HomeMy WebLinkAboutAGENDA BACKUP 03-03-94
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1 OF
1
BOARD MEETING OF
March 3, 1994
NO.
3. CONSENT CALENDAR a.
SUBJECT
DATE
February 25, 1994
TYPE OF ACTION
CONSIDER A REQUEST FOR EMERGENCY WITHDRAWAL
OF FUNDS FROM THE DEFERRED COMPENSATION PLAN
CONSIDER
EMERGENCY
WITHDRAWAL
SUBMITTED BY
Debbie Ratcliff, Controller
INITIATING DEPT./DIV.
Administrative/Finance & Accounting
ISSUE: Authorization by the Board of Directors is required for emergency withdrawal of funds
from the Deferred Compensation Plan.
BACKGROUND: Randy W. Covey, Maintenance Technician III, Mechanical, has requested an
emergency withdrawal from the Deferred Compensation Plan based on extreme financial
hardship caused by an extraordinary and unforeseeable circumstance arising from a property
casualty loss. The Deferred Compensation Plan Advisory Committee has reviewed the request
and determined that it meets the requirements for emergency withdrawal in the amount of
$10,000, after taxes.
RECOMMENDATION: Approve the request by Randy W. Covey for an emergency withdrawal
of $10,000, after taxes, from the Deferred Compensation Plan, as recommended by the
Deferred Compensation Plan Advisory Committee.
RE~EWEDANDRECOMMENDEDFORBOARDAcnON
INITIATING DEPT./DIV.
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ROGER J. DOLAN
ADS/A s.Paper#2/Emergwit.PP
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1
OF 1
BOARD MEETING OF
March 3, 1994
NO.
3. CONSENT CALENDAR b.
SUBJECT DATE
REQUEST FOR APPROVAL OF REGISTRATION DIFFERENTIAL FOR February 22, 1 994
PAUL A. SCIUTO, ASSISTANT ENGINEER IN PLANT OPERATIONS TYPE OF ACTION
DEPARTMENT PERSONNEL
James L. Belcher, Senior Engineer
INITIATING DEPT./DIV.
Plant Operations Department/Maintenance
En ineerin Division
SUBMITTED BY
ISSUE: Payment of a registration differential requires approval by the Board of Directors.
BACKGROUND: Paul Sciuto is an Assistant Engineer in the Plant Operations
Department/Maintenance Engineering Section. This classification does not require registration as
a professional engineer. The Memorandum of Understanding (MOU) between the District and
Central Contra Costa Sanitary District Employees' Association, Public Employees' Local No.1,
provides for the payment of a registration differential for employees who achieve registration or
license as Professional Engineer, Land Surveyor, or Certified Public Accountant while employed by
the District in a position not requiring such registration or license. Paul has provided evidence to
his supervisor that he has passed the California Engineering Registration Examination and is now
a registered Civil Engineer. Paul has demonstrated an ability to assist in the accomplishment of
District activities requiring a professional level of skills and experience normally expected of a
registered engineer. Paul was notified of his successful completion of registration requirements in
a letter dated February 4, 1994. The current MOU states:
"Upon review and concurrence by the Department Manager, the recommendation shall
be forwarded to the General Manager-Chief Engineer for his approval. If approved by
the General Manager-Chief Engineer, the matter shall be presented to the Board of
Directors for consideration.
The Board of Directors shall consider each recommendation of the merit increase, and,
if granted, it shall become initially effective on the date that the employee makes
written application to the Board indicating receipt of notification of the registration
and/or license and will continue while that employee occupies a position not requiring
such registration and/or license."
Paul applied for professional registration differential through his supervisor and the Plant Operations
Department Manager on February 7, 1994.
RECOMMENDATION: Grant Paul Sciuto a 5 percent salary increase effective February 7, 1994,
for professional registration differential provided for in the MOU.
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\ REVIEWED AND RECOMMENDED FOR BOARD ACTION
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE
OF
NO.
3.
CONSENT CALENDAR c.
