HomeMy WebLinkAboutAGENDA BACKUP 01-08-87
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Centr&. Contra Costa Sanltar) District
BOARD OF DIRECTORS
PAGE 1 OF 4
POSITION PAPER
BOARD MEETING OF
January 8, 1987
NO.
IV.
BIDS AND AWARDS 1
SUBJECT
AUTHORIZE AWARD OF CONTRACT FOR REMODELING UPPER PORTION
OF THE WALNUT CREEK OFFICE FACILITY (DP 20047) AND
AUTHORIZE EXPENDITURE FRQ\1 THE SEWER CONSTRUCTION FUND
DATE
January 5, 1987
TYPE OF ACTION
AUTHORIZE AW ARD
AUTHORIZE FUtI>S
S\&flTJ.Cl' 'lYaverty
Purchasing & Materials Officer
INITIATING DEPT./DIV.
Administrative/Purchasing
ISSUE: On December 30, 1986, sealed bids for District Project 20047, remodeling of
the upper portion of the Walnut Creek facility, were received and opened. The Board
of Directors must award the contract or reject the bids within forty-five (45) days
of the public opening.
BACKGROUND: During January 1983, the District's general offices were relocated from
the Wal nut Creek facil ity to the new facil ity in Martinez. At that time, it was
decided to remodel the lower portion of the facility for use by the Collection
System Operations Department (CSO) and eventually lease the upper portion of the
facility. The lower portion remodeling was completed, and CSO occupied it in
February 1985.
In October 1984, the Board authorized the leasing of the upper portion of the Walnut
Creek facility. Due to the soft commercial rental market in the Walnut Creek area,
a tenant was not found for nearly two years. At the October 16, 1986 Board meeting,
the Board authorized staff to execute a lease with the American Cancer Society for
leasing of the upper portion of the facil ity. At that meeting, $23,000 was
authorized for architectural design work by Perry Haviland Associates and
HVAC/electrical work by Lars Fagerstrom Consulting Engineers, Inc. The two firms
were to prepare plans and technical specifications for the remodeling work necessary
to accommodate the tenant improvements and required District work on the
HVAC/electrical systems.
Upon completion of the plans and technical specifications by Haviland and
Fagerstrom, the Notice to Contractors inviting bids was published on December 16 and
21, 1986. Sealed bids were publicly opened on December 30, 1986. The tabulation of
all bids received appears on Attachment I. The lowest responsible bidder is Malpass
Construction Company of Pleasant Hill, California, at a lump sum amount of $218,500.
This project will include $20,000 for personnel stairs and security fencing in the
north parking area, and installation of one new air chiller. This work was
originally identified in the lower portion (CSO) remodeling work project and $21,445
of these funds still remain in this project for completion of this work. The work
was not included in the lower portion remodeling project plans and specifications
because of the possibility of having to rework this new construction due to future
tenant requested improvements. This work was incl uded in the Bid Request and will
INITIATING D PT.lDIV.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
Ah
13O:!A.9/85 KFL
PM
SUBJECT
AUTHORIZE AWARD OF CONTRACT FOR REMODELING UPPER PORTION
OF THE WALNUT CREEK OFFICE FACILITY (DP 20047) AND
AUTHORIZE EXPENDITURE FR~ THE SEWER CONSTRUCTION FUND
POSITION
PAPER
PAGE
DATE
2
OF
4
January 5, 1987
be part of this contract award. The $21,445 remaining in the lower portion
remodeling project will be transferred to this project by a position paper when the
lower remodeling project is closed out.
The post design estimate of the work was $156,000 which is $62,500 less than the
actual bid price of $218,500. Staff initiated a discussion with the District's
architect and the potential contractor to determine in which areas of the scope of
work the major cost differences could be found. One area ($28,000 difference) is
the electrical work needed to change the 400 amp to a 600 amp service. The service
work requires replacing of all wiring from the transformer located on the street,
installing new service conduits, and installing a new service entrance panel in the
mechanical roam. Contractor stated that there are trenching problems, installation
probl ems associ ated with the mechanical roam, and because his electrical
subcontractor's work is a major portion of the total job he would have a full time
supervisor on hand to monitor their work. Another cost area ($17,000 difference) is
the work required to remove the entire hallway and two roam ceilings to allow for
the removal, then reinstallation of the duct systems and suspended ceilings.
