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Home My WebLink AboutAGENDA BACKUP 05-20-99 .....,.-... Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 20, 1999 No.: 4.a. CONSENT CALENDAR Type of Action: QUITCLAIM SEWER EASEMENTS Subject: QUITCLAIM SEWER EASEMENTS TO BPP/PLEASANT HILL, L.P., PLEASANT HILL AREA, JOBS 214, 487 AND 780 Submitted By: Bill Gregory, Real Property Specialist REVIEWED AND RECOMMENDED FOR BOARD ACTION: ritt90~ %t::o ISSUE: BPP/Pleasant Hill has requested the District to quitclaim the subject easement. BACKGROUND: The subject easements were deeded to Central Contra Costa Sanitary District in 1951, 1954 and 1961. They were created to provide sanitary sewer service to properties in their vicinity. These properties and others are now included within a large area which is being redeveloped by the City of Pleasant Hill. The alignment of the subject sewer easements are in conflict with the newly created parcel boundaries and are not needed for the planned new improvements. The sewers within these easements are no longer being used, therefore the easements should be quitclaimed. The District's processing fee has been paid. Staff concluded that this project (the proposed quitclaim) is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 18.6, since it involves a minor alteration in land use limitations. Board of Directors' approval of this quitclaim will constitute an independent finding that this project is exempt from CEQA. RECOMMENDATION: Approve Quitclaim Deed to BPP/Pleasant Hill, L.P., a California Limited Partnership, Jobs 214, 487 and 780; authorize the President of the District Board of Directors and the Secretary of the District to execute said Quitclaim Deed; and authorize the Quitclaim Deed to be recorded. 5/1 0/99 U :\Plan Review\Gregory\Quitclaim. BPP. PH. wpd Page 1 of 2 ~ ."." L__ ,~ " . .~ T.. - I -.. I . . ,J. i I . i r---_ . . Q cr. '.' s- ~: ; -" ..., ; L~ 1.."..; ~_.' ._ ~ I.tONUt.tENT QUITCLAIM S.S.E. oct cr I- Z o (J BOYD RD ~ QUITCLAIM SEWER EASEMENTS JOBS 214, 487 and 780 PLEASANT HILL AREA \ ..III.I'.il, ( c :; m ~ CJ) o (J I I . II I; II I I II I I II I I II I I I 11:>..11 I II~/I I; 111:111 II II!!II II II II II II II II II II II II II II II II II II II II II II/I I I / I I / I I / I I I I I I I II 1/ /1 lla;l I I I I I I I I I I 111//1 I I I I I / II III I II 'II I 11/11/ Page 2 of 2 Central Contra Costa bdnitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 20, 1999 No.: 4.b. CONSENT CALENDAR Type of Action: ACCEPT OFFER OF DEDICATION Subject: ACCEPT AN IRREVOCABLE OFFER OF DEDICATION FROM MRS. MARYELLEN SMITH FOR A PARCEL OF LAND IN PLEASANT HILL AND QUITCLAIM SAID PARCEL OF LAND TO THE PLEASANT HILL RECREATION AND PARK DISTRICT, DP 4985 Submitted By: Ricardo Hernandez, Engineering Assistant REVIEWED AND RECOMMENDED FOR BOARD ACTION: Initiating Dept./Div. : Engineering Dept./Capital Projects Div. -L~ R.~ fJl? WfI5 1/# I J. McCoy W. Brennan ISSUE: Board approval is required for the District to accept Offers of Dedication and to quitclaim surplus property. BACKGROUND: The subject triangular parcel of land labeled "Smith parcel" on the attached map, was offered to the District on December 14, 1998, as part of a Settlement and Release Agreement with Mrs. Maryellen Smith of Pleasant Hill (map attached). The Release Agreement was for the release and discharge of claims or actions arising out of condemnation proceedings initiated by the District to obtain easements on land owned by Mrs. Smith at 239, 241, 243, 245, and 247 Gregory Lane in Pleasant Hill. Board authorization for the condemnation proceedings to acquire these easements for the Pleasant Hill Relief Interceptor Project was obtained on September 4, 1997 (Resolution No. 97-148). The Release Agreement and associated Easement Purchase Agreement and Grant of Easement were approved by the Board at the December 17, 1998, meeting. On September 3, 1998, the Board accepted a Grant of Easement from the Pleasant Hill Park District (Park District) for easements for the Pleasant Hill Relief Interceptor Project at a cost of $5,300. Negotiations with Mrs. Smith concluded soon after and the Park District agreed to the acquisition of the triangular Smith parcel in lieu of the original monetary compensation. In exchange for quitclaiming this parcel to the Park District, the District will receive permanent and temporary construction easements through Park District land as depicted on the attached map. An addendum to the Purchase Agreement with the Park District reflecting the land transfer is being submitted for approval. To effect the land transfer, three actions must take place: accepting the Irrevocable Offer of Dedication for the Smith parcel, declaring this land (Smith parcel) as surplus property, and finally quitclaiming it to the Park District in exchange for easement rights. 5/12/99 H:\Design\PP\4985 Accept Offer Smith.RH.wpd Page 1 of 3 POSITION PAPER Board Meeting Date: May 20, 1999 Subject: ACCEPT AN IRREVOCABLE OFFER OF DEDICATION FROM MRS. MARYELLEN SMITH FOR A PARCEL OF LAND IN PLEASANT HILL AND QUITCLAIM SAID PARCEL OF LAND TO THE PLEASANT HILL RECREATION AND PARK DISTRICT, DP 4985 This project was addressed in the 1991 Pleasant Hill/A-Line Environmental Impact Report and the 1993 Recycled Water Pipeline Project Negative Declaration. No additional environmental documentation is required. Staff has also concluded that the quitclaim is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 18.6, since it involves a minor alteration in land use limitations. Approval of the quitclaim establishes the Board of Director's independent finding that this project is exempt from CEQA. RECOMMENDATION: 1. Accept the Irrevocable Offer of Dedication from Mrs. Maryellen Smith; 2. Authorize the President of the Board and the Secretary of the District to sign addendum to the Purchase Agreement with the Pleasant Hill Recreation and Park District; 3. Declare the Smith parcel as surplus; 4. Approve the quitclaim of the Smith parcel to the Pleasant Hill Recreation and Park District; 5. Authorize staff to record with the County Recorder the Resolution of Acceptance of the Irrevocable Offer of Dedication and the Quitclaim Deed to the Park District. 