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Home My WebLink AboutAGENDA BACKUP 02-16-95 Central Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 2 BOARD MEETING OF February 16, 1995 NO. 4. CONSENT CALENDAR a. DATE January 30, 1995 SUBJECT ACCEPT CONTRACT WORK FOR THE SECONDARY CLARIFIER IMPROVEMENTS PROJECT, DISTRICT PROJECT 20089, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION TYPE OF ACTION ACCEPT CONTRACT WORK SUBMITTED BY INITIATING DEPT./DIV. Engineering Departmentl ISSUES: Construction has been completed on the Secondary Clarifier Improvements Project, District Project No. 20089, and the work is now ready for acceptance. BACKGROUND: The old fiberglass weirs in the secondary clarifiers, which were inefficient and structurally inadequate, have been replaced with steel weirs and supports. In addition, the scum removal system has been improved through the addition of new scum pumps, controls, and piping. Twelve (12) new return activated sludge (RAS) pumps have been installed in the RAS pits with variable frequency drive (VFD) controls. The completed work has resulted in increased hydraulic capacity and improved the performance of the secondary clarifier system. Details of the project are also included on pages TP-24 through TP-26 of the 1994-95 Capital Improvement Budget. See Attachment 1 for the location of the work completed under this project. The construction contract was awarded to Kaweah Construction Company of Fresno, California, on May 20, 1993, by the District Board of Directors. The contractor was issued a Notice to Proceed on July 19, 1993. The contract completion date was July 18, 1995. The contract work has been completed ahead of time, with the District taking beneficial occupancy of the new facilities on December 22, 1994. It is appropriate to accept the contract work at this time. The total authorized budget for this project was $4,792,000. A detailed accounting of project costs will be provided to the Board at the time of project close out. RECOMMENDATION: Accept the contract work for the Secondary Clarifier Improvements Project, District Project No. 20089, and authorize the filing of the Notice of Completion. REWEWEDAND RECOMMENDED FOR BOARD AcnON INITIATI,NG DEPT.lDIV. . Jj/~ ~ IJJ% ftJ~ ft>c 1302A-7/91 IMHOFF DR ~~ J 0 I ~ j' - 0 sea I I .... ~ ProJ.ct. Loca1.lon Secondary Clarifier Improvements Attachment Project 1 District Project 20089 Central Contra Costa Sanitary District PAGE 1 OF 2 1 NO. 4. CONSENT CALENDAR b. DfJ~bruary 10, 1995 SUBJECT SET MARCH 2, 1995, AT 3 P.M. AS THE DATE AND TIME FOR A PUBLIC HEARING TO CONSIDER APPROVAL OF ROUTES FOR THE PLEASANT HILL RELIEF INTERCEPTOR AND THE RECYCLED WATER PIPELINE PROJECT TYPE OF ACTION SET PUBLIC HEARING DATE SUBMITTED BY Russell B. Leavitt, Planning Assistant INITIATING DEPT./DIV. Engineering Department/Planning Division ISSUE: The District committed to residents of the project area that a public hearing would be held prior to Board consideration of final routing for the Pleasant Hill Relief Interceptor project. BACKGROUND: At its September 3, 1991, meeting, the Board certified the Final Program EIR for the Pleasant Hill/A-Line Sewer Overflow Protection Project and approved several route segments for construction of the Pleasant Hill Relief Interceptor. At that time, the Board directed District staff to proceed with further right-of-way and design studies before recommending approval of competing route segments 18 or 17 (Grayson Creek or Ruth Drive) between Chilpancingo Parkway and Ardith Drive in Pleasant Hill. Following these studies and the selection of a preferred route, District staff was to examine the final preferred route for coverage in the Program EIR and notify the public of the staff recommendation. At its March 2, 1995, meeting, the Board will be requested to consider approving final routing for the Pleasant Hill Relief Interceptor project in the area between Chilpancingo Parkway and Ardith Drive (see Attachment 1). District staff is now prepared to recommend that Segment 18 be adopted as part of the final route for the Pleasant Hill Relief Interceptor. While Segment 17 would be dropped from further consideration as an interceptor route, a portion of Ruth Drive, south of Taylor Blvd., would be required for construction of the Recycled Water Pipeline project which is being built in conjunction with the Pleasant Hill Relief Interceptor. RECOMMENDATION: Set March 2, 1995, at 3 p.m. as the date and time for a public hearing to receive public comment prior to considering approval of routes for the Pleasant Hill Relief Interceptor and the Recycled Water Pipeline Project. 