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Home My WebLink AboutAGENDA BACKUP 10-07-99 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 7, 1999 No.: 4.a. HEARINGS Type of Action: CONDUCT HEARING; ADOPT ORDINANCE Subject: CONDUCT A PUBLIC HEARING TO RECEIVE COMMENTS ON A PROPOSED ORDINANCE TO AMEND DISTRICT CODE SECTION 6.20.300 SCHEDULE OF REIMBURSEMENT FEES, TO ESTABLISH REIMBURSEMENT FEES APPLICABLE TO PROPERTY WHICH COULD CONNECT TO PROJECT 5260, 5288, 5316 AND 5351 FACILITIES Submitted By: Jack Case, Associate Engineer Initiating Dept./Div. : Engineering/Environmental Services R:E;:::COMMENDEO:;: BOARO r;lfr; V J. Case J. Mi moto-Mills C. Swanson ISSUE: When reimbursement fees are proposed for projects which could directly connect to a "standard facility," the District Code requires that a public hearing be held prior to the Board of Directors' consideration of the fees for adoption. BACKGROUND: Project 5260, 5288, 5316 and 5351 sewers are "standard facilities," as defined in the District Code. Certain individual property owners within the boundaries of each project area are the installers of these facilities. To fairly and equitably distribute the costs for these facilities, the code provides for the installers to be reimbursed for the proportion of costs allocable to other properties which connect to the sewers within 20 years of project acceptance by the District. Staff has drafted a proposed Ordinance (Attachment 1) to establish reimbursement fees for properties which connect to these projects' sewers. Exhibits A-1 through A-4 of Attachment 1 shows the locations of the projects and the boundaries of properties which could directly connect to the projects' sewers. The proposed reimbursement fees will be collected from property owners within the boundaries of these areas, if and when they connect their property to the sewer system. The collected fees will be held in separate accounts, and disbursed to the installer of the projects. The calculation of the proposed reimbursement fees is summarized in Exhibits B-1 to B-4, of Attachment 1. These fees would be charged in addition to Facilities Capacity and Pumped Zone Fees (now $2,572 per Residential Unit Equivalent) RUE and $348 per RUE, respectively, and other District charges, such as those for permits, inspection, and sewer service. 9/30/99 T:\Admin\StdPositionPaperAdpt.wpd Page 1 of 14 POSITION PAPER Board Meeting Date: October 7, 1999 Subject: CONDUCT A PUBLIC HEARING TO RECEIVE COMMENTS ON A PROPOSED ORDINANCE TO AMEND DISTRICT CODE SECTION 6.20.300 SCHEDULE OF REIMBURSEMENT FEES, TO ESTABLISH REIMBURSEMENT FEES APPLICABLE TO PROPERTY WHICH COULD CONNECT TO PROJECT 5260, 5288, 5316 AND 5351 FACILITIES The District Code requires that reimbursement fees be adjusted at least annually to account for the increase or decrease in value of the facilities due to inflation and depreciation. These fees may also be adjusted to account for differences between estimated and actual costs, and increases or decreases in the number of connections which may connect to the facilities. However, once a particular property has connected to the public sewer, and the fees have been paid, the District will not collect any additional reimbursement fees for that connection, nor refund any excess reimbursement fees which might otherwise be occasioned by these adjustments. Appropriate notices have been posted, and published in the Contra Costa Times. In addition, individual letter notices were mailed to the owners of all affected properties, as required by the District Code. RECOMMENDATION: Conduct a public hearing to receive comments on the proposed Ordinance to amend District Code Section 6.20.300 Schedule of Reimbursement Fees, to establish reimbursement fees applicable to property which could directly connect projects 5260, 5288, 5316 and 5351 facilities. Adopt the Ordinance. 9/30/99 T:\Admin\StdPositionPaperAdpt. wpd Page 2 of 14 ATTACHMENT 1 ORDINANCE NO. AN ORDINANCE OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT TO AMEND DISTRICT CODE SECTION 6.20.300 SCHEDULE OF REIMBURSEMENT FEES TO ESTABLISH REIMBURSEMENT FEES APPLICABLE TO PROPERTIES WHICH COULD DIRECTLY CONNECT TO PROJECT 5260, 5288, 5316 AND 5351 FACILITIES WHEREAS, the Central Contra Costa Sanitary District (District) Code Chapter 6.20 provides for reimbursement to installers of standard facilities from fees charged property owners when they apply to connect their property to the public sewer system; and WHEREAS, District Code Chapter 6.20 provides for the establishment of reimbursement accounts for constructed standard facilities; and WHEREAS, project 5260, 5288, 5316 and 5351 facilities, the location of which are shown on Exhibits A-1 to A-4 of this Ordinance, incorporated in full herein by reference, are standard facilities as defined in District Code Chapter 6.20; and WHEREAS, reimbursement fees have been calculated by the method specified in District Code Chapter 6.20, which calculation is summarized in Exhibits B-1 through B-4 of this Ordinance, incorporated in full herein by this reference; and WHEREAS, a properly noticed public hearing to receive comments on the proposed reimbursement fees was conducted at the Board of Directors' regularly scheduled meeting on October 7, 1999. NOW, THEREFORE, the Board of Directors of the Central Contra Costa Sanitary District does ordain as follows: U:\Plan Review\Case\Ordinance 6.20.300.wpd Page 3 of 14 Section 1. Reimbursement fees applicable to properties which connect directly to project 5260, 