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Home My WebLink AboutAGENDA BACKUP 04-16-92 ~ Central ~~~~~ g~~~R~~~::~~ .Jistrict PAGE 1 oF3 POSITION PAPER BOARD MEETING OF April 16, 1992 NO_ 3. CONSENT CALENDAR b. DAT'April 3, 1992 SUBJECT APPROVE AGREEMENT RELATING TO REAL PROPERTY WITH STEVEN J. WHITGOB, ET UX, JOB NO. 3295, ORINDA AREA TYPE OF ACTION APPROVE REAL PROPERTY AGREEMENT SUBMITTED BY Jay S McCoy Infr tru ure Division Mana er INITIATING DEPT./DIV_ Engineering Department! Infrastructure Division ISSUE: A portion of a garage and a retaining wall at 11 Alice Place, Orinda, encroaches over an existing Central Contra Costa Sanitary District easement. BACKGROUND: The District's 8-inch diameter sanitary sewer at 11 Alice Place was installed in 1981 along with other improvements for Subdivision 4912. A 10-foot wide sanitary sewer easement was granted to the District when the sewer was installed. In the late 1980's, a developer started construction of a house at 11 Alice Place. This developer went bankrupt and the ownership of the lot and partially completed house reverted to the developer's lender, the Civic Bank of Commerce. The bank hired a contractor to finish the house so that the house could be sold. The contractor, while drilling piers for a retaining wall in front of the house, broke the District's sewer, but did not realize that the damage had occurred. As the contractor poured concrete in the pier hole, the concrete ran down the District's sanitary sewer and caused a stoppage. The concrete was removed from the existing sewer, the sewer w~s cleaned, and the damage was repaired at the expense of the bank including reimbursing the District for its cost related to correcting the damage in an amount of $44,055.79. Immediately after the District was notified that the sewer had been damaged, the District's Survey Section checked the location of the existing sewer, the sewer easement, the house, and the retaining wall. A corner of the attached garage and the retaining wall were found to be located within the District's easement. The encroachment of the wall of the garage is less than one foot and does not eliminate future access to the sewer if a need arises to excavate near the garage to repair the sewer. At the time the damage to the sewer was corrected, the existing sewer was repaired at the retaining wall. Hence, the sewer is accessible at the retaining wall. Staff has determined that the corner of the garage and the retaining wall will not interfere with the present use of the District's sewer and that the sewer is accessible if a need arises in the future to excavate to repair the sewer. An agreement relating to real property between the present owner of 11 Alice Place, Mr. and Mrs. Whitgob, who purchased the property from the bank, and the District has been prepared which will document the encroachment and protect the 1302A-9/85 JSM REVIEWED AND RECOMMENDED FOR BOARD ACTION ~ RAB _ ______n ...U"___,._ ________.. ._.__.__u.. _ SUBJECT 111111111111:1:1::11111:1 APPROVE AGREEMENT RELATING TO REAL PROPERTY WITH STEVEN J. WHITGOB, ET UX, JOB NO. 3295, ORINDA AREA PAGE DATE 2 OF 3 April 3, 1992 District's rights. The agreement provides that the owner is liable for costs of future damage to the District's sewer facilities, that the owner is liable for additional costs of the District due to the encroachment of the corner of the garage and the retaining wall, and that the owner holds the District free and harmless from claims and actions brought as a result of the encroachment of the garage and retaining wall. This project (the proposed agreement) has been evaluated by staff and determined to be exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 18.6, since it involves a minor alteration in land use limitations. RECOMMENDATION: Approve the Agreement relating to Real Property with Steven J. Whitgob, et ux, Job No. 3295, and authorize the President of the Board of Directors and the Secretary of ~he District to execute said agreement, and authorize the agreement to be recorded. 13028-7/91 "....II.... . . . ....1> :;tj "" ~70'S ............... . S. € ........ r ............... ~ ~TILITY SERVICE RISER PIPES ............... 1'-<. ~ ~.8.~ . 8~W~~ '- R PIP/:' ~ ,-, HOUSE # 11 ALICE PLACE I 4' HIGH CONCRETE RETAINING WALL ~ )> r- - () m ............... ~ LOT 8 SUB. 4912 -0 r )> o m ~ , . , '-, to-', "L__ .ORI ......, ::t - -~... ~. ~ , ~ ~ "''..'''- 'h.... ~~. -~ . z.. ~. REAL PROPERTY AGREEMENT JOB 3295. ORINDA AREA ~ Central ~~~~~ g~~fR~~~~R1 .listricl PAGE 1 OF 2 POSITION PAPER BOARD MEETING OF April 16, 1992 NO. 3. CONSENT CALENDAR c. DATE April 6, 1992 SUBJECT APPROVE AGREEMENT RELATING TO REAL PROPERTY WITH DANIEL J. SEVILLA AND MICHELE SEVILLA, JOB 3449, WALNUT CREEK AREA TYPE OF ACTION APPROVE REAL PROPERTY AGREEMENT INITIATING DEPT./DIV. Engineering Department! Infrastructure Division ISSUE: The property owners have requested the District's approval to allow the encroachment of a portion of their house over a District easement. BACKGROUND: The encroachment was first recognized after the Sevillas had signed a contract to purchase the property. The edge of the house is about 3 feet horizontally from the District's 15-inch sanitary sewer which is about 9 feet deep. The Sevillas agreed to cooperate with the District and paid our fee for processing the subject agreement. Staff has determined that the improvements will not interfere with the present use of our sewer. The existing sewer is nine years old and is in very good condition. If a need arises to excavate and repair this sewer, the excavation can be accomplished with little effect on the existing house. The agreement limits what may be installed in the easement in the future. The property owner accepts the liability for any damages to District's facilities and for additional costs to the District for maintenance and replacement of the sewer in the area of the encroachment. The property owner holds the District free from all claims and liability for injury to persons or to their property within the easement area. The property owner agrees not to impede the District's access to the property. The agreement provides for the District's emergency access. This project (the proposed agreement) has been evaluated by staff and determined to be exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 18.6, since it involves a minor alteration in land use limitations. RECOMMENDATION: Approve the Agreement Relating to Real Property with Daniel J. Sevilla, et ux, Job No. 3449, and authorize the President of the Board of Directors and the Secretary of the District to execute said agreement, and authorize the agreement to be recorded. REVIEWED AND RECOMMENDED FOR BOARD ACTION 1302A-9/85 DH JSM RAB /~ ROGER J. DOLAN INITIA TING DEPT./DIV. lOt fbt )%jJ ......_.......-~-.T-- LOT 9 SUB 5553 ~ .;/ .;/ .;/ ./ .;/ .;/ .;/ MELISSA COURT . .\ ", .. ; ~ o ~ v - I> LAWN AREA . "\: :. " .\ HOUSE 15" A.B.S. SEWER PIPE ~.. d\ "d\ "~ REAL PROPERTY AGREEMENT JOB 3449 WALNUT CREEK AREA ~-- - - --,--- PAGE 1 OF 1 NO. 3. CONSENT CALENDAR d. DATE AUTHORIZE ATTENDANCE OF H. DAVID ALBIN US, OPERATIONS SAFETY SPECIALIST, AT THE ANNUAL CONFERENCE OF THE AMERICAN INDUSTRIAL HYGIENE ASSOCIATION IN BOSTON, MASSACHUSETTS, FROM MAY 30 TO JUNE 5,1992, AT A COST OF $1,835. TYPE OF ACTION AUTHORIZE ATTENDANCE SUBMITTED BY John C. Pearl, M in n nce Division Mana er INITIATING DEPTJOIV. Plant Operations Department ISSUE: Approval by the Board of Directors is required for unbudgeted travel outside of California and/or if the expenses will exceed $500. BACKGROUND: H. David Albinus, Operations Safety Specialist for the Plant Operations Department (POD), is a member of the American Industrial Hygiene Association (AIHA). His professional training before recently being hired by the District emphasized this part of the industrial health and safety field. During recruitment for this position, Mr. Albinus emphasized his commitment to continue professional development including an Industrial Hygiene Certification. This part of his development was to include attendance at the annual international AIHA Conference and Exposition. Management agreed to try to honor his request. The AIHA Conference and Exposition will be held from May 30 to June 5 in Boston, Massachusetts. The topics to be covered include the evaluation and control of exposures to chemicals and hazardous materials that might endanger employee health. The focus is on areas that are relevant to the District's safety and industrial hygiene programs. This information will be shared throughout the District and with others responsible for the District's safety program. Also, the resources afforded through interaction with other AIHA members are an added benefit to the District. The cost of attendance at this conference would be $1,835 for travel, lodging, meals, and registration. While the cost for this conference was not included in the 1991-92 Plant Operations Department training budget, the Plant Operations Department will meet its year-end objective with this cost included. RECOMMENDATION: Authorize the attendance of H. David Albinus, Operations Safety Specialist for the Plant Operations Department, at the American Industrial Hygiene Association Conference in Boston, from May 30 to. J ne 5, 1992, at a cost of $1,835. \ REVIEWED AND RECOMMENDED FOR BOARD ACTION INITIATlN~IV. 1302A-7/91 JCP CWB ._"--"-'--"-'-_.