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HomeMy WebLinkAboutAGENDA BACKUP 04-07-83 <((sD Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE March 29, 1983 TYPE OF ACTION SUBJECT QUITCLAIM EASEMENTS - SAN RAMON AREA JOBS 3148 AND 3506 QUITCLAIM EASEMENTS SUBMITTED BY Jay S. McCoy INITIATING DEPT./DIV. Construction and Services Division ISSUE: Woodhill Development Company, owner of the property which is encumbered by the subject easements, has requested this District to quitclaim said easements. BACKGROUND: The subject easements were created in 1979 and 1981. Development plans for the property have changed, and the easements are no longer required. New easements will be created for the revised development plans. RECOMMENDATION: Approve and execute Quitclaim Deed and authorize its recording. REVIEWED AND RECOMMENDED FOR BOARD ACTION ~ JSM <((sD Central Contra Costa Sanitary District BOARD OF DIRECTORS N~ IV. Consent Calendar 3. 4 7 83 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE EXECUTE CONSENT TO DEDICATION TO CONTRA COSTA COUNTY - HAPPY VALLEY ROAD - JOB 911, PARCEL 1 March 18, 1983 TYPE OF ACTION EXECUTE CONSENT TO DEDICATION SUBJECT SUBMITTED BY Dennis Hall INITIATING DEPT./DIV. Construction and Services Division ISSUE: HAPPY VALLEY ROAD, a City of Lafayette street, is being widened 10 feet by dedication to the City on the map of Minor Subdivision MS 505-82. This 10-foot widening crosses an existing 25-foot-wide District sewer easement. BACKGROUND: District consent is required whenever a roadway widening encroaches upon an existing District easement. RECOMMENDATION: Approve and execute consent document and authorize its recording by the City. REVIEWED AND RECOMMENDED FOR BOARD ACT/ON AIf/fJ DH c((SD Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE March 25,1983 SUBJECT APPROVAL AND EXECUT I ON OF AMENDMENT TO STATE UT I LIT I ES AGREEMENT 106.75.2 CONCERNING RELOCATION OF CERTAIN DISTRICT FACILITIES ADJACENT TO 1-680 BETWEEN NORTH MAIN STREET AND O. MILES NORTH 0 TYPE OF ACTION RESOLUTION APPROVING AMENDMENT TO U . T. 1 06 . 75 . 2 SUBMITTED BY INITIATING DEPT./DIV. Construction and Services ISSUE: The subject amendment is necessary to cover extra costs associated with the sewer relocation project. BACKGROUND: On January 15, 1980, the State of California issued to the District a "Notice to Relocate" ordering that certain sewer lines, manholes, and rodding inlets be relocated to accommodate proposed Sate freeway modifications. In March of 1980, the District Board approved State Util ities Agreement 106.75.2, which required the State to reimburse the District for the cost of the relocation work--then estimated at $90,200. The actual cost of the project is approximately $118,800 and will be reimbursed to the District after this amendment is approved. RECOMMENDATION: Approve Amendment to the State Utility Agreement 106.75.2, authorize the President and Secretary to execute, and adopt resolution to that effect. REVIEWED AND RECOMMENDED FOR BOARD ACTION r1N> I Contra Costa Sanitary District BOARD OF DIRECTORS NO. VI. Eng. 3 4 7 83 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE March 31, 1983 SUBJECT TYPE OF ACTION AUTHORIZE $115,000 IN SEWER CONSTRUCTION FUNDS FOR CONTINUED WORK ON STORM DAMAGE PROJECTS AUTHORIZE FUNDS DECLARE EMERGENCY SUBMITTED John Larson / Jay McCoy INITrrig~n~'e'r-r;~hgV& Constructi on Department ISSUE Supplemental funds are required for continued work on storm damage projects. An emergency declaration is required to allow interim corrective actions to proceed rapidly. BACKGROUND The District sustained damage at 15 locations as the result of heavy rains that occurred in January, 1982. At this time five projects are complete and one project is under contract for construction this summer. To date the Board has authorized a total of $265,800 for work on the 1982 storm damage projects and the District has received $115,684 in Federal Emergency Management Agency grant authorizations. In February, the Board declared an emergency and authorized $50,000 in sewer construction funds for interim corrective action at the Moraga Trunk Sewer in Lafayette. This authorization was given with the understanding that the repairs could cost more. At this time $80,000 has been expended including $10,000 for stabilizing a slide that occurred on March 4. Condi- tions at the site are such that additional