1302A-7/91 RBL DJC RAB RE~EWEDANDRECOMMENDEDFORBOARDAcnON INITIATING DEPT.lDIV. Ke~ 3f~ lllJP r"'''- 11111111111 RECYCLED WATER ONLY - . . -. INTERCEPTOR ONLY COMBINED INTERCEPTOR IRECYCLED WATER Central Contra Costa Sanitary District ~ N , MATCH LINE c " " ,; " L I L .c " "- '" o en "- ~ if> o <) "- .". L '" -2 LEGEND: (y, en a' o l() Z~ I <D W "- I o 18 -L1_ 18 N , -r-ru--- \<\) I ~o o I 500 1000 __J - FEET PROPOSED ROUTING OF THE PLEASANT HILL RELIEF INTERCEPTOR AND THE RECYCLED WATER PIPELINE - CHILPANCINGO PARKWAY TO ARDITH DRIVE, PLEASANT HILL ATTACHMENT 1 Central Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 1 BOARD MEETING OF February 16, 1995 NO. 4. CONSENT CALENDAR c. SUBJECT DATE February 10, 1995 AUTHORIZE OUT-OF-STATE TRAVEL FOR DENNIS KARAIM, ENGINEERING TECHNICIAN III, AT SCANNING TRAINING IN HUNTSVillE, ALABAMA TYPE OF ACTION AUTHORIZE OUT-OF- STATE TRAVEL SUBMITTED BY W'II' V CI I lam . ement Engineering Support Supervisor INITIATING DEPT./QJV., 'D / tnglneenng epartment Plant Engineering Division ISSUE: Approval by the Board of Directors is required for travel and training if the travel is out of state. BACKGROUND: The District recently bought a large-format, digital scanner and associated software that will be used in the automated-mapping/computer-aided de,sign (AM/CADDl system for a variety of projects. The scanner will be used to put paper and mylar copies of treatment plant and collection system plans into the AM/CADD system. Three classes, which provide information relative to the operation of the new scanner and software, are offered only by Intergraph Corporation at its Huntsville, Alabama, headquarters office. These courses are intense training courses held consecutively over a one-week period. The student taking these three courses follows the same logical progression that a technician at the District would use to convert a document from paper to computerized format. It will be of benefit to the District for the Engineering Support Section to use the new software to its fullest capability. Dennis Karaim, Engineering Technician III, is the most appropriate person to attend this training. Dennis is the lead person for the majority of the projects that will be done using the scanner. Dennis will be teaching the District's other Engineering Technicians how to use the scanner and software upon his return. The 1994-95 Engineering Support Section Technical Training budget, previously approved by the Board, has sufficient funds to cover the $3,200 cost of this training. The location of the training site in Alabama was not included in the training budget; therefore, staff is seeking additional approval at this time. RECOMMENDATION: Authorize the out-of-state travel for Dennis Karaim, Engineering Technician III, at scanning training in Huntsville, Alabama. REVIEWED AND RECOMMENDED FOR BOARD ACTION WVC WEB RAB v 'ww INITIATI,NG DEPT./DIV. 1302A-7/91 T PAGE OF 1 February 16, 1995 NO. 4. CONSENT CALENDAR d. SUBJECT DATE Februar 9 1 995 TYPE OF ACTION DIRECT STAFF TO SECURE THE SERVICES OF AN ARBITRATOR IN ACCORDANCE WITH THE DISTRICT'S DISCIPLINARY APPEAL PROCEDURES HUMAN RESOURCES SUBMITTED BY INITIATING DEPT.lDIV. Paul Morsen, Deputy General Manager Administrative ISSUE: In accordance with the Memorandum of Understanding (M.O.U.) between the District and the Central Contra Costa Sanitary District Employees' Association, Public Employees' Union, Local No. One, the Board shall employ an arbitrator to render a recommendation when disciplinary actions are appealed to the Board level. BACKGROUND: Mr. David Hollenbach, Mechanical Maintenance Technician III, was given a fifteen- day suspension without pay by Plant Operations Department Manager Charles Batts for violating the Memorandum of Understanding between the District and the Employees' Association, Public Employees' Union, Local No. One. Mr. Hollenbach appealed the proposed suspension under M.O.U. Article III, Section 3.3 and requested a Fair and Impartial Hearing. Subsequently, the Hearing Officer upheld the Department Manager's proposed suspension. Mr. Hollenbach is now appealing this matter to the Board in accordance with Article III, Section 3.4 of the M.O.U. In matters that are appealed to the Board, the M.O.U. reads as follows: A. "An employee,...may appeal the Hearing Officer's decision by appealing to the Board via filing a written request for hearing with the Secretary of the District within ten (10) working days of receipt of the Hearing Officer's decision. The Secretary shall calendar the next regularly scheduled Board Meeting in keeping with established guidelines for calendaring an agenda item." B. "The Board shall employ a neutral third party to hear the appeal and to recommend action to the Board." C. "The Board may adopt, reject, or modify the recommendation of the Board-appointed neutral third party. The decision