POSITION PAPER
BOARD MEETING OF
AUTHORIZE THE ATTENDANCE OF RANDY SCHMIDT,
ASSOCIATE ENGINEER, AT THE APRIL 24-27, 1994,
WEF SPECIALTY CONFERENCE ON ODOR CONTROL AT
JACKSONVILLE, FLORIDA, AT A COST OF $1,450
DATE
February 18, 1994
TYPE OF ACTION
SUBJECT
AUTHORIZE
ATTENDANCE
SUBMITTED BY
INI1IATING DEPTJDIV.
Lynne B. Putnam, Senior En ineer
Department/Plannin Division
ISSUE: Approval by the Board of Directors is required for travel outside of California, or if the
expense will exceed $500.
BACKGROUND: An odor control study for the Treatment Plant was completed by TRC
Environmental Consultants in February of 1988. This study identified several potential odor
sources including septage disposal, preaeration basins, primary sedimentation basins, Dissolved
Air Flotation (OAF) thickeners, aeration basins, secondary clarifiers, and return sludge channels.
Septage disposal was addressed by the construction of an interim septage handling facility in
1989. The new Headworks Facilities Expansion Project, which is currently under construction,
will provide a new long-term septage disposal facility as well as odor control for the new
influent diversion structure and the new headworks building. The Preaeration Tank Area Odor
Control Project, also currently under construction, will provide odor control at the preaeration
basins.
The Odor Control Staging Project (DP 20143) was initiated in FY 92-93 to develop control
methods for the remaining odor sources in a cost effective and timely manner. Randy Schmidt,
Associate Engineer, is responsible for the Odor Control Staging Project.
Attendance at the WEF Odor Control Specialty Conference will provide Mr. Schmidt with the
tools necessary to address the remaining odor problems. These tools include the most up-to-
date information available on odor control technology, odor quantification, and odor impact
analysis, as well as an opportunity for exchange of current technical information with leaders
in the odor control field. Equipped with the information from this conference, Mr. Schmidt and
other District staff will be able to effectively assess and develop controls for the remaining
treatment plant odor sources with minimal use of consultants. Funds are available in the Odor
Control Staging Project (DP 20143) to. cover the cost of this conference.
RECOMMENDATION: Authorize the attendance of Randy Schmidt, Associate Engineer for the
Planning Division, at the April 24-27, 1994, WEF Specialty Conference on Odor Control in
Jacksonville, Florida, at a total cost of $1,450.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
MB
INITIATING DEPTJDIV.
1302A-7/9
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Central ~ontra Costa Sanitary LJistrict
BOARD OF DIRECTORS
PAGE 1 OF 5
POSITION
PAPER
BOARD MEETING OF March 3, 1994
NO.
5.
BIDS AND AWARDS a.
February 28, 1994
SUBJECT
DATE
AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO
N.E. CARLSON CONSTRUCTION, INC. FOR THE
CONSTRUCTION OF THE CSOD FACILITY
RECONFIGURATION PROJECT, DP NO. 9023
TYPE OF ACTION
AUTHORIZE
AWARD
SUBMITTED BY
Tom Godsey, Assistant Engineer
INITIATING DEPT/DIV.
Collection System Operations
ISSUE: On February 2, 1994 sealed bids were received and opened for the construction of the
Collection System Operations Department Facility Reconfiguration Project, District Project No.
9023. The Board of Directors must authorize award of contract or reject bids within 50 days of
the opening of bids.
BACKGROUND: The District initiated a capital project to reconfigure the CSO Yard in 1990 in
anticipation of the loss of approximately 1 acre (20% of the usable of corporation yard area) due
solely to the CAl Trans 1680/24 Project. The District's project included the purchase of additional
property and the design of replacement facilities including a Vehicle Maintenance Shop, bulk
material storage hoppers, retaining walls, grading, paving, fencing, and landscaping.
Negotiations are underway with CAl Trans regarding reimbursement of the District for its costs.
CAl Trans has paid $798,000 as part of a negotiated settlement for the Right of Entry. The
remaining amount of reimbursement will be established at a later date based on the total project
cost less the cost of any betterment.
The CSO Yard was an existing, non-conforming use, under the City of Walnut Creek's General
Plan. The magnitude of the Reconfiguration Project, which is occasioned solely by the CAl Trans
work, triggered the need for obtaining a General Plan Amendment and a Conditional land Use
Permit. The planning and design work has been completed under the City of Walnut Creek Plan
and Design Review processes adding both time and cost to the project.
