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HomeMy WebLinkAboutAGENDA BACKUP 03-06-97 ~ \"dntral Contra Costa Sanitar J District BOARD OF DIRECTORS Page 1 of 1 BOARD MEETING OF March 6, 1997 NO. 4. CONSENT CALENDAR a. February 26, 1997 TYPE OF ACTION AUTHORIZE ATTENDANCE DATE SUBJECT AUTHORIZE ATTENDANCE OF BA T. THAN, ASSOCIATE ENGINEER, AT A TWO-DAY TRAINING PROGRAM IN SACRAMENTO, FOR A TOTAL COST OF $950 SUBMITTED BY William E. Brennan, Plant Engineering Division INITIATING DEPT/DIV Engineering Department/Plant Engineering Division ISSUE: Approval by the Board of Directors is required for unbudgeted training if the expense will exceed $500. BACKGROUND: Ba T. Than, Associate Engineer, is currently responsible for project management of the design of treatment plant capital improvement projects. Mr. Than routinely negotiates contracts, agreements, and easements with various entities such as consultant engineering firms, manufacturers, and regulatory agencies. The Karrass Effective Negotiation training will enhance his negotiation skills. Several District employees have taken this training and highly recommend it. This training was not included in the Fiscal Year 1996-1997 Operations and Maintenance (O&M) budget. However, there are sufficient funds available in the Plant Engineering Division O&M budget to cover the cost of this training. RECOMMENDATIONS: Authorize the attendance of Ba T. Than, Associate Engineer, at the two-day Karrass Effective Negotiation training to be held in Sacramento, California, from March 10 through March 11, 1997, at a total cost not to exceed $950. RAB REVIEWED AND RECOIVII1IIENDED FOR BOARD AC110N INITIATING DEPARTMENT/DIVISION ~ L:\PP\ THANTRNG. WEB 9/16/96 ~ Central Contra Costa Sanitary District ~l...'-..~~ BOARD OF DIRECTORS Page 1 of 19 :~::IiIl::::.:.:.:.::~B_.:.: :::?'.:.:.:.:._:::::.:.:.:::::.:.:.:.:.::::&i!ir::::::~:::: BOARD MEETING OF ~tF.n w Cl,i1ili1i:.- ...:....? . ::::::..::aR:t:m: March 6, 1997 mt::f:r:t:11fu~::::::i*=::;:;::::~:::::~1~~::Jj:::{::::;::::i...:.:.:.:.:.:.:.:.....:i~11~i:::l~t:::::::~;1l~:::::;:;:~::::::~~1~~::::J~111~m~1~ NO. 5. HEARING a. DATE February 28, 1997 TYPE OF AC1lON HOLD HEARING SUBJECT CONDUCT HEARING ON THE REQUEST OF ROBERT AND PATRICIA LEE FOR CONSIDERATION OF A STAFF DECISION SUllMITTEO BY Jay S. McCoy INI11ATlNG DEPTIDIV Engineering Department/Infrastructure Division ISSUE: Robert and Patricia Lee have appealed a staff decision to deny their request for reimbursement of expenses they incurred in conjunction with the connection of their new home to the District's sewer system. BACKGROUND: Mr. and Mrs. Lee are in the process of building a new home in Walnut Creek. They hired a backhoe company to dig a hole in an attempt to locate a sewer connection. The backhoe company could not find the sewer after digging a hole 12 feet deep. The Lees allege that the District is responsible for costs incurred "while the District corrected the location of the sewer and for the shoring and security in the interim period." The costs claimed to date are $ 717, plus $140 in interest, for a total of $ 857. Mr. Lee obtained information from the District regarding the location of the existing sewer main. Mr. and Mrs. Lee feel the information was incorrect. The information was in the form of record maps and field markings. A copy of the record map is Attachment 1 to this Position Paper. The particular sewer main is located along the bottom of the property designated with the name LEE on the attached map. This sewer main starts at M91 on the right and goes to M89 on the left. The sewer between these two manholes is shown to be at a slight angle with the Lees' property line. This sewer starts within the Lees' property on the right and coincides with the property line on the left. The actual location is shown in Attachment 2. The sewer main is actually just outside of the Lees' property and parallel to the property line. Technically the record map is incorrect. However, record maps, since they are schematic representations and are based on the best available information, are not intended to be entirely accurate as to exact locations. Furthermore, the District does not warrant the accuracy of maps. The maps are to be used as a reference or guide only, and this is understood by all knowledgeable sewer contractors. Markings were placed in the field by the District to assist Mr. Lee. These markings were wooden stakes painted green near the hole that the backhoe company dug. These stakes were within 2 feet of the actual location of the existing sewer. Two feet is a reasonable tolerance for accuracy of these types of markings. These markings were placed at District expense at the request of Mr. Lee. The District rarely marks the location of gravity sewer pipes. It was done in this case as a special consideration to the Lees at their urgent request. The Underground Service Alert (USA) law requires only pressure sewer pipelines to be marked. 'OM'*P% "COMMENDED FOR :A ~ H:\PP\LEEHRNG .JSM 9116/96 !11!jll~I:III~l.I.II:I!:l!:II.II:j:II"":!.IIII'I!1 DATE February 28, 1997 I Page 2 of 1 9 SUBJECT CONDUCT HEARING ON THE REQUEST OF ROBERT AND PATRICIA LEE FOR CONSIDERATION OF A STAFF DECISION There also was an issue regarding the existence of a lateral for the Lees' property. We were told that the backhoe company was digging the aforementioned hole to find an existing lateral connection. While it is not our normal practice, a District crew televised the existing sewer main for Mr. Lee in an attempt to locate the existing lateral connection, but none was found. The source of the information that a lateral connection existed is unknown. It appears that the reason for digging the hole (to find the lateral connection) was invalid. The District has no' responsibility for causing the hole to be dug because the District did not provide information that a lateral existed. By the time the sewer connection was made by Roto-Rooter, as mentioned in the third paragraph of the latest Lee letter, the District had incurred approximately $2,000 in costs dealing with the issues related to the connection of Mr. and Mrs. Lee's home. By doing so, District staff attempted to assist Mr. Lee in understanding the record maps and the field markings. There are