of the Board is the final action of the District." RECOMMENDATION: Authorize staff to secure the services of an arbitrator in accordance with the District's appeal procedures in the appropriate discipline of Mechanical Maintenance Technician III, David Hollenbach. REVIEWED AND RECOMMENDED FOR BOARD ACTION I - PAGE 1 OF 1 BOARD MEETING OF February 16, 1995 NO. SUBJECT 4. CONSENT C8LENDAR e. DATE February 6, 1995 DENY CLAIM FROM JOHN GEASA ALLEGING PERSONAL INJURIES DUE TO A FALL INTO A MANHOLE TYPE OF ACTION DENY CLAIM SUBMITTED BY Bonnie Allen, Risk Manager INITIATING DEPT.IDIV. Administrative/Risk Management & Safety ISSUE: A claim for $10,000 plus medical and special damages has been received from John Geasa and his attorney R. Opre Wilson, Jr. Claim denials require action by the Board of Directors. BACKGROUND: Mr. Geasa is alleging personal injuries resulting from a fall into a manhole located at the dirt parking lot at the intersection of Bollinger Canyon Road and Broadmore Road in Bishop Ranch Business Park in San Ramon. Mr. Geasa claims he fell into a partially open manhole at the southeast corner of the parking lot. The location of the claimed accident is within the Bishop Ranch Business Park. The sewer system, and the specific manhole involved, are privately owned and maintained by the business park and are not District facilities. The staff recommends that Mr. Geasa's claim be denied. RECOMMENDATION: Deny the claim for $10,000 plus medical and special damages from John Geasa and refer it to staff for further action as required. INITIATING DEPT.lDIV. RE~EWEDANDRECOMMENDEDFORBOARDAcnON BA PM ~---------------r"'-"'-~"- PAGE 1 OF 5 NO. INITIATE PROCEEDINGS TO CHANGE THE DISTRICT'S SPHERE OF INFLUENCE (S.O.I.) AND FORMALLY ANNEX 33.88 ACRES OF LAND ADJOINING THE DISTRICT'S EXISTING S.O.I. AND BOUNDARY IN THE LAWRENCE ROAD AREA OF DANVILLE 7. ENGINEERING a. DATE Februar 10 1995 TYPE OF ACTION INITIATE ANNEXATION D.A. 132 WITH LAFCO SUBMITTED BY INITIATING DEPT./DIV. Russell B. Leavitt, Planning Assistant Engineering Department/Planning Division ISSUE: Owners of ten separate, adjoining properties have petitioned the District to annex the subject properties. BACKGROUND: The subject properties are located south of Camino Tassajara, along Lawrence Road and Leema Drive in Danville (see Figures 1 & 2). These properties contain 1 22 single family lots which have been approved for development by the Town of Danville. All of the 122 lots will gravity flow to District trunk sewers in Camino Tassajara. Development of the subject properties was addressed in the Town of Danville's Lawrence/Leema Road Specific Plan and Negative Declaration. The Negative Declaration assumed that the District would serve the subject property since gravity flow to District facilities is possible. District staff has reviewed this Negative Declaration and verified that the impacts of annexation to the District and the proposed mitigation measures were addressed. The Board will receive a copy of the Negative Declaration for final consideration of this annexation following LAFCO's approval of this action. Additional annexation requests in the Lawrence Road area are anticipated. Most of the developable land in this area would require sewer service from a new pumping station. The Lawrence/Leema Road Specific Plan identifies a new pumping station site at the south end of Lawrence Road which could serve about 600 additional potential single family lots within and outside of the Specific Plan area (see Figure 3). Through the Specific Plan process, staff has communicated the requirements for new District owned and operated pumping stations to the developers and the Town of Danville. These requirements include: 1) the developer would design and construct all sewer facilities, including the pumping station; and 2) the developer/property owners tributary to the pumping station would pay all costs for operation and maintenance (O&M) of the pumping station/force main facilities. The Town of Danville is requiring the developer of the 122 single family lots proposed for annexation to finance the up-front construction costs of extending sewers and other utilities throughout the entire Specific Plan area, which already is within the boundaries of the Town of Danville and EBMUD. RE~EWEDANDRECOMMENDEDFORBOARDAcnON RBL DJC RAB INI~7ii:DIV. lJje P:4fJ 1302A-7/91 "~'-""."._-----,-"~--, '-'-"-'-" _._-"---,.._-,.._.,-_.._._-----,-~.~-,."---_.,---_._----------_.._'"._--_.