5/12/99 H:\Design\PP\4985 Accept Offer Smith.RH.wpd Page 2 of 3 ) TEMPORARY CONSTRUCTION EASEMENT TO CCCSD FROM PHR&PD Central Contra Costa ~ Sanitary District :t 0> 0> -g1!2 ~~ ~=!" 15ot:! '''1 ;::..'1 j;::4, PORTION TO BE >,.GRANTED d' < :: z o o i .:: :~ " ."". ': ': ,; ': ",."."." .1; .:......;.;............1. f; / ~ SMITH fl" ,... ..,i ""'~"I';' , I'." . !i;: .~GRAYSON CREEK .........\ I !'; I ~ FLOOD CONTROL ., T , ,....."."...., 'I ' I N"" " ! ,.!"" 1.,.,," ..r:;""......;:'; "', ~\;.:{ i '\ H.1: ; :..............., ; . 'i '.L\.. , .....:~.,'~::.=~.., ! .; /f'" I.J........1 \\ Sui ;'I! t.' .' - ::b:J 'i U-~=R& . it- TO \'(:Ct;:SD : ':\'~\~')' "'u,. PLEASANT HILL PARK (PHR&PDJ ~ N , o 50 I 100 FEET GREGORY. LN ,:.,.,".".,_.,..,..~.. " ; ~.: : . '. : 'J :-........:: ~. :: .~ : :: .; ~....,.. PLEASANT HILL RELIEF INTERCEPTOR PLEASANT HILL RECREATION &. PARK DISTRICT ATTACHMENT MAP Page 3 of 3 Central Contra Costa Sallitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 20, 1999 No.: 4.c. CONSENT CALENDAR Type of Action: ACCEPT ANNEXATION FOR PROCESSING Subject: AUTHORIZATION FOR P.A. 99-11 (DANVILLE) TO BE INCLUDED IN A FUTURE FORMAL ANNEXATION TO THE DISTRICT Submitted By: James Coe, Associate Engineer Initiating Dept./Div. : Engineering/Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: ~ ~i:; ttfJ// /J. McCoy Parcel Owners/Address Lead No. Area Parcel No. & Acreage Remarks Agency 99-11 Danville Jill & Thor Crockett Existing house with a CCCSD (98C3) 172 Sonora Avenue failing septic system; Danville, CA 94526 must connect to the 208-033-016 (0.34 AC.) public sewer system. Project is exempt from CEQA RECOMMENDATION: Authorize P.A. 99-11 to be included in a future formal annexation. 5/7 /99 U:IPPrIAuth.PA 99-11.PP.wpd Page 1 of 2 \... EL DORADO Z6 27 Z5 ~ 47 46 24- N~~W SONORA BOUNDARY @ ~ @ 50 '17 '96 '77 5/ 52 53 5S 56 54 t- O w a.. 49 en 0 a: a. PROPOSED ANNEXATION P.A. 99-11 Page 2. of" 2. Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 20, 1999 Type of Action: ESTABLISH HEARING DATE No.: 4.d. CONSENT CALENDAR Subject: ESTABLISH JUNE 3, 1999, AS THE DATE FOR A PUBLIC HEARING TO RECEIVE COMMENTS ON THE DRAFT FISCAL YEARS 1999-2000/2000-01 CAPITAL IMPROVEMENT BUDGET/1999 CAPITAL IMPROVEMENT PLAN Submitted By: John J. Mercurio Initiating Dept./Div. : Engineering/Environmental Services Division REVIEWED AND RECDMMENDED FOR BOARD AC~ --\b- J. iv.m:MUI. 0(sw...." ~#I ~. McCoy ISSUE: The District's draft Fiscal Years 1999-2000/2000-01 Capital Improv ent Budget/1999 Ten-Year Capital Improvement Plan (CIB/CIP) has been prepared by staff. A date for a public hearing to receive comments on the document should be established. BACKGROUND: The Fiscal Years 1999-2000/2000-01 Capital Improvement Budget will establish near-term project priorities and authorize budgets for the Treatment Plant, Collection System, General Improvements and Recycled Water Programs. Detailed information for projects that are anticipated to be active in Fiscal Years 1999-2000/2000- 01 is presented in the Capital Improvement Budget document. The 1999 Ten-Year Capital Improvement Plan will provide the basis for policy decisions concerning the District's Capital Improvement Program and management of the Sewer Construction Fund. The Capital Improvement Plan also serves as the framework for fee analysis. On April 12, 1999, the Board of Directors met with District staff in a workshop session to review the draft Capital Improvement Budget/Capital Improvement Plan. It is appropriate to receive comments in a formal public hearing prior to consideration of the Capital Improvement Budget/Capital Improvement Plan for approval. This public hearing has been tentatively scheduled for the Board's regular meeting on June 3, 1999. RECOMMENDATION: Establish June 3, 1999, as the date for a public hearing to receive comments on the draft CIB/CIP. 5/10/99 U:\PP\MCG\PUBHEARCIB. WPD Page 1 of 1 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 20, 1999 No.: 5.a. HEARINGS Type of Action: CONDUCT A PUBLIC HEARING; ADOPT ORDINANCE Subject: CONDUCT A PUBLIC HEARING TO CONSIDER ADOPTING AN ORDINANCE TO REVISE DISTRICT CODE CHAPTER 6.30 SCHEDULE OF RATES AND CHARGES FOR VARIOUS ENVIRONMENTAL AND DEVELOPMENT-RELATED SERVICES Submitted By: Lesley Klein, Engineering Assistant Initiating Dept./Div. : Engineering Department/Environmental Services REVIEWED AND RECOMMENDED FOR BOAR~ACTI : \ ;Z)JJf~ ~ ~ J. amoto-Mllls . Swanson ~4 ; Me oy ISSUE: The District Code requires that a public hearing be held prior to the Board of Director's adoption of an ordinance to revise Chapter 6.30 Schedule of Rates and Charges, for various environmental and development-related services. BACKGROUND: Chapter 6.30 of the District Code describes fees and charges for services provided to contractors, developers, and other users of the District's wastewater collection and treatment system. These fees and charges are intended to reimburse the District for direct and indirect labor costs and operating expenses incurred in providing each service. The fees and charges are reviewed annually. Revisions recommended for fiscal year 1999-2000 reflect: 1) 1999-2000 wage adjustments and increased benefits cost; and 2) the first of a two-year phased adjustment of these rates and charges to implement changes to the