5288, 5316 and 5351 facilities designated on Exhibits A-1, A-2, A-3 and A-4 are hereby established. Said reimbursement fees, which shall be added to District Code Section 6.20.300 Schedule of Reimbursement Fees, have been calculated in the manner set forth in District Code Chapter 6.20 and shown in Exhibits 8-1, 8-2, 8-3 and 8-4 of this Ordinance. Reimbursement fees for properties which directly connect to projects 5260, 5288, 5316 and 5351 shall be as follows: a) $5,856.56 per Residential Unit Equivalent (RUE) for Project No. 5260, Escondido Court, Alamo, and b) $6,944.64 per Residential Unit Equivalent (RUE) for Project No. 5288, Redwood Lane, Lafayette, and c) $7,537.37 per Residential Unit Equivalent (RUE) for Project No. 5316, South Avenue, Alamo, and d) $5,660.24 per Residential Unit Equivalent (RUE) for Project No. 5351, Linhares Lane, Alamo. Exhibits A-1 through A-4, and 8-1 through 8-4, hereto shall not be incorporated into the District Code; however, copies of same shall be maintained in the District offices and made available for inspection during the periods where the subject reimbursement fees are in effect. Section 2. This Ordinance shall be a general regulation of the District and shall be published once in the Contra Costa Times, a newspaper of general circulation within the U:\Plan Review\Case\Ordinance 6.20.300.wpd Page 4 of 14 District, and shall be effective on the eighth calendar day following such publication. PASSED AND ADOPTED by the Board of Directors of the Central Contra Sanitary District on the 7th day of October, 1999, by the following vote: AYES: NOES: ABSENT: Members: Members: Members: Gerald R. Lucey President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California Joyce Murphy, Secretary Central Contra Costa Sanitary District County of Contra Costa, State of California APPROVED as to form: Kenton L. Aim, Counsel for the District U:\Plan Review\Case\Ordinance 6.20.300.wpd Page 5 of 14 0> 0> ~ ~~ UN Q.N ~ N , N.T.S. !'" , LEGEND: ." ci ." 'is g :;: Q) /' Q) '0 .0 Q) C5 o -;;; Q. ~ U Q. on /' .:>: Central Contra Costa Sanitary District o MANHOLE SEWER LINE, PIPE SIZE, JOB NUMBER 8"-5260 ___.J REIMBURSEMENT AREA BOUNDARY o 60 120 ~-.. FEET EXHIBIT BOUNDARY MAP - PROJECT 5260 ESCONDIDO Cl, ALAMO A-1 ~ 52 Page 6 of 14 -~--- - ------- - ~~-------~--~~_.._---------------------------- EXHIBIT B 1 Reimbursement Fee Calculation Project 5260, Escondido Ct, Alamo Reimbursement Cost Construction Engineering District Fees County Fee $24,690.00 1,735.00 2,274.00 583.77 $29,282.81 Number of Direct Connections 5 Residential Units Equivalents (RUE) Reimbursement per Unit $29,282.81/5 RUE = $5,856.56 / RUE Properties to which Reimbursement Fee applies Assessor Number of Waive Potential Street Address Parcel Number RUE per Installer Fee Fee Parcel 901 Escondido Court 201-050-031 One Yes 902 Escondido Court 201-050-032 One Yes 909 Escondido Court 201-050-030 One Yes 910 Escondido Court 201-050-033 One Yes 918 Escondido Court 201-050-034 One Yes Page 7 of 14 .,., ,.,. 52 en en 5!! 5fu EVl 0' ,-,"" "'-,.,. "0 -0 . "0 ~ /' .. C "" .. C5 o -;;; 0- o E U "'- en ./ .:,;, LEGEND: ~ N o /} ~- FEET 120 o MANHOLE SEWER LINE, PIPE SIZE, 8"-5288 JOB NUMBER ___, REIMBURSEMENT AREA BOUNDARY Central Contra Costa Sanitary District EXHIBIT BOUNDARY MAP - PROJECT 5288 REDWOOD LN, LAFA VETTE A-2 Page 8 of 14 EXHIBIT B 2 Reimbursement Fee Calculation Project 5288, Redwood Lane, Lafayette Reimbursement Cost Construction Engineering District Fees $9,800.00 2,646.00 1,443.28 $13,889.28 Number of Direct Connections 2 Residential Units Equivalents (RUE) Reimbursement per Unit $13,889.28/2 RUE = $6,944.64 / RUE Properties to which Reimbursement Fee applies Assessor Number of Waive Potential Street Addresss Parcel Number RUE per Installer Fee Fee Parcel 1264 Redwood Lane 246-060-002 One Yes 1265 Redwood Lane 246-060-007 One Yes Page 9 of 14 ~ o MANHOLE SEWER LINE, PIPE SIZE, 8"-5316 JOB NUMBER _~~I REIMBURSEMENT AREA BOUNDARY o I 200 I FEET Central Contra Costa ~ Sanitary District 52 en en ~ ~"- 0.... Ev> O' u '" <>-'" EXHIBIT BOUNDARY MAP - PROJECT 5316 SOUTH AVENUE, ALAMO A-3 Page 10 of 14 EXHIBIT B 3 Reimbursement Fee Calculation Project 5316, South Avenue, Alamo Reimbursement Cost Construction Engineering District Fees $18,660.00 1,995.00 1,957.10 $22,612.10 Number of Direct Connections 3 Residential Units Equivalents (RUE) Reimbursement per Unit $22,612.10 / 3 RUE = $7,537.37/ RUE Properties to which Reimbursement Fee applies Assessor Number of Waive Potential Street Address Parcel Nunber RUE per Installer Fee Fee Parcel 123 South Avenue 198-081-001 One Yes !30 South Avenue 198-081-014 One Yes 133 South Avenue 198-081-002 One Yes Page 11 of 14 "'0 ui o o MANHOLE ~ o :;> ~ o .J:> '" o o ,.. en 0.. o j; u en ~ Central Contra Costa Sanitary District SEWER LINE, PIPE SIZE, 8"-5351 JOB NUMBER 240 I ~__, REIMBURSEMENT AREA BOUNDARY FEET EXHIBIT BOUNDARY MAP - PROJECT 5351 LINHARES LN, ALAMO A-4 N 52 Page 12 of 14 '" '" ~ -0.. ~l{l uN o..N EXHIBIT B 4 Reimbunement Fee Calculation Project 5351, Linhares Lane, Alamo Reimbursement Cost Construction Engineering District Fees PG&E $63,890.00 9,079.00 3,516.92 2.757.41 $79,243.33 Number of Direct Connections 14 Residential Units Equivalents (RUE) Reimbursement per Unit $79,243.33/14 RUE = $5,660.24 / RUE Page 13 of 14 EXHIBIT B 4 Properties to which Reimbursement Fee applies Assessor Number of Waive Potential Street Address Parcel Number RUE per Installer Fee Fee Parcel 100 Alvern Court 198-020-019 One Yes 1520 Las Trampas 