~-_._--_..._._--~~--~-"-------_._,.._._--- , I SUBJECT POSITION .PAPER INITIATE PROCEEDINGS TO CHANGE THE DISTRICT'S SPHERE OF INFLUENCE (S.O.I.) AND FORMALLY ANNEX 33.88 ACRES PAGE OF LAND ADJOINING THE DISTRICT'S EXISTING S.O.I. AND DATE BOUNDARY IN THE LAWRENCE ROAD AREA OF DANVILLE 2 OF 5 February 10, 1995 The developer will be reimbursed by a 15-year benefit district administered by the Town and paid off by other property owners as they connect. Staff, the Town of Danville, and the developer are discussing possible alternatives for paying O&M costs of the pumping station/force main. Some of the financing options include: developer payment of an up-front fee equal to the present value of future O&M costs; benefit district payment over time of the present value of future O&M costs; and District imposition of a Sewer Service Charge surcharge. Staff will not submit for Board consideration any annexation applications for lots requiring pumped service until the O&M financing issue is addressed. RECOMMENDATION: Adopt a resolution of application to LAFCO for the annexation of the subject properties and request that LAFCO revise the District's current S.O.I. to include the subject properties. 1302B-7/91 ~ ~ ..... --=r----- 07 ~' ~ ....~ --<) C'",-<<" ~"'o I 8tACXHAWIC ~G) T"Ss,uAl!A3.____ _ ~... OANVIUE ---'- " -~ -- ,O\)~~--- .... .., ,," CO!.'--U~'\'f :\9."_-- CO co~_- ",t.tl" .,~""p...,," ------, , ~J~I~II I i-UVERMORE I - \ :.--- .. ~ N ~ -.-..--....-... ~ 1" = 11.6 MILES G) PROPOSED ANNEXATION AREA t::\ LAWRENCE/LEEMA ROAD \31 SPECIFIC PLAN AREA @ WEST BRANCH Central Contra Costa Sanitary District REGIONAL SETTING OF D.A. 132 FIGURE 1 _.__.~_..,._._"-,."'----~_..._.._-----~--_.._------~----~-"--""-~----'-"~---'.-'--------'-'-~-"'"--'-''--'-"---~ ~~ s~ ~q1. ../0 ,~ 9fc.~/ ~-r-- - ..L. -:~#'o ~ \ ....C'<" I -' ~ lJ:tj--t ~ O~E!:! _F~{D,o I Y WY""-<..... ' '0 "-90<,,'~ I :;t; (<"J.f.-9~G I ~I,. I () I 'Q.'-' .....'-'10( I .;:.......~~-. . ft:j~ - - < .j~~ :$~J;. / ,...C'1": Cl~ .."'''WI('''< 0 ~'-~. -~ ~\.~c._ - (D~ Vi ~ ~ ~ '} :-.;~;l r";-- ~;~ \~~ '(-9.0 C'~ ~~~C:t ~---\ ~';"1' '<::-1"'" ~, -J -l ~ (" \ ~ '1- f I I I '" I I I <::. "" ~c. , $' t,(>~ \ f:~ %.t;C'}';' \ ~'r , ,~ c. -. ~, ::'J~ ",. :~-9~'. --1 RD I 'L' : ' . I II(TTENCOUJtT ~ ~I 10. .....C : ~. ._:::.:.':.'-:':.':.::.::.::~O':"'::':_"::::~":'~:.:.:\.:.~:_:~i:B~~~~ij*:!:~~~r:~:W:1~f:!:!:i~.~!![:~~:!!~!B!!Wf*j?w??:?i::. :!??!!:!/~:~!!!!!_:!_..~_~!_.._~)rr} :t:~:~:?~f::{~:}~ ..~.:.:.:.:.:.:.:.:;~;.:~;:;.;.:.:.:.:.:::::::::: ~ }t~::::.''- (DatC..,TO.. .)..Z AC ~ N ~ ........... .:.:.:.:.:. ........... ::::::::::: ::::::::::: ::;:;:::::; .:::::::::: . . Central Contra Costa Sanitary District LOCAL SETTING OF D.A. 132 ~~-_."....,._--~--.i.. _._-_..__._-~--_._. TITL FIGURE 2 ._~.__.._._"_'_..~___n__.,.~.._~._.___..,___,__~,__.~___.._______________.,_._______< ,,-I \J\ ..,.-. , en lJJ , r:.J P~cJ ~ ~~ } ~ 0J~ C (J JD J~ 1~ J 11 j ~ ;;::J~ ~ ~ ~\ ~ I j cJ1~'rJ JJ ~~TASSAJARA ~ c C> u a. g 0) j L 0) U ~ U " 0) ('! ~). ~ .\ u ~ N , [Q>@(W@[fG~~uW o/J ~ [L [b[~ w o 1400 2800 l_._..u--- ___._1 FEET . ;,) ~ Central Contra Costa Sanitary District WASTEWATER FLOW IN THE LAWRENCE ROAD AREA FIGURE 3 ....-----..------1. -----.-_____....._..__..___u__ Central Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 2 BOARD MEETING OF February 16, 1995 NO. 8. TREATMENT PLANT a. SUBJECT DATE BOARD ACCEPTANCE OF THE 1994 SELF-MONITORING February 9, 1995 PROGRAM REPORT TYPE OF ACTION ACCEPTANCE OF REPORT SUBMITTED BY Charles W. Batts Plant Operations Department Manager INITIATING DEPT./DIV. Plant Operations Department ISSUE: The Central Contra Costa Sanitary District's (CCCSD) Self-Monitoring Program annual report for 1994 has been prepared for submission to the California Regional Water Quality Control Board (RWQCB), San Francisco Bay Section. This report, which is sent separately to the Board of Directors, is presented at this time for its information and acceptance. BACKGROUND: There was a total of 12,702 million gallons of wastewater treated for an average daily flow of 34.8 million gallons. This flow is about 10 percent lower than the 1993 average pf 38.7 million gallons per day and is due to the dry winter of 1993. The treatment plant produced an effluent with an annual average biochemical oxygen demand (BOD) and total suspended solids (TSS) concentration of 8 and 9 mg/L, respectively. This is markedly lower than our National Pollutant Discharge Elimination System permit standards of 25 mg/L and 30 mg/L, respectively. The BOD and TSS removal efficiency for the plant averaged 96 percent each. Solids disposal during this year involved the incineration of dewatered sludge in the District's multiple-hearth furnaces. Approximately 3,906 tons of furnace ash was disposed of. Of this, approximately 629 tons went to a fertilizer company for beneficial reuse, and the remainder went to a Colusa County landfill where it was used as the foundation layer for the final cover of the landfill. The treatment plant met all effluent