thousands of sewer connections in the District. The interpretation of maps and the locating of sewers is almost always done by a sewer contractor. The assistance that the District provided Mr. and Mrs. Lee was necessary because there was no sewer contractor involved with the work leading up to the connection of the home. The assistance by the District was very unusual but was provided to help Mr. Lee in his project to build his own home. Staff has thoroughly reviewed the background of Mr. and Mrs. Lee's request for compensation and can find no justification to reimburse Mr. and Mrs. Lee for reasons stated in letters to Mr. and Mrs. Lee dated January 17, 1997, and January 29, 1997 (attached with the rest of pertinent correspondence). Reimbursement of any kind for costs of attempting to locate the existing sewer (digging the hole, associated delays, shoring the hole, and security around the hole) would set the precedent that the District is responsible for the accuracy of its maps and is responsible to locate sewers for owners and builders. Past District policy has been that these costs are part of a sewer connection and are the responsibility of the owner or owner's agent. RECOMMENDATION: Deny the request for reimbursement from Robert and Patricia Lee. ATTACHMENT 1 ... , P71824H P;>/6J: <>~ .:,. ~ c. ~4\9 ap..BS E \ \2' -.......... ~ CJ P7/633H P7/838H P7()8~7H 45:--------- .-- 44 L. "\) no.. P .~" ~-;) ~ A ATTACHMENT 2 P7/824H { . I ~ l OJ en . ().l ~ - <0 P.,>/6'~ ~~ -I ~ .......... ~ ~ P?1633H P7/838H P7{J8~7H 4 ?--------; .. 44 c:. "b 0\ P~""1~."). A. - -- February 3, 1997 ~~~~U\W~lW 1997 Joyce E. Murphy Secretary of the District Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94553-4392 eeeso SECRETARY OF THE DISTRICT Re: Sewer Connection At 1950 Old Oak Drive, Walnut Creek, CA Dear Ms. Murphy: With reference to the January 29, 1997 letter from Robert Baker, Deputy Chief Engineer, we are appealing the decision of the District staff. Much time has elapsed, but to the best of our ability we will briefly state the chain of events. On June 13, 1996, we went to the District to apply for a sewer connection permit. At that time, we were shown a map which specifically showed the sewer running across the south edge of our property, about 5 feet inside the property line and tapering toward the street (Old Oak Drive). Early on we called USA and their original mark on the street verified this location which was in line with the District map. Subsequently, we tried to locate the manhole on the southeasterly comer of our property. This we were unable to do, so we called the District and they sent out 2 men who had the same information as we with regard to the location of the sewer; and they probed and looked, finally concluding that the sewer manhole was below ground level, and said a work order would be made out to raise the manhole to ground level. We can confirm that this was done, because one day while calling the District we were transferred in error to the department who had this work order and were told that the work order had been requested, but not scheduled. Back to the chain of events. We hired a very experienced backhoe company and dug a hole 12 feet deep (big enough to hold a small car) in the area shown by your map, and no sewer was there. We again contacted the District. Mr. Jay McCoy was instrumental in getting some immediate action in locating the sewer, which was not where the map indicated. It was actually about 5 feet south of the location originally given to us. When the correct location was obtained, we had no problem uncovering the sewer and had RotoRooter make the connection. Our claim is for the cost incurred while the District corrected the location of the sewer and for the shoring and security in that interim period. - 2 - In conclusion, the original mark in the street was north of where the line actually connected in the street. Your consideration will be appreciated. For any furthe~ information we can provide. please feel free to call on us. Thanking you in advance. Sincerely. ~~ {- ~o1!u-~~~ ~~ Robert & Patricia Lee 3233 Golden Rain Rd.#3 Walnut Creek. CA 94595 Central Contra Costa Sanitary District FAX: (510) 228-4624 January 29, 1997 File: 3419 ROGERJ. DOLAN G_ral Manager ChiefEngiJwer KENTON L AIM Counsellor the District (5/0) 938-/430 JOYCE E. MURPHY Secretary 01 the District ,< Mr. and Mrs. Robert Lee 3233 Golden Rain Road, No. 3 Walnut Creek, CA 94595 Dear Mr. and Mrs. Lee: SEWER CONNECTION AT 1950 OLD OAK DRIVE, WALNUT CREEK (DP 3419) In response to your most recent letter regarding reimbursement for costs incurred in conjunction with the sewer connection for your new home at 1950 Old Oak Drive, I wish to summarize the background that led to your request and then respond to it. You are in the process of building a new home and are contracting much of the construction to individual craftsmen, equipment operators, and contractors. You hired a backhoe operator and backhoe tQ,do some storm drain and sanitary sewer work~ Part of the backhoe work included digging a hole in an attempt to locate the existing sanitary sewer along the south sid e of your property . Your contractor encountered difficulty in this effort. You have requested reimbursement from this District for costs of digging the hole, covering and securing the area, and backfilling the hole. You allege that the District is responsible for these costs because of misinformation the District provided you as to the location of the sanitary sewer. Mr. Jay S. McCoy, Infrastructure Division Manager, in his letter to you dated January 17, 1997, concluded that the costs you incurred are not the responsibility of this District. agree with that conclusion for the following reasons: · The information provided to you was based on District record maps. Althpugh these maps are a good reference, the District provides no warranty to contractors or homeowners as to their accuracy. H:\JA Y\lEE4.l TR @ Recycled Paper Mr. and Mrs. Robert lee Page 2 January 29, 1997 7- · In addition to the map information provided to you, District forces accurately located the existing sanitary sewer in the field by placing green markings along your south property line. · The District normally would recommend the use of contractors