-r---""-'~'---~--"-_.'-~~~-'-"'~-"..~_._~,.._..,.."--,---,,_...,--.,.,,-_....",, PAGE 1 OF 1 BOARD MEETING OF A ril 16, 1992 NO. 3. CONSENT CALENDAR e. SUBJECT AUTHORIZE THE ATTENDANCE OF GAIL CHESLER, ASSOCIATE ENGINEER, AT THE APRIL 30-MAY 1, 1992, "USING EFFLUENT TOXICITY IDENTIFICATION EVALUATIONS" WORKSHOP IN BERKELEY, CALIFORNIA, AT A COST OF $695 DATE A ril 10, 1992 TYPE OF ACTION AUTHORIZE ATTENDANCE SUBMITTED BY INITIATING DEPTJDIV. David R. Williams, Planning Division Manager Engineering Department/Planning Division ISSUE: Approval by the Board of Directors is required for unbudgeted travel outside of California and/or if the expense will exceed $500. BACKGROUND: Gail Chesler, Associate Engineer, is responsible for Treatment Plant Planning Projects involving the outfall diffuser and toxicity of District effluent. Toxicity Identification Evaluations (TIE) have recently become a priority for the District. In July 1992, the San Francisco Bay Regional Water Quality Control Board will include a new requirement in the District's NPDES permit for acute and chronic toxicity testing. Preliminary tests indicate that the District may have difficulty in meeting the chronic test limits. The San Francisco Bay Basin Plan states that if persistent toxicity is exhibited, then a toxicity identification evaluation (TIE) will be required. This workshop will focus on the technical details associated with the use of acute and chronic TIEs. The registration cost for this seminar is $695. Since the seminar is at a local site, no travel or hotel expenses will be incurred. Funds are available in the Planning Division Education and Training Budget to cover the cost of this training. RECOMMENDATION: Authorize the attendance of Gail Chesler, Associate Engineer for the Planning Division, at the April 30-May 1, 1992, "Using Effluent Toxicity Evaluations" workshop in Berkeley, California, at a cost of $695. REVIEWED AND RECOMMENDED FOR BOARD ACTION IN;o~rV MJJ 1302A-7/91 DRW RAB .._-.~-----r-------_._---------._-._--.-...._---_.--_._----..---------.------. --.---- PAGE 1 OF 2 BOARD MEETING OF April 16, 1992 NO. 3. CONSENT CALENDAR f. DATE April 10, 1992 TYPE OF ACTION SUBJECT AUTHORIZE ATTENDANCE OF R. WAYNE GRIFFITHS, ENGINEERING ASSISTANT, AT COMPUTER SOFTWARE TRAINING WORKSHOP TO BE HELD MAY 4 THROUGH 6, 1992, AT A COST OF $750 AUTHORIZE ATTENDANCE SUBMITTED BY William E. Brennan Plant Engineering Division Manager INITIATING DEPTJDIV. Engineering Department/ Plant Engineering Division ISSUE: Approval by the Board of Directors is required for unbudgeted travel outside of California and/or if the expense will exceed $500. BACKGROUND: R. Wayne Griffiths has been designated as the person responsible for developing a computer-generated workload allocation and scheduling system for use by the Engineering Department. The computer program used as the basis for this system will be Time Line 5.0, which is produced by the software firm Symantec Corporation. The District already owns this program, and the development of its use has already begun. Symantec Corporation regularly presents hands-on training for the Time Line 5.0 computer project management program. One of these workshops will be held from May 4 through May 6, 1992, in San Francisco, California. This workshop, which is known as the Time Line Symantec Training Workshop, offers tutorial sessions, training classes, computer labs, and technical presentations. Topics to be covered include creating project outlines, setting durations and dependencies, assigning resources and costs, managing resources, refining the schedule, tracking progress, generating reports and graphics, managing multiple projects, writing subroutines for faster programming, and importing and exporting data to spreadsheets and word processing programs. Representatives from Symantec Corporation will describe the most recent developments for this program and will offer insights into future developments. Attendance at this seminar will enhance R. Wayne Griffiths's technical knowledge and enable him to more quickly and effiCiently develop the computer-generated workload allocation and scheduling system. In addition, these learned skills will become a permanent resource for the District's personnel to more adequately plan short- and long-term projects by more effectively leveling resources and maximizing use of the District's manpower and monies. REVIEWED AND RECOMMENDED FOR BOARD ACTION 1302A-7/91 fJ1$ INITIATING DEPTJDIV. WEB RAB --------------------..--.----.......---.-..--..-,--..-..-.....-....-----...--...-.-..-....-....-..--.-----.---...-..--.---..-..---.. SUBJECT :11111,11111::11111_ AUTHORIZE ATTENDANCE OF R. WAYNE GRIFFITHS, ENGINEERING ASSISTANT, AT COMPUTER SOFTWARE TRAINING WORKSHOP TO BE HELD MAY 4 THROUGH 6, 1992, AT A COST OF $750 PAGE DATE 2 OF 2 April 10, 1992 The cost of the workshop is approximately $750. There are sufficient funds in the 1991-92 Plant Engineering Division Training Budget to cover the cost of attending this training workshop. RECOMMENDATION: Authorize attendance of R. Wayne Griffiths, Engineering Assistant, at the Symantec Time Line Workshop for a cost of $750. 13028-7/91 .-.-------,. ...----...---.-----..--.---------...-------.-.-....----..-----.--.--. PAGE 1 OF 7 SUBJECT AUTHORIZE AWARD OF CONSTRUCTION CONTRACT FOR THE ORINDA/MORAGA PUMPING STATIONS IMPROVE- MENTS-NEAR TERM PROJECT, DP NO. 4667, TO PACIFIC MECHANICAL CORPORATION; CONSIDER RELIEF OF BID REQUEST FROM DALZELL CORPORATION NO. 5. BIDS AND AWARDS a. DATE April 13, 1992 TYPE OF ACTION AUTHORIZE AWARD SUBMITTED BY Andrew J. Antkowiak Assistant Engineer INITIATING DEPT JDIV. Engineering Department/ Infrastructure Division ISSUE: The Board of Directors must decide whether or not to grant a relief of bid request. The Board of Directors must authorize award of the contract or reject bids within 50 days of the opening of bids. BACKGROUND: The Orinda Moraga/Pumping Stations Improvements-Near Term Project consists of improvements to three existing pumping stations: Orinda Crossroads, Moraga, and Lower Orinda. The project location map is shown in Attachment 1. The work at the Orinda Crossroads Pumping Station includes installation of a new double-wall, underground fuel tank and construction of a new fence and building parapet to improve the station security. The work at the Moraga Pumping Station includes modifications to the ventilation systems and installation of a new odor control unit similar to the unit installed at the Orinda Crossroads Pumping Station in 1989. The work at this station will also include replacement of an existing two-stage pump with a new larger capacity, one-stage pump controlled by variable-frequency drive (VFD). Installation of the new pump will minimize excessive starting of existing pumps and provide for better efficiency. The pump, motor, and VFD were prepurchased by the District with a purchase order awarded in December 1991. The work at the Lower Orinda Pumping Station includes replacement of existing single-wall, above- ground fuel tanks with new double-wall tanks with a containment and leak detection system. This project was unique in its complexity and the need for extensive coordination and accommodation with cities and regulatory agencies. The Near Term Improvements Project is a part of a phased long term program to rehabilitate the District's existing pumping stations in East Bay Municipal Water District watershed areas. A phased approach is being utilized to defer much of the costs of the improvements over a ten to twelve year period while still meeting regulatory, reliability and capacity requirements. Subsequent phases of this program will improve wet weather reliability by adding diesel engine driven pumps, upgrading the existing electrical systems, replacing the existing dry weather pumps with new, higher efficiency pumps and include the replacement/ rehabilitation of the force mains. Plans and specifications for the project were prepared by John Carollo Engineers, and the project was advertised for bids on March 16 and 23, 1992. The engineer's pre-bid AJA REVIEWED AND RECOMMENDED FOR BOARD ACTION TJP JSM RAB KLA ," SUBJECT IIIIIJII:IIIII AUTHORIZE AWARD OF CONSTRUCTION CONTRACT FOR THE ORINDA/MORAGA PUMPING STATIONS IMPROVE- MENTS-NEAR TERM PROJECT, DP NO. 4667, TO PACIFIC MECHANICAL CORPORATION; CONSIDER RELIEF OF BID REQUEST FROM DALZELL CORPORATION PAGE DATE 2 OF 7 April 13, 1992 construction cost estimate was $680,000. Nine bids ranging from $42,900 to $554,000 were received on April 7, 1992. A summary of bids is presented in Attachment 2. As noted on Attachment 2, a clerical error existed in the Dalzell Corporation bid. A