slides could occur at any time. Extensive damage has occurred at over 20 new locations. A preliminary investigation is in-progress. A rough estimate of the cost of permanent corrective actions is $1,000,000. Supplemental funds in the amount of $95,000 are required at this time to cover expenditures to date and to continue work on the storm damage pro- jects. An estimate showing the distribution of costs is attached. Sub- stantial subsequent authorizations are anticipated upon completion of the preliminary investigations. The threat of imminent collection system failure currently exists at several locations. In February the Board declared an emergency in con- junction with the Moraga trunk sewer. The current damage warrants a declaration of emergency that would extend to all current and future storm damage sites. This declaration and the au'thorization of $20,000 wou'!d allow Di~trict staff .~o proceed rapidly with interim corrective ~ctlon as requlred. REVIEWED AND RECOMMENDED FOR BOARD ACTION JL NRAB ENG. RE COMMEN DATI ON 1. Authorize $115,000 in Sewer Construction Funds to cover expenditures to date, to continue work on storm damage repairs, and to provide a $20,000 emergency repair allowance. 2. Declare that an emergency exists in certain portions of the collection system due to storm damage resulting from the excessive winter rains of the 1982-83 wet weather season. REVIEWED AND RECDMMENDED FOR SOARD ACTION INITIATING DEPT./DIV. GEN. MGR./CHIEF ENG. JAL JSM RAB COST ESTIMATE CONTINUED WORK ON STORM DAMAGE PROJECTS Emergency Repairs to Moraga trunk sewer slide Emergency Repair Allowance Design Permanent Repairs for Moraga trunk sewer slide Design Permanent Repairs for South Trail Creek Crossing Design Permanent Repairs for Carrol Place Creek Crossing Conduct Preliminary Investigations at 20 new storm damage sites DSP Nos. $30,000 3642 20,000 3642 44,000 3642 7,500 3643 7,000 3666 6,500 3861 Total $115,000 BOARD OF DIRECTORS NO. V. Adm. 1 4 7 83 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE March 30, 1983 SUBJECT CONSIDER CONSULTANT'S SUGGESTIONS BASED ON A REVIEW OF DISTRICT'S REFUSE COLLECTION RATE SETTING PROCEDUR S TYPE OF ACTION Consider Effecting Consultant's Suggestion SUBMITTED BY Walter N. Funasaki INITIATING DEPT./DIV. Administrative De artment ISSLE: Changes to the District's refuse collection rate setting procedures suggested by Price Waterhouse are under consideration by the Board of Directors. BACKGROUND: At its March 3, 1983 Board Meeting, the Board of Directors received a report prepared by Price Waterhouse based on a review of the District's rate setting procedures. The Board provided the franchised refuse collectors the opportunity to review the report and provide the Board with their comments. Concerns were expressed by the refuse collectors regarding implementability and desirability of the suggested changes to rate setting procedures. The Board directed that District staff meet with the consultant and refuse collectors to review the report and identify suggested changes for which concurrence exists and those which are at issue. A meeting was held on March 25, 1983 with representatives of Price Waterhouse, Valley Disposal Service, Inc., and Orinda-Moraga Disposal Service. The consultant's suggested changes and their disposition by the participants are summarized in Attachment A. District staff has identified suggested changes which it recommends be instituted with the review of the immediate rate applications, and those changes which should be implemented for subsequent rate applications. The phased implementation of changes in the rate setting procedures is recommended primarily because immediate rate applications have already been prepared by the refuse collectors on the customary basis. The summary below categorizes the implementation of suggested changes within the immediate and subsequent rate applications: Immediate Rate Applications A. Operational information should be included as part of the rate application. The refuse collector would be required to include operational information described in Attachment A, as can be readily obtained; however, all such operational informa- tion presented in Attachment A would be required for subsequent rate applications. B. Franchise fees should be excluded from allowable operating expenses, as recom- mended in the Price Waterhouse report. REVIEWED AND RECOMMENDED FOR BOARD ACTION ~ ~ 0 , w Z Ul rT "U ~ 0 rT-tlZ ::::T(1) ~O rT 0 , 0 0 ::::TO 0 W.o ~ W (1) Ul ~(1) , ::0 :J e: 0 0 rTW Ul rT 3 3 mn (Q -.