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Home My WebLink AboutAGENDA BACKUP 11-19-92 Central Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 1 BOARD MEETING OF NO. November 19, 1992 3. CONSENT CALENDAR b. SUBJECT DATE CONSIDER A REQUEST FOR EMERGENCY WITHDRAWAL OF FUNDS FROM THE DEFERRED COMPENSATION PLAN November 13, 1992 TYPE OF ACTION CONSIDER EMERGENCY WITHDRAWAL SUBMITTED BY INITIATING DEPT./DIV. Walter Funasaki, Finance Officer Administrative/Finance & Accounting ISSUE: Authorization by the Board of Directors is required for emergency withdrawal of funds from the Deferred Compensation Plan. BACKGROUND: Derhyl F. Houck, Maintenance Technician III, has requested an emergency withdrawal from the Deferred Compensation Plan based on extreme financial hardship caused by a medical disability. The Deferred Compensation Plan Advisory Committee has reviewed the request and determined that it meets the requirements for emergency withdrawal in the amount of $8,000. RECOMMENDATION: Approve the request by Derhyl F. Houck for an emergency withdrawal of $8,000 from the Deferred Compensation Plan, as recommended by the Deferred Compensation Plan Advisory Committee. REVIEWED AND RECOMMENDED FOR BOARD ACTION INITIATING DEPT./DIV. ~ , e--.L....J 1302A-7/91 WNF PM .--,....---..-.------.......-.....----.-.... ---...--.- ....--..... -........-....-. -....--..---.....--- Central Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 2 BOARD MEETING OF November 19, 1992 NO. 5. BIDS AND AWARDS a. SUBJECT REJECT ALL BIDS FOR FURNISHING ONE GAS TURBINE/ GENERATOR AND SWITCH GEAR FOR THE COGENERATION PROJECT BID REOUEST B0243T DATE November 10, 1992 TYPE OF ACTION REJECT BIDS SUBMITTED BY David J. Reindl, Associate Engineer INITIATING DEPT.lDIV. Plant Operations Department ISSUE: On October 27, 1992, sealed bids for Bid Request B0243T, for furnishing one gas turbine/generator and switchgear, were received and publicly opened. The Board must award the contract to the lowest responsible bidder or reject all bids within 90 calendar days of the opening of bids. BACKGROUND: On October 4 and October 9, 1992, the Notice to Bidders was publicly advertised, inviting sealed bids for furnishing one 3,300 kW gas turbine/generator and switchgear for the Cogeneration Project (DP 1 0069) described on page TP47 of the 1992 Capital Improvement Budget. District staff and the District's consultant, John Carollo Engineers, prepared bid documents for the prepurchase of the gas turbine generator to expedite the overall project schedule because of the long lead time (52 weeks) for equipment delivery and the ability to tailor the final design to the manufacturer's specific unit. Only three manufacturers make gas turbine equipment in the size required for this project. Of these, only two suppliers have experience with the combustion of landfill gas. Both Solar Turbines of San Diego and U.S. Turbines of Manville, Ohio, were contacted and invited to comment on the draft equipment specifications. Their comments, where appropriate, were incorporated into the final bid request documents. Some of the supplier comments pertaining to the commercial section were not included since they greatly amended the District's terms and conditions and shifted much of the risk to the District. Bid requests were sent to four potential bidders. On October 27, 1992, two bids were received and read aloud at the public bid opening, and two potential bidders declined to bid. The bids were: . U.S. Turbine $ 1,994,000 (tax included) . Solar Turbines $ 2, 117,151 (tax not included) The engineer's estimate for this equipment was $2,085,000. A technical evaluation by the Plant Operations Department (POD) concluded that both bids met the technical requirements of the specification, although both contained minor variances. However, both bidders made major material variances to several sections of the General Conditions including conditions for payment, equipment warranty, indemnity, and insurance coverages. REVIEWED AND RECOMMENDED FOR 8 ACTION 1302A.7/91 DJR JLB IEF ENG. INITIATI,NG DEPT.lDIV. ,{){}/i .