HomeMy WebLinkAboutAGENDA BACKUP 05-02-96 Cer Itral Contra Costa Sanita(y District BOARD OF DIRECTORS PAGE 1 OF 3 BOARD MEETING OF May 2, 1996 NO. 4. CONSENT CALENDAR b. DATE April 1 9, 1 996 SUBJECT ACCEPT GRANTS OF EASEMENTS FOR EXISTING SANITARY SEWERS SERVING THE COMMUNITY OF ROSSMOOR, DISTRICT PROJECT NO. 1001 TYPE OF ACTION ACCEPT EASEMENTS SUBMITTED BY Jay S. McCoy Infrastructure Division Mana er INITIATING DEPT./DIV. Engineering Departmentl Infrastructure Division ISSUE: Board of Directors' action is required to transfer existing sanitary sewers from the privately maintained Rossmoor system to the District's public sewer system. BACKGROUND: The agreement between Rossmoor and Central Contra Costa Sanitary District (CCCSD) provides for the improvement and transfer of portions of the Rossmoor sanitary sewer system to CCCSD. The agreement formalized a process by which sewers with diameters of 6 inches and greater would become publicly maintained. Prior to the finalization of the agreement, CCCSD had accepted approximately 39,000 feet of existing sanitary sewer pipelines. These sewers were located predominantly within the major streets traversing the Rossmoor development. In 1995 after the agreement was finalized, CCCSD accepted approximately 12,000 feet of additional sewers. Also, improvements were made to other existing sewers in 1995, and another 25,000 feet of sewers were made ready for acceptance by CCCSD. The initial portion of this 25,000 feet of sewers (approximately 19,000 feet) was accepted earlier. The acceptance of the remaining portion (approximately 6,000 feet) is the subject of this position paper. The parcel designations and grantors of the easements which are being accepted now can be found in the following table: PARCEL 40, 64, and 69 67 61,62,65,66 63 68 52 GRANTOR Golden Rain Foundation Second Walnut Creek Mutual Third Walnut Creek Mutual Walnut Creek Mutual Number 22 Walnut Creek Mutual Number 29 Acalanes Union High School District A copy of one of the easement maps (Parcel 68) is attached for illustration purposes. REVIEWED AND RECOMMENDED FOR BOARD ACTION P$ JSM RAB ACCEPT GRANTS OF EASEMENTS FOR EXISTING SANITARY SEWERS SERVING THE COMMUNITY OF ROSSMOOR, DP 1001 SUBJECT PAGE 2 OF DATE April 19, 1996 3 The easement for Parcel 52 was granted to CCCSD by the Acalanes Union High School District. The School District owns lands near the former Del Valle High School site. The School District was paid a nominal transfer fee of $150 for the granting of this sanitary sewer easement. There were no specific payments made for the granting of the remainder of the easements. Once the easements are accepted by the Board of Directors, staff will record them. The sewers within the easements will become part of CCCSD's public sewer system upon the recordation of the easements. RECOMMENDATION: Authorize the President of the District Board of Directors and the Secretary of the District to accept Grants of Easements for District Project No. 1001, Parcels 1-Q, 52, ~ 1, 62, 63, 64, 65, 66, 67, 68, and 69, and authorize the Grants to be d d 7'" 77 77 -}a -/" '10 ""AI 'OJ. cl ot( recor e . "" I" v p? 0 1302B-7/91 .' .' ..i:"~(:nt\i;i 1L; CENTRAL CONTRA'I$OST~:>~~I1 ARY DISTRICT RIGHT Q"t)1))Wd~~.(:";~~,e~!",:l2.r SEWER c <J' " '" o . .b OJ '" ~ "' OJ 0> '" / .. >- .. ~ .c z )tt-- // / // "' '" ;! DRAWN BY: ~ DRS ~ SCALE: '" ~ 1"-200' CHECKED BY; WWG DATE: 8-22-95 THOMAS BRO.: 77 A2 JOB NO.: 1001 CO. ASSMT. NO.: 189-PAGE 31 PARCEL NO.: 68 Central Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 2 NO. 4. CONSENT CALENDAR c. ..... BOARD MEETING OF SUBJECT DATE ACCEPT THE CONTRACT WORK FOR THE PINE STREET DIRECTIONAL DRILLING PROJECT AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION TYPE OF ACTION ACCEPT CONTRACT WORK SUBMITTED BY Kris Kilgore INITIATING DEPT./DIV. Engineering Departmentl ISSUE: Construction has been completed on the Pine Street Directional Drilling Project, and the work is now ready for acceptance. BACKGROUND: The Pine Street Directional Drilling Project in Martinez was a directional drilling demonstration project, located as shown in Attachment 1. Approximately 490 feet of 12-inch sewer was constructed by directional drilling techniques, and 70 feet of 1 2-inch sewer was constructed by conventional open-trench methods. Additional information on the project is presented on pages CS-51 to CS-52 of the 1995-96 Capital Improvement Budget. On February 1, 1996, the Board of Directors authorized the award of a contract for construction of the project to UTILX Corporation of Kent, Washington. The work commenced on February 14, 1996, with a specified completion date of