Another cost ($15,500 difference) is in the combined areas of wood refinishing,
painting, and carpeting. It is hoped that a value engineering agreement could be
worked out with the successful contractor to reduce these finishing costs.
A summary of the funds required for this project is shown on Attachment II. The
total additional funds required to complete Project 20047 is $199,976.
The District will be able to recover the cost of this project within a 3 year 10
month period of time. Even though about 50 percent of the total cost of this
project is attributable to work on the facility to meet the basic electrical and
mechanical requi rements of the Di strict's CSO facil ity, the income of $64,860 per
year from our tenant will cover the total remodel ing costs. In fact, over the
probable length of the lease of ten years, the District's lease income will be at
least $648,000 with a potential of a higher return based upon the inflation rate
adjustments in April 1992.
RECOMMENDATION: Authorize award of the contract for construction of District
Project 20047 to Malpass Construction Company in the amount of $218,500 and
authorize $199,976 from the Sewer Construction Fund.
L-_______
13028-9/85
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ITEM
3.
4.
AlTAOiMENT II
POST BID - PRECONS1RJCTION ESTIMAlE OF COSTS
FOR
DISlRICT PROJ ECT 20047
DESCRIPTION
1.
2.
Construction Contract (As Bid)
Estimated Construction
Contingencies
Architect/Consultant Support
Total Estimate Required to Complete
Proj ect
5. Pre Bid Expenditures:
Force Account, Printing, Advertising
Architect/Consultant Costs
Asbestos Removal
Total Preconstruction Incidentals
6.
Total Estimated Project Cost
(Items 4 & 5)
7. Funds Previously Authorized:
8.
DP 20047, Upper Remodel Work
(Design and Pre-Bid Costs)
DP 3836, Lower Remodel Work
(Balance Remaining)
Total Previously Authorized
Total Additional Funds Required to
Complete Project (Item 6 minus
Item 7)
ITEM AMOlJ NT
$ 320
$14,576
$ 2,925
<$23,000>
<$21,445>
TOTAL
$218,500
$ 2,000
$ 6, 100
$226,600
$ 17 ,821
244,421
<$ 44,445>
<$199,976>
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Centr~ Contra Costa Sanitar ~ District
BOARD OF DIRECTORS
POSITION PAPER
PAGE 1 OF 2
NO.
IV. BIDS AND AWARDS 2
SUBJECT
AUTHORIZE $43,000 FROM THE SEWER CONSlRUCTION FUND AND
AUTHORIZE AWARD OF PURa-tASE ORDER TO JBI ASSOCIATES FOR
ONE BARSCREEN SCREENINGS GRINDER
DATE
Januar 5, 1987
TYPE OF ACTION
JVJTHORIZE FUNDS
SUBMITTED BY
James L. Bel cher
Associate En ineer
INITIATING DEPT.lDIV.
Maintenance Engineering
Plant 0 erations De artment
ISSUE: The Board of Directors authorization is required for expenditure of the Sewer
Construction Fund for capital projects.
BACKGROUND: In July, 1985, the Board of Directors authorized the installation of two
barscreens on i nfl uent channel Nos. 1 and 2. The new barscreen on channel No. 2
replaced a manual rake system and does not currently have a screenings handling
system. The screenings handling system installation was delayed pending the results
of a screenings removal study. The preliminary results of this study indicate that
installing a grinder on No.2 channel would provide additional flow handling capacity
and operational reliability for this wet weather season.
The screenings and sludge grinders currently used by the Plant Operations Department
are inefficient and require high maintenance. A survey of the grinder equipment
market has revealed that a new grinder is now available that encompasses some unique
and novel features in its design. It is believed that this newer style of grinder
will greatly improve grinding efficiency, while significantly reducing labor and
material costs for repair. There is currently only one known manufacturer of this
unique style of grinder. The purchase of this new style of grinder will allow the
District the opportunity to field test the equipment to determine its suitability for
future use. The major portion of the installation of this equipment will be done by
District forces. This purchase is in accordance with the Publ ic Contract Code,
Section 3400(b).
This equipment replaces an existing manual system and does not constitute a project
as defined by CEQA.
RECOMMENDATION: Authorize award of a purchase order to JBI Associates and authorize
$43,000 from the Sewer Construction Fund for purchase and installation.