--"-.-.------r.~.....,,-~--.-..---------'---.-----'-..-'_._.".,..._-,..__.._-_.._~,-,_._----- REJECT ALL BIDS FOR FURNISHING ONE GAS TURBINEI GENERATOR AND SWITCH GEAR FOR THE COGENERATION PROJECT BID REQUEST B0243T SUBJECT 2 OF 2 PAGE DATE November 10, 1992 In the opinion of the Purchasing section and District legal counsel both bidders qualified their bids to an extent that these qualifications result in material variances from the District Bid Request. Based upon these material variances both bids should be declared non-responsive and be rejected. Staff has met with representatives from both bidders and discussed the major areas of non- compliance. It appears that some revisions to the general conditions can be made to satisfy the needs of both parties. The revisions acceptable to the District will be incorporated into the bid request and re-advertised. RECOMMENDATION: Reject all bids for Bid Request B0243T for furnishing one gas turbine/generator and switchgear for the Cogeneration Project. 1302B-7/91 Central Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 6 BOARD MEETING OF November 19, 1992 NO. 5. BIDS AND AWARDS b. SUBJECT AUTHORIZE GENERAL MANAGER-CHIEF ENGINEER TO ALLOCATE $35,000 FROM THE TREATMENT PLANT PROGRAM CONTINGENCY ACCOUNT AND AUTHORIZE AWARD OF CONTRACT TO CLASSIC ELECTRIC & DATA FOR THE DECHLORINATION TELEMETRY PROJECT, DISTRICT PROJECT NO. DATE November 13, 1992 TYPE OF ACTION AUTHORIZE AWARD SUBMITTED BY INITIATING DEPT./DIV. Steven L. Yeh, Staff Engineer Plant Operations Department ISSUE: Authorization of the Board of Directors is required for the General Manager-Chief Engineer to allocate funds in excess of $25,000 from the Treatment Plant Program Contingency Account. The District has received bids for District Project No. 10076, Dechlorination Telemetry Project. The District must award the construction contract or reject all bids within 60 days of the opening of bids. BACKGROUND: The Dechlorination Telemetry Project, DP 10076, was initially implemented to provide voice communication to buildings located in the northern section of the treatment plant. This project includes extending and connecting new conduit systems and voice communication cables from the Plant Operations Building to the Dechlorination Building. This project is listed in the 1990-91 Capital Improvement Budget on TP-48. Recently, the project scope of the Dechlorination Telemetry Project, DP 10076, was expanded to include extending instrumentation fiber optic lines to Programmable Logic Controller Panels at the Filter Plant, the Sulfur Dioxide facility, and the Dechlorination facility. This work was formerly included as the first stage of the Telemetry Replacement Project, DP 10091. The fiber optic cables will replace the aging 15-year old MUX telemetry system, which is currently responsible for all data transfer between the field instruments and the central computer. Replacement is necessary to interface with the Filter Plant instrumentation and controls to improve process control and to reduce process upsets when remote MUXs fail. The Telemetry Replacement Project, DP 10091 is included in the fiscal year 1992-93 Capital Improvement Budget on page TP-70. In order to minimize total construction costs , installation of the instrumentation fiber optic lines has been combined with the Dechlorination Telemetry Project, DP 10076, because cable routing and installation procedures are similar. A site map is shown on Attachment 1. INITIATI,NG DEPT./DIV. COMMENDED FOR BOARD ACTION 1---- ----.