District's overhead rate recommended by the District's internal auditor in 1998. The results of this year's review are summarized in Attachment I showing current rates, proposed rates and the percentage of change. All fees and charges have been rounded to even amounts, resulting in increases between 0% and 10.7%. The proposed schedule of rates and charges has been distributed to representatives of the Home Builders Association of Northern California, the Engineering and Utilities Contractors' Association, and the Associated Buildings and Contractors Golden Gate Chapter, and others who have requested to receive the proposed schedule to provide an opportunity for comments and questions to be directed to District staff prior to the public hearing. Attachment II presents a comparison of the District's proposed Schedule of 5/13/99 U :\PPr\Raposa\RateChg.Paper Il.pp. wpd Page 1 of 1 5 POSITION PAPER Board Meeting Date: May 20, 1999 Subject: CONDUCT A PUBLIC HEARING TO CONSIDER ADOPTING AN ORDINANCE TO REVISE DISTRICT CODE CHAPTER 6.30 SCHEDULE OF RATES AND CHARGES FOR VARIOUS ENVIRONMENTAL AND DEVELOPMENT-RELATED SERVICES Rates and Charges to similar fees of neighboring sanitary districts. In the opinion of District Counsel, these fees and charges are not property-related, therefore, the procedural requirements of Proposition 218 do not apply. RECOMMENDATION: Conduct a public hearing to receive comments regarding a proposed ordinance to revise District Code Chapter 6.30 Schedule of Rates and Charges, for various environmental and development-related services. 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III 0 ::s 0( 0( - CD 0 oS , o.j:i Q) Q) IL Q) E o~ .... 0 co co u en 01 olS olS E co .S ... ... .I: > :~ Q) Q) ... Q) 0 ... ~ co .... CD :2 Cl Q) l! "2 Q) CD co .... .... .. :2 :2 <C c III C ('I) N 0... a: ...J en a: - III .. 0 Q. ~ - - - - III - - a: I N ('I) v LO ~ N ('I) -c ~ I I I I - I I I IL ~ ~ ~ ~ m m m m IL - -:-= J Central Contra Costa ~anitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 20, 1999 No.: 7.a. BIDS AND AWARDS Type of Action: APPROVE REQUEST AND AUTHORIZE AWARD Subject: APPROVE RELIEF OF BID REQUEST FROM DIVISION TWO CONSTRUCTION, INC. AND AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO TGH PIPELINES, INC. FOR ROSSMOOR SEWER IMPROVEMENTS PROJECT, PHASE 5, D.P. 5352, OR TAKE OTHER ACTION AS APPROPRIATE Submitted By: David Baldi, Engineering Assistant Initiating Dept./Div. : Engineering Dept./Environmental Services Div. D. Baldi -;W! ~~ C. Swanson #~I / J. McCoy REVIEWED AND RECOMMENDED FOR BOARD ACTION: ;::e ISSUE: On April 7, 1999, sealed bids were received and opened for construe Ion of the Rossmoor Sewer Improvements Project, Phase 5, District Project No. 5352. The Board of Directors must authorize award of the contract or reject bids within 50 days of the opening. The Board of Directors must decide whether or not to grant a relief of bid request. BACKGROUND: An agreement regarding the District taking over maintenance of the private sewer mains within the Rossmoor community was approved by the Board of Directors in 1995. Under the terms of this agreement, new manholes and rodding inlets are being constructed and necessary repairs are being made to the existing sewers so that they may be accepted by the District. The construction of manholes and rodding inlets and repairs are planned for an eight to ten-year period that corresponds to the anticipated transfer schedule. The projects are being financed by the allocation of a portion of the capital improvement fees paid by the Rossmoor Developer, UDC Homes, and a portion of the sewer service charges paid by the owners in Rossmoor. The first four phases of construction were completed each year from 1995 through 1998. The plans and specifications for the fifth phase of the project (see Attachment 1 for map) were prepared by District staff. The Engineer's estimate for construction of Phase 5 is $200,000. This project was advertised on March 10 and 19, 1999. Five sealed bids ranging from $227,750 to $491,400 were received and publicly opened on April 7, 1999. A summary of bids received is shown in Attachment 2. On April 9, 1999, Division Two Construction, Inc. (the apparent low bidder) provided a written request to withdraw their bid due to a mathematical error they made. Their letter 5/1 0/99 H:\Design\PP\5352 Award Relief.DB.wpd Page 1 of 8 POSITION PAPER Board Meeting Date: May 20, 1999 Subject: APPROVE RELIEF OF BID REQUEST FROM DIVISION TWO CONSTRUCTION, INC. AND AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO TGH PIPELINES, INC. FOR ROSSMOOR SEWER IMPROVEMENTS PROJECT, PHASE 5, D.P. 5352, OR TAKE OTHER ACTION AS APPROPRIATE is included as Attachment 3. Under the California Public Contract Code (Section 5103), a bidder may request relief of bid within five days of the bid opening in the event of making a clerical or math error in preparing the bid. The law is stringent with regard to relief from bids and allows relief to be granted by the awarding authority only under specific circumstances. Specifically, the law states that: "The Bidder shall establish to the satisfaction of the court that: a. A mistake was made. b. He or she gave the public entity written notice within five days after the opening of the bids of the mistake, specifying in the notice in detail how the mistake occurred. c. The mistake made the bid materially different than he or she intended it to be. d. The mistake was made in filling out the Bid and not due to error in judgment, carelessness in inspecting the site of the work, or in reading the plans or specifications. In discussions with District staff, Division Two Construction, Inc. provided a project estimate worksheet and a verbal explanation which indicated