~ 0'" -.0 (1) (1) Ul W W <I'TI (1) , W L-. 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I- U +J 0 .- .c: u I- l1l <1l'- <1l U I- VI+J e: 0 VI E > ~ +J 4- 0. ~ <1l E e: U.- e: 4- l- E l1l<("'C LL. 0 +J l- I- I- VI l- I- VI 0 <1l >- . <1l E <1l +J .- 4- <1l "'C I- +J "'C l1l "'C C E l1l'- I- >- l1l .0 U "'C +J ~ VI E4- VI 0'1 VI +J <1l e:~ e:.- 0 e: 0 e: I- .c: <1l 0 0 l- I- 0 I- 0 l1l l- E > U 0. 0. U 0. U 0. ..::r Ln \.0 ,....... C. Return on Equity as a method of calculating allowable profit should be provided to the Board in addition to the customary Operating Ratio calculation. Return on Equity rates within the industry and in general business will be presented for comparative purposes to aid the Board in determining the appropriate rate to be used for rate setting. Selection of a primary method for rate setting would be based on the Board's judgment. As the Return on Equity method is based on the application of a determined rate of return applied to the refuse collector's stockholders' equity amount, refuse collectors operating in more than one regulatory jurisdiction, such as Valley Disposal Service and Pleasant Hill Bayshore Disposal, will require apportionment of their stockholders' equity. D. Officers' compensation should be reviewed for reasonableness by District staff by referring to industry compensation guides, as recommended by Price Waterhouse. Subsequent Rate Applications A. Structured and standardized formats should be used for rate applications. Detailed formats will be finalized by the District staff and the refuse collectors. B. Revenue requirements should be adjusted for projected changes in customer volume; however, such adjustment should be made by District staff only if the change in volume is projected to be significant and exceeds a benchmark percentage, as determined by the Board. C. Cost savings programs may be proposed by refuse collectors at their option. The cost savings proposal should be submitted for review by the District 180 days before desired implementation. The development of criteria for the cost savings proposal and program requirements, including verification of results by manage- ment audits, will be completed during the 180 day period by District staff. D. Related party transactions involving Acme Landfill's tipping rates and dividends, F & F Leasing Company's lease charges and cross-jurisdictional allocation of expenses are to be reviewed by District staff in greater detail on a rotating bi- annual cycle basis. RECOMMENDATION: It is the District staff's recommendation that the suggested changes to rate setting procedures presented in Attachment A be implemented in a phased sequence for the immediate and subsequent rate applications, as described in this Position Paper. . REVIEWED AND RECOMMENDED FOR SOARD ACTION INITIATING DEPT./DIV. GEN. MGR'/CHIEF ENG. BOARD OF DIRECTORS NO. V. Adm. 2 4 7 83 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE April 1, 1983 SUBJECT AUTHORIZE $13,500 OF SEWER CONSTRUCTION FUNDS FOR INTERIOR ARCHITECTURAL TREATMENT IN THE HEADQUARTERS OFFICE BUILDING TYPE OF ACT ION Authorization of Funds SUBMITTED BY INITIATING DEPT./DIV. P. Morsen Administrative De artment Mana er Administrative De artment ISSUE: Certain areas of the Headquarters Office Building were specifically designed to accept interior architectural treatment. Staff formed an "Interior Architectural Committee" to investigate, study, and give recommendations on how to best complete the interior finishing of the Headquarters Office Building at the lowest possible cost. BACKGROUND: MWM (Headquarters Office Building architect) made a detailed proposal in February 1982, for the designing of decorative graphics and interior finishing. The proposed cost for the desiqn only was approximately $30,000 and in June 1982 was reduced to $20,600; additional money would have been required to implement the plan. Due to this high cost, staff decided to delay the interior finishing of the affected areas until the new building was physically completed and the carpeting and furniture were installed. To minimize costs, the Interior Architectural Committee was formed in January 1983, from the Administrative and Engineering departments to investigate, study, and make