HomeMy WebLinkAboutAGENDA BACKUP 09-19-85
Coni Costa Sanitary District
BOARD OF DIRECTORS
N~ IV. BIDS & AWARDS
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
September 11, 1985
TYPE OF ACTION
AWARD BID
SUBJECT
AWARD OF CONTRACT FOR $9,360 FOR REPAIRING ll-IE 48-IN(}I
CHECK Vft..VE AND VENlURI IN ll-IE AERATION AIR NO. 2
BLCMER PIPING
SUBMITTED BY
INITIATING DEPT./DIV.
James Belcher, Associate En ineer
Plant 0 erations De artment
ISSUE: On September 6, 1985, sealed bids for Bid Request TP0096, to provide all
materi al s, 1 abor and services to remove, repai r, and repl ace a 48-inch check val ve
and venturi in the aeration blower discharge piping, were opened. The Board of
Directors must award a contract or reject proposals within 30 days of the opening
of bids.
BACKGROUND: In December, 1984, Plant Maintenance inspected the aeration air
piping prior to the installation of the Weco seals. During this inspection both
the 48-inch check val ve and the 48-inch venturi in the No. 2 blower discharge
piping were found to be damaged. The hinge on the right-hand door of the check
valve had broken off, and the recovery section of the venturi had also broken off.
The blower was secured fram further usage, and replacement and repair parts were
ordered. These parts are now on site, and funds are provided in the 1985-86
o & M budget for this project.
The project was advertised on August 19, 1985, inviting contractors to review the
project and submit sealed bids within 15 days. Three bids were received ranging
from $9,360 to $35,800. The lowest responsible bidder is Timec, and they are
below the engineer's estimate of $15,000.
RECO~ENDATION: Award the contract for "providing all materials, labor, and
services to remove, repai r, and repl ace a 48-inch check val ve and venturi in the
blower discharge piping" to Timec in the amount of $9,360.
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Central Contra Costa sanitary District
September 9, 1985
FROM:
JAMES BELCHER, PLANT OPERATIONS DEPARTMENT ASSOCIATE ENGINEER
PAT O'CONNOR - SENIOR BUYER P~q-,
BID REQUEST TP0096P, PROVIDE ALL MATERIALS, LABOR, AND SERVICES
TO REMOVE, REPAIR, AND REPLACE A 4811 CHECK VALVE AND VENTURI IN
THE BLOWER DISCHARGE PIPING.
TO:
SUBJECT:
Formal bidding commenced with publication of Notice to Contractors on
August 19 and 25, 1985. Four contractors completed the site inspection,
as required, and were given their package upon completion of the inspection.
Bids were publically opened and read on Friday, September 6, 1985. Four
bids were received as follows:
CONTRACTOR BID AMOUNT EXCEPTI ONS
Timec Company $ 9,360.00 NONE
Pacific Mechanical 12,030.00 NONE
Contractors
Dalzell Corporation 35,800.00 NONE
Mobile Mechanica) NO BID NO BID
A technical and commercial evaluation was conducted by the Plant Operations
Department Associate Engineer and Purchasing (see Attachment 1) which shows
that Timec Company is the lowest responsible bidder. They have previously
performed contract work for the District and demonstrated that they can
fulfill all of the requirements of a contract. Timec Company's bid is
below the engineer's estimate of $15,000.00. Purchasing, therefore,
recommends that you prepare the Position Paper to the Board of Directors
recommending the award to Timec Company for providing all materials, labor,
and services to remove, repair, and replace a 48" check valve and venturi
in the blower discharge piping at the lump sum contract price of $9,360.00.
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
NO. IV. BIDS & AWARDS
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
SEPTEMBER 13, 1985
SUBJECT
TYPE OF ACTION
AUTHORIZATION TO AWARE PURCHASE ORDER FOR THREE (3) PORTABLE
TRENCH SHORING BOXES TO PLANK CO. FOR $9,297.45
AUTHORIZATION TO AWARD
SUBMITTED BY INITIATING DEPT./DIV.
KEN LAVERTY, PURCHASING & MATERIALS OFFICER ADMINISTRATIVE/PURCHASING
ISSUE: Three (3) portable trench shoring boxes were authorized for purchase in the
1985-1986 Equipment Budget. Staff work has been completed and we request Board
authorization to award the purchase.
BACKGROUND: The request for bids was publ icly advertised on August 16, 1985, and
bids were publ icly opened on September 11, 1985. One bid was received.