that a total of $77,600 in material costs were not included in the bid submitted by Division Two. Staff has reviewed the materials submitted and has confirmed that the mistake which was made was in filling out the bid. Staff recommends that the District relieve Division Two Construction, Inc. from their bid. If the Board does so, the District must prepare a report to document the facts establishing a clerical or mathematical error and make the report available for public review. This position paper shall constitute the required report. All of the bids received were greater than the engineer's estimate. In reviewing the bids and discussing the estimating process with the bidders, staff determined that the engineer's estimate understated the costs of access for and difficulty of constructing manholes in landscaped easement areas. In addition to the unit costs for manhole 5/10/99 H:\Design\PP\5352 Award Relief.DB.wpd Page 2 of 8 POSITION PAPER Board Meeting Date: May 20, 1999 Subject: APPROVE RELIEF OF BID REQUEST FROM DIVISION TWO CONSTRUCTION, INC. AND AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO TGH PIPELINES, INC. FOR ROSSMOOR SEWER IMPROVEMENTS PROJECT, PHASE 5, D.P. 5352, OR TAKE OTHER ACTION AS APPROPRIATE construction, all other unit costs in the bids received were generally higher due to a bidding climate where there is a high volume of work and contractors are busy. The Engineering Department conducted a technical and commercial review of the other bids received and determined that the apparent second low bidder, TGH Pipeline, Inc. of Larkspur, California, is the lowest responsible bidder for the amount of $289,340. The funds required to complete this project, as shown in Attachment 4, are $391,000. The total Phase 5 Project is anticipated to cost $421,000. Construction of the improvements to the Rossmoor sewers is included in the fiscal year 1998-99 Capital Improvement Budget (CIB) on pages CS-80 through CS-82. Staff has conducted a cash flow analysis of the Sewer Construction Fund and concluded that adequate funds are available for this project. Staff has concluded that this project is exempt from California Environmental Quality Act (CEQA) under District CEQA Guidelines, Section 18.2, since it involves only minor alterations of existing facilities with negligible or no expansion of capacity. Authorization of the construction contract for this project will establish the Board of Directors' independent finding that the project is exempt from CEQA. RECOMMENDATION: Approve the request for Relief of Bid from Division Two Construction, Inc. and direct staff to return their bid bond. Authorize award of contract for construction of the Rossmoor Sewer Improvements Project, Phase 5, D.P. 5352, in the amount of $289,340 to TGH Pipelines, Inc. as the lowest responsible bidder. 5/10/99 H:\Design\PP\5352 Award Relief.DB.wpd Page 3 of 8 N '" ;.:.. <:> '" '" '" e7 .~~ ~:i: ~ ~ N ~ ""! o o N '" '" '" / .<: ... 2 "0 / N '" '" '" -;;; o I MILES JI2 o ... ~ Central Contra Costa Sanitary District 3 I ROSSMOOR SEWER IMPROVEMENTS PROJECT PHASE 5 Or ~~f 1 Rd. ATTACHMENT 1 Page 4 of 8 ATTACHMENT 2 Date: 4/7/99 BID OPENING FORM Rossmoor Sewer Improvements PrQject - Phase 5 CCCSD Job # 5352 CENTRAL CONTRA COSTA SANITARY DISTRICT Bidders Unevaluated Bid Amount 1. Division Two $ 227,750 Construction, Inc 2. TGH Pipeline, Inc $ 289,340 3. Manuel C. Jardim, Inc $ 300,490 4. P & J Utility Company $ 332,050 5. Ranger Pipelines, Inc $ 491,400 6. $ 7. $ 8. $ 9. $ 10. $ 11. $ 12. $ Opened and Read By: Witness: i-Jay S McCoy Joyce Murphy / 'lru HLt; -lYfi,L;d<r Henry Thom ; / ~ Curt Swanson \,J 0 "d B !dO aVI a I ADS/C:\5352BDSU Page 5 of 8 ATTACHMENT 3 Division Two Construction, Inc. 510/215-8188 · State Ucense: 7360985 · Fax: 510/215-8599 · email: Div2Const@aoI.com Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94553-4316 April 8, 1999 Re : Rossmoor Sewer Improvements Project - Phase 5 District Project # 5352 Bid Date: 4nt99 Dear Sir, Division Two Construction, Inc. respectively wishes to seek relief from our bid proposal onthe above referenced project. It bas come to my attention that a clerical error was made in the preparation of the bid, namely the material costs were inadvertently not added wbile coming to a project total in our estim~ti1\g worksheets, which substantially altered our bid by $75,000. For this reason, this company seeks to withdraw its bid proposal and apologies for any inconvenience. Please contact me at (510) 215-8188, if you have any questions re~ this letter. 1311-8 Hall Avenue, Richmond, CA 94804 Page 6 of 8 ATTACHMENT 4 ROSSMOOR SEWER IMPROVEMENTS PROJECT, PHASE 5 DISTRICT PROJECT NO. 5352 POST -BID/PRECONSTRUCTION ESTIMATE PERCENT OF ESTIMATED ITEM DESCRIPTION TOTAL CONSTRUCTION 1. Construction Contract $ 289,340 2. Contingency at 15.1 percent $ 43.660 CONSTRUCTION TOTAL $ 333,000 100.0 3. Construction Management . District Forces - Construction Management $ 7,000 - Contract Administration/Inspection $ 23,000 SUBTOTAL CONSTRUCTION MANAGEMENT $ 30,000 9.0 4. Consultant/Professional Services . Material Testing $ 3,000 . Arborist $ 1,000 . Sewer Cleaning and Televising Service $ 20,000 SUBTOTAL CONSULTANT/PROFESSIONAL $ 24,000 7.2 SERVICES 5. Engineering and Other Services During Construction . District Forces - Office Engineering Services $ 6,000 - Record Drawings $ 3,000 - Community Relations $ 2,000 - Surveying $ 3,000 - Easement Preparation $ 3,000 - Collection System Operations $ 1,000 Page 7 of 8 H:\Design\PP\5352 Award Relief.DB.wpd ITEM DESCRIPTION · Other Services - Legal SUBTOTAL CONSTRUCTION ENGINEERING CONSTRUCTION MANAGEMENT AND ENGINEERING TOTAL (ITEMS 3, 4, & 5) 6. Prebid Expenditures (Planning and Design) 7. Total Project Cost 8. Funds Allocated to Date 9. Allocation Required to Complete Project H:\Design\PP\5352 Award Relief.DB.wpd TOTAL PERCENT OF ESTIMATED CONSTRUCTION $ 2.000 $ 20,000 6.0 $ 74,000 22.2 $ 14,000 4.2 $ 421,000 . 