mistake was made in writing the bid amount in words; the written amount was forty-two thousand nine hundred dollars rather than $462,900. Specifications provide that "in case of discrepancy between words and figures, the words shall prevail." Dalzell Corporation has requested, pursuant to the Public Contracts Code Section 5103, to be relieved of their bid based on a clerical error (Atachment 3). Staff has reviewed this request and agrees that a clerical error was made. Pursuant to Section 5103, staff recommends that Dalzell Corporation be relieved from their bid. The Engineering Department conducted a technical and commercial evaluation of bids and concluded that Pacific Mechanical Corporation is the lowest responsible bidder with a bid price of $409,800. The additional funds required to complete the Near-Term Improvements phase of this project are shown in Attachment 4. Prebid expenditures include the development of an overall predesign for the subsequent deferred upgrades of the Orinda Crossroads, Moraga and Lower Orinda Pumping Stations. These future projects have a total project cost of $22.5 million. District staff will administer the contract and provide inspection services. Shop drawing review, construction support services, and preparation of as-built drawings will be provided by John Carollo Engineers. The Orinda/Moraga Pumping Station Improvements-Near Term Project is included in the 1991-1992 Capital Improvements Budget beginning on Page CS-74. Staff has determined that this project is exempt from the California Environmental Quality Act (CEQA) under District CEOA Guidelines Section 18.2, since it involves minor alterations to an existing sewer facility with negligible or no expansion of capacity. Board of Directors' approval of this project will constitute a finding of agreement with this determination unless otherwise indicated. RECOMMENDATION: 1 . Grant relief of bid request from Dalzell Corporation including return of the bid bond. 2. Authorize award of contract for the construction of the Orinda/Moraga Pumping Stations Improvements-Near Term Project, District Project No. 4667, in the amount of $409,800 to Pacific Mechanical Corporation as the lowest responsible bidder. 13026-7/91 .....--..-.---------,--.. ..-----.-.-------.-.--.--.------.--------..----------------------.---.-----. PAGE 3 of 7 Alamo MORAGA ptJMPIIfG STATION (i) . I . - Project Location(s} I Central Contra Costa Sanitary District ORINDA/MORAGA Pumping Stations Improvements--Near Term ATTACM'4ENT 1 __ - '._ ___"'-'-" .,._~,.u __u_n_ PAGE 4 of 7 Central Contra Costa Sanitary District ATTACHMENT 2 SUMMARY OF BIDS PROJECT NO. 4667 Orinda/Moraga Pumping Station Imorovements-Near Term Project DATE Aoril 7. 1992 ENGR. EST. $ 680.000 LOCATION Orinda and Moraqa Order BIDDER (Name, telephone & address) BID PRICE 1 Dalzell Corp. $ 42,900 words * ($462,900 numerical) $409,800 $414,120 $439,000 $447,361 $475,652 $507,607 $530,000 $554,000 2 Pacific Mechanical Corp. 3 D. W. Nicholson 4 Albay Construction 5 Performance Mechanical Inc. 6 R. W. Johnston & Son 7 Monterey Mechanical 8 Unicon Construction Corp. 9 Hamilton Construction Inc. BIDS OPENED BY Joyce E. Murohy DATE 417/92 SHEET NO. 1 OF 1 * clerical error - PJl.GE 5 of 7 emerJvllle, canfornJ. 946&2 p.o. box 8284 tel.phone 835-0732 DALZ E LI;ORPORATIO enaineerina contractor for Industry c:-..... Ll. .... -~ April 8, 1992 ATTACHMENT 3 Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94553 Attention: Andrew Antkowiak Subject: Proposal for Orinda/Moraga Pumping Stations Dear Mr. Antkowiak: In accordance with Section 15 of the General Conditions of the bid documents for the subject project, we hereby request RELIEF from our hid proposal due to an error 1n writing out our total bid in words. Our numerical total for all of the bid items is FOUR HUNDRED SIXTY-TWO THOUSAND NINE HUNDRED DOLLARS ($462,900.00) not the FORTY-TWO THOUSAND NINE HUNDRED DOLLARS written in the bid form. As you can see each of our unit price extensions total up to the correct bid amount shown numerically $ 462,900.00 and not to the erroneous written amount. The mistake was obviously due to haste in transposing the numerical total to writing. The mistake was not intentional nor was $42,900.00 the total amount we wanted to complete all the work on the project. Therefore since your interpretation of the total bid amount of our proposal is the lesser of the two figures, we request that relief be granted. If you have any questions regarding this request please give me a call. We very much regret any inconvenience we inadvertently caused the district. Very truly yours, Dalzell Corporation Bruce L. Hammon Vice President PAGE 6 of 7 ATTACHMENT 4 ORINDA/MORAGA PUMPING STATIONS IMPROVEMENTS - NEAR TERM PROJECT DISTRICT PROJECT NO. 4667 POST -BID/PRECONSTRUCTION ESTIMATE PERCENT OF ESTIMATED ITEM DESCRIPTION TOTAL CONSTRUCTION COST 1 . Construction Contract $409,800 . Equipment Prepurchase 53,000 2 Contingency @ 20% 1 92,200 SUBTOTAL $555,000 100 3 Construction Management (District Forces) . Project Management/Administration 1 5,000 . Inspection 35,000 . Legal 500 . Agency Fees 500 . Engineering 4,000 . Plant Operations Department 4,000 . Survey 2,000 SUBTOTAL $ 61,000 11.0 4 Consultant Contractors . Geotechnical (DCM Joyal) 2,000 . Construction Support (JCE)2 35,600 . Startup Assistance (JCE) 3,400 . Record Drawings (JCE) 7,600 . Testing Services 3,400 SUBTOTAL $ 52,000 9.4 5 Pre-bid Expenditures . Super Station Evaluation3 65,000 11.7 . Predesign4 194,500 35.1 . Air Permit 10,000 1.8 PAGE 7 of 7 ATTACHMENT 4 (continued) . Design of Near Term Improvements5 207,500 37.4 SUBTOTAL $ 477,000 86.0 6 Total Project Cost Estimate $1,145,000 206.3 7 Funds Authorized to Date $576,000 8 TOTAL ALLOCATION OF FUNDS TO COMPLETE PROJECT $569,000 1 A 20 percent construction contingency was utilized due to the low dollar value of the bids received and because the project involves construction inside an operating facility. 2 Includes shop drawing review, design clarifications, meetings and site observations. 3 A preliminary study was conducted to determine the feasibility of consolidating the Orinda Crossroads, Lower Orinda, Flush Kleen, Acacia, and Wagner Pump Station into one large station. While it is infeasible to replace all of these pump stations with one, the option appears feasible for the Lower Orinda, Flush Kleen, and Acacia Pump Stations and will be further evaluated. 4 Predesign of phased upgrades for the next ten years for Orinda Crossroads, Lower Orinda, and Moraga Pump Stations. The total project cost for these projects is $22.5 million. 5 Included in the design of the near term improvements are costs for a geotechnical investigation, sound surveys, tree evaluations, preparation/bid of prepurchased equipment, updating of District as builts, easement negotiation and acquisition, architectural upgrades, coordination with the County Health Services on the fuel tank replacements, and obtaining an Air Board Permit for the odor control unit. ED/PP/Orinda .AJA AJA/kg April 13, 1992 .- ..... ....... .. ~.-T-.. .. ..... .. .._- .--.....-.. . ........ ....... -- SUBJECT AUTHORIZE EXECUTION OF AN AGREEMENT WITH J. M. MONTGOMERY CONSULTING ENGINEERS FOR DESIGN OF THE LOS ARABIS DRIVE SEWER REPLACEMENT PROJECT, DP 4785 PAGE 1 OF 2 NO. 6. ENGINEERING a. DATE April 10, 1992 TYPE OF ACTION AUTHORIZE AGREEMENT SUBMITTED BY Curtis W. Swanson Principal Engineer INITIATING DEPTJDIV. Engineering Department Infrastructure Division ISSUE: Authorization by the Board of Directors is required for the General Manager-Chief Engineer to execute a consulting engineering agreement in an amount greater than $50,000. BACKGROUND: Some sewers in the Los Arabis Drive area of Lafayette are old and in poor condition. Dry weather overflows occur due to root intrusion and damaged pipes. Several manhole overflows have occurred in the Los Arabis Drive project area during the past periods of light to heavy rain fall. The wastewater collection system master plan, completed in October 1986, identifies these sewers as deficient under existing conditions and a five year storm. This project has been given a high priority designation for sewer repair and/or replacement. Facilities planning for the Los Arabis Drive of the project has been completed. The recommended alternative is to replace approximately 3,700 feet of deteriorated eight and ten inch sewers with new sewers ranging in size from eight to eighteen inches. The new sewers will be installed, generally, along the same alignment which is primarily within public roads and private streets. The estimated construction cost for the Los Arabis sewer replacement is $1.2 million. District staff has negotiated a cost reimbursement agreement with J. M. Montgomery Engineers with a cost ceiling of $112,300. The scope of the agreement provides for preliminary and final design of the Los Arabis Drive sewer, construction cost estimating traffic control planning, and assistance with the public participation program. The proposed agreement includes a task to evaluate a creek crossing or siphon for the Woodland Way sewer project which is also in Lafayette. Initially, the Woodland Way and Los Arabis Drive Sewers were combined under the same project. However, these two projects have been separated because facilities planning for Los Arabis Drive has proceeded more Quickly than for Woodland Way. JMM was selected to perform the design because of their satisfactory performance on the preparation of the Los Arabis/Woodland Way facilities plan and because of satisfactory performance in designing other small and large diameter sewer projects throughout the District. The project has been evaluated by staff and determined to be exempt from the California Environmental Quality Act (CEOA) under District CEOA guidelines, Section 18.3 paragraph, REVIEWED AND RECOMMENDED FOR BOARD ACTION IINITIA7~TJDIV. h-~~ 1302A-7/91 11# ~ ----------.