R VIEWED AND RECOMMENDED FOR BOARD ACTION
--'-~------_._----~---'----'--~_.__._~.__.--L___.______~___._
Prepurchase Items
Grinder
Tax
Force Account
Engineering
Installation
Total
SCREENINGS GRINDER
$ 23,000
1,500
$ 24,500
2,500
16,000
$ 43,000
M_._'._________.____.._~__.,______.__,..._.._.,._..,_._..,_._.____..,_.__.___'__"_______.___.__._~,_.__.___._._
.
Centra. ~ontra Costa Sanitar~ .listrict
BOARD OF DIRECTORS
PAGE 1 OF 2
POSITION PAPER
BOARD MEETING OF
January 8, 1987
NO.
v.
CONSENT CALENDAR 2
SUBJECT
AUTHORIZATION FOR P.A. 87-1 (MARTINEZ AREA) TO BE
INCLUDED IN A FUTURE FORMAL ANNEXATION TO THE DISTRICT
DATE
December 30, 1986
TYPE OF ACTION
ACCEPT ANNEXATION FOR
PROCESSING
SUBMITTED BY
Dennis Hall, Associate Engineer
INITIATING DEPT.lDIV.
Engineering Dept./Construction Division
Pa rce 1
No.
Area
Owner
Address
Parcel No. & Acreage
Remarks
Lead
Agency
87-1
Martinez
(I OA5 )
R. Vanderkous
POBox 2086
Martinez, CA 94553
376-200-001 (4.35 Acres)
Parcel is being split by
a minor subdivision map
into four lots.
Land division and map has
been approved by the city
of Martinez.
Martinez
RECOMMENDATION: Authorize P.A. 87-1 to be included in a future formal annexation.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
1302" .9.'65
DH
JSM
RAB
INITIATING DEPT./OIV.
~
-/
RA. 87-1
.
Centra... Contra Costa Sanitar) District
BOARD OF DIRECTORS
PAGE 1 OF 4
POSITION PAPER BOARD MEEJ'~~&~ry 8, 1987
NO.
VII. BUDGET AND FINANCE 1
DATE.
uecember 30, 1986
SUBJECT
AUTHORIZE A PUBLIC NOTICE TO INDICATE AVAILABILITY
OF DOCUMENTATION IN SUPPORT OF THE PROPOSITION 4
APPROPRIATIONS LIMIT
TYPE OF ACTION
AUTHORIZE PUBLIC
Non CE
SUBMITTED BY
INITIATING DEPT.lDIV.
Walter N. Funasaki, Finance Officer
Administrative/Finance and Accounting
ISSUE: The Central Contra Costa Sanitary District is requi red to establish its
appropriations limit in accordance with Article XIII B of the California Constitution.
BAa<GROON:> :
General Requirements: Proposition 4 was approved on November 6, 1979, and was
incorporated in the Cal ifornia Constitution as Article XIII B. Article XIII B,
as impl emented by Senate Bill 1352, 1 imits appropri ati ons of state and local
governments to the appropriations of the 1978-1979 base year adjusted in each
subsequent year for changes in the Consumer Price Index or California per capita
personal income, whichever is lower, and population.
SB 1352 requires government agencies to establish their appropriations limit by
resolution each year at a regularly scheduled meeting or a noticed special meeting
beginning with the 1980-1981 fiscal year. Notice to the publiC of the
availability of documentation in support of the appropriations limit must be given
fifteen days prior to adoption. For 1980-1981, the appropriations limit was open
to challenge within 60 days of the effective date of the resolution; for
1981-1982, and each fiscal year thereafter, the period in which a challenge can be
commenced is 45 days of the effective date of the resolution.
Key Assumptions: The following key assumptions have been used in interpreting the
provisions of Article XIII B:
o
The District accounts for its activities in four separate funds:
Expense Fund (General Fund); Sewer Construction Fund (Capital
Self-Insurance Fund; and Debt Service Fund.
Running
Fund);
The Running Expense Fund and Self-Insurance Fund are considered to be
enterprise funds and are not subject to limitation under Proposition 4.
Enterprise funds are generally used to account for operations that are
financed and operated in a manner simil ar to private business enterprises
where it is intended that costs of providing goods or services to the publiC
on a continuing basis be financed or recovered primarily through user
charges.
Bond proceeds used for debt serv ice are not subj ect to the appropri ati ons
limit.
INITIA T1NG DEPT.lDIV.