March 15, 1996. The contract work was substantially completed on March 15, 1996. The remaining work consists of minor punch list items which do not affect the project acceptance. This project was conducted to demonstrate whether directional drilling construction techniques were capable of installing larger diameter sewers with a slope of approximately 1 percent. While overall the project was successful, there were problems encountered with utility interferences during the pipeline insertion process. Staff will discuss the results of this demonstration as part of the General Manager-Chief Engineer's report. This project is a phase of the larger Martinez East Side Trunk Sewer Project, DP 4950, which currently has a total authorized budget of $292,000, including the authorized budget for the Pine Street Directional Drilling Project of $117,000. Later this year, a contract will be awarded for the remaining portion of the Martinez East Side Trunk Sewer Project. An accounting of the Pine Street Directional Drilling Project cost will be provided to the Board at the time of the Martinez East Side Trunk Sewer Project close out. It is appropriate to accept the contract work for the Pine Street Directional Drilling Project at this time. RECOMMENDATION: Accept the contract work for the construction of the Pine Street Directional Drilling Project in Martinez, and authorize the filing of the Notice of Completion. REVIEWED AND RECOMMENDED FOR BOARD ACTION INITIATING DEPT./DIV. Ifr kli k~, j/IJ/ @ fir vj _> 1302A-7/91 KAK HT JSM RAB c '" " C> C Q .... .. Q g 200 FEET on ... Central Contra Costa Sanitary District ATTACHMENT ::: '" I a: .. 2 I DIRECTIONAL DRilliNG DEMONSTRATION (DP 4950) 1 ~ Central Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 1 BOARD MEETING OF May 2, 1996 NO. 4. CONSENT CALENDAR d. SUBJECT DATE April 26, 1996 ESTABLISH MAY 16, 1996, AS THE DATE FOR A PUBLIC HEARING TO RECEIVE COMMENTS ON THE DRAFT FISCAL YEAR 1996-97 CAPITAL IMPROVEMENT BUDGET AND 1996 CAPITAL IMPROVEMENT PLAN TYPE OF ACTION ESTABLISH HEARING DATE SUBMITTED BY John J. Mercurio, Admin. Analyst INITIATING DEPT./DIV. Engineering Dept.lPlanning Division ISSUE: The District's draft Fiscal Year 1996-97 Capital Improvement Budget/1996 Ten-Year Capital Improvement Plan (CIB/CIP) has been prepared by staff and reviewed by the Board. A date for public hearing to receive comments on the document should be established. BACKGROUND: The Fiscal Year 1996-97 Capital Improvement Budget will establish near-term project priorities and authorize budgets for the Treatment Plant, Collection System, General Improvements, and Recycled Water Programs. Detailed information for projects that are anticipated to be active in Fiscal Year 1996-97 is presented in the Capital Improvement Budget document. The 1996 Ten-Year Capital Improvement Plan will provide the basis for policy decisions concerning the District's Capital Improvement Program and management of the Sewer Construction Fund. The Capital Improvement Plan also serves as the framework for fee analysis. On April 2, 1996, a Capital Projects Committee meeting/Board workshop was held to review the draft Capital Improvement Budget/Capital Improvement Plan. It is appropriate to receive comments in a formal public hearing prior to consideration of the Capital Improvement Budget/Capital Improvement Plan for approval. This public hearing has been tentatively scheduled for the Board's regular meeting on May 16, 1996. RECOMMENDATION: Establish May 16, 1996, as the date for a public hearing to receive comments on the draft CIB/CIP. RE~EWEDANDRECOMMENDEDFORBOARDAcnON 1302A-7/9 JJM JMM RAB INI IATING DEPT.iDIV. k ~ Central Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 3 NO. 4. CONSENT CALENDAR e. SUBJECT DATE ADVISE BOARD OF THE CLOSE OUT OF THE HEADWORKS FACILITIES IMPROVEMENTS PROJECT 20069 (OP 7069) TYPE OF ACTION INFORMATIONAL Ronald S. Klimczak, Senior Engineer INITIATING DEPT.lDIV. Engineering Department! Plant En in r" SUBMITTED BY ISSUE: All work has been completed on the Headworks Facilities Improvements (Headworks) Project (OP 7069); and this project can now be closed out. BACKGROUND: The Headworks Project work consisted of constructing a new influent structure, a new 260 MGD influent pumping station with flow metering and screenings handling, and a new bypass structure and pipeline to convey wastewater to the wet weather holding basins for short- term storage. Other components included an electrical substation, an odor control system, and a septage disposal facility. The location of the new Headworks is shown on Attachment 1. For additional project information, please refer to the 