The Plank
bidder.
not meet
not meet
Co. is the only bidder and h~s been evaluated by staff to be a responsible
Four other firms were furnished bids but did not respond. One firm could
the maximum weight limit and the other three, who are fabricators, could
the specifications.
The Plank Co. bid of $9,297.45 (see Attachment) is under the approved budget amount
of $9,300.00.
RECOMMENDATION: Authorize award of a purchase order to the Plank Co. for three (3)
portable trench shoring boxes for a total sum of $9,297.45.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
./DIV.
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
NO. V. CONSENT CALENDAR
6 9 19 5
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
SEPTEMBER 9, 1985
SUBJECT TYPE OF ACTION
AUTHORIZATION FOR P.A. 85-18 (LAFAYETTE) TO BE INCLUDED
IN A FUTURE FORMAL ANNEXATION TO THE DISTRICT ACCEPT FOR PROCESSING
SUBMITTED BY
DENNIS HALL, ASSOCIATE ENGINEER
INITIATING DEPT./DIV.
ENGINEERING DEPARTMENT/CONSTRUCTION DIVISION
85-18
Owner
Address
Area Parcel No. & Acrea e
Lafayette Rose C. Burger
3498 Springhill Court
Lafayette, CA 94549
230-110-013 (1.01 acres)
Lead
Remarks A enc
Parcel
No.
Parcel has been split CCCSD
into two 1/2 acre
lots. There is an
existing house with a
failing septic system
on one lot. The other
lot is a future
building site.
RECOMMENDATION: Authorize P.A. 85-18 to be included in a future formal annexation.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
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INITIATING DEPT./DIV.
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
N~ V. CONSENT CALENDAR
7 9 19 85
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager Chief Engineer
DATE
SUBJECT AUTHORIZE THE GENERAL MANAGER-CHIEF ENGINEER TO
EXECUTE AN AGREEMENT WITH FLOOD CONTROL FOR SEWER MAIN
RELOCATIONS AT NEWELL AVENUE AND CREEKSIDE DRIVE,
TYPE OF ACTION
AUTHORIZE GM-CE TO
EXECUTE AGREEMENT
SUBMITTED BY
INITIATING DEPT./DIV.
ISSUE: Approval of a rel ocati on agreement with the Contra Costa County Flood
Control & Water Conservation District (Flood Control) is required for the
relocation of existing sewer mains prior to construction of a flood control
channel in Walnut Creek.
BACKGROUND: Flood Control, in conjunction with the U.S. Army Corps of Engineers
(COE), is constructi ng a flood control channel in the abandoned Southern Paci fi c
Railroad right of way between Arroyo Way and Rudgear Road, Walnut Creek. Existing
District sewer mains at Newell Avenue and Creekside Drive need to be relocated to
accommodate constructi on of the flood control channel. Flood Control and the
District have prepared a relocation agreement wherein Flood Control will reimburse
the District for all costs to design and construct the above mentioned
rel ocati ons. The rel ocati on desi gns are currentl y underway as part of the trunk
sewer design effort for Watershed 35 North, and should be completed this winter
for construction in the early spring of 1986.
RECOtIENDATION: Authorize the General Manager-Chief Engineer to execute the
proposed agreement with Flood Control for sewer main relocations along the
Southern Pacific right of way at Newell Avenue and Creekside Drive, Walnut Creek.
REVIEWED A RECOMMENDED FOR BOARD ACTION
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INITIATING DEPT./DIV.
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c((SD
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
SUBJECT AU
EXECUTE AN AGREEMENT WITH FLOOD CONTROL FOR A SEWER MAIN
RELOCATION AT THE NATIONAL GUARD ARMORY, WALNUT CREEK,
DISTRICT PROJECT NO. 1997
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
N~ V. CONSENT CALENDAR
8 9 19 5
DATE
September 6, 1985
TYPE OF ACTION
AUTHORIZE GM-CE TO
EXECUTE AGREEMENT
James L. Hill, Associate En ineer
ineering Division
SUBMITTED BY
ISSUE: Approval of a rel ocati on agreement with the Contra Costa County Flood
Control & Water Conservation District (Flood Control) is required for the
relocation of an existing sewer main prior to construction of a flood control
channel in Walnut Creek.