This Project was previously bid in May, 1993 and the lowest responsible bid was $1,695,000.
The bids received exceeded the Engineer's Estimate and the Board of Directors rejected all bids
on June 14, 1993 based on staff's recommendation. Staff subsequently reduced the project to
the bare minimum requirements in order to substantially reduce the construction cost. Staff
negotiated with the City of Walnut Creek to reduce the scope of its landscape mitigation
requirement to further reduce the cost.
A second set of plans and specifications for the project reflecting the reduced scope of work
were prepared by GEZ Architects-Engineers and the project was advertised for bid on January
13 and 18, 1994. Six (6) bids ranging from $767,602 to $882,350 were received and opened
on February 2, 1 994. A summary of bids received is shown in Attachment 1. The low bid is
$767,602 or 9 percent over the Engineer's Estimate of $704,000. Staff has reviewed the
Engineer's Estimate in light of the bids received and it believes that the Engineer's Estimate was
understated.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
1302A- 9;85
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SUBJECT
POSITION PAPER
AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO
N.E. CARLSON CONSTRUCTION, INC. FOR THE
CONSTRUCTION OF THE CSOD FACILITY
RECONFIGURATION PROJECT, DP #9023
PAGE
DATE
2
OF
5
February 28, 1994
CSOD staff conducted a technical and commercial evaluation of the bids, and concluded that the
lowest responsible bidder is N.E. Carlson Construction, Inc. Staff recommends awarding the
construction contract at this time. The total project budget is $3,388,000 as shown in the
1993/94 Capital Improvements Budget (pages GI-1 6 through GI-1 8). The Post-Bid Pre-
Construction Cost Estimate for this project is $2,879,722 and is shown in Attachment 2. The
estimated total project cost is about $500,000 less than the allocation listed in the Capital
Improvement Budget. Prebid expenditures total $1,839,754. These expenditure include
$1,342,722 to purchase additional property to offset the property taken by CAL Trans and
$497,032 for planning and design. Planning and design included City of Walnut Creek review
fees, design (original design and scaled back design were completed), support for negotiations
with CAL Trans, certain move-in/early completion work, and other pre-bid activities.
An allocation of $1,021,000 from the General Improvements Program is needed to complete the
project. 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 3.
Staff prepared a Negative Declaration, submitted it for public review, and received Board approval
on January 21, 1993.
RECOMMENDATION: Authorize award of the contract to N.E. Carlson Construction, Inc., the
lowest responsible bidder, in the amount of $767,602 for construction of the CSOD Facility
Reconfiguration Project, District Project No. 9023.
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ATTACHMENT 1 Page 3 of 5
Central ~ontra Costa Sanit~.:y District
SUMMARY OF BIDS
PROJECT NO.
9023
CSOD Facility Reconfiguration
LOCATION
Walnut Creek, California
BIDDER (Name, telephone & address)
N.E. Carlson Construction
(510 ) 516-0253
150 Middlefield Ct., Space F, Brentwood, CA
Brava, Inc.
(510 ) 736-9240
P. O. Box 2288, Danville, CA
West Coast Contractors
(707 ) 864-1352
4171 Suisun Valley Rd., Suisun, CA
C. Overaa
(510_~~~34=-~~~~
200 Parr Bl~?, Richmond, CA
Albay Construction
(510 ) 228-5400
P. O. Box 2569, Martinez, CA
RKH Contractors, Inc.
510 ) 462-1306
5729 Sonoma Dr., Ste. E, Pleasanton, CA
( )
- ------..- ~-- ---~-
( )
.'--'~ --
_~__ L. )
L _ _L_____________
PREPARED BY -t.-(. tL ""
DATE February 2, 1994
ENGR. EST.sP 704,000
BID PRICE
$--
767,602
$-
781,193
$
787,000
$
$
799,000
858,000
$ 882,350.
~~--~-
$---
$.
$-
$-
$-
$ ------
DATE s& . 2--\ I" t.
2503-9/84
SHEET NO.