1995-96 Capital Improvement Budget (CIB), pages TP-17 to TP-19. The Board of Directors authorized award of a construction contract to Humphrey Construction, Inc. (HC!) of Woodinville, Washington, on June 4, 1992. The contractor was issued a Notice to Proceed, effective July 15, 1992, with a required contract completion date of October 4, 1994. The completion date was subsequently extended to February 3, 1995 due to delays caused by adverse weather in the winter of 1992-93, a teamster strike in 1993, and to provide time for the contractor to complete necessary additional contract work. The District took partial beneficial use of the new Headworks (first two pumps only) on September 28, 1994, with all work being substantially completed on December 30, 1994. Although the project work was considered complete in February 1995, project close out has been delayed pending completion of negotiations on extra work cost issues, completion of miscellaneous punchlist work, and resolution of a complaint filed with the State Labor Commissioner's office by the Carpenters Union alleging underpayment of worker wages by HC!. The worker wage issue was resolved in January, 1996 through a Settlement Agreement executed by HCI and the State, wherein HCI agreed to pay $11,079 for appropriate worker disbursement and any assessed penalties. Final contract payment has recently been made to HCI in response to the Contractor having completed all outstanding punchlist work issues. REVIEWED AND RECOMMENDED FOR BOARD ACTION RSK WEB RAB 1302A-7/91 Wi/) MfJ INITIATING DEPT.lDIV. SUBJECT POSITION PAPER ADVISE BOARD OF THE CLOSE OUT OF THE HEADWORKS FACILITIES IMPROVEMENTS PROJECT 20069 (DP 7069) PAGE 2 OF 3 DATE April 19, 1996 HCI's original construction contract was in the amount of $18,368,000. There were sixty-eight (68) change orders issued on the project totalling $1,140,542 (6.2 percent of contract value). The total contract amount paid to HCI was $19,508,542. The total budget for the project was $27,453,652. The total completed project cost is $27,338,000. Staff is closing out the project account, which will result in approximately $115,000 being returned to the Treatment Plant Program. RECOMMENDATION: This item is presented to the Board of Directors for information. No action is necessary. 13028-7/91 PAGE 3 OF 3 c " D r: 6 " '" "' :2 "- c " " "- '" L '" ':J ,u IMHOFF DRIVE o 250 r-----~ FEET OJD~ 00 w u <{ ....J 0.. Relocated Gas Yard ~,1 ;.../"" --' >""/ " , -/-- - d';.'~ .'. rv <v*' ~<{' ';)~ -As ~"i- (:i /,' / / \ ,~ ......,' ( New Headworks Proled Area "' ,.., on Central Contra Costa Sanitary District HEADWORKS FACILITIES IMPROVEMENT PROJECT DISTRICT PROJECT 20069 (7069) ATIACHMENT 1 ~Central Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 1 ..................................................... ................................ BOARD MEETING OF NO. ;':':-:':':':;::::::::::::::::::::::::::::::::;:;' ;:;:::::::::::::::::::::::::.;:;.:.:.................................:.:.:......... .....::IIIIIIIE1I::;!:III:lly.:. May 2, 1996 4. CONSENT CALENDAR f. SUBJECT DATE April 19, 1996 AUTHORIZE THE ATTENDANCE OF ANDREW SNIDERMAN, MIS ADMINISTRATOR AND LUCIA WATSON, PAYROLL TECHNICIAN, AT THE JUNE 2-6, 1996 HTE ANNUAL USERS GROUP MEETING IN KISSIMMEE, FLORIDA, AT A COST OF $2,800 TYPE OF ACTION AUTHORIZE ATTENDANCE AT OUT-OF-STATE MEETING SUBMITTED BY Debbie Ratcliff, Controller INITIATING DEPT./DIV. Administrative/Finance and Accounting ISSUE: Specific approval by the Board of Directors is required for travel outside of California or if the expense will exceed $500 if the activity was not included in the fiscal Operations and Maintenance Budget. BACKGROUND: The HTE Users Group meets once a year; enhancements to the HTE family of applications are announced, demonstrated and discussed, sessions are conducted on how to utilize the applications in a more effective manner, demonstrations of related new products and technologies are conducted and training sessions are held. HTE also uses the conference to announce the strategic direction of the company and it is a valuable opportunity to meet directly with the Florida based HTE staff. Last year's meeting was attended by several representatives from the District who found it extremely useful both in the day-to-day use of HTE applications and in planning for the three or more annual upgrades. Much of the information gained at the conference will be of considerable interest to other District staff and will be shared both with the Payroll backup and M IS Support Staff. Numerous sessions are held throughout the week. Sessions which District staff will likely attend include Enhancement