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HomeMy WebLinkAboutAGENDA BACKUP 11-17-83
c((SD
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
No.IV. Consent Calendar
7 11/17/83
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
SUBJECT ACCEPT THE CONTRACT FOR CONSTRUCTION OF OUTFAll
PROTECTION BRIDGES, WATERFRONT ROAD, MARTINEZ, (PROJECT 3824)
AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION
November 8 1 8
TYPE OF ACTION
ACCEPT CONTRACT WORK
SUBMITTED BY
Munawar Husain
INITIATING DEPT./DIV.
Construction and Services Division
ISSUE: Work has been completed on the Outfall Protection Bridges project and is
now ready for acceptance.
BACKGROUND: Albay Construction Company was issued a Notice to Proceed on August 29,
1983. By October 27, 1983, the Contractor had completed the contract work. It is
appropriate to accept the work at this time.
RECOMMENDATION: Accept the Contract for construction of the Outfall Protection
Bridges (Project 3824) and authorize the filing of the Notice of Completion.
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REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT./DIV.
M. Husain
j)., ;~B
Costa Sanitary District
BOARD OF DIRECTORS
NO. V. Administrative
1 11/1 /8
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
November 14, 1983
TYPE OF ACT ION
SUBJECT
DISTRICT-WIDE GOALS FOR THE PERIOD BEGINNING APRIL 1, 1984
Request Board's Input
SUBMITTED BY INITIATING DEPT.!DIV.
Ro er Dolan General Mana er-Chief Enginee Administrative
ISSUE: District Management requests the Boardls input on developing District-wide
Goals and Departmental Objectives for the period beginning April 1, 1984 through
September 30, 1985.
BACKGROUND: In the past, planned Goals and Objectives have been developed by and
for each individual department. At last July.s Performex Management Planning
Seminar, one of the decisions made was to prepare District-wide goals and have
individual departments develop objectives to reach these goals beginning with the
upcoming Goals and Objectives period.
At a meeting to be held at the end of November, 1983, Department Managers will begin
to develop the objectives necessary to accompl ish the District-wide goals establ ished
for the coming period. Naturally, the first step in developing District-wide goals
is to ascertain those areas the Board is interested in having addressed as areas in
which they would 1 ike to see accompl ishments during the upcoming goals and objectives
period. The following have been identified as goal areas that have been set forth
that are of a District-wide nature:
o Reduce costs
o Improve services
o Improve planning
o Improve management of resources
o Improve communication with publ ic
o Maintain District functions
It is requested that the Board review the areas suggested above and indicate changes
or other goals they feel should be pursued. Moreover, if there are specific
objectives that the Board is interested in including, the staff would appreciate
that information.
RECOMMENDATION: Provide staff with discussion concerning goal areas of the District.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
ENG.
INITIATING DEPT.!DIV.
Distr'ict
BOARD OF DIRECTORS
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
NO. V I. Eng i nee ring
1 11 1 8
~o~ember 7, 1983
SUBJECT AUTHORIZE EXECUTION OF AGREEMENT WITH LARRY WALKER
ASSOCIATES FOR AUDIT CONSULTING SERVICES FOR THE STAGE
5A-II PROJECT AND AUTHORIZE $27,000 IN SEWER CONSTRUCTION
FUNDS
TYPE OF ACTION
AUTHORIZE CONTRACT
AUTHORIZE FUNDS
SUBMITTED BY
Curtis Swanson
INIT,.lATI~G DEPT./D1'k. . .
tnglneerlng U1V1Slon
ISSUE: Authorization is required to execute an agreement with Larry Walker
Associates to conduct a pre-audit review of the Stage 5A Phase II Project.
Authorization of funds for this work is also required.
BACKGROUND: The District has applied for $86,000,000 in Federal and State
grant funds for the Stage 5A and 5B plant expansion projects. At the completion
of each grant project, federal and state grant agencies conduct audits to verify
that grant funds were expended in accordance with regulations and procedures.
Although interim audits have been conducted on the Stage 5A Phase I Project and
portions of the other projects, final audits have not been conducted on any of
the District grant projects.
Agencies who have already received their final audits of clean water grant
projects have experienced many problems with the auditors and have had substantial
grant expenditures disallowed. In fact, a typical experience has been that local
project expenditures have doubled as a result of audit decisions. Because of the
particular complexities of the Stage 5A and 5B projects, staff feels that it is
prudent to prepare for the forthcoming audits of these projects.
To prepare for the final audits, staff is proposing a pre-audit review of the
Stage 5A Phase II Project. The pre-audit review will identify audit problems
with the Stage 5A Phase II Project and recommend actions for the District to take
to resolve these problems and minimize the loss of grant funds by adverse audit
findings. The proposed pre-audit review will consist of the following three
tasks:
Task 1 is to perform a detailed examination of the policy, procedural,
and documentation aspects of the Stage 5A Phase II Project. District records
and files including accounting records, plans and specifications, consultant
contracts, and construction reports will be reviewed for potential audit
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INlf~;iPT ./DIV.
i/JJD..
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problems. District staff involved with the Stage 5A Phase II Project
will also be interviewed.
Task 2 is to provide in-depth verbal and written reports to the
District of the pre-audit review findings and recommendations. The
verbal report will be made to the appropriate District engineering
and accounting staff during a two-day meeting.
Task 3 is to provide consultation and assistance on difficult problems
during audit preparations and during the actual federal and state audit.
The Stage 5A Phase II Project was selected for this pre-audit review because
it will be the first project to be audited. Staff will be able to apply
information gained from the pre-audit review of this project to future audits
of the other six grant projects.
The pre-audit review will be conducted by Larry Walker Associates, Inc. (LWA).
LWA has conducted pre-audit review for several other sanitation agencies in
California and throughout the country. Mr. Walker was formerly Manager of
the California Clean Water Grants Program, and is an acknowledged authority
in the grant audit field. LWA will provide these audit consulting services
on an hourly basis at a cost not to exceed $21,000. District staff will
assist LWA in locating and interpreting project records during the pre-audit
review. The cost for this effort as well as project management is estimated
to be $4,800.
A summary of the funds being requested is presented in Attachment A. Tasks 1
and 2 of the pre-audit review will be completed by March, 1984. The time
schedule for Task 3 is dependent on the audit schedule established by the
federal and state agencies.
The pre-audit review will accomplish in part two of the 1983-84 Goals and
Objectives for the Engineering and Construction Department.
RECOMMENDATION: Authorize the General Manager-Chief Engineer to execute the
agreement with Larry Walker Associates for pre-audit review of the Stage 5A
Phase II Project on an hourly basis at a cost not to exceed $21,000. Authorize
expenditure of $27,000 from the Sewer Construction Fund for consultant and
District costs associated with this work.
ATTACHMENT A
COST SUMMARY
Pre-Audit Review by Larry Walker
Associates
Task
- Project Records Review
Task 2 - Pre-Audit Review
Task 3 - Consultation Before and
During Audit
District Force Account
Contingency
Total Funds Requested
11/2/83
$11,700
2,800
7,000
$21 ,500
4,800
700
$27,000