who are registered to do work in the District for projects such as yours. These contractors have experience in the use of information, like that provided to you, to successfuUy locate existing sanitary sewers with a minimum of effort. The coordination of all the aspects of constructing one's home is a daunting task. We are sympathetic with the frustrations you have experienced in dealing with utility providers and permit requirements. Accordingly, we have been happy to provide you extra assistance with your sewer installation. Unfortunately, we cannot compensate you for construction difficulties you experienced while connecting your sewer line. This would be an inappropriate expenditure of public funds, in my opinion. The final decision by District staff is to deny your request for compensation. You may request consideration of this decision by the District's Board of Directors by contacting the Secretary of the District, Joyce Murphy, within ten days of receiving this letter. Ms. Murphy's address appears in the District's letterhead. Sincerely, --, ---.. ---, )-[' ., .....__ , 1/ _, "' __ ~- -...1'..-'.' '- ({;' " Robert A. Baker Deputy Chief Engineer RAB:JSM:pk bee: B. Allen Ro Dolan D. Ha 11 J. Larson J. McCoy P. t-lorsen H. Thorn H:\JA Y\lEE4.l TR ---- liT ~ ( , (.:..) A (-; fill-. ~ @ ~ n \iJ r~ r:- o I -- : I .IAN 2 I mr (__ CCCSDINFRASTRUCTURCI January 18, 1997 Mr. Jay S. McCoy Infrastructure Division Manager Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94533 Re: Sewer Connection at 1950 Old Oak Drive, Walnut Creek, CA (DP 3419) Dear Mr. McCoy: We are in receipt of your January 17, 1997 letter; and yes, we find the District very cooperative, however, your records are incorrect. When we first started our house project, we requested USA mark all utilities. It was the result of that marking and prior to our work on the storm drain that we had difficulties with the location of the manhole; and thus, the sewer line. Your map did not indicate a straight run and was incorrect. Also, your first crew could not even find the manhole where your records indicated it should have been. When we were digging in November, 1996, very carefully and slowly, so as to not damage the line, it was not where your people indicated it should be. Those are the facts. The main problem with this is you have not addressed this issue timely and time has a way of clouding the facts. Our position is that the District is responsible for the misinformation and that is what incurred the additional cost. Once the correct location was indicated we had no problem finding the sewer line and uncovering it. Why this took so long in itself is unreasonable and we will not accept your premise that the District is not responsible for incorrect information. Also, we don't believe you should have the last word. We want some immediate action; that is, paYment or notification in writing what the procedure is for appealing your decision. There is no reason that response should not be forthcOlIling within 48 hours of receipt of our letters. And, we still believe that you shouldn't have to pay for something before you receive it. If we had as many problems with the other utilities, our house would never be completed. Your immediate response is requested. There is nothing personal about this as we find you personally very helpful, however, it is strictly monetary. The District has spent more money stonewalling this issue than it would have cost to reimburse us. ~::::C~ {J~~ ~ Ro bert & Patricia Lee 3233 Golden Rain Rd.#3 Walnut Creek, CA 94595 cc: Roger J. Dolan "......- \ t'. Central Contra Costa Sanitary District FAX: (510) 2284624 January 17, 1997 ROOERJ. DOLAN a-ralM.uger ~E1rgInMr KENTON 1.. AIM C-Zfol'tIN District ($10) 9J8..UJO JOrCE E. MURPHY ~ tJ/tIN District Mr. and Mrs. Robert Lee 3233 Golden Rain Road, No. 3 Walnut Creek, CA 94595 Dear Mr. and Mrs. Lee: SEWER CONNECTION AT 1950 OLD OAK DRIVE, WALNUT CREEK (DP 3419) Dear Mr. and Mrs Lee: This is in response to your letters dated November 9, 1996, and January 6, 1997, regarding your request for reimbursement. In our letter to you dated November 20, 1996, we indicated that your request would be reviewed. Your letter dated November 9, 1996, requested a reimbursement of $717 for costs incurred in locating the sewer main for your house connection. Your letter dated January 6, 1997, added an interest component of $140 (approximately 10 percent per month) for a total reimbursement request of $857. You stated that the reason for the request is due to "misinformation. furnished by the District. You indicated that you had contacted Underground Service Alert (USA), but our field personnel could not find the sewer during the first trip, marked the sewer location incorrectly on the second trip, and that our record map was incorrect. Our review indicates that the permit for your work was issued on November 7, 1996, although we believe that your contractor had already started excavating for the sewer line prior to the permit being issued. You indicated that you had contacted USA. Although such contact is required prior to excavating to prevent damage to utilities, Central San is not obligated to, nor do we have a program to routinely mark our gravity sewer lines. We have no records of such request from USA. One reason that the State law does not require the marking of the gravity sewer lines for USA is because the gravity sewers are between manholes that are usually visible and the risk of explosion or flooding from sewers is negligible. However, after your contact with our office, we immediately dispatched a field crew to locate the line for you. You are correct that our crew could not H:\JAY\LEE3.LTR @ Recycled Paper Mr. and Mrs. Robert Lee Page 2 January 17, 1997 find the manhole near your lot during their first trip (August 8, 1996). Our record indicates that during the subsequent trip on September 30, 1996, more than a month before your permit was issued, our crew found the manhole immediately over the fence on your neighbor's yard. The manhole was buried by landscaping and yard debris. When the manhole was discovered, our field supervisor told your representative (possibly Mr. Lee) in your yard that the sewer line was a straight run between the manhole in the landscaped