126.4 $ 30,000 $ 391,000 Page 8 of 8 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 20, 1999 No.: 9.a. ENGINEERING Type of Action: AUTHORIZE AGREEMENT Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT WITH G. S. DODSON AND ASSOCIATES FOR THE DESIGN OF IMPROVEMENTS FOR ORINDA CROSSROADS AND MORAGA PUMPING STATIONS, DISTRICT PROJECT 5237 Submitted By: Andrew Antkowiak, Associate Engineer Initiating Dept./Div. : Engineering Dept./Capital Projects Div. W. Brennan REVIEWED AND RECOMMENDED FOR BOARD ACTION: A~iak -4i1- (}fU3 ISSUE: Board of Directors' authorization is required for the General Manager to execute professional services agreements in amounts greater than $50,000. BACKGROUND: The District Pumping Station Master Plan identified a need to renovate the Orinda Crossroads and Moraga Pumping Stations to meet firm pumping capacity, equipment reliability, safety, and ease of maintenance and operation requirements. Both stations are undergoing a long term, multi-phase rehabilitation program to bring them into conformance with the above requirements. Phases completed to date have addressed wet weather capacity, seismic improvements, odor control, and reliability issues. At the September 3, 1998, Board meeting staff was authorized to retain G. S. Dodson and Associates to design the final phase of improvements for both of the pumping stations. These improvements will further improve reliability, safety and operation by replacing the dry weather pumps, associated piping, and outdated electrical and mechanical equipment. As a result of the ongoing design work, staff identified several items that should be included in the design to facilitate operation and maintenance of the stations. These include a wet well dewatering system, flow meters, a new bar screen, cross-over valve operators, a new enclosure for the surge tank at Orinda Crossroads, and a Supervisory Control and Data Acquisition (SCADA) system. The SCADA system has been incorporated into this project to upgrade the existing telemetry and instrumentation, a weakness which was identified during the February 1998 pump failure at Orinda Crossroads. Originally the SCADA system for all District Pumping stations was to be addressed in a separate project, but as design progressed on the Orinda 5/12/99 H:\Design\PP\5237 GS Dodson.AA.wpd Page 1 of 3 POSITION PAPER Board Meeting Date: May 20, 1999 Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT WITH G. S. DODSON AND ASSOCIATES FOR THE DESIGN OF IMPROVEMENTS FOR ORINDA CROSSROADS AND MORAGA PUMPING STATIONS, DISTRICT PROJECT 5237 Crossroads/Moraga Pumping Stations, it became evident that a SCADA system was needed for these pumping stations to meet commitments made to the Regional Water Quality Control Board. The SCADA system at the Orinda Crossroads and Moraga Pumping Stations will enable District staff to obtain real time information about the status of pumping station processes and operation. This will enable staff to better detect equipment malfunctions and quickly react to operational emergencies. The SCADA system will be designed for present data acquisition and analysis with the built in capability of future control of the stations from a remote location ( i.e., Treatment Plant or another pumping station.) To ensure compatibility of the proposed Orinda Crossroads/Moraga SCADA system with future SCADA systems design at other District Pumping Stations and the Treatment Plant, staff proposes to prepare a SCADA Master Plan, which will develop a District wide SCADA standard. The Master Plan will be developed concurrently with the design of the SCADA system at Orinda Crossroads and Moraga Pumping Stations. Staff recommends addition of the above SCADA system design and Master Plan preparation as additions to the G. S. Dodson and Associates scope of work. G. S. Dodson and Associates and their subconsultant, Electrical and Control Systems Engineering, have an in-depth knowledge of District pumping facilities and were selected for the Orinda Crossroads/Moraga Pumping Stations Project through a formal proposal process. A cost reimbursement amendment has been negotiated with G. S. Dodson and Associates for $147,000 bringing the cost ceiling for the work to $616,000. The Orinda/Moraga Pumping Station Improvements project is included in the 1998-99 Capital Improvement Budget (pages CS-97-100) with a budgeted total project cost of $6,030,000. The Pumping Station Instrumentation Project is included in the 1998-99 Capital Improvements Budget (pages CS 101-102) with a budgeted total project cost of $965,000. Staff has concluded that this authorization is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 18.2 since it involves a minor alteration to the existing sewage facilities with negligible or no expansion of dry weather 5/12/99 H:\Design\PP\5237 GS Dodson.AA.wpd Page 2 of 3 POSITION PAPER Board Meeting Date: May 20, 1999 Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT WITH G. S. DODSON AND ASSOCIATES FOR THE DESIGN OF IMPROVEMENTS FOR ORINDA CROSSROADS AND MORAGA PUMPING STATIONS, DISTRICT PROJECT 5237 capacity. Approval of this position paper will establish the Board of Directors' independent finding that this project is exempt from CEQA. RECOMMENDATION: Authorize the General Manager to execute a $147,000 cost reimbursement amendment with G. S. Dodson and Associates for additional design services related to the Orinda Crossroads and Moraga Pumping Stations Improvement Project, District Project No. 5237. 