-..------.----.------. ..-- .-....-..---.-------,-----..---------..------...-...-..---....----.--..---.--.---.---.----- .---...... AUTHORIZE EXECUTION OF AN AGREEMENT WITH J. M. MONTGOMERY CONSULTING ENGINEERS FOR DESIGN OF THE LOS ARABIS DRIVE SEWER REPLACEMENT PROJECT, DP 4785 !:IIIIIIII!IIIIII SUBJECT PAGE 2 DATE OF 2 April 1 0, 1992 since it involves replacement or reconstruction of existing facilities involving negligible or no expansion of capacity, except to accommodate wet weather flows. A Notice of Exemption will be filed with the County Clerk~ Nearby sewers, which have been the subject of prior District litigation, are not in the area of this project and remain unaffected. More detailed information regarding the Los Arabis Drive and the Woodland Way sewer projects can be found in the 1991-92 Capital Improvement Budget (Pages CS-29 through CS-31). RECOMMENDATION: Authorize the General Manager-Chief Engineer to execute a cost reimbursement agreement with a cost ceiling of $112,300 for design of the Los Arabis sewer replacement Project, DP 4785. 13028-7/91 - .......__..---r-.._._-_.._-~..._..-._._-...-............--.........--.----.-..-..-.-.... Central Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 10 BOARD MEETING OF April 16, 1992 NO. 7. PERSONNEL a. SUBJECT DATE April 7, 1 992 APPROVE PERSONNEL BUDGET REQUESTS FOR FISCAL YEAR 1992 - 1993 TYPE OF ACTION APPROVE BUDGET SUBMITTED BY Darlene Ross, Acting Personnel Officer INITIATING DEPT./DIV. Ad m i nistrative/Personne I ISSUE: Staff has analyzed its personnel needs for Fiscal Year 1992-1993 and is submitting its requests for final Board consideration and approval at the April 16, 1992 Board Meeting. BACKGROUND: Each department has reviewed its staffing requirements for Fiscal Year 1992- 1 993. The Personnel Budget includes an executive summary of proposed modifications to each department, a departmental overview 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, and job classifications for proposed positions. The attached summary sheet highlights each department's staffing requests, their effect on the number of total authorized positions in the District, and the additional cost in salaries, benefits, and Sewer Service Charge. As shown in the summary, the total number of authorized regular positions in the District would remain identical to last year. The Collection System Operations Department is requesting one less Co-op position from last year. The Engineering Department, during their planning for the 0 & M Budget for the coming fiscal year, has dropped one Co-op position as well. The total Co-op positions would decrease to nine (9). Although the number of regular positions remain unchanged, the salaries and wages in the 1992-1993 0 & M Departmental Budgets will increase from the previous year due to the following: . Any cost-of-living salary adjustments resulting from the negotiated Memoranda of Understanding; . Merit and longevity increases scheduled in 1992-1993; . Filling authorized positions which were vacant in 1991-1992; . Positions authorized in 1991-1992 which were budgeted for a partial year because of the time required to fill positions. On Tuesday, March 24, 1992, the Personnel Committee met to review the proposed budget. The following Board authorizations and modifications to the District staffing charts were discussed at that meeting. Staff presentations on the Personnel Budget were given at the April 2, 1992 Board Meeting. REVIEWED AND RECOMMENDED FOR BOARD ACTION 1302A-7/91 SUBJECT POSITION PAPER APPROVE PERSONNEL BUDGET REQUESTS FOR FISCAL YEAR 1992 - 1993 PAGE DATE 2 OF 10 April 7, 1 992 The details for the Departmental requests follow: District-Wide 1. Change title of Junior Engineer to Staff Engineer, G-67, $3273 - $3961, with no change in class description or salary level. Administrative 2. Reinstate an Accounting Technician III, G-56, $2521 - $3048, to provide advancement opportunity to Accounting Technician II, G-52, $2292 - $2769, with no increase in staff positions. Plant ODerations No personnel request. Enaineerina 3. Add one Engineering Assistant, G-69, $3434 - $4152, and approve updated class description. 4. Delete one Senior Survey Technician, G-68, $3318 - $4017. Add one Engineering Assistant, G-69, $3434 - $4152. Reclassify James Ruetenik to the position of Engineering Assistant. 5. Delete one Construction Inspector, G-67, $3273 - $3961. 6. Add one Systems Analyst, G-67, $3273 - $3961, and adopt new class description. 7. Delete one Associate Engineer, S-77, $4210 - $5100. 8. Delete one Associate Engineer, S-77, $4210 - $5100. Add one Source Control Program Superintendent, S-77, $4210 - $5100, and adopt new class description. Reclassify Bart Brandenburg to the position of Source Control Program Superintendent. C.S.O. No personnel request. 1302B-7/91 SUBJECT POSITION PAPER APPROVE PERSONNEL BUDGET REQUESTS FOR FISCAL YEAR 1992 - 1993 PAGE 3 DATE OF 10 April 7, 1992 Secretary of the District No personnel request. CO-OD 9. Authorize the hiring of students to fill 9 positions in the Co-op Program. Subsequent to submitting the Personnel Budget for the Personnel Committee's review on March 24, 1992 and for Board consideration on April 2, 1992, an amendment to the class description of Engineering Assistant is requested. A new position of Engineering Assistant was approved by the Board of Directors in the 1991-1992 Personnel Budget. This new position was originally part of the old Engineering Division and is now a part of the Infrastructure Division. This position has remained vacant during the current fiscal year in order to minimize expenses. It is now planned to fill this position in July 1992. It is appropriate to include revisions in this class description in order to address the duties and abilities related to the right-of-way activities which the Engineering Assistant in the Infrastructure Division will perform. Duties and abilities related to these activities are highlighted in the attached class description. The request for approval of an updated class description for Engineering Assistant is included in Item 3 above. RECOMMENDATION: Approve the Personnel Budget for 1992 - 1993 herein identified by items 1 - 9. 13028-7/91 ----------------.-----------,---- ~ I 00. ~ C"'l 0'1 0'1 ...... I N 0'1 ~~ ~tI) ~~ ~U ~~ ~C) ~Z ~~ ~tI) ~ U Z - 00. ~ ~ ~ @ ~ ~ o 00. ~ ~ Ti~ ..... 0 0\ ~ ..... ~ V!- a >4 ., 0 lIQ I ~ 0 0 0 0 0 0 ~ 0 0 , .; I" "I ..... E-4 ..... l:I V!- jlq V!- - ^ ^ ..... I" ID I t 0 0 0 l"l V C7I V C7I III 41 V!- ... III I III ^ ^ .. 0 0 0 I'll ..~ 0 0 0 C7I ..ol 0 0 0 C7I .ol.... ~ , ... \.4 . "I 0\ . a:l ..... .-lU V V .lQ III Il"l I" ID ID III III III Q NO\ l"l 0 I" III , lIQc" 0\0\ ..... "I ID t'l1Il =..... I" 1-11-1 "I ~jlq == IN I" ID ID III III III .-l0\ l"l 0 I" III N .D tE-4 0\0\ ..... llllfoO =.-l I" "I Il"l NO\ ., 0\ 0\0\ 0 l"l "I 0 =... Po 0 IN I "'0\ 0 0\0\ 0 l"l III l"l 0 ... 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N OIl 01 .-IN 01 101 ... .-I 0\'11 O\QI .-1+1 m III tllQl .sg. ....QI .. 'W ~ mill c:: +I 01 "OlllC:: Ill.... .... t'g~al~ I....m II III +10....+1 ....I1o\.llll m 0 1Il~-;1ial ~ C::::S1l .~al.sllC~ \.1+1+1"'0 ~CP""Ill.c:: .....'11+1+1 .ol QI'O 0 ::s RQIlCE-<o( ... Ala .. CENTRAL CONTRA COSTA SANITARY DISTRICT Effective:. 