Sessions conducted by HTE staff on new and planned features for all of the District's HTE applications including Payroll, Accounting and Purchasing, Breakout Sessions where users network and discuss better ways to utilize HTE applications, Trainina Sessions and finally Ooen Sessions which provide a direct forum with HTE staff to voice concerns and address issues. Expenses were not included in the 1995-96 budget as the information on the user's group meeting was unavailable until after the budget was approved. There are sufficient funds available in the Administrative Department's Technical Training and Conference Budget to cover the cost of attending this meeting. RECOMMENDATION: Authorize the out of state travel for Andrew Sniderman, MIS Administrator and Lucia Watson, Payroll Technician, to attend the June 2-6, 1996 HTE Annual Users Group meeting in Kissimmee, Florida, at a cost of $2,800. Central Contra Costa San ita. y District BOARD OF DIRECTORS PAGE 1 OF 7 .. BOARD MEETING OF May 2, 1996 NO. 6. BIDS AND AWARDS a. DATApril 26, 1996 SUBJECT CONSIDER RESPONSIVENESS OF P & J UTILITY COMPANY'S BID, AND CONSIDER AWARD OF A CONSTRUCTION CONTRACT FOR THE ROSSMOOR SEWER PROJECT, PHASE 2, DISTRICT PROJECT NO. 5124 TYPE OF ACTION RESPONSIVENESS HEARINGI AUTHORIZE AWARD Assistant INITIATING DEPT./DIV. Engineering Departmentl Infrastructure Division ISSUE: On April 16, 1996, sealed bids were received and opened for construction of Phase 2 of the Rossmoor Sewer Project, DP 5124. The Board of Directors must authorize award of contract or reject bids within 50 days of the bid opening. BACKGROUND: An agreement regarding the District taking over private sewer mains in the Rossmoor community was approved by the Board of Directors last year. Under the terms of this agreement, new manholes will be constructed, and any necessary repairs will be made to the existing sewers so that they may be accepted by the District. The construction of manholes and repairs are being planned over an eight to ten-year period that corresponds to the anticipated transfer schedule. The projects will be financed by the allocation of a portion of the capital improvement fees paid by the Rossmoor developer, UDC Homes, and a portion of the sewer service charges paid by the owners in Rossmoor. The first phase of construction was designed, bid, and constructed in 1995. The plans and specifications for the second phase of the project were prepared by District staff. (See Attachment 1 for map.) The engineer's estimate for construction of Phase 2 is $300,000. This project was advertised on March 28 and April 3, 1996. Eight sealed bids ranging from $289,080 to $449,970 were received and publicly opened on April 16, 1996. A summary of bids received is shown in Attachment 2. Infrastructure Division staff conducted a technical and commercial review of the bids and determined that the bid submitted by P & J Utility Company (P & J) of San Francisco, the apparent lowest bidder, had the following irregularities: 1. No landscaping subcontractor was listed as required by the Contract Documents and the Public Contract Code. 2. The Contractor's Classification "A" license allowing the contractor to perform landscaping was not valid at the time of submittal of bids. REVIEWED AND RECOMMENDED FOR BOARD ACTION TAT CWS JSM RAB GE. GV;: ROGER J. DOLAN INITIATING DEPT./DIV. ~ Q;~ fl/11 /JtJf 1302A-7/91 CONSIDER RESPONSIVENESS OF P & J UTILITY COMPANY'S BID, AND CONSIDER AWARD OF A CONSTRUCTION CONTRACT FOR THE ROSSMOOR SEWER PROJECT, PHASE 2, DISTRICT PROJECT NO. 5124 SUBJECT PAGE DATE 2 OF 7 April 26, 1996 Section 01185 of the Technical Specifications of the Contract Documents requires the contractor to have a landscaping subcontractor to perform landscape restoration after sewer and manhole construction. The Bidder's Statement of Subcontractors form in the Bidding Documents specifically identified landscaping as a portion of work to be performed by a subcontractor. At the time of bid submittal, P & J listed its contractor's license as classification"C-34" (pipelines) and "C-42" (sanitation systems), and the subcontractor listing form was signed but did not list a landscaping subcontractor, as specifically required by the Contract Documents. During review of the bid documents, District staff contacted P & J representatives about the omission of the landscaping subcontractor. P & J responded by letter that the firm has a Classification "A" license (general engineering) that allows the firm to perform landscaping and that the work would be accomplished by P & J, instead of a landscaping subcontractor as required by the Contract Documents. District staff