5/12/99 H:\Design\PP\5237 GS Dodson.AA.wpd Page 3 of 3 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board MlHIting Date: May 20, 1999 Type of Action: ALLOCATE FUNDS No.: 10 .a. TREATMENT PLANT Subject: AUTHORIZE THE GENERAL MANAGER TO ALLOCATE $70,000 FROM THE TREATMENT PLANT PROGRAM CONTINGENCY ACCOUNT FOR THE STANDBY POWER FACILITY IMPROVEMENT PROJECT, DISTRICT PROJECT 6138 Submitted By: James L. Belcher Initiating Dept./Div. : Plant Operations/Maintenance RECOMMENDED FOR BOARD ACTION: ISSUE: Authorization by the Board of Directors is required for allocations from the Treatment Program Contingency Account in amounts greater than $25,000. BACKGROUND: On December 22, 1998, at 4:21 a.m., Engine Generator No.1 in the Standby Power Facility failed from overheating caused by coolant loss. At the January 7, 1999, Board meeting, the Board authorized an investigation into the cause of the failure, replacement of the engine, and to provide emergency generator backup during the replacement process. Staff informed the Board that the estimated costs to perform the replacement and improvement work would be approximately $300,000. With the assistance of consultants, the District investigated the cause of the engine failure. The investigation revealed a number of deficiencies in the installed equipment when compared to the project specifications. These deficiencies include the following items: . The radiators were undersized. . The instrumentation was not as specified. . Cooling water hoses were supplied not as specified. Concurrent with the engine replacement, Sierra Detroit Diesel Allison Company, the replacement engine manufacturer's local representative, recommended additional work be performed on the engine to improve its long-term reliable operation. This work included installing additional and improved instrumentation and replacing hoses with hard piping. On March 28, 1999, the installation was substantially complete, the engine was successfully tested, and it was returned to operation. 5/12/99 S:\Correspondence\POSPAPR\ 1 999-00\DPSl 38JLB.wpd Page 1 of 2 POSITION PAPER Board MlHlting Date: May 20, 1999 Subject: AUTHORIZE THE GENERAL MANAGER TO ALLOCATE $70,000 FROM THE TREATMENT PLANT PROGRAM CONTINGENCY ACCOUNT FOR THE STANDBY POWER FACILITY IMPROVEMENT PROJECT, DISTRICT PROJECT 6138 Plant Operations Department staff recommends that the remaining engine instrumentation be improved to match that of the replacement engine in order to achieve reliable, long- term use of the equipment. The recommended improvements will cost approximately $60,000 for the work to be performed by the manufacturer's representative (Sierra Detroit Diesel) and about $10,000 for staff time. Staff may recommend additional improvements once full-scale, hot-weather testing of the units has been concluded. Certain liability details relating to these issues and cost-recovery options will be presented in a closed session. Additionally, the investigation of Engine No. 1 failure identified potential areas of improvement for the Standby Generator Facility operations and maintenance. These improvements are being implemented. This project is not included in the 1998-99 Capital Improvement Budget (CIB). There are adequate funds for this project in the Treatment Plant Program Continency Account of the CIB. Staff has also concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines, Section 18.2, since it involves minor alterations to existing sewage facilities with no increase in capacity. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. RECOMMENDATION: Authorize the General Manager to allocate $70,000 from the Treatment Plant Program Contingency Account for the Standby Power Facility Improvement Project, DP 6138. 5/13/99 S:\Correspondence\POSPAPR\ 1999-00\DP6138JLB.wpd Page 2 of 2 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: May 20, 1999 Type of Action: BUDGET REVIEW No.: 13.a. BUDGET AND FINANCE Subject: RECEIVE THE 1999-2000 OPERATIONS AND MAINTENANCE BUDGET Submitted By: Debbie Ratcliff, Controller Initiating Dept./Div. : Administrative/Finance and Accounting RE~::~O RECOM~,~~R BOARD ACTION, ISSUE: The 1999-2000 Operations and Maintenance (O&M) Budget is being s for review at the May 20, 1999 Board Meeting, and is scheduled for approval at 3, 1999 Board Meeting. BACKGROUND: Over the past five years, the total Sewer Service Charge (SSC) has remained constant at $188. At the Board Meeting of February 18, 1999, the Board established the SSC rate for Fiscal Year 1999-2000 to continue at the current rate of $188. Therefore, the draft O&M Budget for Fiscal Year 1999-2000 was calculated using a $157 SSC allocation to O&M and $31 towards Capital with no increase to the current total SSC rate of $188. The following adjustments have been included in the 1999-2000 O&M Budget: Salary & Benefits: . A general salary increase of 3.8% District-wide (COL adjustment per the MOUl . Kaiser and HealthNet medical insurance rates increased by 12% and 11.14% respectively . Retirement rates increased by 2% over actual 1998-99 rates (does not include recent court rulings) . Delta Dental insurance rates increased by 8.85% . Life insurance rates increased by 8 % Revenue: . A reduced Tax Revenue shift from Sewer Construction Fund to O&M Fund to cover interest expense and amortization costs associated with Certificates of Participation (COP). This reduced tax revenue shift reflects th.e reduction in debt service costs due to refinancing the District's COP in November 1998. S:\ADMIN\POSPAPER\Receive O&M Budget99.00.wpd Page 1 of 5 POSITION PAPER Board Meeting Date: May 20, 1999 Subject: RECEIVE THE 1999-2000 OPERATIONS AND MAINTENANCE BUDGET Attachment I summarizes the O&M revenues, expenses, and reserve balances for the seven fiscal years 1993-1994 through the 1999-2000 budget year, and the related SSC rate