-.----------------. --- su~'OtHORIZE GENERAL MANAGER-CHIEF ENGINEER TO ALLOCATE $35,000 FROM THE TREATMENT PLANT PROGRAM CONTINGENCY ACCOUNT AND AUTHORIZE AWARD OF CONTRACT TO CLASSIC ELECTRIC & DATA FOR THE DECHLORINATION TELEMETRY PROJECT, DISTRICT PROJECT NO. DP10076. PAGE DATE 2 OF 6 November 13, 1992 The project was advertised on October 9 and 14, 1992. Two bids were received and publicly opened on November 5, 1992. These bids are listed on Attachment 2 - Tabulation of bids. The lowest responsible bidder is Classic Electric & Data with a bid of $41,091 for the installation of new conduit systems and instrumentation and voice communication cables. The engineer's estimate was $34,000. The $ 7 ,091 variance between the engineer's estimate and low bid comes from the added difficulties, materials, and special testing equipment required to ensure that the fiber optics cable is not damaged during installation. Due to the expanded project scope the total project cost will surpass the current funding allocation of $50,000. Therefore staff recommends that the Board authorize the General Manager-Chief Engineer to allocate from Treatment Plant Program Contingency funds to complete this project. The revised total project cost is $85,000. An allocation of $35,000 is needed to complete the project (See Attachment 3). The current balance in the Treatment Plant Program Contingency Account is sufficient to fund this allocation. 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 4. Staff has determined that this project is exempt form the California Environmental Quality Act (CEQA) under District CEOA Guidelines Section 18.2 since it involves alterations to existing facilities with no expansion of capacity. Board of Directors' approval of this project will constitute a finding of an agreement with this determination unless otherwise indicated. RECOMMENDATION: Authorize the General Manager-Chief Engineer to allocate $35,000 from the Treatment Plant Program Contingency Account and authorize award of contract to Classic Electric & Data, the lowest responsible bidder, for $41,091 for the Dechlorination Telemetry Project, DP 10076. 1302B-7/91 --------.-----.------.-,-----.---------------- ------.------.------- --..---- -_. ----------------- :.' :.... \ \ \ .... ....:. l< ~ ..... ';:::;;;;:::;;;;;;::.: :.-:::;.~ . ~::f:.--"-". ,'~~"'''''''''~ ::;~ :,.:tJ ~,,;::::::;.....;, . :: ,....t : : . ,";;"ff{:75'~~~~~.T~~'~;';.I' 'I' IL . '\l(~t~51;;;::r~ I ,;:l\"i:1ii/jin, ,..,.~ 1I:i! I'! [i Iq'" ,..' ; ;': ~ ". i~~~;' ." ". u ...uJ" - - - - - - _:~::.:...;::' u":,,:,.,::':L .... .. ....,.~.... ............-......... .....' ..... I ' I- ~:~ j; !::~r .1' I .f I i j ~ ~ I> ~. I . ~ f ~ , l i \ , \ i . ~ "' ~~>/....,. ....(...- ~ /'.. ....:. ....,.::.:::~.:'~>-: .: ""'i' II u...._~.: .....:.;;::...:.;...;:;:::::;:::;.;;. Ii) I '.~'. I ". I "'.1 '." ".'J f; .....r~~~i~;~~'..~>:.. 'iI' 'u'. . .' )::::;:::::,':...-:.":::.i 1 " I ,"/ I .'.... ............. .... .",.. '>",\,-1 .~. .::,. i........ Ii t.. J : .... \J " I f -u ,.:.., !< ~ :.... :;..: . J~,.......... ... ....,.. ~ ~:~.~,,~~.. ". '.'-'-". ..'. ..'.~ '~~".~~~ :.:~~~~~~~~~) . ..........::.... ;~If.?:~ '1; . .,,;. '. <-..,~ '. ~.:...-:: ..,-....... :'/ :... .< ---r-h_~____---- ,---~--..-- .. ~ :~~I l!: ~ ~ en j j .. ~ I . I ] J I 1 ~ ...... ~ !~ ~ ~ . ~ t ~ LLI -J a:I e:( U U - t- a.. o e::: LLI a::l \,; - . 