requirements throughout the year except for 42 non-zero chlorine residual violations, two total coliform violations, one settleable solids violation, and one receiving water pH violation. This compliance record was achieved as the normal plant operations was disrupted to accommodate the following construction projects: Headworks, Pleasant Hill Interceptor, Odor Control, Secondary Clarifier Improvements, Aeration Basin Selector, Aeration Basin Improvements, Standby Power, and Cogeneration projects. While the number of chlorine residual violations is an increase over 1993, the increase was caused in large part by sudden flow fluctuations due to testing of the new influent pumps in the Headworks. Thirteen of these violations exceeded the RWQCB's concentration threshold, and none exceeded the duration threshold. The RWQCB established the concentration/duration REVIEWED AND RECOMMENDED FOR BOARD ACTION ,.____________.._.___..__..______._.__.__ ..._.0__.___-.-...-...-..........--.................--..,___..",.,,'_"0._. BOARD ACCEPTANCE OF THE 1994 SELF-MONITORING PROGRAM REPORT SUBJECT PAGE DATE 2 OF 2 February 9, 1994 threshold approach for chlorine residual violations because they realized how difficult it is to have . no chlorine residual all of the time; the threshold approach allows RWQCB to not take enforcement action against violations below the established threshold. The District has recently awarded a construction contract for the ultraviolet disinfection facility, which when completed will eliminate chlorine residual violations. Since the two coliform violations occurred, CCCSD has changed its sample point for total coliform. These two coliform violations appear to have occurred because the previous sample point had a pumped sample, which occasionally resulted in an unrepresentatively high total coliform value. The settleable solids violation was caused by an unexpected minor overflow of mixed liquor solids into the secondary effluent, which was in turn caused by a construction project. The receiving water pH violation did not appear to be due to our effluent. A possible toxicity pass-through event occurred in the October 17 through October 21, 1994, flow-through bioassay. Two things were abnormal during this period; first, the water temperature in the stickleback test tank varied more than specified in the test procedure, and second, the District received some flow of supernatant from the city of Concord's abandoned digesters under a CCCSD special discharge permit. Analytical results (metal and trace organics) of a supernatant sample taken prior to the discharge from one of the digesters showed it neither exceeded CCCSD's local discharge limits nor showed constituents at known toxic levels to fish. After observing the stickleback mortality on October 21, 1994, the Concord flow was terminated, and a new flow- through bioassay for stickleback was started on the same day. This bioassay resulted in 90 percent survival even though the plant flow still contained about the same amount of supernatant during the first test as during the second test. Also, a sample of Concord supernatant was bioasssayed using stickleback. The sample was significantly toxic. Therefore, it appears that either temperature variation and/or the city of Concord's digester's initial discharge may have caused the observed stickleback mortality rate. Because of toxicity concerns, no further discharge of the city of Concord digester supernatant has been allowed. Upon acceptance of this report by the Central Contra Costa Sanitary District Board of Directors, the 1994 Annual Self-Monitoring Program Report will be submitted to the California Regional Water Quality Control Board. RECOMMENDATION: Acceptance of the 1994 Annual Self-Monitoring Program Report. 1302B-7/91 Central Contra Costa Sanitary District BOARD OF DIRECTORS BOARD MEETING OF February 16, 1995 SUBJECT APPROVE RELIEF OF BID REQUEST FROM D.E. BIANCHINI, INC. AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO M&G CONSTRUCTION FOR ROSSMOOR SEWER IMPROVEMENTS PROJECT PHASE 1, DISTRICT PROJECT NO. 4986, OR TAKE OTHER SUCH ACTION AS APPROPRIATE PAGE 1 OF 9 NO. 6. BIDS AND AWARDS a. DATE February 9, 1995 TYPE OF ACTION APPROVE REQUEST AUTHORIZE AWARD SUBMITTED BY Curtis W. Swanson, Principal Engineer INITIATING DEPT./DIV. Engineering Dept.llnfrastructure Div. ISSUE: On January 20, 1995 sealed proposals were received and opened for construction of Phase 1 of the Rossmoor Sewer Improvement Project. The Board of Directors must authorize award of the contract or reject bids within 50 days of the bid opening. The Board of Directors must decide whether or not to grant a relief of bid request. BACKGROUND: District staff and representatives of Rossmoor have been in discussions