2017_04_14_special_meetingFriday, April 14, 2017
Board of Directors Special Meeting
290 Paularino Avenue, Costa Mesa
9:00 A.M.
A. OPENING ITEMS
Subject 1. Call to Order
Meeting Apr 14, 2017 - Board of Directors Special Meeting
Type Procedural
A. OPENING ITEMS
Subject 2. Roll Call
Meeting Apr 14, 2017 - Board of Directors Special Meeting
Type Procedural
A. OPENING ITEMS
Subject 3. Public Comment
Meeting Apr 14, 2017 - Board of Directors Special Meeting
Type Procedural
B. ITEMS FOR BOARD APPROVAL
Summary
The original approach was to transfer all old electrical equipment to a new stainless steel electrical enclosure situated
next to the newly installed generator, however, based on an equipment review during demolition of existing electrical
components, coupled with the District’s desire for additional redundancy and new electrical components, certain
upgrades were deemed necessary. A portion of these upgrades exceed the General Manager’s change order
authority.
Recommendation
The Board of Directors:
1. Approve $10,591.29 in change order work as described below.
2. Transfer $10,591.29 from the Annual Sewer Maintenance account #4364 into Project #315 19th Street Pump
Station Electrical Improvements.
3. Authorize an additional $5,000 change order authority for the General Manager for the remainder of the project.
Analysis
The District’s General Manager has the authority to approve “extra work” for the CMSD’s capital improvement
projects, in the cumulative amount of 10% of the original contract amount, or $15,000, whichever is greater
(Operations Code Section 4.04.060(e). In this project, the 10% contingency is $15,090, however, approval of an
additional $10,591.29 in change order work is necessary to have the electrical work meet District standards and the
funds are available from the Annual Sewer Maintenance account, #4364.
A few of the additional electrical engineering costs covered by the change orders are:
1. The existing electrical enclosure is 56” wide; however, with the desired components, the new stainless steel
enclosure will be 96” wide.
2. Additional redundancy is being added by the installation of additional generator connections, available in the
event the permanent on-site generator is not functioning.3.
3. Upon additional review, the existing meter main should be replaced and should sit on its own pedestal. A new
manual transfer switch will be added.
4. The addition of a disconnect breaker between the new automatic transfer switch and pump controller panel.
Revisions to Plan Preparation to Prevent Future Excess Change Orders
The District has advanced its in-house electrical engineering capabilities through the formation of the current pump
station crew including the addition of a highly trained pump technician. Comments, recommendations, and ideas from
CMSD crews and consultant electrical engineer will from hereafter be made in writing and documented. Additionally,
the pump technician will review completed electrical engineering plans prior to bidding.
Legal Review
Not applicable.
Environmental Review
Subject 1. 19th Street Pump Station Electrical Improvements - Approval of Change Orders for
Electrical Work
Meeting Apr 14, 2017 - Board of Directors Special Meeting
Type Action
Recommended
Action
The Board of Directors:
1. Approve $10,591.29 in change order work as described below.
2. Transfer $10,591.29 from the Annual Sewer Maintenance account #4364 into Project #315
19th Street Pump Station Electrical Improvements.
3. Authorize an additional $5,000 change order authority for the General Manager for the
remainder of the project.
Goals 1.7 Pump Station Maintenance & Standardization Program
1.0 Sewer Infrastructure
The installation of a generator for backup power along with minor site improvements necessitated by aging
infrastructure is categorically exempt under the California Environmental Quality Act (CEQA) (Public Resources Code
Section 21000 et. seq.) under Section 15301 as a “Class 1” project as stated under 15301; “Class 1 consists of the
operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private
structures, facilities …”; pertaining to 15301(b) “Existing facilities of both investor and publicly-owned utilities
used to provide electric power, natural gas, sewerage, or other public utility services”.
Financial Review
Currently, there is $106,643 available in the Annual Sewer Maintenance account, #4364. Staff is recommending the
transfer of $10,591.29 from this account to Project #315 to pay for the change order.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the April 14, 2017 Board of
Directors special meeting at District Headquarters and on the District's website.
Alternative Actions
1. Do not approve the change orders.
2. Refer the matter back to staff for additional information.
Motion & Voting
The Board of Directors:
1. Approve $10,591.29 in change order work as described below.
2. Transfer $10,591.29 from the Annual Sewer Maintenance account #4364 into Project #315 19th Street Pump
Station Electrical Improvements.
3. Authorize an additional $5,000 change order authority for the General Manager for the remainder of the project.
Motion by Art Perry, second by Bob Ooten.
Final Resolution: Motion Carries
Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer
C. CLOSED SESSION
Conference with Real Property Negotiators (Gov Code §54956.8)
Property: 2252 Fairview Road, Costa Mesa
Agency Negotiator: Scott Carroll
Negotiating Party: Mike Johnson
Under Negotiation: Price and terms of payment
Subject 1. Conference with Real Property Negotiators (Gov Code §54956.8) Property: 2252
Fairview Road, Costa Mesa Agency Negotiator: Scott Carroll Negotiating Party: Mike
Johnson Under Negotiation: Price and terms of payment
Meeting Apr 14, 2017 - Board of Directors Special Meeting
Type
C. CLOSED SESSION
Subject 2. Reconvene to Open Session
Meeting Apr 14, 2017 - Board of Directors Special Meeting
Type
D. CLOSING ITEMS
Subject 1. Oral Communications & Director Comments
Meeting Apr 14, 2017 - Board of Directors Special Meeting
Type Procedural
D. CLOSING ITEMS
Subject 2. Adjourn
Meeting Apr 14, 2017 - Board of Directors Special Meeting
Type Procedural