6~ ~ ~ ~ t- ~ ., ~ - .::> 0 en ~ :'" j Z en " ;. 0 :2. ... u :i: !~ u ( ... ~ 90z ~;: Qe:( ~::: I!:: . I m ~ ~ ~~ S ~ ~ ~en z ~ > 0 ~ ~ (l)u l.& Q- e - e::: mt- u,.u OLLl -J ZLLI ~ Ou ~ 1=;- '<en ~ en Je:( m-J ~u ~ 0 z - ! ~ a: a: . ~ ~ cD It: ~ ~ ~ l!1 ~ ... 81 ~ ~ ~ ;: ! ~~ i f ~ ~ ATTACHMENT 2 . ~ ~ . .... ~ ~ . ~ . -g :; ~ : .l ~ : ~ ~ ~; -. ~ :=C5~c ~ . (o::l ':: (j ~ b ~ ., ~ <<+- ~ t : t s: "0 ~ . ! ... . c~~ "t:" : re ~ ~ .~ 1 _ :::u~ ~c ctSu....~ ~~"t: ~ - '" t "::; en~ "';;;;"" .5 g ~ ~ ~ 1: - ...... Page 4 of 6 ~ ~ t- a.. u x LLI o Z . ...--...-----.....,....-----.-..----.----.----..-.-.-....--..-----... .---.... ... ~. ;;; - ~ ~ C 0- '- (' Page 5 of 6 ATTACHMENT 3 DECHLORINATION TELEMETRY PROJECT (DP 10076) POST BID PRECONSTRUCTION ESTIMATE %OF CONSTRUCTION JIfM DESCRIPTION TOTAL COSTS 1 CONSTRUCTION CONTRACT $ 41,091 2 CONTINGENCY (16%) 6.409 SUBTOTAL $47,500 100% 3 CONSTRUCTION MANAGEMENT $ 4,500 ADMINISTRATION/INSPECTION ENGINEERING/AS-BUILT DRAWINGS $ 3,000 PLANT OPERATIONS DEPARTMENT $ 5.000 SUBTOTAL $12,500 26% 4 PRE-BID PROJECT EXPENDITURES $25,000 53% 5 TOTAL PROJECT COSTS $85.000 179% 6 FUNDS AUTHORIZED TO DATE $50,000 7 ADDITIONAL ALLOCATION $35.000 REQUIRED TO COMPLETE THE PROJECT -r- Page 6 of! 6 ATTACHMENT 4 PROJECT FUNDING SUMMARY FOR THE PERIOD OF 10/7/92 - 11/9/92 SEWER CONSTRUCTION FUND BALANCE AS OF SEPTEMBER 30,1992 (ESTIMATED) - UNSPENT PRIOR ALLOCATIONS $ 66,373,871 + DEPENDABLE REVENUE * (38,639,317) 22.403.000 $ 50.137.000 $ 50,137,000 > $37,000 (ALLOCATION REQUIRED) * Does not include ad valorem tax. _______________ _______ ________,m ____ _ _ _ ___ H_H_____ _ .. _ Central Contra Costa Sanitary District BOARD OF DIRECTORS PAGE 1 OF 3 BOARD MEETING OF November 19, 1992 NO. 7. ADMINISTRATIVE a. AUTHORIZE GENERAL MANAGER-CHIEF ENGINEER TO ALLOCATE $40,000 FROM THE GENERAL IMPROVEMENT PROGRAM CONTINGENCY ACCOUNT TO THE TELEPHONE COMMUNICATION SYSTEM PROJECT, DP 20141 DATE November 12 1 2 TYPE OF ACTION SUBJECT AUTHORIZE ALLOCATION SUBMITTED BY INITIATING DEPT.lDIV. Paul Morsen, Deputy General Manager Administrative Department ISSUE: Authorization of the Board of Directors is required for the General Manager-Chief Engineer to allocate funds in excess of $25,000 from the General Improvement Program Contingency Account. BACKGROUND: Currently, the District's Dimension telephone system is in its tenth year of operation. The system is unreliable and is subject to frequent failures causing loss of employee efficiency and poor service. Recently, the District has been experiencing frequent telephone system maintenance problems that are typical of aging equipment. As early as 1993, manufacturers will begin to phase out their parts inventory and suppliers will stop supporting the District's phone system altogether due to the high costs of servicing the few Dimension systems that are still in service. Much of our recent telephone "down time" can be directly attributed to the scarcity of spare parts. In order to effectively evaluate the District's current and future telephone demands, a District Telephone Communication Committee has been formed. The Committee can and will identify the District's current phone demands and specify a new system to meet the District's needs. However, rapid advancements in electronic communication systems make it difficult for non-telephone industry personnel to keep abreast of new, perhaps more economical or efficient developments in products, applications, and services. Staff recommends the use of an independent consultant to assist in selecting a system to meet current needs and future expectations. Rapid completion of the project is desirable as breakdowns of the current system are