~~
1302A.9/85 WF
REVIEWED AND RECOMMENDED FOR BOARD ACTION
SUBJECT
POSITION PAPER
AUTHORIZE A PUBLIC NOTICE TO INDICATE AVAILABILITY
OF DOCUMENTATION IN SUPPORT OF THE PROPOSITION 4
APPROPRIATIONS LIMIT
PAGE? OF ~
DATE
Decembe r ~ n . , QAA
The District's appropriations limit is required to be established for the
Sewer Construction Fund. The appropriations 1 imit is determined for yearly
appropriations into the Sewer Construction Fund.
o Article XIII B defines "proceeds of taxes" as incl uding, but not restricted
to, all tax revenues, income from investment of tax proceeds, and the
proceeds of regulatory licenses, user charges and fees to the extent that
such proceeds exceed the reasonable cost of providing the regulation, product
or service. "Proceeds of taxes" also include state subventions, other than
those for mandated programs for which the state reimburses the local
agency. SB 1352 further defined state subventions to include only money
received by a local agency from the state, the use of which is unrestricted
by the statute providing the subvention. Grant funds received from the state
for capital projects are restricted to specific uses and are, therefore, not
"proceeds of taxes."
o Fund bal ances carried over into fiscal year 1980-1981 are generally subject
to limitation unless they were appropriated into a reserve account prior to
July 1, 1980; however, as the Sewer Construction Fund is a single purpose
fund, the fund balance at June 30, 1981, has been construed as having been
appropriated into reserves and, therefore, not subject to limitation.
Computation of Appropriations Limit: The District appropriations limits are
computed on the following attachment:
Attachment A - Appropriations Limit: 1979-1980, 1980-1981, 1981-1982,
1982-1983, 1983-1984, 1984-1985, 1985-1986, and 1986-1987.
RECOMMEN>ATION: Authorize pl acement of a Public Notice advising that documentation
used in the determination of the appropriations limit shall be available fifteen days
prior to the Board Meeting to be held on February 5, 1987, at which the appropriations
limit for the Sewer Construction Fund for the fiscal year 1986-1987 will be adopted.
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1302B- 9/85
CENTRAl CONTRA COSTA SANITARY DISlRICT
Sewer Construction Fund (Capital Fund)
Appropriations Limit
Attachment-A
Page 3 of 4
1979-1980, 1980-1981, 1981-1982, 1982-1983, 1983-1984,
1984-1985, 1985-1986 and 1986-1987
1978-1979 Appropriations Subject to Limitation
1979-1980 Appropriations Limit:
CPI Change
State Per Capita Personal
Income
Population Change
Compound Effect:
$4,697,644 x 1.1252 =
1980-1981 Appropriations Limit:
CPI Change
Per Capita Income Change
Population Change
Compound Effect:
$5,285,789 x 1.1470 =
1981-1982 Appropriations Limit:
Per Capita Income Change
Population Change
Compound Effect:
$6,062,800 x 1.1127 =
1982-1983 Appropriations Limit:
CPI Change
Population Change
Compound Effect:
$6,746,078 x 1.0772 =
1.1017
1.1500
1.0214
1.1017 x 1.0214 = 1.1252
$5,285,789
1.1468
1.1211
1.0231
1.1211 x 1.0231 = 1.1470
$6,062,800
1.0912
1.0197
1.0912 x 1.0197 = 1.1127
$6,746,078
1.0679
1.0087
1.0679 x 1.0087 = 1.0772
$7,266,875
$4,697,644
--~---'---"'-"-'-"-~'~"~-"""-'~"-"'--------'~---~--------__.....~_____.__..__""~.______._">O.____..__._.____~___..___._..._~.~_..
1983-1984 Appropriations Limit:
Per Capita Income Change
Population Change
Compound Effect:
$7,266,875 x 1.0388 =
1984-1985 Appropriations Limit:
CPI Change
Population Change
Compound Effect:
$7,548,830 x 1.0612 =
1985-1986 Appropriations Limit:
CPI Change
Population Change
Compound Effect:
$8,010,818 x 1.0506 =
1986-1987 Appropriations Limit:
CPI Change
Population Change
Compound Effect:
$8,416,165 x 1.0484 =
Page 4 of 4
1. 0235
1.0149
1.0235 x 1.0149 = 1.0388
$7,548,830
1.0474
1.0132
1.0474 x 1.0132 = 1.0612
$8,010,818
1.0374
1.0127
1.0374 x 1.0127 = 1.0506
$8,416,165
1.0230
1.0248
1.0230 x 1.0248 = 1.0484
$8,823,507