OF
Page 4 of 5
Attachment 2
CSOD Facility Reconfiguration Project
District Project No. 9023
Post Bid/Pre-Construction Cost Estimate
Percent of
Construction
Descriotion IQ12l Contract Cost
Contract Price $ 767,602
Contingency (18 Percent) 138.468
Subtotal $ 906,468 100.00
District Force Account
Management/Administration 15,000 1.65
Inspection 31,000 3.42
Surveying 7,000 0.77
Legal 6.500 0.72
Subtotal 59,500 6.56
Miscellaneous
Building Permit/City Inspection 45,000 4.96
Submittal Review 22,000 2.43
Testing 7.000 0.77
Subtotal 74,000 8.16
Prebid Expenditures
Planning, Design, and other pre bid 497,032 54.83
Activities
Purchase of Property 1.342.722
Subtotal 1,839,754
Total Project Cost $ 2,879,722
Funds Previously Authorized ( 1.858.722)
Total Funds Required to Complete Project $ 1,021,000
ATTACHMENT 3
PROJECT FUNDING SUMMARY
FOR THE PERIOD
02/09/94 THROUGH 03/11/94
SEWER CONSTRUCTION FUND BALANCE AS OF
01/31/94
$59,570,263
MINUS UNSPENT PRIOR ALLOCATIONS
(60,558,396)
PLUS DEPENDABLE CURRENT YEAR REVENUE
(2/94 THROUGH 6/94)
7,019,743
PLUS DEPENDABLE FUTURE REVENUE
(7/94 THROUGH 8/94)
1 ,918,817
$7,950,427
$7,950,427
> I $1,021,000 I (ALLOCATION REQUIRED)
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
PAGE 1
OF 1
BOARD MEETING OF
March 3, 1994
NO.
6. ADMINISTRATIVE a.
AUTHORIZE GENERAL MANAGER-CHIEF ENGINEER TO
EXECUTE A PROFESSIONAL CONSULTING SERVICES
AGREEMENT wrrH THE LINDSAY MUSEUM FOR
ASSISTANCE WITH PROVIDING A PUBLIC EDUCATION
PROGRAM
DATE
Februar 28 1994
TYPE OF ACTION
SUBJECT
AUTHORIZE
AGREEMENT
SUBMR1fR'trubbs, Public Information and
Graphic Coordinator
INITIATING DEPT./DIV.
Ad m i n istrative/Gra phics
ISSUE: Board authorization is required for the General Manager-Chief Engineer to execute a
professional consulting services (PCS) agreement for operation maintenance budget services
greater than $25,000. .
BACKGROUND: A toxicity identification evaluation indicates that organophosphorus (OP)
pesticides such as diazinon are the primary cause of acute toxicity to ceriodaphnia in our
effluent. The Regional Water Quality Control Board has required that the District develop a
program to eliminate this toxicity. In November 1993, staff finalized a pollution prevention
program. This program included a research effort that showed that OPs were entering the
sewer from flea shampoos, commercial pesticide applicators, home and garden use, and that
there was no one major source that could be identified.
Staff is now recommending an education program to inform the public about the dangers of
inappropriate disposal of OP pesticides and to encourage alternative control methods. The city
of Greenville, Texas, implemented a similar program and essentially eliminated toxicity due to
diazinon.
To assist the District in this effort, staff proposes to retain the Lindsay Museum to coordinate
a major part of the education effort. This will involve production of a point-of-sale flyer, public
service announcement, billboard advertisement, a workshop, and a garden tour. The Lindsay
Museum has already begun work on a storm water pollution prevention campaign dealing with
non-point sources of pesticides. Thus, this will be a natural extension of their ongoing effort.
The Lindsay Museum's experience, contacts, and local visibility will be a tremendous asset to
the program.
District staff will be directly involved in the planning, approval, and implementation phases of
the program. We hope to have the plan implemented in Mayor June.
Funding for the program was included in the Administrative Department's 1993-94 O&M
Budget and no additional funding is needed.
RECOMMENDATION: Authorize the General Manager-Chief Engineer to execute a PCS
agreement with Lindsay Museum for public education services not to exceed $66,000.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
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KG
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~ Centra~ ~~~~~ g~~~R~~~ba~~ oJistrict
PAGE 1
OF
3
March 3 1994
NO.
7.
ENGINEERING a.