recommendations for wall treatment and plants in all public areas of the Headquarters Office Building. The Committee interviewed four companies that had varying types of decorative art. Each was requested to submit estimated pricing for each major area. The Committee studied the proposals and concluded that a mix of printed graphics, pictures, and plants would be the best overall architectural treatment to preserve the District's public image and to complete the overall design esthetics of the Headquarters Office Building. The Committee, after much work, feels that adequate interior architectural treatment can be designed and installed for a cost of $13,500. The $13,500 is a 55% reduction from the original design only cost figure and a 34% reduction from the second MWM design only proposal. Staff and the Interior Architectural Committee will work closely together during the implementation phase to ensure that an appropriate form and statement is achieved at project completion. RECOMMENDA TIONS: Authorize $13,500 of Sewer Construction Funds to complete the Headquarters Office Building interior architectural treatment. REVIEWED AND RECOMMENDED FOR BOARD ACTION jJjJ.. Yd PM ._--_._^-------"~--,_._---_....__._._._--_.~-_.._-~,~~-""-_.._~--_.---..._._,^~.__._-~_.-._'._-_.._"._-~_.-._._---... c((SD Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. VI. Eng 1 4/7 /83 I VIA: ROGER J. DOLAN POSITION PAPER General Manager-Chief Engineer DATE March 30, 1983 SUBJECT TYPE OF ACTION REPORT TO BOARD OF DIRECTORS ON ENGINEERING AND CONSTRUCTION DEPARTMENT'S 1982-83 ACCOMPLISHMENTS Robert A. Baker INITIATING DEPT./DIV. Engineering and Construction Dept. SUBMITTED BY The Engineering and Construction Department will present an overview of what has been accomplished during the current fiscal year. Goals and Objectives for 1983-84 will be distributed at the close of the presentation. REVIEWED AND RECOMMENDED FOR BOARD ACTION INITIA~T./DIV" . :(ifJJ:!;::" ..... . I o The project coordination task includes design, design review, and contract package preparation for various project completion elements. o Grant administration/audit preparation will consist of preparing this $S6,000,000 grant for its final audit. Additional funding for Stage SA Phase I in the amount of $123,000 is required at this time for continued staff work during the next 12 months. A cost estimate is attached. The operator training task has been approved with the expectation of being grant funded. The project coordination task is fundable, but mayor may not actually receive grant funds. The grant administration/audit preparation task is not grant fundable (but is necessary). RECOMMENDATION: 1. Authorize $31,SOO in sewer construction funds to update the Larwin, Martinez, and North Concord/Clyde watershed studies. 2. Authorize $123,000 in sewer construction funds for ongoing work or the Stage SA, Phast I Project. REVIEWED AHD RECOMMEHDED FOR BOARD ACTION INITIATING DEPT./DIV, GEN. MGR.lCHIEF ENG. BOARD OF DIRECTORS NO. VI. Eng. 4 4/7/83 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE April 5, 1983 TYPE OF ACTION SUBJECT AUTHORIZE $154,500 IN SEWER CONSTRUCTION FUNDS FOR ONGOING PROJECTS, THREE WATERSHED STUDIES & STAGE 5A PROJECT AUTHORIZE FUNDS SUBMITTED BY John Larson INITIATING DEPT./DIV. Engineering Division ISSUE: Additional funds are necessary to enable District staff to continue work on certain watershed studies and the Stage 5A Project. BAO<GROUND: Some capital projects are presented to the Board for funding on an annual (or periodic) basis to keep the Board current on District activities. The stage 5A project and watershed studies are in this category. Watershed Studies The collection system is divided into 17 watersheds which correspond with geographical basins. A watershed study is conducted periodically to identify short and long term facility needs and to set connection fees at the level to fund the long term facility needs. The watershed studies for three watersheds are currently being updated for the fist time in 7 to 10 years: Larwin Pump Station, City of Martinez, and North Concord/Clyde. These three watersheds were picked for study at this time because of high growth rate and/or known operational problems. Funding for these three watershed studies in the amount of $31,500 is required to complete the work. A cost estimate is attached. Stage 5A Phase I The Stage 5A Phase