BACKGROUND: Flood Control, in conjunction with the U.S. Army Corps of Engineers
(COE), is constructing a flood control channel in the abandoned Southern Pacific
Rail road right of way between Arroyo Way and Rudgear Road, Wal nut Creek. An
existing District sewer main at the National Guard Armory near Arroyo Way, Walnut
Creek, needs to be relocated to accommodate construction of the flood control
channel. Flood Control and the District have prepared the relocation agreement
wherein Flood Control will reimburse the District for all costs to design the
relocation, and Flood Control will pay for the cost of constructing the relocation
as part of the flood control channel project. The relocation design is currently
underway as part of the trunk sewer design effort for Watershed 35 North, and will
be completed this winter for inclusion in Phase II of the COE flood control
channel plans and specifications.
RE CO tJMEN DATI ON : Authori ze the General Manager-Ch i ef Engi neer to execute the
proposed agreement with Flood Control for the sewer main relocation along the
Southern Pacific right of way near the National Guard Armory, Walnut Creek.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
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INITIATING DEPT./DIV.
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
NO. VI. ADMINISTRATIVE
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
September 13, 1985
SUBJECT
TYPE OF ACTION
CONSIDER ALTERNATIVES AVAILABLE TO REDUCE PREMIUM COSTS
FOR DISTRICT PROPERTY AND LIABILITY INSURANCE POLICIES
CONSIDER CHANGES IN
DISTRICT INSURANCE
PROGRAM
SUBMITTED BY
Jack E. Cam bell, Admin. 0 erations M r.
INITIATING DEPT./DIV.
Administrative/Risk M mt. & Safet
ISSUE: The District premiums for property and liability insurance increased by more
than 500 percent for the 1985-86 year. The Board requested that staff determine if
changes in coverage could be made in order to reduce premium costs.
BACKGROUND: After an initial analysis, two areas of coverage appear to offer the
best opportunity for reducing premium costs at this time: one is the discontinuance
of earthquake and flood coverage and the other is raising the self-insured retention
(SIR) level for the liability insurance. Other alternatives to reduce premium costs
may arise after a more comprehensive study of the District's insurance program is
completed.
With respect to earthquake and flood coverage, this had been added to the District's
insurance program in prior years primarily because the premium cost was very
reasonable. In the 1985 all-risk property insurance renewal, the premium was
increased 530 percent and the deductible for the earthquake and flood coverage was
increased tenfold on the Treatment Plant site.
The District's broker has determined that between $125,000 and $150,000 of the
current property insurance premium represents the earthquake and flood portion. This
means the District is paying that amount per year for $20 million of insurance
coverage with a $7.5 million deductible at the location which has 93 percent of the
District's total insured values.
Several brokers and risk managers have been contacted and the consensus is that the
District should seriously consider discontinuing this coverage given the cost versus
the potenti al benefit. However, the Ri sk Management Committee wants the Board to
understand that considerable property damage can occur to the Treatment Plant in even
a moderate earthquake. The risk is that the plant would incur repair costs greater
than $7.5 million in an earthquake that might not trigger state and federal disaster
funding. Rather than discontinuing this coverage now, an alternative is to continue
the earthquake coverage until the Sei smic Strengtheni ng Project, which is about to
start, can be completed sometime next fall. This project will improve the chances
for avoiding an uncovered funding gap between what the District's retention would be
under an insurance policy and the availability of government disaster relief through
the Federal Emergency Management Agency after a disaster declaration by the President
which may follow a severe earthquake in the area.
IN! ATzG ~/DIV'
REVIEWED AND RECOMMENDED FOR BOARD ACT/ON
JEC
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If the earthquake and flood coverage is cancelled effective October: 1, 1985, the
premium savings for 1985-86 is estimated to be $100,000.
The next area is the liability insurance. The broker can obtain a $75,000 reduction
in annual premiums if the SIR level is raised from the current $50,000 per occurrence
to $100,000. This would reduce the annual premium to $263,849 for the $10 mill ion
coverage. If this change is effectiye October 1, 1985, there would be a $56,250
savings this fiscal year. The Risk Management Committee is concerned about the
adequacy of the $10 mill ion per loss occurrence maximum given the current "deep
pocket" situation that public agencies face in California and suggests consideration
of an alternative to use the savings to increase the level of coverage to the 1984-85
maximum of $25 mill ion. It is not known at this time if another $15 million of
coverage could be obtained and what it would cost. The District broker has indicated
that obtaining additional liability coverage at this time could be very difficult and
the cost would be high. He recommends that the District wait until the first of the
calendar year when the market eases. The District has 70 vehicles operating on the
public streets approximately 630,000 miles per year and this represents the highest
area of continuing District liability exposures. The two largest District
settlements to date have been for vehicular injuries and it is predictable that there
will be others in the future. Unless the Board dfrects otherwise the staff will
investigate increasing the liability insurance maximum limit and return with a
recommendation.