and negotiations over the past 2-1/2 years regarding the District taking over additional private sewer mains in Rossmoor. The outcome of these negotiations was an agreement between the various parties of Rossmoor and the District that was approved by the District Board of Directors on January 17, 1995. Under the terms of this agreement, new manholes will be constructed and repairs will be made to existing sewers so that they may be accepted by the District. The manhole installations and sewer repairs are being planned over a ten-year period that corresponds to the anticipated transfer schedule of the Rossmoor sewer system to the District. The manhole installations and sewer repairs 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 plans and specifications for the manhole and repair project were prepared by District staff. The engineer's estimate for the construction is $275,000. This project was advertised on January 5 and 10, 1995. Eight sealed bids ranging from $177,260 to $290,180 were received and publicly opened on January 20, 1995. A summary of bids received is shown in Attachment 2. In reviewing the apparent low bid proposal from D.E. Bianchini, staff noticed that it contained an irregularity in that no subcontractors were listed as required by the Public Contract Code Section and the Contract Documents. The scope of the Rossmoor Sewer Improvements Project includes cleaning, rodding, and televising of the sewers. Staff had expected that a specialty subcontractor would be listed for this portion of the work because D.E. Bianchini, Inc. does not perform sewer cleaning and inspection; and has INITIA[~. REVIEWED AND RECOMMENDED F 'IIJ Mf3 1302A-7/91 CWS JSM RAB KLA ['...-.--- SUBJECT APPROVE RELIEF OF BID REOUEST FROM D.E. BIANCHINI, INC., AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO M&G CONSTRUCTION FOR ROSSMOOR SEWER IMPROVEMENTS PROJECT PHASE 1, DISTRICT PROJECT NO. 4986, OR TAKE OTHER SUCH ACTION AS APPROPRIATE PAGE DATE 2 OF 9 February 9, 1995 neither the equipment nor the experience to do this type of work. Staff's determination was that the Bianchini bid was neither responsive nor responsible. On January 25, 1995, the District received a written request for relief of bid from the apparent low bidder, D.E. Bianchini, Inc. (Attachment 3). The request cites a clerical error in preparing their bid. Under California Public Contract Code (Section 5103), a bidder may request relief of bid within five days of bid opening in the event of a clerical or arithmetic error in preparing the bid proposal. The law is stringent with regard to relief from bids and allows relief to be granted by the awarding authority only under specific circumstances. Specifically, the law states that: "The bidder shall establish to the satisfaction of the court that: (a) A mistake was made. (b) He or she gave the public entity written notice within five days after the opening of the bids of the mistake, specifying in the notice in detail how the mistake occurred. (c) The mistake made the bid materially different than he or she intended it to be. (d) The mistake was made in filling out the bid and not due to error in judgment or to carelessness in inspecting the site of the work, or in reading the plans or specifications." The clerical error cited by D.E. Bianchini, Inc. is the omission of listing a subcontractor to perform sewer cleaning and television inspection. Sewer cleaning and inspection constitutes approximately ten percent of the work under the contract. Under state law, a bidder must list all subcontractors that will perform work in an amount greater than one half of one percent of the total bid. If a bidder fails to list a subcontractor, then either 1 .) the bidder agrees that he or she is fully Qualified to perform and shall perform that portion of the work, or 2) the bidder must request relief of bid from the awarding agency. In discussions with District Staff, D.E. Bianchini, Inc. representatives stated their intent was to use a subcontractor for the sewer cleaning and inspection work, and that the failure to list a subcontractor in their bid proposal was an inadvertent clerical error. District staff has obtained a copy of the Quote provided to D.E. Bianchini by the intended subcontractor. All of the other bidders proposed to use speciality subcontractors to do this portion of the work. Staff recommends that the District relieve D.E. Bianchini, Inc. from their bid. If the Board does so, the District must prepare a report to document the facts establishing a clerical 13026-7/91 -r ----- - - SUBJECT APPROVE RELIEF OF BID REQUEST FROM D.E. BIANCHINI, INC., AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO M&G CONSTRUCTION FOR ROSSMOOR SEWER IMPROVEMENTS PROJECT PHASE I, DISTRICT