area and the one on the street. Your representative indicated a clear understanding of the information. There should not have been any problems if the work had proceeded based on the given information. Our records also indicate that on November 6, 1996, we dispatched a field crew to your yard in response to a request from you. Your contractor was excavating perpendicular to the sewer main in an attempt to locate a storm drain, as we were told, and an existing lateral connection which your contractor believed was provided for your house by a third party. While it is not our normal practice, our crew then televised the sewer main in an attempt to find the connection for you, but none was found. Our crew then proceeded to locate the sewer main for you with an underground Sonde (tracing unit). The tracing unit verified the previous information given to your representative that the sewer line is a straight run between the two manholes. However, we have no idea where the information on the existing lateral connection originated. Furthermore, one of our field supervisors had a telephone discussion with Mr. Lee some time ago, and he had informed Mr Lee that we have no record of any lateral connection for your lot. You also mentioned that our "map of record" was incorrect. If you were referring to our 1 DO-scale sewer system map, please note that the information on maps of such small scale (1 inch to 100 feet) is only schematic in nature. Nevertheless, such information is being used regularly by other contractors and home builders in locating sewer pipelines successfully. In any event, all of our maps relevant to your property show the main sewer as a line between the two manholes. Again, we can not understand how the "hole"could have been excavated in the wrong place once the two manholes were located. After your November 9, 1996, letter requesting reimbursement was received, we dispatched our survey crew to perform a survey check. Our crew verified that the sewer line is over the fence on your neighbor's yard and that it is, again, a straight run between the two manholes, as told to your representative previously. The District is very concerned about the various issues you have raised. We have attempted to be cooperative with you and have been truly trying to address all of your concerns. Our efforts are clearly demonstrated by the various actions taken as noted above. In addition, although not a subject of your recent letters, we had responded to another issue you raised previously concerning the payment of your sewer service charge. H:\JAY\LEE3.LTR " Mr. and Mrs. Robert Lee Page 3 January 17, 1 997 As you recall, we made a special exception for you on the date of starting the charges, as indicated in our letter to you dated November 5, 1996. For your information, the District already incurred at least $2,000 in costs attempting to respond to your various requests and issues. While this is far beyond what assistance we normally provide, we were happy to help your in your enterprise to build your own home. However, we cannot pay you monies in addition to the extra assistance we have already provided. I believe that all of your concerns have been properly addressed, and any costs incurred by you in constructing your lateral are not the responsibility of the District. If you have any more questions, please call me at (510) 229-7360. Sincerely, hi d.i;t- J'y s. Mcc6v Infrastructure Division Manager JSM:pk bee: B. All en D. Hall J. larson J. MeCoy P. M6rsen H. Thorn H:\JA Y\LEE3.L TR W~(I!J~U\VJ~ January 6, 1997 .IAN ',' , I t~~i CCCSD Af:lV' .. '-'~~l Roger J. Dolan General Manager-Chief Engineer Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94553 Re: Request For Reimbursement: Sewer Connection At 1950 Old Oak Drive, Walnut Creek, CA. CCCSD Job No. 3419 Dear Mr. Dolan: On 11-9-96 we wrote you requesting reimbursement of$717.00 from CCCSD for costs we incurred in conjunction with the sewer connection for our new home at 1950 Old Oak Drive, Walnut Creek, CA. We received your letter dated 11-20-96 stating our request would be processed by staff to determine if any payment is warranted and that we would be notified in writing of the final out come of the review of our request. It is now 1-6-97 and we've had no response. We now have two (2) months interest on this money due us which would be approximately an additional $140.00; making our total request for reimbursement $857.00. Please give us an explanation as to the delay. Sincerely, 1(~ 1- vJ~ ~ Robert & Patricia Lee 3233 Golden Rain Rd.#3 Walnut Creek, CA 94595 .------ Central Contra Costa Sanitary District FAX: (SI0) 2284624 November 20, 1996 ROGERJ. DOLAN a-ndM-..r ChlqEnpNu KENTON 1.. AIM c-.lfor 1M DlsIrl&t ($10) 9M-UJO JOrr::E E. J.IURPHT ~cfIM DlsIrl&t Mr. and Mrs. Robert Lee 3233 Golden Rain Road, No. 3 Walnut Creek, CA 94595 Dear Mr. and Mrs. Lee: REQUEST FOR REIMBURSEMENT; SewER CONNECTION AT 1950 OLD OAK DRIVE, CCCSD JOB NO. 3419 In your letter to me dated November 9, 1996, you explained the reasons why you are asking for reimbursement of $717.00 from this District for certain costs you incurred in conjunction with the sewer connection for your new home at 1950 Old Oak Drive, Walnut Creek. Your request will be processed by staff to determine if any payment is warranted. You will be notified in writing of the final outcome of the review of your request. You may be requested to provide additional information for consideration by the District's Risk Management Committee. ~tr_UIY' 11/J1 ~ ROge~o;t, t General Manager-Chief Engineer ~.l.... .. RJD:JSM:pk bee: Bo Allen (w/Mro Lee's letter) Do Hall (w/~1r. Lee's letter) Jo Larson (w/Mr. Lee's letter) J. McCoy (w/Mr. Lee's letter) P. Morsen (w/Mr. Lee's letter) H:\JA Y\LEE2.L TR @ Recycled Paper November 9,1996 Roger J. Dolan General Manager/Chief Engineer Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94553 /ti} 1$$ lVa l/ 1$ 1/ If 11 I JY ""fl.... Cc l.996' " .