The Risk Management Committee recommends that a study be made of the District's
insurance program and a property loss risk analysis performed in preparation for the
1986-87 budget year and will be outlining this with a request for funding in a future
position paper. The study will utilize an insurance and loss analysis consultant to
rev iew the Di strict's sc.ope of coverages, insurance maximums, deductib 1 e and SIR
levels, claims payment financing, and the loss scenarios from fires and other
catastrophes.
RECOMMENDATION: The Board needs to consider the following options:
1. Cancel the District's. earthquake and flood insurance coverage effective
October 1, 1985, for an estimated premium reduction of" $100,000 this fiscal year
or continue this coverage through thi~ fiscal year;
2. Increase the District's retention level effective October 1, 1985, on liability
insurance coverage from $50,000 to $100,000 for a premium reduction of $56,250
this fiscal year.
.EVlnED AND ItECOUENDED ~Olt .OAItD ACTION
'NITIATING DlftT JDIV.
GEN. MGR./t:HIE' ING.
1
c((SD
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
NO. V II 1. LEGAL/LITIGATIO
1 9 19 85
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
SUBJECT
Se tember 12, 1985
TYPE OF ACTION
DENIAL OF CLAIM FOR INDEMNITY AND CONTRIBUTION
FROM ROBERT A. MACDONALD, JR.
DENY CLAIM
SUBMITTED BY INITIATING DEPT./DIV.
Jack E. Cam bell, Admin. 0 erat10ns Mana e Administrative/Risk M mt. & Safet
ISSUE: One of the defendants in the previously filed Mellon Bank, et al vs. Shelter
Development, et al, case has filed a claim for indemnity and contribution against
CCCSD.
BACKGROUND: Robert A. MacDonald was named as a defendant in Mellon Bank, et al v.
Shelter Development Corporation, et al, wherein plaintiffs seek recovery for certain
property damages and injuries concerning their property at 3881 Los Arab1s,
Lafayette. Claimant was the owner of the house at above property prior to Mellon
Bank's acquisition of it and the subsequent landslide. Claimant seeks equitable and
comparative contribution and indemnity from the District for all damages which may be
assessed to him. There is no 1nfonnat1on at this time which indicates that the
District has any responsibility for the landslide.
RECOMMENDATION: Deny Robert A. MacDonald, Jr.'s claim against the District and refer
it to the Administrative Operations Manager for further action as necessary.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
JEC
IN TIATING DEPT./DIV.
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
NO. IX. SOLID WASTE
1 9 19 85
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
September 17, 1985
SUBJECT
RECEIVE REPORT OF A REVIEW OF PLEASANT HILL BAYSHORE DISPOS L
SERVICE'S REFUSE COLLECTION RATES AND RESULTS OF OPERATIONS
WITHIN ZONE 3
TYPE OF ACTION
RECEIVE REPORT
SUBMITTED BY
Walter N. Funasaki, Finance Officer
INITIATING DEPT./DIV.
Administrative/Finance & Accountin
ISSUE: A report by Price Waterhouse of its review of refuse collection rates and
results of operations of Pleasant Hill Bayshore Disposal Service within Zone 3 is
being submitted to the Board of Directors.
BACKGROUND: A refuse collection franchise agreement was executed on November 24,
1961 by the District and Pleasant Hill Bayshore Disposal Service which granted a
franchise to operate in Zone 3 within District boundaries. The agreement was
amended on February 26, 1965 to extend the term of the agreement from November 30,
1966 through November 30, 1976, with an option to thereafter extend for an
additional ten-year period. The ten-year option was exercised for a term
beginning December 1, 1976 and ending November 30, 1986.
The area within the District which was included in Zone 3 was described in the
original franchise agreement as "Those portions of the Pleasant Hill and Pacheco
areas lying within the boundaries of the Central Contra Costa Sanitary District"
and consisted of a comparatively small number of residential and commercial
accounts in the unincorporated areas of Pleasant Hill and the community of
Pacheco; currently, these accounts number 720 residential accounts and 123
commercial accounts, which produced approximately $100,000 in annual revenues.