3/9/92 Range: G-69 Respirator Class: 2/3 ENGINEERING ASSISTANT DEFINITION Perform specialized, technical field, and/or office engineering work which may, as assigned, involve survey services reviewing plans using established review criteria, performing moderately complex design work, i~entifying and obtaining real property rights, monitoring and administering outside engineering or construction contracts, and conducting a variety of special engineering and/or planning studies; inspect construction work performed on District structures, materials, instruments, and appurtenances as assigned. DISTINGUISHING CHARACTERISTICS This is a specialized, advanced engineering class which recognizes work requIring significant technical skills and knowledge. Positions assigned to the class of Engineering Assistant work with a minimum degree of supervision, using established procedures, guidelines" and District policies. Work may involve moderately complex design work, research on a variety of District projects, right of way .identification and acquisition, contract administration, and/or development plan review and comment, using established review criteria, operation of various survey instruments, use of computers with Coordinate Geometry (C.O.G.O.) and Computer Aided Design Drafting (C.A.D.D.), and analyzing field information developed by a survey crew. The use of respiratory equipment (including S.C.B.A.) may be required for this position. Therefore, the Engineering Assistant in Contract Management will be required to be clean shaven for annual fit tests and for any occasion which requires the use of respiratory equipment to comply with the District's respiratory program and Cal/OSHA standards. Engineering Assistants in permit, right-of-way, plan review, and watershed/planning are exempt from the shave on demand requirement. SUPERVISION RECEIVED AND EXERCISED Receive direction from higher level professional or management staff. May exercise technical or functional supervision over less experienced engineering personnel as assigned. EXAMPLES OF DUTIES - Duties may include, but are not limited to, the following: As assigned, conduct inspections of new public sewer mains and private sewer lateral construction and repairs made by contractors or other agencies. CENTRAL CONTRA COSTA SANITARY DISTRICT Engineering Assistant (Continued) Conduct watershed capacity studies and local capacity studies. Retrieve and collate data, back up materials, and engineering files in conjunction with grant requirements. Develop planning alternatives on collection system projects. Assist project engineer in the areas of cost tracking and control, preparation of correspondence, monitoring schedules, project status, and completion of as-built drawings. May serve in a contract review and monitoring capacity as assigned. Provide attorneys and department heads with pertinent contract documents. May assist in project engineering and/or contract administration. Maintain records of contract work performed on behalf of the District as assigned; ensure that progress payments are made and that work percentages are in accordance with contracts. As assigned, perform civil, structural, mechanical, and electrical inspections on a variety of facilities and construction projects. Assist in short and long range facilities and financial planning. _ Review plans and specifications submitted by engineers for construction or modification of facilities; determine if plans and specifications are in compliance with District requirements and policies. Prepare, assemble, and correlate plans and specifications for District projects with project engineering staff; prepare sketches and diagrams; design sewer collection system pipelines and other types of projects and construction; prepare cost estimates schedules. Prepare clear and concise data summaries and written reports. May provide lead guidance to less experienced technical engineering personnel as assigned. Contact other agencies, developers, and contractors regarding construction in the service area. Act as, or assist the project engineer in the areas of cost tracking and control, preparation of correspondence, monitoring schedules, project status, and completion of as-built drawings; negotiate contract changes with outside contractors; may serve in contract review and monitoring capacity as assigned. May provide project engineering and/or act as contract administrator on smaller District projects; participate in the District's bidding process; provide attorneys and department ----.---..----.---.--.-.-.-----------......-.......--...--.------.,-.---.... CENTRAL CONTRA COSTA SANITARY DISTRICT Engineering Assistant (Continued) heads with pertinent contract documents. Maintain records of contract work performed on behalf of the District as assigned; ensure that progress payments are made and that work percentages are in accordance with contracts; maintain a variety of related files. () Catalog, review, and route contract proposals, submittals, drawings, and plans for review, changes, and subsequent approval. Perform a variety of data collection and research requiring office and field investigations. Review and identify defects in sewer construction; assist in the determination of District course of action. Respond to inquiries and requests; prepare letters and other forms of correspondence. Process and route plans submitted by engineers for the construction and modification of facilities. Research, compile, and relay information regarding inspection activities to outside contractors and other District staff. Perform a variety of special projects as assigned; collect and organize data and back-up materials in conjunction with inspection studies and reports. Respond to a variety of technical and routine inquiries and requests from the general public including outside contractors regarding construction plans, specifications, and inspection requirements. May provide guidance to inspection personnel as assigned. Contact other agencies, developers, and contractors regarding construction in the service area. Schedule and coordinate inspection of private sewer projects. Participate in coordinating inspection activities with other District staff. Maintain and process records of contract work on behalf of the District as assigned. Investigate properties regarding ownership, restrictions, zoning, easements, etc. Order and review title reports. Prepare and handle execution of instruments pertaining to property rights. m . ". . ...... _._ ... . r- .- u........__..__ ...~. ....... . ........ ..... ...--..-...-.--..- . _.......___._.._..m .. . -..--............ CENTRAL CONTRA COSTA SANITARY DISTRICT Engineering Assistant (Continued) . Gather and analyze data. prepare reports. legal descriptions. and documents relating to and negotiating for easements. rights-of-way . licenses. permits. leases. and other property . rights. Perform a variety of survey office work, for example: Prepare easement drawings and descriptions, perform C.O.G.O., and traverse calculations using office computer and/or programmable calculator, prepare boundary and topographic maps using C.A.D.D. software and plotter. Act as an instrument person on a field survey crew operating electronic theodolite, E.D.M.. data collector, and engineers' level. Act as Survey Party Chief in his/her absence. Perform related duties as required. QUALIFICATIONS Knowledae of: Construction practices, procedures, methods, materials, tools, equipment, and supplies, as applicable to the area of assignment. Principles and practices of engineering. Mathematics as it applies to assigned responsibilities. Methods and materials in the construction of sewer collection facilities. Contract purposes and terminology as they apply to assigned administrative responsibilities. Policies and regulations governing the construction, extensions, easement requirements and maintenance of District sewer systems and facilities. Surveying methods. practices, techniques, equipment, and instruments and their proper use, maintenance, and application. Use of computers for survey applications, C.O.G.O. and C.A.D.D. software as well as MS-DOS. Property deeds and legal descriptions of property. Methods and techniques of engineering, drafting, and estimating. .-----..- -----, .....-.-..----..----..----,-.-..........------...--....-.....--.-.....---.--..-.-.-.. CENTRAL CONTRA COSTA SANITARY DISTRICT Engineering Assistant (Continued) Research and data collection methods and applications to assigned duties. Safety hazards and appropriate precautions applicable to work assignments. Abilitv to: Conduct detailed and accurate inspections of District construction projects. Perform technical research and provide reliable advice on engineering problems. Read and interpret engineering and construction plans, blueprints, and drawings. Perform a variety of contract monitoring and administration functions, as assigned. Enforce District policies and appropriate state and federal laws, codes, and regulations. Use a variety of graphics tools and materials. Perform engineering calculations with speed and accuracy. Maintain a variety of reports, files, and engineering records. Perform difficult survey related office work using an MS-DOS computer with C.O.G.O. and C.A.D.D. software and difficult calculations, computations related to survey work and the preparation of plats and plans, and a variety of property related research and analysis including writing and checking of legal descriptions. Operate electronic survey instruments with data collectors and engineers' level. Serve as Survey Party Chief in his/her absence. Use and care for engineering and drafting instruments and equipment. Perform assigned duties with a significant degree of independence. Respond effectively to engineering questions and inquiries. Provide training and lead guidance to less experienced technical engineering staff as assigned. Learn and observe all appropriate safety precautions as required by the District including, but not limited to, Cal/OSHA General Industry Safety Orders and the District's Respiratory Protection Program. Use computers to compile and retrieve data. --.