occurring more frequently, and a reliable telephone system is vitally important to the District. Replacement of the District's existing phone system is currently slated for the 1993-1994 Capital Improvement Budget (CIB). However, due to recent phone breakdowns affecting normal District operation, District staff has concluded that advancing the time schedule and fast tracking the project is imperative. An initial $25,000 allocation was approved by the General Manager-Chief Engineer to begin the Telephone Communication System Committee work in September 1992. The Committee has spent the last two months determining a plan of action, conducting an initial phone system survey, and preparing a RFP for consulting services and developing a time schedule for project implementation. The Committee has evaluated the RFP's, selected Communication Sales Dynamics, Inc. as the consultant to provide the above described services, and negotiated a price of $28,000. RE~EWEDANDRECOMMENDEDFORBOARDAcnON PM G . G .17:::' ROGER J. DOLAN ADS/PosPaparl3/PH20141.pp .""'-~---",~-,_w_~-r-"-""'--'------~"'-"--~--~-'_.'-"-~._.~~",._.",,- AUTHORIZE GENERAL MANAGER-CHIEF ENGINEER TO ALLOCATE $40,000 FROM THE GENERAL IMPROVEMENT PROGRAM CONTINGENCY ACCOUNT TO THE TELEPHONE COMMUNICATION SYSTEM PROJECT, DP 20141 SUBJECT PAGE DATE 2 OF 3 November 12, 1 992 The tentative schedule for the Telephone Communication System Project (DP 20141) is: . Employ consultant services - November 1992 . Assess the District's phone needs - November / December 1992 . Develop a RFP for the new phone system - January / February 1 993 . Bid - March 1 993 . Complete implementation - May 1993 In order for the Committee to proceed with the next step requires an additional $40,000 to employ the services of a consultant and to continue funding the Telephone Communication System Committee's force account labor through the completion of the project. Attachment 1 provides a preconstruction budget breakdown. Because the project was originally scheduled for 1993-94 instead of being included in the 1992-93 CIB,. the committee will request the Board to authorize additional funds when a contract for purchase and installation of a new telephone system is awarded. The total project cost has been estimated to be approximately $305,000 depending on the system selected. At the time of system selection additional funds will be required and are estimated to be $240,000. This estimate will be further refined as determinations are made as a result of the consultant's input. RECOMMENDATION: Authorize the General Manager-Chief Engineer to allocate $40,000 from the General Improvement Program Contingency Account for the Telephone Communication System Project (DP 20141) to employ the services of a consultant and to continue funding District force account labor. 1302B-7/91 -~-""--"----'-'---'-'--~~-_._-----'----~-'_._-----r- A IT ACHMENT 1 TELEPHONE COMMUNICATION SYSTEM PROJECT (DP 20141) PROPOSAL BUDGET ESTIMATE ITEM ITEM DESCRIPTION TOTAL 1 District Force Account $30,000 . Project Management . Design Labor . Technical Specifications Review 2 Consultant Services 28.000 Subtotal $58,000 3 Contingency (1 5 %) 7.000 4 Proposal Costs Total $65,000 5 Funds Authorized to Date 25.000 6 Additional Allocation Needed $40.000 ADS/PP'3/PH20141.pp Page 3 of 3 .._-_._--,-._-_.._._-----_..._-~_._----_....._....._._....----.