198-020-059 One Yes 1521 Las Trampas 198-062-021 One Yes 1524 Las Trampas 198-020-060 One Yes 101 Linhares Lane 198-062-030 One Yes 105 Linhares Lane 198-062-032 One Yes 107 Linhares Lane 198-062-014 One Yes 115 Linhares Lane 198-062-024 One Yes 122 Linhares Lane 198-062-020 One Yes 124 Linhares Lane 198-062-019 One Yes 125 Linhares Lane 198-062-025 Two Yes 126 Linhares Lane 198-062-022 One Yes 130 Linhares Lane 198-062-023 One Yes Page 14 of 14 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 7, 1999 No.: 6.a. BIDS AND AWARDS Type of Action: AUTHORIZE AWARD Subject: AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO EXCEL ROOFING SERVICE FOR THE MECHANICAL MAINTENANCE BUILDING/MATERIALS SERVICES BUILDING ROOF REHABILITATION PROJECT (DISTRICT PROJECT 6143) Submitted By: James L. Belcher Initiating Dept./Div. : Plant Operations/Maintenance OARD ACTION: ISSUE: On September 22, 1999, sealed bids were received and opened for construction of the Mechanical Maintenance Building/Materials Services Building (MMB/MSB) Roof Rehabilitation Project, District Project (DP) 6143. The Board of Directors must authorize award of the contract or reject bids within 60 days of the bid opening. BACKGROUND: The MMB/MSB was completed in July 1987. The 12-year-old corrugated, metal roof is showing significant wear and is in need of rehabilitation. Repairs performed on the roof at this time will extend its life expectancy five to seven years. To reduce future maintenance cost and eliminate the current rain infiltration problems, staff recommends repairing the roof now. The project was advertised on September 7 and September 14, 1999. Two bids, ranging from a low of $38,935 to a high of $44,800, were received and publicly opened on September 22, 1999. A summary of these bids is shown in Attachment 2. The Purchasing Division conducted a commercial evaluation and the Plant Operations Department conducted a technical evaluation of these bids, and they have determined that Excel Roofing Service is the lowest responsible bidder with a bid amount of $38,935. The allocation of funds required to complete this project, as shown in Attachment 3, is $38,500. The current total estimated project cost is $70,000. This project is included in the Fiscal Year 1999-2000 Capital Improvement Budget (CIB) on pages TP-98 through TP- 100. Staff has conducted a cash flow evaluation of the Sewer Construction Fund and concluded that adequate funds are available for this project. 9/30/99 S:\Correspondence\POSPAPR\ 1999-00\DP6143.wPD Page 1 of 5 .,.. ."___....,_._._,.~_.._________'____._.___._._.._...~.,"____~..,___.__..,_~__~_____.....__._*_. __.~._,,~_._..~_,,__._~..~~.._..,_,~._. ,_"",._"___~'__"m__"._.,_,.__._~,,,____._.._.M_'_'___,__.._____.~__.___..,_______._.__..._~,__..'~m'_ POSITION PAPER Board Meeting Date: October 7, 1999 Subject: AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO EXCEL ROOFING SERVICE FOR THE MECHANICAL MAINTENANCE BUILDING/MATERIALS SERVICES BUILDING (MMB/MSB) ROOF REHABILITATION PROJECT (DISTRICT PROJECT 6143) 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. Board of Directors' approval of this project will constitute an independent finding that this project is exempt from CEQA. RECOMMENDATION: Authorize award of a construction contract in the amount of $38,935 for the construction of the MMB/MSB Roof Rehabilitation Project, DP 6143, to Excel Roofing Service, the lowest responsible bidder. 9/30/99 S:\Correspondence\POSPAPR\ 1999-00\DP6143.WPD Page 2 of 5 I; I; I; I; I; I; I; I; I; ;1 o PROJECT SITE Central Contra Costa Sanitary District N ~ en en ~ Ed. .~ l:X ~6 "0 '" TREATMENT PLANT MMB/MSB ROOF REHABILll A liON DISTRICT PROJECT 6143 PROJECT LOCATION EXHIBIT 1 Page 3 of 5 -----,..,-_...~--,_._.-.,.----,.,_._.,..,,--.------'_._--,_._-,~._._--_._----_.-"_...,----_._._--_._--'_.....----_._-,-"----~-_._-'-_.._- Central Contra Costa Sanitary District ATTACHMENT 2 SUMMARY OF BIDS Project: MMB/MSB ROOF REHABILITATION PROJECT DP No. 6143 Date: September 23, 1999 Location: Martinez, California Engr. Est. $35,000 1 Excel Roofing Service 418 N. Buchanan Circle #8 Pacheco, CA 94553-5141 2 Western Roofing Service 2594 Oakdale Avenue San Francisco, CA 94124 $38,935 $44,800 Bids Opened by:/s/ Joyce Murphy Date: September 22, 1999 Sheet No. 1 of 1 H :\SWG\Roof_ 3\SUMBI DRA.WPD Page 4 of 5 ,._ _..__,_,.,..__~,~_._ ,__..__..__.'_.___.__._~.____._.>_.______'"._~_'~_"_,._..~"__4.,"__...,_,_^,.,__".,_..__....___,,_,_,._.___k.__~."_ .. ATTACHMENT 3 MMB/MSB ROOF REHABILITATION PROJECT DISTRICT PROJECT NO. 6143 POST-BID/PRECONSTRUCTION ESTIMATE Percent of Estimated Construction Item Description Total Cost 1 CONSTRUCTION Construction Contract $38,935 Contingency at 15% $ 6,065 Total Construction $45,000 1 00.00 2 CONSTRUCTION MANAGEMENT $10,000 22.22 3 TOTAL CONSTRUCTION PHASE COST $55,000 122.22 4 TOTAL PREBID EXPENDITURES $8,500 18.89 5 TOTAL ESTIMATED PROJECT COST $63,500 141.11 6 FUNDS AUTHORIZED TO DATE $25,000 7 ADDITIONAL ALLOCATION NEEDED TO $38,500 COMPLETE PROJECT Page 5 of 5 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 7, 1 999 No.: 6.b. BIDS AND AWARDS Type of Action: AUTHORIZE AWARD Subject: AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO VISTA UNIVERSAL, INCORPORATED, FOR THE TREATMENT PLANT DOWN LIGHT RETROFIT PROJECT (DISTRICT PROJECT 6147) AND AUTHORIZE THE GENERAL MANAGER TO ALLOCATE $17,000 FROM THE TREATMENT PLANT PROGRAM CONTINGENCY ACCOUNT FOR THE CONSTRUCTION Submitted By: James L. Belcher, Senior Engineer Initiating Dept./Div. : Plant Operations/Maintenance