()SD ... ..... ''"'", Dear Mr. Dolan; We finally were able to get a tap for our sewer connection. Mr. McCoy was very instrumental in making this happen. He was very accommodating and concerned; and we might say that Mr. Best, the inspector, was also very cooperative and concerned. The down side to this project was misinformation as to the sewer location. To regress: Originally we contacted USA and two of your field personnel came out. They, however, could not find the sewer, nor the rear manhole. They thought the manhole was subterranean and issued a work order to raise the manhole. The next crew found the rear manhole, but marked the location incorrectly. Your map of record was also incorrect. All of these contributed to digging a hole without finding a sewer and at a cost of $65.00 per hour; plus refilling this hole and compacting at an additional cost of $90.00 for compaction as well as the cost to cover/secure the area at a cost of $107.00 while the correct location was provided. The total monies we expended for this ordeal were $717.00. We feel that this cost should not be ours to bear and therefore, we're asking that Central Contra Costa Sanitary District reimburse us these monies. Breakdown is as follows: TOTAL $520.00 90.00 107.00 $717.00 DlggJng Compacting Securing Area Sincerely, ';;2~ ~;/J~-~<~ ~~ Robert & Patricia Lee 3233 Golden Rain Rd.#3 Walnut Creek, CA 94595 Central Contra Costa Sanitary District FAX: (510) 2284624 ROGERJ. DOLAN CHrNral M_g~r chi~f EngiM~r November 5, 1996 KENTON 1.. AIM c_lfor 1M District (510) 938-1430 JOYCE E. MURPHY &cr.tluy of 1M District Mr. Robert Lee 3233 Golden Rain Road, No. 3 Walnut Creek, CA 94595 Dear Mr. Lee: CONNECTION FEES FOR 1950 OLD OAK DRIVE, WALNUT CREEK; CCCSD JOB NO. 3419 In your discussion with Roger Dolan on October 29, 1996, you expressed concern over the payment of a sewer service charge based on the date when fees are paid and not when actual sewer usage begins. Accordingly, while this is not our normal procedure, we will base the sewer service charge on the date you expect to occupy the residence, which I understand is February 1997. When you pay your connection fees in order to obtain your sewer permit, District staff will reduce the amount of the present sewer service charge quote to reflect your expected occupancy date. If you have any other questions regarding this matter, please call me at 510-229-7367. <I".. S;rT'Y', ;Ju Dennis Hall Associate Engineer -- DH:pk cc: J. McCoy Permit Counter H:\PLANREVW\HALL\lEE.L TR @ Recycled Paper ---- Central Contra Costa Sanitary District :. t I FAX: (510) 228-4624 ROGERJ. DOUN Chrural Manager CltiefEngiMer October 28, 1996 KENTON L AIM COJIIIUllor fIN DUtrict (510) 938-1430 JOYCE E. MURPHY S6cntlUy of fIN District Mr. Robert Lee 3233 Golden Rain Road, No.3 Walnut Creek, CA 94595 Dear Mr. Lee: EXTENSION OF SEWER FOR 1950 OLD OAK DRIVE, WALNUT CREEK; CCCSD JOB. NO. 3419 Mr. Roger Dolan referred your letter dated October 16, 1996, to me for a reply. Yes, it is possible to extend a 4-inch diameter, private sewer toward the house you are building without connecting. This work can be done by your sewer contractor after a Special Approval form is completed and approved. Enclosed is such a form with standard conditions. Please sign the form, have your contractor sign the form, and bring the form to Central Contra Costa Sanitary District's permit counter with payment for the fees shown on the enclosed yellow fee sheet. A permit can then be issued to your sewer contractor provided that contractor is on the "CCCSD Registered Contractor List" (copy enclosed). Thank you for your cooperation. Sincerely, h:JltL Jay S. ~~~?" Infrastructure Division Manager JSM:pk bee: DoHa 11 (w/attachments) Enclosures H:\JA Y\LEE.L TR * Recycled Paper SPECIAL APPROVAL Central Contra Costa Sanitary District 5019 Imhoff Place, Martinez, CA 94553 (510) 228-9500 for extension of sewer lateral so that grading and drainage work can be done. Job 3419 Date Inspector Atlas 75A5 LOCATION: Address! APN Walnut Creek 6230 1950 Old Oak Drive Lot(s) City Subdivision CONDITIONS: 1. Pay connection fees and secure District permits. 2. Contractor to arrange for inspection of all work prior to connection. 3. All remaining work on job to be completed to the satisfaction of this agency. 4. The undersigned Contractor(s) and Owner(s) hereby accept and assume all liability which may arise out of the work occurring pursuant to this Special Approval, including, but not limited to, liability for damage to the sewer work on job, and damage to District facilities, and any and all liability, including but not limited to, personal injury, bodily injury, and damage to property arising from the construction, ownership, and maintenance of the sewer facilities being constructed, and the property wherein such facilities are to be constructed. Nothing in this Agreement is intended to constitute an admission of liability of the undersigned Contractor or Owner with regard to any third parties or otherwise alter existing law with regard to liability to third parties. CONDITIONS ACCEPTED: Owner (signature): Name Company Date Contractor (signature): Name Company Date CCCSD (approval) Name Date H:\JA Y\SPCAPLEE.FRM October 16, 1996 00 ~ r; ~ e w ~ :') OCT 1 8 1996 Roger D ~ Central ~ ~ta Sanitary District 5019 Imhoff Place Martinez, CA 94553 CCCSD ,OJ""" -..~-."p.' ~ m~:::~ , Re: 1950 Old Drive, Walnut Creek, CA , ~- CCCSDINFRASTRUCTUAE Sir: I'm told that it's possible to tap into the sewer line and stub out toward the line from the house without connecting. The reason I would be interested in doing this is so that I can grade the ground over the sewer line and put in my drainage required prior to the rainy season. Let me assure you that I will not make a connection to the house which is under construction, until I come in and pay the fees and comply with the sewer connection procedures. After dealing with your permit manager, I am dubious of anything he may say or require. The backhoe company has told me that this procedure is commonly done. Thank you. Sincerely, !({~~, ~ Robert Lee 3233 Golden Rain Rd.