PROJECT NO. 4996, OR TAKE OTHER SUCH ACTION AS APPROPRIATE PAGE DATE 3 9 OF February 9, 1995 or arithmetic error, and make the report available for public review (California Public Contract Code Section 5101). This position paper shall constitute the required report. The Engineering Department conducted a technical and commercial review of the other bids received and determined that the apparent second low bidder, M&G Construction of Larkspur, California is the lowest responsible bidder for the amount of $211,604. The funds required to complete this project, as shown in Attachment 4, are $276,000. The total Phase I project is anticipated to cost $542,000. Included in this cost is $175,000 for mapping, flow monitoring, geotechnical evaluation, easement preparation and a sewer system evaluation of the sewers proposed for takeover by the District. Construction of the improvements to the Rossmoor sewers is included in the fiscal year 1994-95 Capital Improvement Budget (CIB) on pages CS-91 through CS-94. The total project cost included in the CIB is $2,500,000. The sewer improvements will be constructed in phases over an eight to ten year period. The current balance of the Sewer Construction Fund, minus unspent prior allocations plus projected dependable revenue, will be adequate to fund this project. A funding summary is presented in Attachment 5. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEOA) under District CEOA Guidelines Section 18.2, since it involves only minor alterations of existing facilities with negligible or no expansion of capacity. The Board of Directors's approval of this project will constitute a finding that the project is exempt from CEOA. The award of the construction contract is predicated upon the signing of agreements between the District and UDC Homes, the Rossmoor Mutuals and the Golden Rain Foundation of Rossmoor. If the agreements are not signed, it may be appropriate for the Board to take other action, including but not limited to rejecting all bids. RECOMMENDATION: Approve the request for relief of bid from D.E. Bianchini, Inc. and direct staff to return their bid bond. Authorize award of contract for construction of the Rossmoor Sewer Improvements Project, District Project No. 4986, in the amount of $211,604 to M&G Construction as the lowest responsible bidder, or take other such action as appropriate. 13028-7/91 1..----.--.-.-------.-------.--.----...----.-----.----.---.----.-----..------------.-.....--.--.--....--- C 0> D o Q :g '" ::: '" '" '" .,. ~ w . PROJECT AREA o <) " .,. L <fJ ~ " Central Contra Costa Sanitary District n '" o Clcb / / o I 3000 6000 ~ ;0 0: <D ;0<1> o.~ o o 0. FEET ATTACHMENT ROSSMOOR SEWER PROJECT PHASE 1 1 ATTACHMENT 2 Central Contra Costa Sanitary District SUMMARY OF BIDS PROJECT NO. 4986 DATE 1/20/95 LOCATION ROSSMOOR ENGR. EST. $ 275.000 BIDDER BID PRICE 1 D.E. BIANCHINI $ 177,260 2 M&G CONSTRUCTION $ 211,604 3 MOUNT AIN CASCADE, INC. $ 212,845 4 CAL NORTH ENGINEERING $ 217,879 5 McGUIRE & HESTER $ 222,680 6 MANUEL C. JARDIM $ 228,345 7 SAROTT CONSTRUCTION CO. $ 230,000 8 HELMER & SONS $ 290,180 BIDS OPENED BY DATE SHEET NO _ OF I I ! I I , I Central Com.(a Costa Sani~ary District 5019 Imhoff Drive I Martinez CA I Attn. Cwt Swanson. ProjeCt Engineer i Sent Via Fax: 228-4624 ! 1/25/95 I I Re: District Project # 4986 · , l RoSSmoOf Sewer troject ~hase' l t I " Dear Mr. Swiwson. ~ ! ( 1 i I. We respectfully request relief of the abov~ mentioned proj due to an error on my p~. On Friday, January 20th, the final documents tere assembled: in a +sh fur a 10: 0 8m bid opening. 1 maj6.r mistakes ~as noted, at the bid opening when I n~iced I failed to )ist thi: subcontra OfS\ on the bid documents: . - ' . I j I . I ' We have bid to the district consistently o~et" tbd past several ',. with success only one other tim~. The ono job we did. Soates lane et- a1! in Lafeyette aDd Ori?da, had an Of in the bid which we thought We ~uld work thwugb, we -\ve(e unable th, and we gave1the d~trict the efit ofbid that time. We t for relief this time in ex:change for: our efforts tkt time. l!: : . ' I, > . ' !ftne district decides not t~ give us relief~ I stakt. to lose rokimately $ 30.000 ofJ.rd cost dollars. Thank you fOf your underftandins of this: p,ol4m; I: ; f ! I I I j ! i I I i I (510)1l31:-{)400 FAX (510)838A441 , I ' f . . ll.~. ~~ANCHINl INC. - ' 1 ATTACH~1E T 3 i ' 838444-(' \ D.E. ! . ; I ; 1 ! INI INC. I A d~RAL ENG ERING W.B.E. PIPELINE OMPANY I I ' : LIe. #A 67 989 i \ ~ BJANC , I . I , Date lt23/94 P.O. BOX 2204 ! SA-JRAMON, C- 94583 ! 01-25-1995 03:38PM ! 