HomeMy WebLinkAboutAGENDA BACKUP 10-21-82
District
BOARD OF DIRECTORS
NO.
3 10/21/82
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
October 15, 1982
SUBJECT AWARD OF CONTRACT FOR DISTRICT PROJECT NO. 3650; 1982
STORM DAMAGE REPAIRS-SOARES LANE, LAFAYETTE AND
AUTHORIZE SEWER CONSTRUCTION FUNDS
TYPE OF ACTION
AWARD CONTRACT AND
AUTHORIZE FUNDS
Jarred Miyamoto-Mills
INITIATING DEPT./DIV.
Engineering Division
SUBMITTED BY
ISSUE:
of the
A contract must be awarded or proposals rejected within 30 days
opening of sealed bids.
BACKGROUND: Heavy rains during the winter storms of 1982 damaged
portions of the District's 6-inch sewer main off Soares Lane,
Lafayette. Collection System Operations crews made emergency repairs
to the damaged creek crossings by providing for temporary plastic pipe-
lines. On April 15, 1982, the Board authorized funds for design of
permanent repairs to various District facilities damaged by the storms
of 1981 and 1982.
Plans and specifications for the repair work were completed and advertise-
ments inviting the submission of sealed bids were placed on October 5 and
10, 1982.
The work generally consists of 63 lineal feet of 6-inch diameter sewer
main pipeline replacement and construction of appurtenant structures,
driveway improvements, 100 cubic yards of sacked concrete slope pro-
tection, cut off walls, and restoration of creek bed and creek bank.
The Engineerls Estimate for the contract work is $34,000. Bids were
received and opened on October 15, 1982 and are nOw being evaluated by
Engineering Division staff.
Bids will be reported and a recommendation for contract award or re-
jection of proposals will be presented at the Board's October 21, 1982
meeting.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
~
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INITIATING DEPT./DIV.
ITEM
10.
POST BID - PRECONSTRUCTION ESTIMATE OF COSTS
FOR
DISTRICT SEWERING PROJECT 3650
DESCRIPTION
ITEM AMOUNT
1 .
Construction Contract (As Bid) .
2.
Estimated Construction Contingencies
. . . . . . $
3. Estimated Construction Incidentals to Project Completion
Survey. . . $ 1 .900.00
Inspection .$3,800.00
Engineering . $ 2,000.00
Total Estimated Construction Incidentals
. $ 7 , 700 . 00
4.
Street Resurfacing or Seal Coat
. . . . . . . . . . $
5.
Total Estimate Required to Complete Project
6.
Pre Bid Expenditures
Survey, Engineering, Printing, Advertising
~M~~~ .CS.O pep't.. E)llerg~
Right-ot-Way Acquisition. .
. . . . $ 9,200.00
~ep~i:s. $ 700.00
.$
-
7.
Total Preconstruction Incidentals (as ot 10-20-82). . $ 9.900.00
8.
Total Estimated Project Cost
(Items 5 & 7)
9.
Funds Previously Authorized
Total Additional Funds Required to Complete Project.
(Item 8 minus Item 9)
TOTAL
. $ 35,340.00
3,560.00
$7.700.00
. . $ 46 .600.00
$ 9.900.00
. $ 56 ,500.00
. $ 6,300.00
. $ 50.200.00
% CONST.
CONTRACT
100%
10%
22%
132%
28%
160%
2050-8-78
October 20, 1982
FROM:
THE HONORABLE MEMBERS OF THE BOARD OF DIRECTORS
Roger J. Dolan ~
C 1 ark L. Wed d 1 e ~
John Larson J~.{j
Curt Swanson CtI"
Jarred L. Miyamoto-Mills ~~
AWARD OF CONTRACT FOR DISTRICT PROJECT NO. 3650: 1982 STORM
DAMAGE REPAIRS-SOARES LANE, LAFAYETTE AND AUTHORIZATION OF
$50,200.00 IN SEWER CONSTRUCTION FUNDS.
MEMO TO:
VIA:
SUBJECT:
ISSUE: On October 15, 1982, sealed bids for District Project No. 3650
were received and opened. A contract must be awarded or proposals re-
jected within 30 days of the opening of sealed bids.
BACKGROUND: Heavy rains during the winter storms of 1982 damaged
portions of the District's 6-inch sewer main off Soares Lane, Lafayette.