--------,----.....-------.--..--------.-- '. CENTRAL CONTRA COSTA SANITARY DISTRICT Engineering Assistant (Continued) EXPERIENCE AND EDUCATION Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: EXDerience: Five years of experience in technical engineering work. Education: Equivalent to possession of an A.S. degree in engineering or closely related field. LICENSES AND CERTIFICATES Possession of a valid California Driver's License. A Land Surveyor in Training (L.S.I.T.) certificate is desirable for those people working prindpally in the area of survey services. --------,------ ------------- ---- PAGE 1 OF 1 NO. 10. BUDGET AND FINANCE a. DATE SUBJECT RECEIVE THE 1992-1993 EQUIPMENT BUDGET FOR REVIEW TYPE OF ACTION RECEIVE EQUIPMENT BUDGET SUBMITTE;l;l ElY . walter N. Funasakl Finance Officer INITIATI~G. DEpT.IDIV. Administrative/Finance and Accounting ISSUE: The 1992-1993 Equipment Budget is submitted for Board review. BACKGROUND: The 1992-1993 Equipment Budget is transmitted herewith. A list of all equipment items requested by each department, categorized by functional classification, is supported by a descriptive sheet which provides justification for each item. A comparative summary of the Equipment Budget by department for the 1992-1993 and four prior fiscal years is provided. The Equipment Budget was reviewed by the Board Capital Projects Committee on April 7, 1992. As a result of discussion between the Committee and District staff, changes were made to the description and/or justification for a number of equipment items. The 1992-1993 Equipment Budget is submitted for initial review by the full Board at this time, and is scheduled for approval at the next Board Meeting on May 7, 1992. RECOMMENDATION: Receive the 1992-1993 Equipment Budget for review, and provide District staff with comments and guidance. RE~EWEDANDRECOMMENDEDFORBOARDAcnON WNF PM ADS/Po. Paper' 2/EqBudRev.pp ______..__~____.._~,_,.___._.___._._____._._"._,._._..___..m__.~__._,_.._...__,_.,.--u'''''________~_._______'_'_____.._.____.______.....____...______.._..__.__...__...___________ PAGE 1 OF 2 A ril 16, 1992 NO. 10. BUDGET AND FINANCE b. SUBJECT DATE REVIEW THE FINANCIAL STATUS AND BUDGET OF THE SELF- INSURANCE FUND AND APPROVE OMITTING AN O&M BUDGET CONTRIBUTION FOR FY 1992-93 TYPE OF ACTION REVIEW SELF-INSURANCE FUND BUDGET FOR FY 1992-1993 SUBMITTED BY INITIATING DEPT./DIV. Bonnie Allen, Risk Manager Administrative/Risk Management ISSUE: The Self-Insurance Fund (SIF) is to be reviewed each year by the Board of Directors with the staff presenting re-funding recommendations for the up-coming fiscal year. BACKGROUND: The 1992-93 fiscal year will be the seventh year of operation for the self- insurance program, established in July 1986. In the first four years, $500,000 or more was annually transferred to the SIF from O&M funds to augment the interest income earned from the invested fund reserves. Beginning with FY 1990-91 this funding was omitted because the favorable loss experience enabled the fund reserve to grow sufficiently without a contribution. The staff is making the same recommendation for FY 1992-93 based on the continuing favorable experience and because the insurance reserve exceeds the $6 million dollar target set in 1986. Exhibit "A" presents a seven-year history of the Self-Insurance Fund and shows that the reserve level is projected to reach $6,062,035 by June 30, 1992; this is $203,500 more than at the beginning of the 1991-92 budget year and reflects the positive experience for the year in terms of budget. The SIF reserve level is projected to grow to $6,257,535 by June 30, 1993. Additions to the fund will be recommended in future years if warranted by high inflation rates and/or an adverse loss experience trend. The District's loss experience has been favorable with the amount needed to cover open claims and expenses anticipated to total $188,500 by June 30, 1992. There were no major losses due to sewer overflows or landslide claims to date in FY 91-92. Property loss claims included replacement of a District vehicle damaged by an uninsured motorist and replacement of the fire alarm panel in the Headquarters Office Building which was damaged by water. Expenses have been budgeted at $195,500 for the FY 1992-93 as compared to $186,000 budgeted for FY 1991-92. The proposed budget increase of $9,500 reflects that legal costs will be maintained at the current level which have been higher than anticipated during last year's budget planning. Should a major case arise, any resulting overexpenditure of the budget would result in reducing the SIF uncommitted reserves. Based on the above, the staff recommends omitting O&M funding for the SIF again in 1992-93. RECOMMENDATION: Review the seven-year financial history/projection for the Self-Insurance Fund and approve omitting an increment for the fund from the O&M Budget again in 1992-93. 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CXl CXl Ltl .. r-l V)- lD Ql > \..l Q) lD Ql p:: r-l III lD .jJ Ql 0 > 8 \..l Ql 1II Ql p:: ____0___________________0__0__________.,0 ________________.00______________________0_________. o o o .. 1.0 CXl r-l (/) 1II ..-1 N 0'\ I r-l lJ' lJ' r-l \..l o II-l .jJ Ql 0'1 '0 ::3 IQ Ql 1II s:: Q) PI X I">:l Q) .c:: 8 r-l ~ "l ~ i ~ ~ g ~ u April 16, 1992 12. REPORTS a.1) Page 1 of 7 Consider issues and concerns raised by Valley Waste Management in connection with the full-scale implementation of the automated collection program • 19.40 M. $,Ei Kunkel '�;v��. } 5vlte . BON 40, Nal kInfalmatt Creek, (.; iii1nrrii 45 510/93540.100 April 2, 1992 Walter Funasaki Finance Officer Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94553-4392 A Waste Management Company Re: Valley Waste Management's Automated Pickup and Separate Yard Waste Program Dear Walter, This letter is in response to your request for a proposal for Valley Waste Management (VWM) to implement its Automated Pickup and Separate Yard Waste Program (the Program). This program was included as part of the review of VWM's rates, effective January 1, 1992. At the time of the review, we agreed in principle to proceed with the Program provided that an approach for including the program costs in the rates could be agreed to. The present method of cost recovery is inadequate. Although we do not wish to belabor this point, enclosed for your information is a brief analysis that compares the operating ratios of VWM's operations regulated by the Central Contra Costa Sanitary District (CCCSD) with those of other waste companies in the Bay Area and across the United States (Exhibit No.1). The proposed 5 year depreciation method is the lowest of the four alternatives. VWM should receive a higher level of return, as shown in Exhibit 2- 3, but in the interests of proceeding with this Program, VWM is willing to accept the current level of return. Thus, under current rate setting methods, VWM simply cannot afford to invest additional capital. Although VWM requires an adequate method to obtain capital recovery, VWM also recognizes that the CCCSD desires to implement the Program in the near future and that, as a practical matter, CCCSD may not be able to change rates immediately to accommodate VWM's requirements for a modified cost recovery mechanism. With these factors in mind, we have developed an overall approach that meets the needs of both VWM and CCCSD. We recommend that CCCSD adopt the proposal discussed below. Our proposal is a follows: 1. No immediate rate increase. VWM is willing to postpone a rate increase until January 1, 1993 to cover the costs of the Program, provided that CCCSD adopt the cost recovery and other principles described below. a division of SAKI DCO A Waste Management Company Walter Funasaki April 2, 1992 Page 2 2. Capital recovery. The additional equipment that VWM must purchase for the Program will be depreciated over a five-year period. In 1987, assets were depreciated using the Accelerated Cost Recovery System (ACRS) over 5 years. In 1988, Price Waterhouse recommended a change from the accelerated method to a straight-line 5 year method in computing depreciation for rate purposes. Since then, VWM has consistently depreciated its equipment, for rate purposes, using the straight-line 5 year method. By the time the Program is implemented, the current franchise agreement will have only 3' years remaining. So the equipment will not be fully depreciated at the end of the franchise term. Depreciating the equipment over an eight-year period is a change from the current method, and does not allow VWM to recover its investment. The capital use charged for all existing and new equipment will be set annually at the High Quality Corporate Cost of Funds Index, published in the Wall Street Journal. The index is currently at 7.73% Attached is an analysis which compares the cost of the equipment depreciated over 5 years, as proposed, to three alternate capital recovery methods (see Exhibit 2-1): A) with the cost of the equipment depreciated over the remaining Th years of the franchise (see Exhibit 2-2). B) with the cost of the equipment when the full cost of capital (including the cost of equity and debt) is used (see Exhibit 2-3). C) with the cost of leasing the equipment (see Exhibit 2-4). 