I grant was received by the District in September 1972. This grant funded the secondary and solids handling facilities construction. As the Board is well aware, the District has spent considerable effort in keeping this grant open in order to secure funding for the plant completion project. Complications in the regulatory process have slowed the completion of the project and have caused the District to incur continuing costs. Continued District staff work on this project includes operator training, project coordination, and grant administration/audit preparation. o An additional $76,000 grant amendment to the original Stage 5A, Phase I grant has been secured by the Plant Operations Department for a unique slide/tape training program. REVIEWED AND RECOMMENDED FOR BOARD ACTION JL EdfRAB <c(sD Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. Eng i neer i ng 2nd I tern 4/7/83 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE Ma rch 29, 1983 SUBJECT CLOSE OUT UNDEREXPENDED CAPITAL PROJECTS, RETURNING $123,471 TO THE SEWER CONSTRUCTION FUND, AND CLOSE OUT OVER~ EXPENDED CAPITAL PROJECTS, AUTHORIZING $38,248 IN SEWER TYPE OF ACTION Jay S. McCoy INITIATING DEPT./DIV. Construction & Services ISSUE: Supplemental funding is necessary to close out certain overexpended capital projects. BACKGROUND: Nineteen capital projects have been completed and can be closed out. A I ist of these projects is attached. Thirteen of the projects have surpluses totall ing $123,471. Projects with overruns greater than $1,000 are explained below: o PROJECT 9 - The Wegman/Carollo Sol id Waste to Energy account overran $14,870 due to a contractually required adjustment to the EPA audited overhead rate. o PROJECT 3520 - The Trailer City account overran $9,320 due to the later-than-expected occupancy of the new office building. o PROJECT 3608 - The Furniture and Equipment Study overran $4,246 due to staff costs resulting from the Board~requested re-evaluation effort. (This study resulted in overall reduced costs, particularly a $14,000 savings in partitions.) o PROJECT 3693 - The New Office Telephone account overran $8,884 because the phone system startup phase took more staff time than had been anticipated. To cover these overruns, $38,248 in Sewer Construction Funds is being requested. The net effect of this action is to return $85,223 to the Sewer Construction Fund. RECOMMENDATION: Close out thirteen underexpended capital projects, returning $123,471 to the Sewer Construction Fund, and authorize $38,248 to close out six overexpended capital projects. REVIEWED AND RECOMMENDED FOR BOARD ACTION f)t1t CAPITAL PROJECT SUMMARY PROJECT REMAINING BALANCE BOARD NUMBER DESCRIPTION AUTH. SURPLUS DEFICIT 9 Wegman/Carollo $450,000 $14,870 -;'" 501 Solid Waste to Energy 66,000 357 502 Landfill Gas Util ization 227,400 $ 15,773 706 Centrate System Mods 10,000 4,515 1380 LID 50 Martinez 5,049 4, 185 2570 4-lnch Gas Line 95,000 1,595 3023 Gea ry Road Reloation 1 21 ,000 167 3152 Outfall Repair 160,000 603 3469 Landfill Gas Pipel ine 20,000 25,537 ,',,', 3520 Trailer City 53,000 9,320 3608 Furniture & Equipment Study 40,500 4,246 3633 New Office Carpeting 103,740 5,811 3639 Landfill Gas Contract 116,500 5,632 3641 A r reba Street Storm Repairs 6,800 364 3644 Leland Drive Storm Repairs 24,300 571 3653 Berrellessa Emerg. Repair 40,000 37,056 3693 New Office Telephones 7,000 8,884 3804 Centrifuge Pi lot Plant 48,100 21 ,796 3817 Furniture and Equipment 9,256 437 TOTALS $123.,471 $38,248 Net returned to sewer construction fund $85,223 * Estimate. After the final invoice is paid, excess will be returned to the sewer construction fund. ** For the first time more money is being returned than was authorized. Getty reimbursed the District for design, survey, and right~of~way work on the landfill gas pipeline. 3/29/83 COST ESTIMATE Ongoing Projects WATERSHED STUDIES Larwin Pump Station $ 4,500 City of Martinez * Watershed Study Surveying As Built Trunk Sewers 8,500 9,000 1 ,000 Subtotal 8,500 $ 31,500 North Concord/Clyde STAGE SA PHASE I Operator Training 76,000 Project Coordination 17,000 Grant Administration/ Audit Preparation Subtotal 30,000 $123,000 $154,500 TOTAL AUTHORIZATION * This is the first watershed study for the City of Martinez since the CCCSD takeover and the size, length, and slope of each of the trunk sewers must be established for the study as well as for future use.