ND RECOMMENDED FOR BOARD ACTION: ISSUE: On September 21, 1999, sealed bids were received and opened for construction of the Treatment Plant (TP) Down Light Retrofit Project, District Project (DP) 6147. The Board of Directors must authorize award of the contract or reject bids within 60 days of the bid opening. BACKGROUND: On October 1, 1998, the District Board of Directors approved the concept of a Success Sharing Program project to relamp all fixtures at the Treatment Plant and Headquarters Office Building. At the conclusion of the retrofit of all District fluorescent fixtures, it was determined that additional savings could be realized from the replacement of the down lighting. Down lighting is the mercury vapor-type lamps that are used throughout the District for building spot and effect lighting. The additional savings, estimated at $10,000 annually, is a result of reduced energy usage and Pacific Gas and Electric rebates. This will complete the lamp retrofit project at these facilities. The Engineer's estimate for construction of the project was advertised on September 7 and September 14, 1999. Four bids, ranging from a low of $26,143.25 to a high of $32,676, were received and publicly opened on September 21, 1999. A summary of these bids is shown in Attachment 2. The Purchasing Section conducted a commercial evaluation. Plant Operations Department conducted a technical evaluation of these bids, and it was determined that Vista Universal, Incorporated, is the lowest responsible bidder with a bid amount of $26,143.25. The allocation of funds required to complete this project, as shown in Attachment 3, is $17,000. The current total estimated project cost is $42,000. This project is not 9/30/99 S:\Correspondence\POSPAPR\ 1999-00\DP614 7. wpd Page 1 of 5 __ _,_~___,,_____,,~,__"""._.~_m"__'___'__""'_"__"_._'__'"_'___'___'__'__'___~_'~_~'''_'_'__''_''__' .. _' ..___,~__.___^___~___'u_,~_ ~__"'_'_~'_''''~U''_'____'"____'_"____'_' ~",-----_.__._"._-- .. -..--.--.,......--.---- POSITION PAPER Board Meeting Date: October 7, 1999 Subject: AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO VISTA UNIVERSAL, INCORPORATED, FOR THE TREATMENT PLANT DOWNLlGHT RETROFIT PROJECT (DISTRICT PROJECT 6147) AND AUTHORIZE THE GENERAL MANAGER TO ALLOCATE $17,000 FROM THE TREATMENT PLANT PROGRAM CONTINGENCY ACCOUNT FOR THE CONSTRUCTION included it in the Fiscal Year 1999-2000 Capital Improvement Budget (CIB). Hence, authorization of additional funds by the Board of Directors from the Treatment Plant Contingency Account is needed. Staff has conducted a cash-flow evaluation of the Sewer Construction Fund and concluded that adequate funds are available for this project. 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. Board of Directors' approval of this project will constitute an independent finding that this project is exempt from CEQA. RECOMMENDATION: Authorize award of a construction contract in the amount of $26,143.25 for the construction of the Treatment Plant Down Light Retrofit Project, DP 6147, to Vista Universal, Incorporated, the lowest responsible bidder, and authorize the General Manager to allocate $17,000 from the Treatment Plant Program Contingency Account for the construction 9/30/99 S:\Correspondence\POSPAPR\ 1999-00\DP614 7. wpd Page 2 of 5 ------~-"-,,. ---------~~~---,-,,----,~-_.-..._-----_.,_.~_..._"_..'"-,._,._..__._....,~....."._..~~.",~,~.,-_._'-_..~,.,~"_.._.,._._-_.~--_.,.,_..,~,... ~ ~ 1 ~ 1 ~ 1 1 1 /,~ o a> a> S! c:i.. ...... ':.;::::V') c. 0... :::0'" fill PROJECT /1 SITES TREATMENT PLANT EXHIBIT DOWNLlGHT RETROFIT DISTRICT PROJECT 6147 1 PROJECT LOCATION '" <;;> ... :: Central Contra Costa Sanitary District Page 3 of 5 Central Contra Costa Sanitary District ATTACHMENT 2 SUMMARY OF BIDS Project: TREATMENT PLANT DOWNLlGHT RETROFIT PROJECT DP 6147 Date: September 21, 1999 Location: Martinez, California Engr. Est. $35,000 , ""!; " '''.~'",,'n'" " ,,,"',,",..,,,....,,,,' :;~.'t',;;': ';'-> ,.:,:t~,'~~~, '\t,'-;, 'B''''l',I'tD''D,'.:ilE'<''R~,~, ""i ;j~#~f~'~~~, '~~, '~:~~t~~~l~.g~;'i~" ;':":"L-'+~~:~'~'tk~ 1 Vista Universal Inc. 2430 American Avenue Hayward, CA 94545 2 Efficient Systems, Inc. 3628 Edison Way Fremont, CA 94538 3 Amtech Lighting Services 1266 Fourteenth Street Oakland, CA 945607 4 Del Monte Electric Company, Inc. 2750 Camino Diablo Walnut Creek, CA 94596 $26,143.25 $27,500 $27,650 $32,676 Bids Opened by:/s/ Joyce Murphy Date: September 21 r 1999 Sheet No. 1 of 1 H:\SWG\L1GHTING\SUMBIDR2.WPD Page 4 of 5 -.---.--.-----.------------------------- ATTACHMENT 3 TREATMENT PLANT DOWNLlGHT RETROFIT PROJECT DISTRICT PROJECT NO. 6147 POST-BID/PRECONSTRUCTION ESTIMATE Item Description 1 CONSTRUCTION Construction Contract Contingency at 15% Total Construction 2 CONSTRUCTION MANAGEMENT 3 TOTAL CONSTRUCTION PHASE COST 4 TOTAL PREBID EXPENDITURES 5 TOTAL ESTIMATED PROJECT COST 6 FUNDS AUTHORIZED TO DATE 7 ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT Percent of Estimated Construction Total Cost $26,143.25 $ 3,856.75 . $30,000 100.00 $10,000 33.33 $40,000 133.33 $2,000 6.67 $42,000 140.000 $25,000 $17,000 Page 5 of 5 ---_...._._-~---------~._'-_.._.~_.....,_._-_._--~._'--.---......----..------..--.-.-.---.,.- Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 7, 1999 No.: 8.a. ENGINEERING Type of Action: ACCEPT CONTRACT WORK Subject: ACCEPT THE CONTRACT WORK FOR THE MARTINEZ TRANSMISSION SEWER CHEMICAL TREATMENT, DISTRICT PROJECT NO. 5328, IN MARTINEZ, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Submitted By: Alex Rozul, Associate Engineer Initiating Dept./Div. : Engineering /Capital Projects A. Rozul t(C ~ W. Brennan REVIEWED AND RECOMMENDED FOR BOARD ACTION: aJ2 ISSUE: Construction has been completed on the Martinez Transmission Sewer Chemical Treatment Project (DP 5328) in Martinez, and the work is now ready for acceptance. BACKGROUND: The sewage conveyance system from the city of Martinez to the treatment plant includes three miles of reinforced concrete gravity sewer pipes (see Attachment 1 for project location). The gravity sewers have been subjected to corrosive conditions and the corrosion rate needs to be controlled to prolong the life of these pipelines. The Martinez Transmission Sewer Chemical Treatment Project consisted of cleaning the gravity pipelines, inspecting the pipelines by closed circuit television (CCTV), and applying magnesium hydroxide to the interior exposed pipe surface. On July 1, 1999, the Board of Directors (Board) authorized the award of a contract for construction of the project to J. F. Pacific Liners, Inc. of Vacaville. Notice to Proceed was issued on August 16, 1999. The contract work was completed on September 29, 1999. The total authorized budget for the project is $300,000. The budget includes the cost of engineering design, District forces, consulting services, testing services, contractor services, etc. An accounting of the project costs will be provided to the Board at the time of project close-out. It is appropriate to accept the contract work by J. F. Pacific Liners, Inc., at this time. RECOMMENDATION: Accept the contract work for the Martinez Transmission Sewer Project - Chemical Treatment and authorize the filing of the Notice of Completion. 9/22/99 H:\ WPD\5328\5328acce.ar Page 1 of 2 BOY suisU(l o , MILE PLEASANT HILL BOYD RD _ Project Locotion Central Contra Costa Sanitary District MARTINEZ TRANSMISSION SEWER REHABILITATION DISTRICT PROJECT 5328 PROJECT LOCATION ATTACHMENT 1 L: \Position papers\M aps\5 3 28. wpd Page 2 of 2 MARTINEZ TRANSMISSION SEWER CHEMICAL TREATMENT PROJECT NO. 5328 Contract Cost $104,000 Contractor J.F. Pacific Liners, Inc. Clean, televise and crown spray 15,300 feet of 36-inch and 42-inch sewer pipe Construction Period 45 days Notice to Proceed August 16, 1999 Project Complete September 29, 1999 Location \~\t,\ ,<~xistin9 . f oree Mai~~. Central Contra Costa Sanitary District MARTINEZ TRANSMISSION SEWER DISTRICT PROJECT 5328 PROJECT LOCATION 1 _._.__.______. __._.__.u...~__~______._.__..,___.,__.___..._u__~'~_.___~.._._____.__,_..~______...__....~_.._"____.__.___'___,_.__...~_,...___.~,...____...,u,_.....___.._._.~_'.,,_~_~,_.___.._____.._.,_.._.+__..__._.._,_.__...._...u_~.__._..__,_...._...._..._m ~ ---- tll - :. \\1 I I ! , ! ~ I r ! ,,, - ~ ~ ~ "' . . ~."':--.-.' 5J.~~-~J?! ...~~-~: 11\ - - WI '-""" // ~ Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 7, 1999 No.: 9. a. HUMAN RESOURCES Type of Action: APPROVE ADDITION TO PERSONNEL ADVANCEMENT PROGRAM Subject: CREATE AND ADD THREE ADMINISTRATIVE SUPPORT TECHNICIAN 1/11 POSITIONS (S48, $2664-$3213 - S52, $2926-$3535) AND ADOPT THE JOB CLASSIFICATION DESCRIPTION; DELETE TWO ADMINISTRATIVE SUPPORT TECHNICIAN POSITIONS (S48, $2664-$3213) AND ONE SENIOR ADMINISTRATIVE SUPPORT TECHNICIAN POSITION (S52, $2926-$3535); RECLASSIFY MS. TWILA MULLENIX AND MS. MARIE YLAGAN, ADMINISTRATIVE SUPPORT TECHNICIANS, TO ADMINISTRATIVE SUPPORT TECHNICIAN I/II'S; AND AUTHORIZE FILLING THE REMAINING VACANT ADMINISTRATIVE SUPPORT TECHNICIAN 1/11 POSITION FROM THE EXISTING ELIGIBILITY LIST Submitted By: Joyce E. Murphy Secretary of the District REVIEWED AND RECOMMENDED FOR BOARD ACTION: Initiating Dept./Div. : Administrative ~; C. Freitas ISSUE: Board authorization is required to delete and add positions, and to revise job classification descriptions. BACKGROUND: In January, the Board received a request for reorganization of the District's Administrative Support Section. A series of staffing changes including a retirement, a promotion, a transfer and a termination, left four of the five positions in the section vacant. This presented an opportunity to redistribute the functional responsibilities of the previously separate functions of secretarial support for the Administrative Department and District-wide records management. This reorganization created a more cohesive and supportive work group, addressed the fluctuations in workload of the various positions, provided more flexibility and depth in staffing, and provided job enrichment for the individuals in the positions. The Board approved the reorganization and recruiting began to fill first the Administrative Support Supervisor position, then the Senior Administrative Support Technician position, and finally the two Administrative Support Technician positions. The District was successful in filling the Supervisor and the two entry level Technician positions; but after two recruitment efforts, we have still been unable to find an individual with the balance of administrative support/clerical and records management skills required for the Senior 9/29/99 Page 1 of 8 POSITION PAPER Board Meeting Date: October 7, 1 999 Subject: CREATE AND ADD THREE ADMINISTRATIVE SUPPORT TECHNICIAN 1/11 POSITIONS (S48, $2664-$3213 - S52, $2926-$3535) AND ADOPT THE JOB CLASSIFICATION DESCRIPTION; DELETE TWO ADMINISTRATIVE SUPPORT TECHNICIAN POSITIONS (S48, $2664-$3213) AND ONE SENIOR ADMINISTRATIVE SUPPORT TECHNICIAN POSITION (S52, $2926-$3535); RECLASSIFY MS. TWILA MULLENIX AND MS. MARIE YLAGAN, ADMINISTRATIVE SUPPORT TECHNICIANS, TO ADMINISTRATIVE