8384447 P.01 P.01 ATTACHMENT 4 ROSSMOOR SEWER IMPROVEMENTS, PHASE I DISTRICT PROJECT NO. 4986 POST BID PRECONSTRUCTION ESTIMATE ITEM DESCRIPTION TOTAL 1. Construction Contract $ 211,604 2. Contingency at 20 Percent 44,396 Construction Total $ 256,000 3. Construction Management . District Forces Construction Project Management Contract Administration Construction Inspection Surveying Legal 5,000 1 5,000 1 7,000 2,000 1 ,000 Subtotal Construction Management 40,000 4. Engineering and Other Services During Construction . District Forces Project Engineering Services Record Drawings Community Relations 6,000 2,000 3,000 . Other Services Material Testing Collection System Operations Field Office Support Miscellaneous 3,000 500 500 1 ,000 Subtotal Construction Engineering 16,000 .w_on/4986rOll..mor - t ----__________________________0_______ --- PERCENT OF ESTIMATED CONSTRUCTION COST 100.0 15.6 6.3 Construction Management and Engineering Total 56,000 21.9 (Items 3&4) 5. Pre-Bid Expenditures (Design, Sewer System 230,000 89.8 Evaluation, Right of Way Maps, etc.) * 6. Total Phase I Project Cost 542,000 211.7 7. Funds Allocated to Date 266,000 8. Allocation Required to Complete Project 276,000 * Note - Pre-Bid Cost Summary Design - Phase 1 $55,000 Sewer System Evaluation - all phases 175,000 $230,000 swanson/4986ross.mor ATTACHMENT 5 PROJECT FUNDING SUMMARY FOR THE PERIOD 01/10/95 THROUGH 02/09/95 SEWER CONSTRUCTION FUND BALANCE AS OF 01 /25/95 MINUS UNSPENT PRIOR ALLOCATIONS PLUS DEPENDABLE CURRENT YEAR REVENUE (1/95 THROUGH 6/95) $29,540,114 > $276,000 $47,448,300 (21 ,986,519) 4,078,333 $29,540,114 (ALLOCATION REQUIRED) Celltral Contra Costa Sanita, y District BOARD OF DIRECTORS PAGE OF NO. 11. BUDGET AND FINANCE a. DATlfebruary 7, 1 995 POSITION PAPER BOARD MEETING OF SUBJECT RECEIVE THE 1994-1995 OPERATIONS AND MAINTENANCE BUDGET REVIEW FOR THE SIX MONTHS ENDED DECEMBER 31, 1994 TYPE OF ACTION RECEIVE BUDGET REVIEW SUBMITTED BY INITIATING DEPT.lDIV. Debbie Ratcliff, Controller Administrative/Finance & Accounting ISSUE: A report of the results of a comparative review of actual and budgeted Operations and Maintenance (O&M) revenues and expenses for the first six months of the 1994-1995 fiscal year is provided in this Position Paper. BACKGROUND: A comparison of actual and budgeted District O&M revenues and expenses for the six months ended December 31, 1994, and projected revenues and expenses for the fiscal year ending June 30, 1995 is summarized below: anance anance Actual Bud et % Pro'ected Bud et % Sewer Service 11,120,694 11 ,301 ,500 (180,806) (1.6) 22,038,300 22,137,100 (98,800) (0.4) Char es C' of Concord 1319192 1 035 000 284 192 27.5 4 702 200 4 465 000 237 200 5.3 Other 311,080 291 ,450 19,630 6.7 1,411,600 1 ,314,700 96,900 7.4 Total Revenues 12,750,966 12,627,950 123,016 1.0 28,152,100 27,916,800 235,300 0.8 2,288,515 2,561,123 272,608 10.6 4,948,865 5,061,038 112,173 2.2 1,661,773 1,802,569 140,796 7.8 3,420,084 3,540,706 120,622 3.4 2,121,238 2,284,089 162,851 7.1 4,383,976 4,565,474 181,498 4.0 442,040 6.7 12,903,692 13,132,805 229,113 1.7 133,075 18.4 1,329,006 1,418,146 89,140 6.3 1,151,370 8.2 26,985,623 27,718,169 732,546 2.6 1,274,386 1,166,477 198,631 967,846 Projected Surplus 1,166,477 Reserve. Beginning of Year as of July 1, 1994 5,402,258 Less: Capital Transfer (968,500) Pro'ected Reserve - As of June 30, 1995 5,600,235 REVIEWED AND RECOMMENDED FOR BOARD ACTION INITIATING DEPT.JDIV. 1302A-7/91 DR PM SUBJECT ~,~OSITION PAPER RECEIVE THE 1994-1 995 OPERATIONS AND MAINTENANCE BUDGET REVIEW FOR THE SIX MONTHS ENDED DECEMBER 31, 1994 PAGE DATE 2 OF 5 February 7, 1995 Based on the results of the first six months of the 1 994-1 995 fiscal year, projections have been made of revenues and expenses for the full fiscal year. District revenues are projected to total $28,152,100 for the fiscal year, which are $235,300 or 0.8 percent, higher than budgeted revenues of $27,916,800. Explanations of major variances between projected, or actual, revenues and budgeted revenues for the fiscal year and the six-month period are presented on page 3. District expenses are projected to be $26,985,623 for the fiscal year, which are less than budgeted expenses of $27,718,169 by $732,546 or 2.6 percent. Variances between projected, or actual, expenses and budgeted expenses for the fiscal year and the six month period are described by major expense categories on page 4, and benefit expense variances, explanations, and projections are detailed on page 5. RECOMMENDATIONS: Receive the 1994-1995 Operations and Maintenance Budget Review for the six months ended December 31, 1994, and provide comments and guidance to District staff . 13028-7/91 - LO 4- Cl M Q) 0} ltl 0. It) 0) 0) ,... o C'? W Z ~ .., ~ Z - C Z w a: I-en~ OZ> -O..J a:-ct 1-1-0 encten -Z- Cc:tLL >-lW a:a.::J: ~?aS1- _ C ZWZ ctOct enZllICt ct:$O) 1-a:0) enct"" 0>,... 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