3. Incentive mechanism. Regulators of solid waste companies and other utilities are increasingly aware that it is appropriate to share the savings associated with recycling and conservation programs between the ratepayer and the companies providing the savings. For example, the California Public Utilities Commission has recently approved a program in which Pacific Gas & Electric Company will receive a portion of the savings that it realizes in a conservation program. Similarly, many cities and counties include incentives in their rate making procedures for recycling. Such a procedure is an appropriate sharing of the savings from recycling and provides an incentive for a solid waste company to maximize savings. Thus, we propose that VWM and the ratepayers share the disposal cost savings associated with the diversion of yard waste on a 50/50 basis. A Waste Management Company Walter Funasaki April 2, 1992 Page 3 4. Deferred cost recovery. The adoption of the above cost recovery procedures will increase the costs that VWM uses in determining its rates. VWM will agree to implement the Program without an immediate rate increase provided that CCCSD gives VWM reasonable assurances that the additional costs that are reasonably incurred in conjunction with the Program and described above will be included in future rates. Specifically, we propose that all costs not currently included in rates will accumulate in a balancing account with interest based upon the High Quality Corporate Cost of Funds Index. Ideally, VWM would prefer to have the details of such a balancing account specified before committing to the Program. However, VWM recognizes that this balancing account cannot be developed in a short period of time. VWM is willing to implement the Program provided that the CCCSD adopt the following general principles: 1) The balancing account will allow for a profit margin of $612,000 above all reasonably incurred costs. 2) Reasonably incurred costs will include A) Capital Use (Interest) Charge at the High Quality Corporate Cost of Funds Index B) Capital equipment depreciated over a five-year period 3) The balancing account will include the disposal cost savings associated with the diversion of yard waste on a 50/50 basis. 4) The balancing account balance will earn interest based upon the High Quality Corporate Cost of Funds Index. 5) CCCSD will provide assurance of full recovery of the balancing account balance at date of franchise expiration. 6) CCCSD Board directs VWM and the CCCSD staff to cooperate in developing the details of the balancing account. These details should reflect the concepts as discussed in this proposal, follow accepted practices for such balancing accounts, and be fair and equitable to both VWM and its ratepayers. Walter Funasaki April 2, 1992 Page 4 A Waste Management Company Waste Management's policy is usually to require an adequate increase in rates before investing in additional capital. However, in light of the need to implement the Program in a timely manner, VWM will proceed with the Program provided that CCCSD can formally adopt the policies outlined in this proposal. We look forward to your review and response to this proposal. If you require additional information, please do not hesitate to contact us. Sincerely, Ronald J. P ■ to General Manager sl enc cc: Paul Morsen Kent Alm Sanford M. Skaggs 17-214.3.1 va2i, dames E. Landa Controller paiDAz cJ iic, paluud EXHIBIT 1 Comparative Operating Ratios Valley Waste Management CCCSD Regulated Operations Current Operating Ratio Calculation Capital Use Charge Allowance $ 26O,O Allowable Profit _ _ _ Profit and Interest $ 872, Revenues $14,820,0 Operating Ratio 94.1% CITY AUTHORIZED OPERATING RATIO County of Napa 89% City of Napa 90% El Cerrito 92% Fairfield Redwood City 86% Richmond 86-90% San Brno 90% San Francisco 91%n Sunnyvale 91% Vacaville 90.5% COMPANY OPERATING RATIO Browning Ferris Industries 82.1% Chambers 75.4% Laidlaw 8L6% Western Waste 87,8% Average 1989-1990 opera ratio earned on waste segment operations only. ENERGY UTILITIF.S OPERATING RATIO San Diego Gas and Electric 74.8% Pacific Gas and Electric Co. 72.9% Southern California Edison 87396 Weighted Average 78.7% WATER UTILITIES So. California Water 77.8% Cal Water Service 742% Weighted Averagc 76.0% TELEPHONE UTILI TIES Pacific Telesis 77.1% Roseville Telephone 63.0% Weighted Average 76.6° Ail operating ratios aro before interest and taffies. 2 rs S as co >` cp ya3 a3 i h° 0) E � � �r_ r a 2 co Ivo T 0o63 1a1Da 10 �. v cc c+� vlcico m 44 m�rrlui › a 0 cp 9- N-60 403. vo�n10 co conk 0o1nto ao 443. o co av 0 Q aD ca a a N 03 d �: rlt 17%7 m4. co 'Ott ti Go D Q' 03 03 0) IO 10 Q D 4) i0 _ 10 r 43 r 0 io 109- 0. 1;-41711 at co a) 0000 Co cm (' r L13 v O O CCD v. COgo CO C14 CO r ps CO N. _ w OA co co cm cS 63 coCe N 03 Cb 0 C41 AI CI c0 vt ;:: o co crJ 4, V CD r_ 01 Ir 417- CO g co 0� r0 10 0 crtb cm 77; 9cia"1 a) ira Ca N C Cr)6i 3 1 r Or CO * * la 5 0 03 E CC i. 1• (.47) Q CIU ii E CC.) 0 0 a o 0 o v _. m O rCOti c *' `.' om �u�7[� 0. aa) a m re - c 0a r4) D 6a $g•. .� as Vs C a - ,� m 2 C7 Ts e do o - 0 W err J �0r.a rr c00 cg as 500 0mF= l3 Q s 4 • �� d. S� CV �, p .803 =8 a _ sl� =0 ._ 0 t a g4 is. Ts a) 2.. •2 Ts 76. = te. acm ..... - ... Si 81 :.- S. R Q a .0 ait. Ca E < U C3 a c� C3 0Q °. = E ecCO TO o N0COD O CO 10 Y/ csib icp Bio N r Ef3 0 10 r L 4) ci ca o rED o oCO 0 rs r= Is. cra Ts 3 gA5i- ›. in 0 0 (1) Weighted Average Cost includes the cost of equity capital and debt capital. v :14 9C1) Lease Analysis E. i E.. .b a C%1 tit gr. S 3 63 0) ca ct al 10 VI 40 49. 0) CO CI co - co In 01 CO 44 0'3 v 10 co co La r) co co iia '3 CD 03 03 4D Cif Csil lb 103 4, 6, 0 eam ('3 CN1 iin co co 0) ca 44, * $ v 0 CO 1 Ca N c1 AAA Quality Company cis 2 E a � o cn < k 0 N 3 0o o co w 0r I n � r N0ou N lA 1 RCOr o 40 I- 0 OD N �o r 40 •t IDIS] r co 013 in el co N st gt r CI r - o m 4 CD Co LC) v ND r Cli 03 1 I qt M el r (D I ID Ll 00 03 a N n r N a 1) N �"? r 0 I Lit co L!7 ' . o r 00 r 00 N' o N r o n rr: n N 0)Q0) Oo 0 Lt! o Ln Nc+�co 00 ID N QQQ c. o LA o 0d eici NMo iii LA c+7r40 j cla 0) ,� o., se i- a 0) st Cl n CD N LA N N Niv N r 4, 14j ( CO !+a c�7 .-• �- to n r c+) o 4a o n� r L° ra r- M 4 0) 0o o o Oo LA � r c' e• Ln 00 Q7 st o 000 o) Si1 in � r M 4* , 1 Q Q 4 vcvnnn nLNrfc .� r 40. .. r +in }, m 0 E cn �� W Q Rt ra 44 . W c ...% L m D i mm..°> i 2 3 @ g O V = it Q m o ° ° o o Y c m)- Lt! 00 6' Z Q w` = a� LCI 0o W v O • 0 ° c v °C •� x �c z Li N oom mcD o > as m L... 3 a ° F- 41 c ... Q 4.0) Ea Ea > > L� iEr t ccm 2 0 g ° Ea ° = a aW aW co to im � 13 E y� �-y in L co i Notes: (1) Notification on exercise of five-year option beyond February 29, 1996 base term of franchise agreement required to be provided by the District by March 1,1994. c CD o el v) m 7 N a Q) 2 o c m L40 i • L▪ a) o) m as W ift W ho° 0 OD 00 N ADS/Budget#3NWMAuto.cht Z W ..I W W cc Q < O cn W ml �V toJ Q a W W. JD • W CCLU CL F- LT. O cc LL � xgr- N 0- 0 ca0:CC Z V t• ai ■ LOTr a C r� 0 !ti rRT.— riftft N C:■ ■ I - 0 W H W N ✓ Ce) 00 'iii %- ill % Cy7 o LU CCQ W 0 O 83 co 1 � 00).. 7 • `� 0 U 1::>a w O m � O ' w O Tr) I- a- u im z,—esi 2 cc Lu ocz 2�� v aJ ��r- � � V CO — > z CI u. �d aw COMPUTATION OF ALLOWABLE PROFIT: 0 CO C) C�i O r ce; w cn � Z ZD W � OZ Va LiE0: < • > UJ cj CC LU W CC O o LLCn 07 V ADS/Funasaki#1 /VWMProf.Cht D W W 1- 0 o CCO a. cc a 0)- ujIU) u. Q�a y QQ� W ILI < 0 cc ce baa v� Jo 0 C5 ,40 U1 CC 0 Cf) caILI >z <C1) 0C) I—o c) 0) 0 0) Co c7 Li; ovii LC) co LC) 44. 4 0>. I—CI: > ZDV 0 cc W U. CC Cn CC UJ z UJ CO W CC LT. LU CZ OQ> a.y REDUCTION 0 0 0 co 0 0 0 PROJECTED ANNUAL YARD WASTE TONNAGE 0 0 0 cc; cc!. 0 0 c 0) 013 1 < 25,000 > o 0 0 ■ 0 0 0 OP) 44. Lal 1— Z CI W W W � W � LI) ZCCZ LIU W °` z � 1C _ � `p W OC cc CC < y I—Z pS o W.� v� I:4 CD Cel ADS/Funasaki# 11VWM .OH VALLEY WASTE MANAGEMENT PROJECTED 1992 BALANCING ACCOUNT EFFECT DEPRECIATION EXPENSE $103,365 CAPITAL USE CHARGE 49,857 ALLOWABLE PROFIT DECREASE: ALLOWED $643,000 ADJUSTED 631,000 < 120M0> 141,222 SHARE OF DISPOSAL EXPENSE REDUCTION 6_1E000 $207,222 Valley Waste Management requests the foliowing: a) Balancing Account to earn interest based on the High Quality Corporate Cost of Funds Index. b) District to provide assurance of full recovery of the Balancing Account balance by date of franchise expiration. ADS/Funasaki#3/1/WIVi bal.oh April 16. 