Collection System Operations crews made emergency repairs to the
damaged creek crossings by providing for temporary plastic pipelines.
On April 15, 1982, the Board authorized funds for design of permanent
repairs to various District facilities damaged by the storms of 1981
and 1982.
Plans and specifications for the repair work were completed and advertise-
ments inviting the submission of sealed bids were placed on October 5
and 10,1982.
The work generally consists of 63 lineal feet of 6-inch diameter
sewer main pipeline replacement and construction of appurtenant
structures, driveway improvements, 100 cubic yards of sacked concrete
slope protection, cut off walls, and restoration of creek bed and creek
bank.
Eight bids ranging from $35,340 to $92,260 were received as per the
attached tabulation of bids. The apparent low bidder is Mountain Cascade
of San Ramon, California. The Engineer's Estimate for the work is
$32,310. A Post Btd/Pre-Construction cost estimate is attached. $50,200.00
is needed to complete the project, including contract construction,
construction management, incidentals and contingencies.
It is anticipated that work on the project will start in early November.
The District's agreement with the California Department of Fish and
Game allows work in or near the creek until October 31, 1982. An ex-
tension of this condition to late December 1982 has been requested.
(2)
In accordance with the Federal/State Disaster Report dated May 19,
1982, $17,370 of the project cost will be reimbursable from disaster
re1 ief funds.
RECOMMENDATION: Award the contract for construction of District Project
No. 3650 to Mountain Cascade per their bid received October 15, 1982
and authorize $50,200.00 in sewer construction funds for the project.
Central Cont Costa San
BOARD OF DIRECTORS
District
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
NO. IV. ~ids & AW10 21 82
DATE October 18, 1982
SUBJECT
AWARD OF CONTRACT FOR THE CLEANING OF ONE ALUM SLUDGE
POND AND AUTHORIZE $41,000 IN SEWER CONSTRUCTION FUNDS
TYPE OF ACTION
AWARD CONTRACT AND
AUTHORIZE FUNDS
SUBMITTED BY
Charles W. Batts
INITIATING DEPT./DIV.
Plant Operations/Maintenance
Issue: On October 18, 1982, sealed bids for cleaning out one alum sludge drying pond
located at the District's Water Pollution Control Plant were opened. The Board of
Directors must award a contract or reject proposals within 30 days of the opening of
bids.
Background: The Central Contra Costa Sanitary District is treating alum sludge
generated by the Contra Costa County Water District through the use of settling/drying
basins on the Water Pollution Control plant site pending the resolution of the alum
sludge issue. At present one of the two alum sludge sett1 ing/drying basins is full,
dried, and requires cleaning; the other alum sludge basin is now in use. A Sewer
Construction Fund Account will be established for this work to track costs and to
recover costs from Contra Costa County Water District. Engineers' Estimate was $35,000.
This project was advertised on October 7, 1982, inviting contractors to review the
project and submit sealed bids within ten days. Bids were received ranging from
$35,550 to $245,000. The apparent low bidder is Shands Construction Company.
Recommendation: Award the contract for the cleaning of one alum sludge pond to
Shands Construction Company per their bid and authorize $41,000 in Sewer Construction
Funds for construction, contingencies, and incidentals.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
CWB
TREATMENT PLANT PROJECT
AMOUNT
$35,550
2,000
DESCRIPTION
ITEM
l.
2.
Construction Contract
Estimated Construction Contingencies (5%)
3. Estimated Construction Incidentals
$2,000
500
500
Survey
Inspection
Engineering
Total Incidentals
TOTAL ESTIMATE
3,000
$40,550
4.
5.
Pre-Bid Expenditures
Survey, Advertising, Engineering
TOTAL PROJECT
450
$41,000
6.
October 18, 1982
MEMORANDUM TO: Charles W. Batts, Plant Maintenance Division Manager
FROM: Patrick O'Connor, Senior Buyer
SUBJECT: CLEANING OF ALUM SLUDGE BASIN I I
Formal Bidding commenced with Publication of Notice to contractors on
October 7 and 12. Seven contractors completed the site inspection, as
required, and were given their package upon completion of the inspection.
Bids were publ icly opened and read on Monday, October 18, 1982.
Tabulation is as follows:
Contractor
Bid Amount
Exceptions
Shands Construction
Heim Bros.
