to have to do the work first on whatever packages are devel-
oped. So there are advantages and disadvantages.
Mr. Zapotocky said that another disadvantage is at the time we
enter into the initial contract, we're not going to know how many
dollars we're looking at.
Mr. Evans said he didn't think we would do this unless we were con-
vinced that the total dollars would be less. We already know we
don't have to do it to meet any State deadline. The reason for
multiple contracts would be to have the project on line out here
6 months before our projected deadline and to spend less money.
Chairman Stiles asked Mr. Filanc's opinion on "fast-tracking".
- 12 -
JOINT ADVISORY C^^ITTEE MEETING
MINUTES - JANUARY 17, 1979
Mr. Filance said that he had seen it work successfully in several
areas. There again, he thought that the construction manager
with his management of the overall concept is really the key. His
opinion, in the phase of the industry in which he was in, was that
the large contracts generally are built by attorneys. You're better
off staging which is "fast-tracking". It requires fine tuning but
with a large contractor,-you've going to have the same thing. The
large contractor would have more leverage over us. You can take a
minor part of a job (say, a mistake or omission) and use that to
blow it out of proportion in relationship to delays.
Mr, Filance said he had visited a Cleveland plant which was about
a $55 million project and they had six contractors working on the
site which was probably 25% the size of Encina. He watched the
management team handle the job and thought they did a phenomenal
job with the least amount of adversity and litigation. He felt
it can be done successfully. He agreed with Mr. Evans that it
would cut time and, because we're in a sewer moratorium, it should
be done.
Mr. Skotnicki asked whether this was a recommendation for Lowry &
Associates and their joint venture to handle the "fast-tracking".
Mr, Evans said with the assistance of the SWRCB, the EPA and several
other California agencies and out-of-State agencies that are "fast-
tracking" projects, we developed a list of consulting firms who we
felt were strong in managing construction projects. From this list,
we narrowed them down to five firms which were interviewed. The
Interview Committee was made up from one member of each agency which
included Jack Filanc, Ron Beckman, Don Todd, Eric Elliott and Dwight
Smith,
From those five firms, we narrowed it down to two firms which we
felt stood above the others, We contacted references on those firms;
both references of specific people the firms were recommending to
accomplish the construction management of a multiple contract ap-
proach and references for the firm in general. At the conclusion
of our evaluation process, we felt that the joint venture of Lowry
& Associates/Construction Control Services was best equipped and
in which we had the most confidence.
We then sat down with Lowry & Associates and worked out a scope
of work (which was passed out at the JAC January 17, 1979 meeting).
Mr. Evans asked the JAC to look at the Organization Chart noting
that, essentially, the key person would be the Contract Administrator
and Resident Engineer and that person would be Bob Hanson of Lowry &
Associates who has quite a bit of experience in managing multiple
- 13 -
• JOINT ADVISORY CO^^TTEE MEETING
MINUTES - JANUARY 17, 1979
contracts and is doing it right now.
He asked Bob Hanson to explain his background in managing multiple
contracts and what he thought would be a good approach to the pro-
ject.
Mr. Hanson said his background was in both construction and en-
gineering. He has had about 20 years in either contruction and
engineering or as a Chief Engineer for a District. In the exper-
ience that he has had, he said that it is ideal if you can go to
contracts with one contractor up to a certain size project. But
when you get into a very large project, the disadvantage is that
it costs more money on the administrative side of it.
Mr. Skotnicki asked Mr. Hanson if he would specifically go on
record for recommending a contract of our size that would break
down into a "fast-track" project.
Mr. Hanson said he would go on record as recommending it. However,
they had a report in process now analyzing the advantages/disadvan-
tages of "fast-tracking" and are working it out with the design en-
gineer.
Mr. Mahr asked Mr. Evans how soon he felt this was essential that
we get this decision made.