POSITION
PAPER
BOARD MEETING OF
SUBJECT
DATE
February 22, 1994
ADOPT JOINT RESOLUTION SUPPORTING ACQUISITION OF
EASEMENTS WITHIN THE CITY OF MARTINEZ
TYPE OF ACTION
ADOPT RESOLUTION
JSUBMII.TEQ t3YC
ay :So MC oy,
Infrastructure Division Manager
INITIaTING DEPT.jDIV. D I
~nglneenng epartment
Infrastructure Department
ISSUE: A need exists to have the governing bodies of the District and Martinez adopt a program
to acquire easements in accordance with the agreement between the District and Martinez
entered into in 1967. Discussions between the two agencies over many years have not resulted
in transfer of many of the needed easements. The District requires the easement to maintain and
repair the collection system.
BACKGROUND: Members of the Board and staff of the District and the Council and staff of
Martinez met in 1993 to discuss the acquisition of missing easements in the City of Martinez.
The outcome of that meeting was the outlining of a proposed program to acquire needed
easement rights. The key elements of the proposed program are:
. Martinez will pay for the costs of acquiring the easements including reimbursement for
District staff time.
. Acquisition of easements is proposed for completion in seven years.
· The Martinez City Council and the District Board of Directors will adopt Joint Resolution
supporting the easement acquisition program.
. The District will prepare Grants of Easements.
. The District and Martinez will contact owners and offer them a nominal payment to sign
Grants of Easements.
· The District will file an Easement Declaration for those properties whose owners do not
sign Grants of Easements.
. The District will file a quiet title action five years after the Easement Declarations are filed.
One of the early elements of the program is the adoption of a Joint Resolution. A draft resolution
was prepared by District staff and has been adopted by the City Council. The resolution
references the original 1 967 Martinez agreement and the obligation of Martinez to acquire
easements. The agreement states that the District and Martinez support the easement acquisition
program, commit personnel to participate in the acquisition of easements and cooperate towards
the successful completion of the program.
RECOMMENDATION: Adopt a joint resolution supporting the acquisition of easements in
Martinez.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
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RESOLUTION NO. 1-94
JOINT RESOLUTION BY THE CENTRAL CONTRA COSTA SANITARY DISTRICT
AND THE CITY MARTINEZ SUPPORTING THE ACQUISITION OF
EASEMENTS IN THE CITY OF MARTINEZ
WHEREAS, the Central Contra Costa Sanitary District (District)
and the City of Martinez (city) entered into an agreement on
September 13, 1967; and
WHEREAS, in one of the conditions of the agreement the City
warrants that sufficient easements necessary to operate and
maintain the entire Martinez Sewer system will be transferred by
the City and, in the event that it later appears, the City did
not possess all such necessary easements, the same will be
acquired by District but at the cost of the said City and
thereafter retained by District without cost to said District;
and
WHEREAS, there are certain easements which the city did not
possess when the sewer system was transferred; and
WHEREAS, these easements are needed by the District to adequately
operate and maintain the portion of the existing sewer system
which is located within these easement areas; and
WHEREAS, a program has been developed to acquire these easements
within seven years;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City
of Martinez and the Board of Directors of the District support
the easement acquisition program, commit personnel to participate
in the acquisition of easements and will mutually cooperate
towards the successful completion of the program.
* * * * * * * * *
I HEREBY CERTIFY that the foregoing is a true and correct copy of
a resolution duly adopted by the city Council of the City of
Martinez at a regular meeting of said Council held on the 10th
day of January, 1994, by the following vote:
AYES:
Councilmembers Burt, Vice Mayor Farley and Mayor Menesini
NOES:
None
ABSENT: Councilmembers Frazer and Woodburn
GUS S. KRAMER~ city Clerk
By: t/L~
~lm Caroompas
Deputy City Clerk
'. .,
PASSED AND ADOPTED by the Central Contra Costa Sanitary District
Board of Directors on the day of 1994, by the following
vote:
AYES:
NOES:
ABSENT:
President of the District Board of
Central Contra Costa Sanitary District,
County of Contra Costa, State of California
COUNTERSIGNED:
Secretary of the Central Contra Costa
sanitary District, County of
Contra Costa State of California
APPROVED AS TO FORM:
Kenton L. Alm, District Counsel
MR:mc/EASE.RES