#3 Walnut Creek, CA 94595 ~ Page 1 of 5 BOARD MEETING OF March 6, 1997 NO. 7. BIDS AND AWARDS a. February 28, 1997 TYPE OF ACTION AUTHORIZE AWARD/AUTHORIZE AGREEMENTS SUBJECT AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO GSE CONSTRUCTION COMPANY, INC., AND AUTHORIZE CONSULTANT AGREEMENTS FOR RECYCLED WATER PROJECT, DISTRICT PROJECT 7162 SUBMITTED BY Ba T. Than, Associate Engineer INITIATING DEPT/DIV Engineering Department/Plant Engineering Division ISSUE: On February 19, 1997, sealed bids were received and opened for construction of the Recycled Water Project - Treatment Plant and Distribution Facilities, District Project No. 7162. The Board of Directors must authorize award of the contract or reject bids within 50 days of the bid opening. Authorization by the Board of Directors is required for the General Manager-Chief Engineer to execute professional services agreements for amounts greater than $50,000. BACKGROUND: On April 20, 1995, the District's Board of Directors approved the Recycled Water Zone One Business Plan. The District has a Project Specific Agreement with the Contra Costa Water District that gives the District the purveyorship rights for recycled water within Zone One. The backbone of the irrigation distribution system for Zone One was constructed as part of the Pleasant Hill Relief Interceptor project to reduce the initial capital cost. The first segment of this distribution system from the treatment plant to Grayson Creek in Pleasant Hill was constructed in 1993. The second segment of this distribution system extending to Taylor Road was completed in 1995. The scope of the Treatment Plant and Distribution Facilities of the Recycled Water Project includes the installation of unfiltered (applied) water pumps, coagulant and disinfection injection systems, a floating cover for one-half of the clearwell, recycled water pumps and distribution pipeline, and utility water pump and distribution pipeline (see Attachment 1 for project location). The new utility water pump and distribution system will provide the plant with water quality that complies with the State of California Department of Health regulations for recycled water. The design of the Recycled Water Project was a combined effort of District staff and Montgomery Watson. The Engineer's prebid estimate for the construction was $2,400,000. The project was advertised on January 8 and January 15, 1997. Six (6) bids ranging from $2,775,000 to $3,756,896 were received and publicly opened on February 19, 1997. A summary of these bids is shown in Attachment 2. The Plant Engineering Division conducted a technical and commercial evaluation of these bids and has determined that GSE Construction Company, Inc. is the lowest responsible bidder with a bid amount of $2,775,000. BTT ~ ~@ Rf\Ia1B) IECOMWEMJED FOR BOAR) ACTION INITIATING DEPARTMENT/DIVlSlON L:\PP\7162AWRD.BTT 9/16/96 February 28, 1997 Page 2 of 5 SUBJECT AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO GSE CONSTRUCTION COMPANY, INC., AND AUTHORIZE CONSULTANT AGREEMENTS FOR THE RECYCLED WATER PROJECT, DISTRICT PROJECT 7162 Construction management will be provided by District staff. Contract administration and inspection will be performed by G. S. Dodson and Associates. A contract administration and inspection contract in the amount of $220,000 has been negotiated with G. S. Dodson and Associates. With the Board's approval, Montgomery Watson will provide technical support services, shop drawing review and office engineering. A technical support services contract in the amount not to exceed $200,000 has been negotiated with Montgomery Watson. An Operating and Maintenance (O&M) manual will be prepared by another consultant for a cost not to exceed $48,000. The allocation of funds required to complete this project, as shown in Attachment 3, is $3,730,000. This project is included in the Fiscal Year 1996-97 Capital Improvement Budget (CIB) on pages RW-8 through RW-9. Staff has conducted a cash flow evaluation of the Sewer Construction Fund and concluded that adequate funds are available for this project. The District will receive a low interest (about three percent) loan from the State Water Resources Control Board's Water Reclamation Loan Program for a portion of the project. Work related to improving the District's utility water distribution system is not eligible. About 70 percent of the contractor's invoices to the District, plus an additional 15 percent to cover engineering, will be reimbursed by the State Loan and deposited into the Sewer Construction Fund. The District's payments on the loan do not have to start until two years after the contract award date, which is about one year after the project is scheduled to be completed. Revenue from the sale of recycled water is expected to begin soon after the project is completed at the beginning of the 1998 dry season, and will be used to offset O&M costs. Revenue in excess of O&M costs expected to be received by the second year of operation will be used to reimburse the Sewer Construction Fund. This project was addressed in the 1993 Negative Declaration for the proposed Recycled Water Pipeline project. A Notice of Determination was filed with the County Clerk on September 21, 1993. No additional environmental documentation is required to comply with the California Environmental Quality Act (CEQA). RECOMMENDATIONS: 1. Authorize award of a construction contract in the amount of $2,775,000 for construction of the Recycled Water Project - Treatment Plant and Distribution Facilities, DP 7162, to GSE Construction Company, Inc., the lowest responsible bidder. 2. Authorize the General Manager-Chief Engineer to execute professional services agreements not to exceed $220,000 with G. S. Dodson and Associates and $200,000 with Montgomery Watson to provide contract administration and inspection and technical support services during construction of the Recycled Water Project - Treatment Plant and Distribution Facilities, DP 7162. Page 3 of 5 ~ N , o 1000 I FEET _ PROJECT LOCATION Central Contra Costa :: Sanitary District .. .. '" ~ "- '" "0 .., .. .. .. .. RECYCLED VVATER PROJECT TREATMENT PLANT AND DISTRIBUTION FACILITIES DISTRICT PROJECT 7162 PROJECT LOCATION \I.