1992 12. REPORTS a.2) Page 1 of 9 Martinez Easements • ilL311H April 14, 1992 Mr. Ron Peterson, City Manager City of Martinez 525 Henrietta Street Martinez CA 94553 Dear Mr. Peterson: MARTINEZ SEWER EASEMENTS This letter will summarize the status of the discussions between the City and the District regarding the acquisition of sanitary sewer easements by the City of Martinez. As you are aware, the City and the Sanitary District entered into an agreement in 1967 which transferred the ownership of the Martinez sewers to Central Contra Costa Sanitary District (CCCSD). The City is required, by paragraph 8 of the agreement, to pay for the acquisition of easements which did not exist at the time of execution of the agreement. The District has identified 169 of these missing easements which are needed to operate and maintain the sewer pipelines within these easements. The City and the District have agreed in principal through previous correspondence that the City will acquire these 169 easements. (See the attached letter dated August 18, 1986, from Mayor Michael Menesini to Mr. Nels Carlson.) The City has attempted to mobilize an effort to obtain the easements in the past, but has not been successful in conveying any substantial number of easements to CCCSD to date. The acquisition of these easements is a most important matter to CCCSD. Without easement rights, CCCSD is unable to gain access to repair or clean sewers and could be subject to demands to relocate sewers by property owners. This has happened in the past and will undoubtedly occur again in the future. This represents a significant liability to the City of Martinez and a serious impediment to good service for the citizens of Martinez by CCCSD.. In order to provide the appropriate level of service and to remove any impediments to sewer repair and construction, CCCSD is anxious to conclude this matter. To this end the District has proposed a program to acquire the needed easements. This program is attached to this letter. CCCSD will initially attempt to obtain Grants of Easements from property owners. If the owners will not sign Grants of Easements, CCCSD will record easement declarations. As we have discussed, easement declarations are not as good as formal Grants of Easements, but, as a practical matter, should serve the same purpose in most cases at substantially lower cost and difficulty. The completion of the acquisition of the 169 missing easements is needed to fulfill the city's long standing contractual obligation to CCCSD. Since Martinez has been unable to acquire the easements and since Martinez seems unlikely to be able to do so in the foreseeable future, CCCSD is compelled to proceed independently with the program. Accordingly, CCCSD will proceed to perform the staff and legal work necessary to obtain the easements or record the declarations. We understand that the Martinez City Council is not willing to endorse a sewer service charge "override" to fund the program as was proposed by you previously. Accordingly, we are billing you directly for the expenses which CCCSD has incurred. We are interested in continuing discussions on the "override" method of funding in the future when you are ready. We are also most interested in the participation of Martinez in the process of communication with affected property owners. The following is CCCSD's intended level of work which hopefully will complete the easement acquisition program in six years from June 1992. FISCAL YEAR COST 1990-91 $ 4,677 (actual) 1991-92 5,323 (estimated) 1992-93 15,000 (estimated) 1993-94 20,000 (estimated) 1994-95 30,000 (estimated) 1995-96 34,000 (estimated) 1996-97 34,000 (estimated) 1997-98 34,000 (estimated) TOTAL $177,000 It is expected that the $177,000 will be enough to pay the costs of acquisition provided that no legal action is taken by any of the owners of the 169 properties. If the District is sued or if condemnation must be filed, the estimated costs could increase. while the easement declaration approach is easier and Tess expensive than purchasing easements through a property acquisition process, the easement declarations may not result in full equivalent property rights for CCCSD. However, in the interest of solving the problem with the lack of easements over Martinez sewers, CCCSD is willing to include the easement declarations as a part of the proposed program. Should complications occur, the cost to procure the necessary property rights will increase beyond the estimates provided above. Attached is an invoice in the amount of $9,380 which includes expenses incurred through March 1992. Please forward a check in that amount to my attention by May 15, 1992. 1 will contact you this winter for the purpose of pursuing the easement acquisition program to its conclusion. Sincerely, Roger J. Dolan General Manager -Chief Engineer RJD/JSM/gv Attachments bc: K, Alm watt. R. Baker J McCoy MARTINEZ EASEMENT PROGRAM Martinez Council passes a resolution requesting CCCSD to undertake easement acquisition program, supporting an added sewer service charge increment to finance the program and quitclaiming all right, title, and interest that Martinez may have in the easements which will be acquired. CCCSD adds a $2 sewer service charge increment to properties in Martinez. CCCSD staff surveys the first 30 properties and prepares Grants of Easements and easement declarations. Letter is sent to the first group of 30 property owners explaining the program. CCCSD contacts property owners and arranges individual meetings. CCCSD offers to pay the property owners a $150 transfer fee in exchange for the property owners' signing a Grants of Easements. If the property owners will not sign a Grants of Easements, the owners will be told that CCCSD will file easement declarations. No money will be paid to the owners. Grants of Easements are processed through the Board of Directors and recorded. For easement declarations, CCCSD will notify the property owners that a hearing will be held. CCCSD Board and Martinez Council hold a joint easement declaration hearing. CCCSD has the easement declarations recorded. The above process is repeated for six years. 0 CCCSD files quiet title action five years after the last easement declaration is recorded. Central Contra Costa Sanitary District INVOICE City of Martinez 525 Henrietta Street Matinez CA 94553 ATTENTION; MR. RON PETERSON ASSISTANT CITY MANAGER Expenses for the Martinez Easement Program as itemized on the following page: $ 9,380.48 Charges for the Mare- Easement Program: MONTH DESCRIPTION CHARGE November 1990 Labor $ 215.30 December 1990 Labor 1,694.25 December 1990 Documents 6.50 December 1990 Vehicle and 92.00 Equipment February 1991 Legal 37.00 March 1991 Legal 1,252.24 May 1991 Legal 1,380.00 Subtotal Fiscal Year 1990-91 $4,677.29 July 1991 Labor $ 391.03 August 1991 Labor 704.71 September 1991 Labor 155.90 Legal 302.50 October 1991 Labor 200.60 November 1991 Labor 155.90 Legal 138.00 December 1991 Labor 77.95 Legal 89.00 January 1992 Labor 233.85 February 1992 Labor 233.85 Legal 120.00 March 1992 Labor 155.90 Legal , 1,744.00 Subtotal Fiscal Year 1991-92 $4,703.19 (to date) TOTAL $9,380.48 City of Martinez Mr. Nels Carlson, President Board of Directors Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94553 Dear Mr. Carlson: SUBJECT: SANITARY SEWERS 525 HENRIETTA STREET ° MARTINEZ CALIFORNIA 94553 0 (415) 372-3501 August 18, 1986 t I !1 • f; 1986 • Thank you very much for your letter of August 5, 1986 advising the City of your efforts for upgrading the sewer services in Martinez. As we all know the trunk sewers in the older sections of Martinez have been in need of renovation and capacity improvements for some time. We also appreciate that it is a major undertaking requiring extensive efforts from both the District and the community. The easement problem has existed for many years and the agreement with Central San has existed since 1967. In recent years the City has pursued obtaining the easements but has not been too successful to date. The City of Martinez will obtain easements needed for any specific project in time to avoid any delay on the project. There are approximately 170 parcels where the public sewers have been in existence without documentary easements. During the last two years the City's consultant has surveyed and prepared legal descriptions for more than 120 easements. Preliminary deed descriptions for these were prepared, reviewed and approved by District staff. The City staff sent requests to more than 50 property owners, but received only 4 signatures on the deeds. The City Council has appropriated $30,000 in the 1986-87 F.Y. budget for more expeditious completion of easement acquisitions. The City has recently retained Ross Realty Co. to discuss the deeds with individual property owners and to assist in whatever way necessary to augment the City's efforts in meeting its obligation. We will be contacting your staff shortly to establish priorities for easement acquisition complimentary to your improvement plans. Once again, we thank you for your efforts and will extend our fullest cooperation and assistance in obtaining the easements. Si cerely, , I� r 4ichael Menesini Mayor c: Roger J. Dolan, General Manager, Central San Jack Garner, City Manager City Council MICHAEL M. M E ESINI, MAYOR