---- PAGE 1 OF 2 NO. 8. COLLECTION SYSTEM a. November 13, .1992 TYPE OF AC~5THORIZE AGREEMENT DATE Assistant Engineer INITIATING DEPT.IDIV. Collection System Operations SUBMITTED BY ISSUE: Board of Directors authorization is required for the General Manager - Chief Engineer to execute professional services agreements for more than $50,000. BACKGROUND: The District has been planning for the future of the CSOD corporation yard realizing the potential for California Department of Transportation (CaITrans) acquisition of a portion of the yard for the SR24/1680 interchange. The work performed to date includes analyzing the remaining space available, purchasing property to offset the lost portion, and identifying which facilities need to be relocated. The District and Black & Veatch Architects/Engineers prepared proposal layout plans and submitted them to the City of Walnut Creek's Design Review Commission, Planning Commission, and City Council for input and approval. Additionally the District prepared a Negative Declaration and adopted the findings of the declaration. The City of Walnut Creek approved a General Plan Amendment, a Conditional Use Permit, and preliminary design in May, 1992. The District and GEZ Architects-Engineers have now submitted a new application to the City of Walnut Creek for a General Plan Amendment, a Use Permit, and design review. The new plan was conceived by staff after reviewing strategic planning for the corporation yard and after receiving time extensions from CalTrans for occupying the property CalTrans is purchasing from the District. The new layout has a potential cost savings for the District. The planning work for the revised layout is nearing completion and city approvals are anticipated in March, 1993. Proposals were solicited from two engineering and architectural consultants for the detailed design work. Staff performed a review of each of the proposed design teams, their experience, sample work products, and project schedules. Staff also interviewed each firm's proposed personnel regarding the proposals and other key issues. Staff selected GEZ Architects-Engineers based on their technical proficiency and experience and negotiated a price for the work. The project work will include design and construction of retaining walls, vehicle maintenance shop, asphalt paving, concrete bunkers, small training facilities, and gravel hoppers. The project also includes the renovation of the showers and lockers area, administrative building, and office building at 1266 Springbrook Road, and other small appurtenant work. This project is included in the 1992-93 Capital Improvement Budget under the heading Collection System Operations (CSO) Facility Relocation (pages GI-13 through GI-14). A brief presentation showing the proposed layout of the yard will be given at the Board Meeting. INITIATING DEPT./DIV. JLJ l)1T '7:: OGER J. DOLAN RE~EWEDANDRECOMMENDEDFORBOARDAcnON 1302A-7/91 TG BTT JAL SUBJECT POSITION PAPER AUTHORIZE THE GENERAL MANAGER/CHIEF ENGINEER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH GEZ ARCHITECTS-ENGINEERS FOR $1 51 ,000 FOR THE DESIGN OF THE CSO FACILITY RELOCATION PROJECT, DP 30023 PAGE DATE 2 OF 2 November 13, 1992 In the spring of this year staff performed an Initial Study and concluded that a Negative Declaration would be the appropriate California Environmental Quality Act document for this project. Staff prepared a Negative Declaration, submitted it for public review, and received Board approval on May 21, 1992 for the original plan. Staff has concluded that the revisions to the plan will require a new Negative Declaration. A proposed Negative Declaration is being prepared and, after public review, will be presented to the Board for its approval. RECOMMENDATION: Authorize the General Manager/Chief Engineer to execute a professional service agreement with GEZ Architects-Engineers for $151',000 for the design of the CSO Facility Relocation Project, DP 30023. 13026.9/85 "T