SUPPORT TECHNICIAN I/II'S; AND AUTHORIZE FILLING THE REMAINING VACANT ADMINISTRATIVE SUPPORT TECHNICIAN 1/11 POSITION FROM THE EXISTING ELIGIBILITY LIST Technician position. The Board may recall that after the first unsuccessful recruitment effort to fill the Senior Technician position, the experience and education requirements in the job classification description were modified to make them more consistent with those of the other positions and to hopefully allow for a successful second recruitment. However, the second effort failed to generate a list of candidates with the desired range of abilities. It would appear that as we have changed our positions to address changes in technology and to achieve greater flexibility, the job market has not yet caught up with us. As a result of the continuing vacancy in the Senior Technician position, the individuals hired at the entry level Technician positions have been training on the District's records management and library functions and are performing those functions under the guidance of the Administrative Support Supervisor. Based on our unsuccessful experiences in recruiting for the Senior Technician position, the increasing skills and experience of the individuals hired for the entry level Technician positions, and the fact that we have a current eligibility list for the entry level Technician position, I would recommend that three positions be budgeted as Administrative Support Technician 1/II's (S48, $2664-$3213 - S52, $2926-$3535); that the positions be included in the District's Personnel Advancement Program; and that the remaining vacant position be filled at the entry level using the current Administrative Support Technician eligibility list. Although the initial labor cost to the District would be less, the long term consequence when all three employees reach the top of the S52 range would be approximately $8,000 per year in additional labor costs. This proposal has been reviewed by the Board Personnel Committee. RECOMMENDATION: Create and add three Administrative Support Technician 1/11 positions (S48, $2664-$3213 - S52, $2926-$3535) and adopt the job classification description; delete two Administrative Support Technician positions (S48, $2664-$3213) and one Senior Administrative Support Technician position (S52, $2926-$3535); reclassify Ms. Twila Mullenix and Ms. Marie Ylagan, Administrative Support Technicians, to Administrative Support Technician I/lI's; and authorize filling the remaining vacant Administrative Support Technician 1/11 position from the existing eligibility list. 9/29/99 Page 2 of 8 Respirator Class: 10/8/99 1/8/99 S-48 I = 8-48 II = S-52 3 CENTRAL CONTRA COSTA SANITARY DISTRICT Effective: Range: ADMINISTRATIVE SUPPORT TECHNICIAN 111I DEFINITION Operate and maintain components of the District-wide Records Management Program including creation, transfer, storage, retrieval, preservation and disposition of records in accordance with approved standards and procedures; assist with general administrative details of the department performing complex and confidential secretarial duties; perform a wide variety of general clerical duties within a department or the centralized administrative support system, depending upon assignment; provide information externally and internally regarding District policies and/or procedures; perform telephone/receptionist duties including following established procedures to operate telephone console and related equipment depending upon assignment. DISTINGUISHING CHARACTERISTICS Administrative Support Technician I This is the entry level position of the Administrative Support Technician series and is distinguished from the II level by the more limited ability to perform the full range of duties without immediate supervision. Incumbents of this class perform routine office and records management work that does not require previous specialized experience. Positions in this ol~ss ~re gener~II'{ f~mili~r 'lJith the speoifio ~nd rele'l~nt polioies ~nd prooedures unique to the District's /\dministrotive Support Di'Jision and Records M:m~gement Progr~m. This class is distinguished by the confidential work that is performed as defined by the Meyers-Milias-Brown Act. Administrative Support Technician II This is the journey level class of the Administrative Support Technician series and is distinguished from the I level by the ability to perform the full range of duties as required within each of the areas comprising the District's Administrative Support Division and Records Management Program under general supervision. Positions in this class are familiar with the specific and relevant policies and procedures unique to the District's Administrative Support Division and Records Management Program. This class is distinguished by the confidential work that is performed as defined by the Meyers-Milias- Brown Act. Page 3 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Support Technician 1/11 (Continued) SUPERVISION RECEIVED AND EXERCISED Receive supervision and direction from supervisory or management personnel. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Perform ongoing duties such as the classifying and coding of records materials, and assist clerical staff with complex problems in the daily operation of the Records Management Program. Maintain logs, filing, archives, official records library, and other record-keeping systems used by the District. Operate and maintain the Inactive Records Center, including the receipt, storage, retrieval, and disposition of records. Coordinate micrographics and electronic storage procedures. Classify and catalog new library acquisitions; monitor collection development. Prepare periodic updating of the records retention and disposition schedule for review by the Secretary of the District; monitor adherence to the schedule. Edit, type, and/or proof a variety of documents including reports, memoranda, letters, contracts, and purchase orders. Act as a receptionist; provide information, externally and internally, regarding District policies and/or procedures; refer inquiries as appropriate. Perform a wide variety of general records management and clerical duties including filing, copying materials, handling phones, and ordering office supplies and materials. Respond to questions regarding District policies, procedures and practices ensuring the appropriate distribution and release of information on employer/employee relations designated as confidential. When assigned to Reception, operate standard multi-extension telephone system, receive and screen calls, and direct calls or notify appropriate personnel as necessary. Page 4 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Support Technician 1/11 (Continued) EXAMPLES OF ESSENTIAL DUTIES: Assist in developing the vital records program and monitoring the protection of the District's vital records. Operate a variety of office machines including word processing equipment, fax machines, and photocopy machines. Receive, sort, and distribute incoming and outgoing correspondence. Assume responsibility for inputting data on data processing terminal; participate in the identification and implementation of system upgrades. Perform related duties as required. Administrative Support Technician I MINIMUM QUALIFICATIONS Knowledge of: English usage, spelling, grammar, and punctuation. Use and operation of computers including database software. Principles and practices of computer database systems. Modern office methods, procedures, and equipment including word processing. When assigned to Reception, the operation of a multi-extension telephone console. District's organization, functions, and procedures. Ability to : On a continuous basis identify and match record types to schedules; identify written and verbal information and direct to appropriate source, problem solve scheduling and office procedure questions, understand and explain office and department policies and procedures. Intermittently analyze word processing documents, compose correspondence, and interpret requests for information. Page 5 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Support Technician 1111 (Continued) Ability to: Sit at a desk for long periods of time on a continuous basis. Intermittently twist to reach equipment surrounding desk; use telephone; write or use a keyboard to communicate through written means; visually identify placement of individual file folders and records; perform simple and power grasping, pushing, pulling, and fine manipulation; reach above and below shoulder in performance of duties; lift or carry weight of 40 pounds or less and handle boxes of files on ladders at heights up to 15 feet. Perform general records management/clerical duties; understand and carry out oral and written directions. Type from handwritten copy at a speed necessary for adequate job performance. Communicate clearly and concisely, both orally and in writing. When assigned to Reception, memorize and retain a large variety of telephone numbers, names, and locations. Enter information into and retrieve information from a computer. Learn the operation of the District's Records Management, Board Records, library, and related systems. Learn District's organization, functions, and procedures. Work cooperatively with other departments, outside agencies, and the public. Interpret and apply District policies, procedures, and rules. Effectively use, operate, and maintain the District's computerized Records Management systems. Transcribe from recording equipment as required by the position. Work effectively under pressure with frequent interruptions. Communicate clearly and concisely, both orally and in writing. Page 6 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Support Technician 1/11 (continued) EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: One year of experience in a records management/clerical capacity. Education: Equivalent to the completion of the twelfth grade. LICENSES AND CERTIFICATES Possession of a valid California Driver's License. Administrative Support Technician II In addition to the qualifications for Administrative Support Technician I: Knowledge of: Computer hardware and software related to District Records Management Programs. Comprehensive knowledge of the records systems for which responsible, including experience and lor training in records and information systems. Research, filing, indexing and cross-referencing methods. Thorough knowledge of retention schedules, indexing systems and records management procedures. Ability to: Intermittently remember protocols used when indexing items and explain records management system to departments. Page 7 of 8 CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Support Technician 1/11 (continued) Ability to: Train personnel in the basic operation of the computer system, providing records management expertise and guidance to other users throughout the organization. Perform assigned duties with independence, using established policies, procedures and guidelines. EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Eighteen