\><off OR \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ ATTACHMENT 1 Page 4 of 5 Attachment 2 Central Contra Costa Sanitary District SUMMARY OF BIDS PROJECT NO.: 7162 DATE: FEBRUARY 19, 1997 PROJECT NAME: RECYCLED WATER - TREATMENT PLANT AND DISTRIBUTION FACILITIES LOCATION: MARTINEZ, CALIFORNIA ENGINEER EST.: $ 2.400,000 No BIDDER BID PRICE (Name & address) 1 GSE Construction Company, Inc. 2,775,000 1020 Shannon Court Livermore, CA 94550 2 Monterey Mechanical Company 2,976,000 8275 San Leandro Street Oakland, CA 94621 3 Kaweah Construction Company 3,061,937 P. o. Box 7780 Fresno, CA 93747 4 Raminez Engineering Corporation 3,169,540 5 Thomas Mellon Circle, #206 San Francisco, CA 94134 5 Pacific Mechanical Corporation 3,266,000 P. o. Box 4041 Concord, CA 94524 6 Industra Service Corporation 3,756,896 8210 Berry Ave., Suite 170 Sacramento, CA 95828 BIDS OPENED BY /s/ Jovce Murphv DATE February 19, 1997 SHEET NO. -1- OF -1-. ATTACHMENT 3 rtECYCLED WATER PROJECT Page 5 of 5 TREATMENT PLANT AND DISTRIBUTION FACILITIES DISTRICT PROJECT NO. 7162 POST-BID/PRECONSTRUCTION ESTIMATE PERCENT OF ESTIMA TED CONSTRUCTION No. ITEM DESCRIPTION TOTAL ($) COST 1 . Construction Contract 2,775,000 PLC Programming 20,000 Contingency at 10 percent 277,000 SUBTOTAL 3,072,000 100.00 2. Construction Management a. District Forces - Construction Management 65,000 - Surveying 10,000 - Underground piping documentations 10,000 - Legal 10,000 - Record Drawings 15,000 SUBTOTAL 110,000 3.58 b. Consultants/Contractors - Contract administration and inspection - G.S. Dodson & 220,000 Associates - Submittal review, office engineering - Montgomery Watson 200,000 - Geotechnical Services - DCM/Joyal Engineering 1 5,000 - Material Testings - Concrete and compaction 12,000 SUBTOTAL 447,000 14.55 TOTAL CONSTRUCTION MANAGEMENT 557,000 18.13 3. Other Expenses - Plant Engineering Division 40,000 - Plant Operations Department 20,000 - Computer, Office Furniture and Miscellaneous Equipment 33,000 - Operating and Maintenance (O&M) Manual 48,000 SUBTOTAL 141,000 4.59 TOTAL CONSTRUCTION PHASE COST 3,770,000 122.72 4. Prebid Expenditures - Planning 163,000 - Predesign/Design 347,000 TOTAL PREBID EXPENDITURES 510,000 16.60 5. TOTAL ESTIMATED PROJECT COST 4,280,000 139.32 6. FUND AUTHORIZED TO DATE 550,000 7. ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT 3,730,000 ~ Central Contra Costa Sanital)f District BOARD OF DIRECTORS Page 1 of 5 BOARD MEETING OF March 6, 1997 NO. 7. BIDS AND AWARDS b. March 3, 1997 TYPE OF ACTION AUTHORIZE AWARD DATE SUBJECT AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT FOR THE LANDSCAPING IMPROVEMENTS PROJECT, DISTRICT PROJECT 8165, TO CONTRA COSTA LANDSCAPING, INC. DSUBMITTED BY Don E. Berger, Associate Engineer INITIATING DEPTIDIV Engineering Department/Plant Engineering Division ISSUE: On February 19, 1997, sealed proposals were received and opened for construction of the Landscaping Improvements Project, District Project No. 8165. The Board of Directors must authorize award of the contract or reject bids within 50 days of the bid opening. BACKGROUND: In January 1997, the final plans for the Landscaping Improvements Project were completed showing the proposed landscaping for the Household Hazardous Waste Collection Facility (HHWCF) and former concrete batch plant property. This project addresses the County Land Use Permit requirement regarding the provision of landscaping for the HHWCF and provides a means to improve the appearance of the entrance to the District facilities. This project also provides the opportunity to expand the District's public education program. Signage will be installed within the landscaped areas and at the HHWCF explaining the benefits of irrigating with recycled water. In addition, an Integrated Pest Management (IPM) demonstration area will be constructed to demonstrate planting and maintenance techniques that can be used to minimize the use of toxic garden products. The project location is shown in Attachment 1. The Landscaping Improvements Project was advertised on January 29 and February 3, 1997. A total of six bids ranging from $197,300 to $215,842 were received and publicly opened on February 19, 1997. A summary of these bids is shown in Attachment 2. The Plant Engineering Division conducted a technical and commercial evaluation of these bids and has determined that Contra Costa Landscaping, Inc. is the lowest responsible bidder with a bid amount of $197,300. The Engineer's prebid estimate for this project was $210,000. District staff will administer the construction contract and provide resident engineering. Inspection services will be provided by a consultant, Charles Leibscher, who is currently providing inspection services on the HHWCF project. The allocation of funds required to complete the Landscaping Improvements Project, as shown in Attachment 3, is $268,000. The current total estimated project cost is $311,000. Staff has conducted a cash flow analysis of the sewer construction fund and concluded that adequate funds are available for this project. REVIEWED AND RECOMMENDED FOR BOARD ACTION DEB WEB RAB INITIATIN:Lr~MgSION lNL~ aw. /'; i L:\PP\8165AWRD.DEB 9/16/96 DATE March 3, 1997 Page 2 of 5 SUBJECT AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT FOR THE LANDSCAPING IMPROVEMENTS PROJECT, DISTRICT PROJECT 8165, TO CONTRA COSTA LANDSCAPING, INC. This project is a spinoff project from the Landscaping and Parking Improvements Project, which is included in the Fiscal Year 1996-97 Capital Improvement Budget (CIB) beginning on page GI-26. The parking improvements are being completed with the Household Hazardous Waste Collection Facility Project, DP 7165. The Landscaping Improvements Project was addressed in the Mitigated Negative Declaration for the HHWCF project, which was approved by the Board on April 18, 1996. A Notice of Determination has been filed with the County Clerk. RECOMMENDATION: Authorize award of a construction contract in the amount of $197,300 for construction of the Landscaping Improvements Project, DP 8165, to Contra Costa Landscaping, Inc., the lowest responsible bidder. Page 3 of 5 ATTACHMENT 1 LANDSCAPING IMPROVEMENTS PROJECT, DP 8165 PROJECT LOCATION IMHOFF DR )( PROJECT LOCATION j r h'\plGnt'8165\lll65oll~ Attachment 2 Central Contra Costa Sanitary District SUMMARY OF BIDS Page 4 of 5 PROJECT NO. 8165 DATE February 19. 1997 PROJECT NAME: Landscaoino Imorovements Proiect LOCATION Martinez. California ENGINEER EST. $ 210.000 No BIDDER BID PRICE (Name, telephone & address) 1 Contra Costa Landscaping, Inc. $197,300 P.O. Box 2069 Martinez, CA 94553 (510) 229-1060 2 Bauman Landscape Construction, Inc. $202,632 115 Brookside Drive Richmond, CA 94801 (510) 236-1212 3 Goodland Landscape Construction, Inc. $205,000 12 Crow Canyon Court San Ramon, CA 94583 (510) 855-1257 4 C. Overaa and Co. $207,000 200 Parr Boulevard Richmond, CA 94801 (510) 237-2435 5 Consolidated Landscape Services, Inc. $207,207 61 80-B Egret Court Benicia, CA 94570 (707) 747-7455 6 White Oak Landscape, Inc. $215,842 5552 La Ribera Street Livermore, CA 94550 (510) 449-4500 BIDS OPENED BY /s/ Joyce E. Murohy DATE February 19. 