contacted the Contractors State License Board to verify P & J's Class "A" contractor's license. Staff determined that the license number was registered to D. Miller Company and not P & J. Mr. D. J. Miller is a vice president of P & J Utility Company. P & J may not use the contractor's license of D. Miller Company but must apply for Contractors State License Board approval of Mr. D. J. Miller as a responsible managing officer or employee. Staff has concluded that P & J was not properly licensed as a Class" A" contractor at the time of bid submittal in that approval had not been obtained for the qualifying officer or employee, as required by state contractor licensing law and District bidding requirements. Bid proposals may be rejected by the Board of Directors if there are any variances from the Contract Documents that are determined by the Board to be material variances. Staff believes that the variances of the bid proposal submitted by P & J are material. The Board has the following three options to consider: 1. Declare the bid of P & J Utility Company to be nonresponsive, and award the construction contract to J. Flores Construction Company, Inc., as the lowest responsive, responsible bidder; or 2. Declare the bid of P & J Utility Company to be responsive, and award the construction contract to P & J Utility Company, as the lowest responsive, responsible bidder; or 3. Reject all bids. 1302B-7/91 _.___.,_..___~__.m_.._ _ _..__._...~.,.____..._,._....."..,_ ,,__..._.~____,,___~w_,...._,__~._.____....__.____________-----------.- CONSIDER RESPONSIVENESS OF P & JUTILlTY COMPANY'S BID, AND CONSIDER AWARD OF A CONSTRUCTION CONTRACT FOR THE ROSSMOOR SEWER PROJECT, PHASE 2, DISTRICT PROJECT NO. 5124 SUBJECT PAGE 3 OF DATE 7 April 26, 1996 Prior to considering what action to take, it is appropriate for the Board to conduct a responsiveness hearing to receive information from interested parties. P & J Utility Company representatives have been informed of the award and hearing process and of staff's recommendations. P & J representatives have advised staff that they will be present at the responsiveness hearing. If the Board determines that the P & J bid is nonresponsive and is rejected, staff has evaluated the remaining bids and determined that the second lowest bidder, J. Flores Construction Company, Inc. of Oakland, is the lowest responsive responsible bidder. If the Board decides to reject all of the bids, the Engineering Department will conduct a new bid for this project. The District will administer the construction contract and will provide resident engineering, inspection, survey, office engineering, and shop drawing review. The funds required to complete this project, as shown in Attachment 3, are $430,000. The total Phase 2 project is anticipated to cost $460,000. Included in this cost is $27,000 for easement preparation and a sewer evaluation of the existing sewers proposed for takeover by the District during 1996. Construction of the improvements to the Rossmoor sewers is included in the fiscal year 1995-96 Capital Improvement Budget (CIB) on pages CS-82 through CS-84. Staff has conducted a cash flow analysis of the Sewer Construction Fund and concluded that adequate funds are available for this project. Staff has concluded that this project is exempt from the California Environmental Quality Act (CECA) under District CEQA Guidelines, Section 18.2, since it involves only minor alterations of existing facilities with negligible or no expansion of capacity. Board of Directors' approval of this project will constitute an independent finding that the project is exempt from CEQA. RECOMMENDATION: Conduct a responsiveness hearing on the bid proposal submitted by P & J Utility Company. Reject the bid by P & J Utility Company as being nonresponsive. Authorize award of a construction contract to the lowest responsive responsible bidder, J. Flores Construction Company, Inc. in the amount of $293,655 for construction of the Rossmoor Sewer Project, Phase 2, DP 5124. 1302B-7/91 Page 3 of 7 c '" " tf I. /; %;; /; . PROJECT AREA F // (; 0 3000 6000 I I FEET ;.; o .... '" :;:; /' .... '" :;:; ~ ;;;- (5 '-' ~ Central Contra Costa Sanitary District ATTACHMENT ROSSMOOR SEWER PROJECT PHASE 2 1 r- .... r:.:. o "" '" !'!' ~ '" '" Page 5 of 7 ATTACHMENT 2 Central Contra Costa Sanitary District SUMMARY OF BIDS PROJECT NO. 5124 - Rossmoor Sewer Proiect. Phase 2 DATE Aoril 16. 