The current refuse collection rates were originally established for Zone 3 by the
District in 1968. These rates have not been changed in the last seventeen years
as the refuse collector has not applied for a rate increase.
In October 1984, because of uncertainty regarding the refuse collection rate
schedule being used by the refuse collector, the District's Board of Directors
directed that a review of all refuse collection rates, and results of operations,
within Zone 3, be performed. The firm of Price Waterhouse, Certified Public
Accountants, was engaged to conduct the review. The objectives of the review
were:
o to determine the propriety of the refuse collection rate schedule
used in Zone 3.
o to review the refuse collector's statement of operations for Zone 3
to determine its reasonableness.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT./DIV.
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Price Waterhouse is now submitting its report to the Board of Directors following
completion of the review. A summary of the primary conclusions reported are
presented in the following paragraphs:
Refuse Collection Rate Schedule
o The refuse collector has, for the most part, adhered to the refuse
collection rates established in 1968 within the areas originally
regarded as Zone 3. However, during the intervening seventeen year
period, the following areas which became annexed to the District
have continued to be regarded by the refuse collector as being
excluded from the franchised area:
Clyde
Mallard Reservoir
Contra Costa Country Club
North Pacheco
The rates charged in the Clyde and the Mall ard Reservoi r areas are
based on the rates for West Pittsburg; the rates charged in the
Contra Costa Country Club and North Pacheco areas are based on the
rates charged in the City of Pleasant Hill and Mountain View
Sanitary District, respectively. There are presently approximately
175 residential and commercial customers in the four areas; the
refuse collector extimates the annual revenues and expenses for
these areas to be $46,000 and $44,400 respectively.
1) income and expenses for customers in Clyde, Mallard
Reservoir, Contra Costa Country Club and North Pacheco.
2) income and expenses for drop box service.
In the case of the other refuse collectors franchised by the District, the rate
review process has provided an almost annual opportunity for District
consideration of the many operating factors that are involved in franchise refuse
collection. The fact that Pleasant Hill Bayshore Disposal Service has not applied
for a rate review under this franchise has permitted the condition to develop
.fv,rwro ANO IfCOUfNOfO '01 .0AlO ACTION
INITIATING DE"oIDIV.
eEN. MGR./cHIEar ENG.
where factors such as the actual scope of regulated customers and services differs
greatly from the scope practiced by the franchisee~
The District is currently negotiating a new franchise agreement to succeed the
present agreement, which expires on November 30, 1986, with the District's other
two franchised refuse collectors. A process for notification between the District
and the refuse collector of new areas to be served by the refuse collector, and
timely submission of financial statements and other information annually, even if
no rate increase is applied for, will be incorporated in these new franchise
agreements. The negotiation of a new franchise agreement with Pleasant Hill
Bayshore Disposal Service was held in abeyance until results of the present review
by Price Waterhouse were obtained. .
The following actions will be undertaken by District staff, in conjunction with
Pleasant Hill Bayshore Disposal Service, for completion by the dates indicated:
By December 1, 1985:
1) the present Zone 3 boundaries will be defined for all areas served
by Pleasant Hill Bayshore Disposal Service which are within District
boundaries.
2) the refuse collection services and rates regulated by the District
will be defined for Pleasant Hill Bayshore Disposal Service.
By March 31, 1986:
1) a rate application is to be submitted by Pleasant Hill Bayshore
Disposal Service to the District's Board of Directors for refuse
collection rates in Zone 3, defined in 1) above, which will be
supported by separately maintained revenue and expense accounts for
all regulated services. .
RECOMMENDATION:
1) Receive and consider the report submitted by Price Waterhouse of its
review of the refuse collection rates and statements of operations
of Pleasant Hill Bayshore Disposal Service within Zone 3;
2) Following co~pletion of the actions enumerated in the last paragraph
above with the submission of a rate application, authorize District
staff to negoti ate a successor franch i se agreement with Pl easant
Hill Bayshore Disposal Service.
3)
Provide District staff with any specific direction the
appropriate for consideration during the negotiation of
franchise agreement with Pleasant Hill Bayshore Disposal
..vrrw.o MlO ..COMldNO.O 1'011 .OAIIO ACTION
Board feel s
a successor
Service.
INITIATING ""JDIV.
.EN.IIG"./CHI&" ENG.