and SSC equivalent units for each fiscal year. This position paper focuses on variances between projected 1998-1999 and the proposed 1999-2000 budget, as the projected year end results reflect more accurately the revenues and expenses of the District. The presentation to the Board will focus on changes from last year's budget to this year's proposed budget to provide an additional perspective to the Board. Variances explanations between projected 1998-99 and the proposed 1999-2000 budget are provided below: Revenue: Total District Revenue for Fiscal Year 1998-1999 is projected to be $30,976,701 compared to 1999-2000 budgeted revenue of $31,618,200, resulting in an increase of $641,499 or 2.07%. This is mainly due to an increase of $555,000 in City of Concord Revenue due to their share of increased Plant Operation Department expenses; an increase of $112,200 in Sewer Service Charge revenue assuming moderate growth, and an increase of $64,000 for anticipated IPM grant reimbursements. Increases are partially offset by a reduction of $165,000 of property tax revenue allocated from Sewer Construction to Running Expense to cover the cost of Certificate of Participation interest and amortization expense which decreased due to the refunding of the COP's in November, 1998. Expense: Total District expenses budgeted for 1998-1999 were $32,827,029 compared to the proposed budget of 1999-2000 of $33,853,178. This reflects a $1,026,149 or 3.1 % increase over last year's budget with the majority of the increase residing in salaries and benefits. Total District expenses for Fiscal Year 1998-1999 are projected to be $31,969,459 compared to 1999-2000 budgeted expenses of $33,853,178, resulting in an increase of $1,883,719 or 5.9%. Variance explanations for benefit expense categories as well as for each Department follow: Benefits: District Running Expense benefits for 1998-1999 are projected to be $6,346,268 compared to a 1999-2000 budget of $7,105,529 resulting in a total increase of $759,261 or 12.0%. The major factors contributing to this increase are: the cost-of-living adjustment which increases all salary-driven benefit costs, a budgeted 2% increase ($348,978) in Retirement rates, a 12% budgeted rate increase for Kaiser and an 11.14% budgeted rate increase for HealthNet medical costs totaling ($272,314), an 8% budgeted S:\ADMIN\POSPAPER\Receive O&M Budget99-00.wpd Page 2 of 5 POSITION PAPER Board Meeting Date: May 20, 1999 Subject: RECEIVE THE 1999-2000 OPERATIONS AND MAINTENANCE BUDGET rate increase for life insurance, an 8.85% budgeted increase ($58,582) for Delta Dental Costs and a slight increase in Workers' Compensation rates. Capitalized Administrative Overhead is projected to be $(1,165,305) in 1998-1999 compared to a 1999-2000 budget of $(1,229,327) for a favorable variance of $64,022. Administrative: The Administrative Department projects 1998-1999 expenses of $6,252,941 compared to a 1999-2000 budget of $7,066,627, resulting in an increase of $813,686 or 13.01 %. This is mainly due to a $636,594 increase in salaries and wages and benefit expenses; the Public Information account will increase $60,350 over last year's projected actual which is underspent for the current fiscal year due to savings in the student education programs; the Self-Insurance expense was increased by $50,000; Labor Counsel expenses are being budgeted higher in 1999-2000 to anticipate MOU negotiations in 2000 resulting in an increase of $43,500; and the Claims account has been transferred from CSOD's budget to the Administrative Department's budget resulting in an increase of $20,000. These increases have been partially offset by a savings of $65,000 for not having to budget election expenses for 1999-2000. Engineering: The Engineering Department projects 1998-1999 expenses to be $6,209,661 compared to a 1999-2000 budget of $6,655,143, resulting in an increase of $445,482 or 7.2%. This is mainly due to a $132,000 increase in salaries and wages and benefit expenses. Interest expense will increase by $73,000 for 1999-2000 due to a full year of amortization of deferred costs associated with the bond refinancing compared to a partial year for 1998-99. Technical Services will increase $135,000 due to the transfer of budgeted household hazardous waste temporary labor expenses from the Hazardous Waste Disposal account to the Technical Services account for 1999-2000. These increases are partially offset by a $55,000 decrease in the Hazardous Waste Disposal account due to the removal of Household Hazardous Waste temporary labor expenses, partially offset by increased disposal expenses for 1999-2000. CSQ: The Collection System Operations Department projects its 1998-99 expenses to be $4,385,263 compared to a 1999-00 budget of $4,599,234 resulting in an increase of $213,971 or 4.9%. This is mainly due to a $115,000 increase in Employee Benefit costs; a $114,000 increase in Technical Services due to the use of additional temporary and seasonal employees; and a $45,000 increase in outside repairs due to increased construction goals which include manhole raising, abandonments and paving using outside contractors. These increases are partially offset by a $15,000 reduction in salaries due to the elimination of one position and refilling one position at a lower salary; the transfer S:\ADMIN\POSPAPER\Receive O&M Budget99-00.wpd Page 3 of 5 POSITION PAPER Board Meeting Date: May 20, 1999 Subject: RECEIVE THE 1999-2000 OPERATIONS AND MAINTENANCE BUDGET of $11,000 of claims costs to the Administrative Department; and a $30,000 savings in hauling and disposal costs due to eliminating a spoil haul for the 1999-2000 budget year. Plant Operations & Pumping Stations: The Plant Operations and Pumping Stations Department projects 