1996 LOCATION: Walnut Creek ENGR. EST. $300.000 No. BIDDER BID PRICE (Name, telephone & address) 1 P and J Utility Company (415) 206-9049 $289,080 901 Tennessee Road San Francisco, CA 94107 2 J. Flores Construction Company, Inc. (510) 532-8380 $293,655 1447 39th Avenue Oakland, CA 94601 3 Soares Underground Construction (510) 278-7850 $302,000 18550 Melrose Avenue Hayward, CA 94541 4 M and G Construction (415) 924-5355 $338,653 P.O. Box 97 Larkspur, CA 94977 5 Hess Construction Company, Inc. (707) 552-7931 $386,334 4484 Hess Drive American Canyon, CA 94589 6 Mountain Cascade, Inc. (510) 373-8370 $388,570 P.O. Box 5050 Livermore, CA 94551 7 Manuel C. Jardim, Inc. (510) 487-6571 $398,587 P.O. Box 677 Union City, CA 94587 8 V and M Construction (510) 825-2500 $449,970 P.O. Box 430 Clayton, CA 94517 9 10 BIDS OPENED BY /s/ Jovce Murohv DATE 04/16/96 SHEET NO. -L OF -L H:\PP\AUTH5124.TAT -"~------,---,--,---,,--'''-'---'--~-'-.'-'-'- . -~.,,_._----,-,------'--~ --. ..--...-....-....---.,...-...-----.......,-.----.......-------...-------.------- --- Page 6 of 7 ATTACHMENT 3 ROSSMOOR SEWER PROJECT, PHASE 2 DISTRICT PROJECT NO. 5124 POST -BID/PRECONSTRUCTION ESTIMATE PERCENT OF ESTIMATED ITEM DESCRIPTION TOTAL CONSTRUCTION 1. Construction Contract (J. Flores Construction) $ 293,655 2. Contingency at 1 5 percent 44.345 CONSTRUCTION TOTAL $ 338,000 100 3. Construction Management . District Forces Construction Management $ 6,000 Contract Administration/Inspection 37 .000 SUBTOTAL CONSTRUCTION $ 43,000 12.7 MANAGEMENT 4. Consultant/Professional Services . Material Testing $ 3,000 . Arborist 2,000 . Sewer Cleaning and Televising Service 25.000 $30,000 8.9 5. Engineering and Other Services During Construction . District Forces Office Engineering Services $ 5,000 Record Drawings 3,000 Community Relations 1 ,000 Surveying 3,000 Easement Preparation 2,000 Collection System Operations 1,500 H:\PP\AUTH5124.TAT - ---~... ---,,"--,-,~,,~--,_.'~--'---_._~"'--"-'--~---~-~'._-..... _.~----,"_._~,._-,~_._--~...._-_."..._..._--_..-., -.- ...-.--..--.., ....._"._~...~...._.....,-,_._..__._---_...._-"---_.,.._.,-_._~ Page 7 of 7 PERCENT OF ESTIMATED ITEM DESCRIPTION TOTAL CONSTRUCTION . Other Services Legal $ 3,000 Field Office Support 500 SUBTOTAL CONSTRUCTION ENGINEERING $ 19,000 5.6 CONSTRUCTION MANAGEMENT & $ 92,000 27.2 ENGINEERING TOTAL (ITEMS 4, 5, & 6) 7. Prebid Expenditures (Planning and Design) $ 30,000 8. Total Project Cost $ 460,000 135.5 9. Funds Allocated to Date $ 30,000 10. Allocation Required to Complete Project $ 430,000 H:\PP\AUTH5124.TAT . _,__.,____~_.,_.,___...____'__,._~___._.__.._._._.~___._._,.._.,_______.._...__..'u ...^_Y..M._~_._.._._..__".__._..._____.,_....___,,_..__~.-- Celltral Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 2 .. ,,_. -.....-..,.....,. ...'---.-..-'----_..-.... POSITION PAPER BOARD MEETING OF May 2, 1996 NO. SUBJECT DATE April 26, 1996 TYPE OF ACTION AUTHORIZATION TO HIRE SEASONAL EMPLOYEES HUMAN RESOURCES SUBMITTED BY INITIATING DEPT./DIV. Cathr n Freitas, Human Resources Mana er Administrative/Human Resources ISSUE: District staff has assessed its needs for seasonal employees in 1996. BACKGROUND: Each year, the District hires students during the summer months for vacation relief, cleanup, and special projects; and during the school year or semester breaks for additional assistance. Authorization was given for twenty-nine student positions last year. Approval is requested for thirty-nine seasonal positions in Fiscal Year 1996 - 1997. It is recommended that the hourly rates for seasonal employees remain the same as the last six years: Student Positions Proposed Salary. Clerical, Laborer (No experience necessary) Technical (Drafting) Professional (Chemist, Engineer) $ 7.50 $ 9.00 $10.00 * For every year a student returns, add $1.00 per hour to a maximum of three additional summers: For example, a student laborer who has worked here for the past two summers would receive $9.50 per hour this summer. The extra dollar would recognize experience and serve as an incentive for returning students. The approximate cost of this action will be $231,485 from departmental 0 & M budgets. A summary of the requests for seasonal employees is attached. Department Managers will be prepared to answer any questions regarding the following requests: Adm inistrative The Administrative Department is requesting three and one-half summer student positions. in 1 996- 1997 which is the same number of positions as last year. The full positions are located in Materials Control for inventory and vacation relief; REVIEWED AND RECOMMENDED FOR BOARD ACTION INITIATING DEPT.IDIV IJ~ ;;.!