Mr, Evans said, at the present time, Brown and Caldwell's staff are
working on our project and Bob Hanson and his people are trying to
develop a report which would identify multiple contracts. The scope
of work describes what each of the people in the organization will
do. No matter whether we have six contracts or two contracts, some-
body is going to have to be responsible for the inspection and the
construction management. A lot of this he could do as far as the
administrative part of it in administering the grants, all the EEO
and the fair labor practices but there's a lot that he couldn't do
because he wasn't a Construction Manager. He felt we needed a Con-
struction Manager and that the committee, which has been meeting
for the past several months, has developed a scope of services that
the Construction Manager would perform whether or not there was a
single contract or multiple contracts. The scope of services is
on Page A-l, A-2 and part of A-3 and he felt it's pretty much as
we have been discussing informally for the past few months.
First of all, the Construction Manager would assist the Consulting
Engineer in packaging the project, review it for construetability
and get it out. Also, the Construction Manager would identify
equipment-that has long lead times which could be purchased early
- 14 -
/•"">
•' JOINT ADVISORY CJLJlTTEE MEETING
MINUTES - JANUARY 17, 1979
to expedite delivery. During construction, the Construction Mana-
ger would provide inspection services, maintain logs, insure that
plans were up-dated and, essentially, provide the entire staff to
make sure that the contractor or contractors complied with the
project as designed in spec.
Mr. Evans recommended that the JAC authorize Mr. Gann to draw up
a contract in the same format that he's used for Brown and Caldwell,
Arthur Beard, etc.
Mr. Schneider asked if we would have to renegotiate the contract
with Arthur Beard because of the "fast-tracking".
Mr. Evans replied to the negative and added that his recommendation
to authorize Mr. Gann to draw up the contract that would include the
scope of work, Exhibit "A", along with whatever supplement to the
Basic Agreement is needed by Vista Sanitation District to authorize
them to enter into a contract for Construction Management Services
and submit that supplement and that contract to the Encina agencies
for approval.
Mr. Zapotocky moved that the JAC authorize Mr. Gann to draw up a
contract with Lowry & Associates/Construction Control Services, in-
cluding the scope of work and whatever supplement is necessary by
Vista Sanitation District to enter into a contract for Construction
Management Services. Seconded by Mr. Mahr, the motion passed,
Mr, Gann asked about the compensation schedule.
Mr, Evans said the compensation would be on a cost reimbursement
schedule with cost ceiling the same as we have used on the last
four contracts. Yesterday afternoon, the Encina Negotiating Com-
mittee met with Lowry & Associates and estimate a cost ceiling of
$1,167,027,85. We've talked to the SWRCB and this contract would
be 8733% grant eligible. The State has not yet a lot of experience
with this kind of contract although they are gearing up to do it
and are writing guidelines. The $1,167,027.85 would be approx-
imately 2.9% of the estimated construction cost which falls within
a broad range that the State feels is reasonable for multiple con-
tracts of this complexity,
Mr. Beckman said that we're not dealing with choosing an optional
We have a choice. We're either going to use it this
or we' re going to have to hire the people ourselves to do
things or we're going to have to pay more on a contract to
have a prime contractor do it. The only real optional element of
ii:, and they are specifically identifiable, are the acceleration
- 15 -
•JOINT ADVISORY CCTTEE MEETING
MINUTES - JANUARYTf? , 1979
of the contracts to break them into multiple and "fast-track".
The vast bulk of that cost, as staggering as it sounds, are
costs which you have to do anyway. On smaller contracts in
the range of from $100,000 to $1 million, the administrative
costs, which are normally associated, are in the range of
5 to 6%. He strongly urged that the JAC give this consider-
ation.
Chairman Stiles said that in Phase I, II and IIA, we were al-
ways in trouble and never had any place to go or no one to
turn too. He said he kind of liked this idea. At least we
could back these people up against the wall.
Mr. Skotnicki asked whether this motion also approved the
"fast-tracking" method.
Mr. Evans answered that he felt we should wait until we get a
report back from Brown and Caldwell and Lowry & Associates
before we do that.
Mr. Gann said he would have the contract ready in a few days.
ADJOURNMENT
There being no further business, the meeting adjourned at 11:08 A.M.
The next regularly scheduled JAC meeting will be on Wednesday, February
28, 1979 at 9:00 A.M. at the Encina Water Pollution Control Facility.
Respectfully submitted,
M. Gunn Taylor
Secretaxy^to the JAC
- 16 -