1998-1999 expenses to be $15,121,594 compared to a 1999-2000 budget of $15,532,174, resulting in an increase of $410,580 or 2.7%. This is mainly due to a $450,039 increase in salaries and wages; a $245,104 increase in employee benefits; and a $107,000 increase in chemicals due to an increased purchase of hydrogen peroxide in 1999-2000 to improve odor and corrosion control for the treatment plant and collection system. These increases are partially offset by a $356,000 decrease in Repairs and Maintenance because of a reduction in parts purchases from the Operations and Maintenance Budget for major equipment, as major equipment and components will be purchased through the Treatment Plant Equipment Replacement Project in the Capital Budget; and a $79,100 decrease in Rents and Leases because FY 1998-99 had an extraordinary expense related to renting large portable generators while the Standby Power Facility was being repaired. Any revisions to the 1999-2000 O&M Budget determined at the May 20, 1999 Board Meeting will be incorporated in the budget to be submitted for approval at the June 3, 1999 Board Meeting, at which the following actions are scheduled: · Conduct a public hearing for the collection of the 1999-2000 Sewer Service Charges on the County tax rolls. · Approve the 1999-2000 O&M Budget, incorporating the established Sewer Service Charge rate. 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Overhead (1,164) (1,229) (65) All Other ----L1..56 --L.8.29 73 TOTAL LABOR COSTS $20, taa ~ !.] ,OO~ ADS\S:\BUDGffi 1998-99\Keylabor.OH.wpd KEY INCREASES 1998-1999 BUDGET TO 1999-2000 BUDGET Dollar Jncrease % Jncrease 1998-1999 BUDGET $32,827,000 SALARIES 567,000 3.8 BENEFITS 436,000 8.0 UTiliTIES 97,000 3.8 TECHNICAL SERVICES 205,301 13.4 SELF INSURANCE 50,000 50.0 IPM GRANT 110,000 0 MATERIALS AND SUPPLIES 52,000 4.9 ALL OTHER (SAVINGS) ~ (6.7) 1999-2000 BUDGET $33,853,000 3. 1 S:\BUDGEn 1998-99\98&99BUDGETBREAKDOWN. wpd Central Contra Costa Sanitary District Comparison of Budgeted O&M Expenses Fiscal Year 1998-99 and 1999-2000 (000 Omitted) Department 1998-99 Budget 1999-00 Budget Increase < Decrease> Amount .% Administrative $ 6,467 $ 7,067 $ 600 9.3% Engineering 6,810 6,655 (155) (2.3) Collection Systems Ops. 4,518 4,599 81 1.8 Plant Operations 13,714 14,17-0 456 3.3 Pumping Stations ---L.3.18 -.-L362 ~ 3.3 Total $32.827 $33,853 ll~026 3.1% S:\BUDGET\ 1998-99\O&MCOMP.OH. wpd Proposed O&M Budget ADMINISTRATIVE DEPARTMENT 1999-2000 98/99 Budget 99/00 Proposed Budget Increase % $6,466,621 $7,066,627 $600,006 9.28 Program Savings ADMINISTRATIVE DEPARTMENT 1999-2000 Budget Reductions/Cuts - Outside Repairs for HOB - Reduction in Chemical Workers Examinations - Public information for the Pollution Prevention Program - Election Expenses Not Budgeted - All other accounts TOTAL ($ 5,500) ($ 7,900) ($ 8,600) ($65,000) ($ 9.000). ($96,000) O&M Programs ADMINISTRATIVE DEPARTMENT 1999-2000 Program Proposed Budget 99/00 to Budget 98/99 · Salaries, Wages and Benefits: - Salary Changes for New and Filled Positions and General Increases: - Benefit cost increases, including all Retireees Total · Professional and Legal Services: - Anticipated increase in legal fees for the coming M.O.U. negotiations · Outside Services: - Salary survey expense in Human Resources per Local #1 M.O.U. $218,100 293,000 $511,100 $19,000 $17, 1 00 O&M Programs (continued) ADMINISTRATIVE DEPARTMENT 1999-2000 Proposed Budget 99/00 to Budget 98/99 Program · Self.lnsurance: -Increased Funding of the Self-Insurance Fund from O&M · Other Expenses: - Claims Expenses for settlement of small sewage overflow and other claims - IPM Grant Expenses for materials and services (Revenue from the Grant is reflected in a revenue account) · All Other Accounts: TOTAL $ 50,000 $ 20,000 $40,000 . $ 38.800 $696,000 Proposed O&M Budget ADMINISTRATIVE DEPARTMENT 1999-2000 98/99 Budget 99/00 Proposed Budget Increase % $6,466,621 $7,066,627 $600,006 9.28 Proposed O&M Budget ENGINEERING DEPARTMENT 1999-2000 1998-99 Budget 1999-00 Proposed Budget Decrease % $6,810,366 $6,655,143 $155,223 2.28 Cost Comparison Budget to Budget ENGINEERING DEPARTMENT 1999-2000 Proposed 99/00 Budget to 98/99 Budget Salaries & Wages - MGT. & Non MGT. $190,919 · Cost of Uving Increase · Reclassifications · New Hires Benefits 56,701 · Increased Cost of Benefits · New Hires Hauling & Disposal · Less HHW Disposal <271 ,775> Materials and Supplies · Less HHW Supplies · Reduced Mapping Expenses <25,034> Interest Expense <98,920> · Reduced Interest on Bonds Due to Refinancing All Other <7.114> <t155.223> Proposed O&M Budget COLLECTION SYSTEM OPERATIONS DEPARTMENT 1999-2000 98-99 Budget 99-00 Proposed Budget Increase % $4,518,126 $4,599,234 $81,108 1.8 Cost Savings and Increased Cost COLLECTION SYSTEM OPERATIONS DEPARTMENT 1999-2000 Elimination of 1 Position Underfilling 1 Vacant Position Stockpiling Excavated Material at CSO Yard Claim Costs Transferred to Administration Savings Subtotal District Labor and Benefits Temporary Labor for Repair Backlog Repairs Associated with Add'l Construction Increases Subtotal Net Increase $ 95,000 58,000 30,000 20,000 $203,000 136,000 111 ,000 37,000 $284,000 $ 81,000 Proposed O&M Budget PLANT OPERATIONS DEPARTMENT 1999-2000 1998-99 Budget $15,031,916 1999-00 Proposed Budget $15,532,174 Increase % $500,258 3.3 O&M Programs PLANT OPERATIONS DEPARTMENT 1999-2000 Program Proposed 99/00 Budget to 98/99 Budget General and Inflationary Increases: · Salary and Wages · Benefits Chemicals Utilities · Natural Gas, Land Fill Gas, Electricity and Water Maintenance & Repairs Hauling & Disposal Outside Services (Technical Services) Materials & Supply Other 99/00 Budget $184,004 79,092 15,000 81 ,053 19,219 (32,500) 48, 180 76,549 29,661 $500,258 $15,532,174