-- Wi ::""'u 1302A-7191 CRF PM SUBJECT POSITION PAPER AUTHORIZATION TO HIRE SEASONAL EMPLOYEES PAGE DATE 2 OF 2 April 26, 1996 Building Maintenance for vacation relief and general maintenance; and in Communication Services for technical support. The one-half position is a Safety Assistant which will be shared with the Plant Operations Department for work on various safety-related projects. Collection System Operations The C.S.O. Department is requesting thirteen summer student positions--ten laborers and three clericals. This is six more laborer positions than last year's request. The six additional laborer positions will work on field crews to supplement staffing during vacation periods and to expand the number of construction crews for repair work in easements. Plant Operations The Plant Operations Department would like authorization for an additional four Building and Grounds laborer positions over last year which makes their total request equal eighteen and one-half students. These additional four summer student positions will provide coverage for the two vacant regular positions in Building and Grounds and will aid in the Aeration and Nitrification Tank Project, do seasonal maintenance and post UV project clean-up. The Plant is requesting two relief positions in the Laboratory, a shared Safety Assistant with the Administrative Department, one drafter, twelve Buildings and Grounds laborers, two laborers in the Pumping Stations, and one engineering student. Engineering The Engineering Department requests authorization to hire two summer engineering interns, as they did last year. One intern will be assigned to the major Equipment Replacement Study, and the other to the Treatment Plant Capacity Analysis. Both interns will work for the Planning Division. The Secretary of the District The Secretary of the District is requesting one student to assist with records management and one student for the Clerical Support Section to help with large projects, switchboard backup and vacation relief. This is the same number of positions requested as last year. RECOMMENDATION: Authorize the hiring of 39 students for seasonal employment which is ten students more than last year. 13028-7191 Cblltral Contra Costa Sanitary District BOARD OF DIRECTORS MGE 1 OF 2 ( .. .'.. .... ., ,,"'. ...,..__._..... . '"....:..".....c..:. .. ,- ...-,.....-. --...--,....... .,..........-.--....-....---..... ......,.,..,...... lliPOSITION.PAAER BOARD MEETING OF NO. May 2, 1996 SUBJECT ~TE A ril 26, 1996 TYPE OF ACT10N RECEIVE AND CONSIDER PERSONNEL REQUESTS FISCAL YEAR 1996 - 1997 RECEIVE BUDGET SUBMllTED BY Cathryn Freitas, Human Resources Manager INlTIAnNG DEPTJDIV. Administrative/Human Resources ISSUE: Staff has analyzed its personnel needs for Fiscal Year 1996-1997 and is submitting its requests for Board consideration at the May 2, 1996 Board Meeting. Board approval is scheduled for the June 6, 1996 Board Meeting. BACKGROUND: Each department has reviewed its staffing requirements for Fiscal Year 1996- 1997. The Personnel Budget includes departmental overviews providing summary information, request justification pages with detailed explanations on the effect of these recommended staffing changes, organizational charts reflecting current staffing and proposed changes, a revised job description and several new job descriptions. The attached summary sheet highlights each department's staffing requests' effect on the number of total authorized positions in the District, and the reduced cost in salaries and benefits. As shown in the summary, the total number of authorized regular positions in the District will decrease by three (3) from last year. Nine Co-op student positions are requested this year. Despite the decreased number of positions, the salaries and wages in the 1996-1997 0 & M Departmental Budgets will increase slightly from the previous year due to a 2.5% cost-of-living salary adjustment per the Memoranda of Understanding and any merit and longevity increases scheduled in 1996-1997; Administrative 1. Delete one Printer (G-60, $3154-$3817). 2. Add one Network Coordinator (G-65, $3551-$4303). 3. Add one Programmer-Analyst (G-68, $3817-$4620). Plant Operations 4. Delete one Assistant Engineer (G-72, $4201-$5086). 5. Delete one Plant Operator 1/11 (G-59, $3082-$3729 & G-62, $3312-$4007). REVIEWED AND RECOMMENDED FOR BOARD ACTION PM ENG. INITIATING DEPT./DIV. 1302A.7191 SUBJECT POSITION PAPER f " RECEIVE AND CONSIDER PERSONNEL REQUESTS FISCAL YEAR 1996-1 997 PAGE DATE 2 OF 2 April 26, 1996 Engineering 6. Delete one Construction Inspector (G-67, $3729-$4512). 7. Delete one Senior Engineering Assistant (G-72, $4201-$5086). 