1997 SHEET NO. l OF l PED/L:\DESIGN\8165\BIDSUMM ATTACHMENT 3 LANDSCAPING IMPROVEMENTS PROJECT DISTRICT PROJECT NO. 8165 POST-BID/PRECONSTRUCTION ESTIMATE Page 5 of 5 PERCENT OF ESTIMATED ITEM DESCRIPTION TOTAL CONSTRUCTION 1. CONSTRUCTION CONTRACT $197,300 Signage 3,000 Contingency (12 percent) 23.700 CONSTRUCTION TOTAL $224.000 100.0 2. CONSTRUCTION MANAGEMENT District Forces - Contract Administration $ 14,000 - Construction Engineering 6,000 - SurveyfTesting 2,000 - Legal 1,000 - Record Drawings 1.000 $ 24,000 10.7 Consultants/Professional Services - Charles Leibscher, Inspection $ 15,000 - Singer and Hodges Construction Services 5.000 $ 20,000 8.9 CONSTRUCTION MANAGEMENT TOTAL $ 44,000 19.6 3. PREBID EXPENDITURES - Planning $ 8,000 - Design and bidding 35.000 $ 43,000 19.2 4. TOTAL ESTIMATED PROJECT COST: $311,000 138.8 5. ALLOCATIONS TO DATE: $ 43,000 6. ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT: $268,000 ~ Central Contra Costa Sanitary District ~l..,"~~ BOARD OF DIRECTORS Page 1 of3 iillll,llIIIliiiiiillllliiiiliiiiii:. BOARD MEEllM:;ch 6, 1997 ::::::::::::~::::::::::::::::~:::::::::::::::::::::::::::::::::::;:;:;:;:;:;:;:;:;:;:;:;:;:;:;:;:::;:::::i:::;:::::::;:::;:;:;:::::;:;:;:;:;:;:;:;:;:;:::;:;:;:;:;:;:;:;:;:;:::::;:;:; NO. 9. ENGINEERING a. February 28, 1997 TYPE OF ACTION ADOPT RESOLUTION DATE SUBJECT ADOPT RESOLUTION DESIGNATING REPRESENTATIVES TO APPLY FOR AND OST AIN STATE AND FEDERAL FINANCIAL ASSISTANCE FOR STORM DAMAGE SUFFERED IN DECEMBER 1996 AND JANUARY 1997 SUBMITTED BY Curtis W. Swanson INlTlA TlNG DEPT IDIV Engineering Department/Infrastructure Division ISSUE: State and federal disaster assistance programs require public agencies to officially designate representatives to apply for and obtain financial assistance. BACKGROUND: Severe winter storms in late December 1996 and early January 1997 caused damage to the collection system at six different locations. Under emergency authorization of the Board of Directors, interim repairs were made to restore collection system facilities and to prevent further damage. Evaluation and design of long-term repairs is currently underway. Construction of any needed long-term repairs is scheduled for late summer 1997. Interim and long-term repairs are being accomplished under two District projects: the Crescent Drive Storm Damage Repair, DP 5162, and the 1996-97 Storm Damage Project, DP 5205. The estimated cost of the interim repairs under each project is $65,000 and $53,000, respectively. The estimated cost for design and construction of the long-term repairs could be as high as $350,000 for the Crescent Drive Storm Damage Project and $250,000 for the 1996-97 Storm Damage Project. Following the storm event in late December, Contra Costa County was declared a State and Federal Disaster Area. Staff believes that some of the costs of the interim and long-term repairs are eligible for state and federal funding. Staff proposes to apply for and attempt to obtain state and federal disaster relief funds to cover a portion of the District's costs for storm damage. Both state and federal disaster relief program rules require that a public agency designate official representatives to apply for and sign the various program documents. Staff proposes that the Board of Directors designate Roger J. Dolan, General Manager-Chief Engineer; Robert A. Baker, Deputy Chief Engineer; and Jay S. McCoy, Infrastructure Division Manager, as the District's official representatives. A proposed resolution designating the official representatives is attached. RECOMMENDATION: Adopt a resolution designating Roger J. Dolan, General Manager-Chief Engineer; Robert A. Baker, Deputy Chief Engineer; and Jay S. McCoy, Infrastructure Division Manager, as official representatives to apply for and obtain on behalf of the District state and federal disaster relief funds. BOAR) ~# J~ JSM H:\PP\FEDASST.CWS 9/16/96 RESOLUTION NO. 97- RESOLUTION DESIGNATING DISTRICT REPRESENTATIVES TO APPLY FOR AND OBTAIN STATE AND FEDERAL DISASTER RELIEF FUNDS WHEREAS severe winter storms caused damage to the District collection system that will require interim and long-term repairs; and WHEREAS Contra Costa County has been included in Federal Disaster Declaration DR 1155 CA making federal and state disaster relief funds available to public agencies for repairing storm-related damage. THEREFORE, the Board of Directors of the Central Contra Costa Sanitary District resolves: 1. THAT Roger J. Dolan, General Manager-Chief Engineer; or Robert A. Baker, Deputy Chief Engineer; or Jay S. McCoy, Infrastructure Division Manager, is hereby authorized to execute for and in behalf of Central Contra Costa Sanitary District, a public entity established under the laws of the State of California, an application and to file it in the Office of Emergency Services for the purpose of obtaining certain federal financial assistance under P.L. 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the Natural Disaster Assistance Act for storm-related damage, which occurred in December of 1996 and January of 1997. H:\DESIGN\SW ANSON\RESDISRL. WPD 1 2. THA T Central Contra Costa Sanitary District, a public entity established under the laws of the State of California, hereby authorizes the previously named agents to provide to the State Office of Emergency Services the assurances and agreements required for all matters pertaining to such state disaster assistance. PASSED AND ADOPTED this 6th day of March, 1 997, by the Board of Directors of the Central Contra Costa Sanitary District by the following votes: AYES: Members: NOES: Members: ABSENT: Members: Mario M. Menesini President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: Joyce E. Murphy Secretary, Central Contra Costa Sanitary District, County of Contra Costa, State of California APPROVED AS TO FORM: Kenton L. Aim, District Counsel H:\DESIG N\SW ANSON\RESDISRL. WPD 2