months of experience comparable to the Administrative Support Technician I class of the District. Page 8 of 8 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 7, 1 999 No.: 9. b. HUMAN RESOURCES Type of Action: AUTHORIZE STAFFING Subject: AUTHORIZE THE ADDITION OF THREE FIELD POSITIONS TO THE COLLECTION SYSTEM OPERATIONS DEPARTMENT: ONE MAINTENANCE CREW LEADER (G-65, $3,959 to $4,798), ONE CONSTRUCTION EQUIPMENT OPERATOR (G-62, $3,693 to $4,468), AND ONE MAINTENANCE CREW MEMBER 1/11 (I, G-53, $2,981 to $3,605, and II, G-59, $3,437 TO $4,158). Submitted By: John Larson, Director of Collection System Operations REVIEWED AND RECOMMENDED FOR BOARD ACTION: Initiating Dept./Div.: Collection System Operations C. Freitas ~JJfi ISSUE: Board authorization is required in order to add or delete positions. BACKGROUND: The District's Collection System Operations Department (CSOD) is responsible for the operation and maintenance of 1,500 miles of public sewer lines and 30,000 associated structures. The regulatory environment in which this work is done requires the reporting of any sewer overflow greater than 100 gallons as a violation of our NPDES Permit; currently, EPA is considering more stringent regulations which would require enforcement actions following collection system overflows. The District's collection system has maintained an excellent regulatory compliance record and it has received high marks for customer service. Staffing at CSOD has been reduced by 13 positions over the past nine years in an effort to control costs without compromising service; the current authorized staffing level is at 41 full-time positions and one part-time position. Measures of production, productivity and customer service have improved over this same nine-year time period. However, the number of backlogged collection system repair projects has increased. While critical repair work (e.g., line failure imminent) is done as a priority in order to maintain a functioning system, less urgent repair projects are backlogged until a repair crew is available to accomplish the work. Currently, there is a total of 680 collection system repairs in the backlog; there are 154 high priority collection system repair projects in the backlog. In an effort to reduce the number of backlog repair projects, CSOD contracted for two seasonal crew members from Delta Diablo Sanitation District to supplement CSOD field crews for the period June 1999 through November 1999. Additional construction crews made up of District employees and summer help were assigned to repair projects in order to reduce the backlog. In the three and a half months ended September 17, over 90 high 9/29/99 W:\ADMINC\ADDCREW.WPD Page 1 of 2 -_...__..._---~_._-......---_.~-~...,'-----"--'------'-_._-'-~-----~-_..".. POSITION PAPER Board Meeting Date: October 7, 1999 Subject: AUTHORIZE THE ADDITION OF THREE FIELD POSITIONS TO THE COLLECTION SYSTEM OPERATIONS DEPARTMENT: ONE MAINTENANCE CREW LEADER (G-65, $3,959 to $4,798), ONE CONSTRUCTION EQUIPMENT OPERATOR (G-62, $3,693 to $4,468), AND ONE MAINTENANCE CREW MEMBER 1/11 (I, G-53, $2,981 to $3,605, and II, G-59, $3,437 TO $4,158). priority repairs were completed. This number would have been higher but there was a substantial amount of unplanned work associated with the impact of construction activities of other agencies, utilities and private contractors. The total number (680) of repair projects in the collection system backlog remains basically unchanged during this same period. There is a concern by both staff and the Board that the size of the collection system repair project backlog could create customer service issues. Planned service and maintenance work that has been arranged with property owners is sometimes delayed by higher priority work. Medium priority work, such as raising/lowering manholes to grade, can languish for long periods. It appears that the District's customers would benefit from a higher level of service associated with a reduced collection system repair backlog. It is proposed to increase the CSOD staffing level by one construction crew (three additional employees) as a step towards reducing the collection system repair backlog. One additional construction crew would provide a major increase in the level of effort. This is projected to reduce the collection system repair project backlog by 50 to 80 projects per year, counting both the number of projects completed and the number of new repair projects identified. There is an additional cost for a construction crew, estimated to be $200,000 per year, based on the labor, supplies and services needed by such a crew. The recruitment of new employees could start as early as mid-October. Proceeding with recruiting the three new employees mid-year is projected to cause a $100,000 overrun in the 1999-2000 CSOD O&M Budget. Additional equipment to outfit this crew would be requested during the next equipment budget cycle. These additional positions will improve customer service and regulatory compliance in this critical area of District activity. The Board Personnel Committee reviewed this proposal at their September 3, 1999, meeting. RECOMMENDATION: Authorize the addition of three field positions to the Collection System Operations Department: one Maintenance Crew Leader (G-65, $3,959 to $4,798), one Construction Equipment Operator (G-62, $3,693 to $4,468), and one Maintenance Crew Member 1/11 (I, G-53, $2,981 to $3,605, and II, G-59, $3,437 to $4,158). 9/29/99 W:\ADMINC\ADDCREW.WPD Page 2 of 2