8. Add one Sewer Service Charge Technician (G-56, $2873-$3473). Collection System Operations 9. Delete one Maintenance Crew Member 1/11 (G-53, $2673-$3233 & G-59, $3082-$3729). Secretary of the District No personnel requested. Co-op 10. Authorize the hiring of students to fill nine positions in the Co-op program. The staff is scheduled to meet and confer with the Union on the budget prior to Board adoption. RECOMMENDATION: Receive and consider the Personnel Budget for 1996-1997 herein identified by items 1-10. The Personnel Budget will be submined for final approval at the June 6, 1996 Board Meeting. 13028.7/91 PI Central Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 13 BOARD MEETING OF May 1, 1996 NO. DATE SUBJECT RECEIVE THE 1996-1 997 OPERATIONS AND MAINTENANCE BUDGET BUDGET REVIEW SUBMITTED BY Debbie Ratcliff, Controller INITIATING DEPT./DIV. Administrative/Finance & Accounting ISSUE: The 1996-1997 Operations and Maintenance (O&M) Budget is being submitted for review at the May 1, 1996 Board Workshop, and is scheduled for approval at the May 16, 1996 Board Meeting. BACKGROUND: Over the past two years, the total Sewer Service Charge (SSC) has remained constant at $188, due to controlling operating costs. The capital component increased, however, from $28 in 1994-95 to $31 in 1995-96,. with a corresponding decrease in the O&M portion of the SSC from $160 to $157 in 1995-96. For fiscal year 1996-1997, the draft O&M Budget is calculated using a $157 SSC allocation and no increase to the current total SSC rate of $188. The following table shows the actual and proposed SSC rates and corresponding allocations between O&M and capital for 1992-1993 through 1996-1997. Sewer Service Char e Capital Transfer Amount Year Cost Per Residence Total (000 Omitted) Capital O&M 1992-1993 $ 5 $160 $165 $ 609 1993-1994 25 160 185 3,368 1994-1995 28 160 188 3,847 1995-1996 31 157 188 4318 1996-1997 31 157 188 4426 REVIEWED AND RECOMMENDED FOR BOARD ACTION INITIATING OEPT./DIV. ROGER J. DOLAN GEN. MGR./CHIEF ENG. L2 1302A-7191 DR SUBJECT POSITION PAPER RECEIVE THE 1996-1997 OPERATIONS AND MAINTENANCE BUDGET 2 PAGE DATE OF 13 April 19, 1996 The 1996-1997 O&M budgeted expenses total $28,262,939 which is greater than the 1995- 1996 budgeted expenses of $27,669,020 by $593,919 or 2.15 percent, and exceed the 1995- 1996 projected actual expenses of $27,419,607 by $843,332 or 3.08 percent. Explanations for significant District-wide expense variances between 1996-1997 budgeted expenses and 1995-1996 projected actual expenses are provided on the chart included as Attachment III. Total budgeted expenses in the 1996-1997 O&M Budget document are presented by major account categories at the District and Department level. Capitalized labor charges are budgeted and charged directly to the capital projects rather than being passed through the O&M Budget due to the methodology used on the HTE computer system. The amount of capitalized Salaries and Benefits charged directly to the Sewer Construction Fund for 1996-1997 is $3,823,490. The following attachments summarize revenues, expenses and reserves over seven fiscal years as well as variance explanations for both revenue and expense: Attachment I - This attachment summarizes the O&M revenues, expenses, and reserve balances for the seven fiscal years 1990-1991 through the 1996-1997 budget year, and the related Sewer Service Charge rate and Sewer Service Charge equivalent units for each fiscal year. Attachment II - This attachment explains the District-wide revenue account variances between projected 1995-1996 and budgeted 1996-1997. Also for comparative purposes, the variances between the 1 996-1997 budget and the 1995-1996 budget are shown. Attachment III & IV - These attachments explain the District-wide expense account variances and Employee Benefits Expense account variances between projected 1995-1996 and budgeted 1996-1997. Also, for comparative purposes, the variances between the 1996-1997 budget and the 1995-1996 budget are shown. The benefit rates included in the 1996-1997 Budget are estimates. The 1996-1997 insurance rates are still being negotiated and the retirement rate has been reduced by 2.25% of salaries based on initial discussions with the Contra Costa County Employees Retirement Association. Any revisions to the 1996-1997 O&M Budget determined at the May 1, 1 996 Board Workshop will be incorporated in the budget to be submitted for approval at the May 16, 1996 Board Meeting, at which the following actions are scheduled: . Conduct a public hearing for the establishment of the 1996- 1997 Sewer Service Charge rate. 1302B-7/91 SUBJECT POSITION PAPER 3 RECEIVE THE 1996-1997 OPERATIONS AND MAINTENANCE BUDGET PAGE DATE OF 13 April 19, 1996 . Conduct a public hearing for the collection of the 1996-1997 Sewer Service Charges on the County tax rolls. . 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