Winton-Jones
Gallagher and Burk
Da 1 ze 11 Co.
o. C. Jones
IT Corp
$ 35,550.
$245,000.
No Bid
No Bid
No Bid
No Bid
No Bid
None
None
The lowest Bidder is Shands Construction. They have previously
demonstrated their ability to fulfill all of the requirements of a contract.
Shands Construction Bid is in line with the engineer's estimate which is
$35,000. Purchasing, therefore, recommends that you prepare the Position
Paper to the Board of Directors recommending the award to Shands Construction
for cleaning of alum sludge Basin I I at the lump sum contract price of
$35,550. ^ ~
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PO:gv
cc: K. Laverty
Contract File
Senior Buyer
FORMAL BID OPENING TP-7-8Ja3 OCT. 18, 1982. 10:00 A.M.
ALUM SLUDGE BASIH I I
Bids Out To
Received/Date-Time
Amount Bid
1. Winton Jones
2. Shands ":'0 A.M '6- l<it. '6 z.. y s:.fJ oj j) '3S":5'So.oo
v
3. Gallagher & Burk
q. Da 1 ze 11
5. O.C. Jones
6. Heim Bros. 1. : '3 () 1'. /..f 10.''1- J;2. 31 tI_' l1-J> , ~ L/ S; () d () ~D
-
7. IT Cor .
p
BIDS OPENED BY
WITNESS FOR THE
PRESENT AT BID OPENING
1. 8((, '- S#,#JJ>S
2.
3.
q.
5.
6.
7.
8.
9.
BOARD OF DIRECTORS
NO.
2 10/21/82
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
October 15 1982
TYPE OF ACTION
SUBJECT AWARD OF CONTRACT FOR DISTRICT PROJECT NO. 3662; 1982
STORM DAMAGE REPA IRS - BLACKHAvJK ROAD, LAFAYETTE AND
AUTHORIZE SEWER CONSTRUCTION FUNDS
AWARD CONTRACT AND
AUTHORIZE FUNDS
Jarred Miyamoto-Mills
INITIATING DEPT./DIV.
Engineering Division
SUBMITTED BY
ISSUE: A contract must be awarded or proposals rejected within 30 days
of the opening of sealed bids.
BACKGROUND: Rainfall during winter storms of 1982 caused bank erosion
in the immediate vicinity of one of the District's trestle bent footings
which supports an 8-inch sewer creek crossing near Blackhawk Rd.,
Lafayette. This erosion resulted in differential settlement of the
footing and a consequent 2 foot displacement of the pipe. On April 15,
1982, the Board authorized funds for design of permanent repairs to
various District facilities damaged by the storms of 1981 and 1982.
Plans and specifications for the repair work were completed and adver-
tisements inviting submission of sealed bids were placed on October 7
and 12, 1982.
The work consists of the fabrication and installation of a 30 ft. pipe
support strut, the installation of 70 lineal feet of new concrete
coated and 1 ined 811 steel sewer pipe, the construction of one anchor
block and one expansion block and the trimming and cabling of an
adjacent 60 inch Oak tree. The Engineer1s Estimate for the contract
work is $29 000. Bids were received and opened on October 18, 1982 and
are now bei~g evaluated by Engineering Division staff.
Bids will be reported and a recommendation for contract award or re-
jection of proposals will be presented at the Board's October 21, 1982
meeting.
'2- JM2
REVIEWED AND RECOMMENDED FOR BOARD ACTION
e;.& -:l ~ JL I a..r:w CLW
INITIATINC O:CPT..'DIV.
POST BID - PRECONSTRUCTION ESTIMATE OF COSTS
FOR
DISTRICT SEWERING PROJECT 3662
%CONST.
ITEM DESCRIPTION ITEM AMOUNT TOTAL CONTRACT
1 . Construction Contract (As Bid) . . $ 21,900.00 100%
2. Estimated Construction Contingencies . $ 2,200.00 10%
3. Estimated Construction Incidentals to Project Completion
Survey. .$ 2.500.00
Inspection . $ 2,850.00
Engineering .$ 2,150.00
Total Estimated Construction Incidentals .$ 7,500.00 $ 7,500.00 34%
4. Street Resurfacing or Seal Coat . $
5.
Total Estimate Required to Complete Project
. $31,600.00
144%
6. Pre Bid Expenditures
Survey, Engineering, Printing, Advertising. . . . $ 18,200.00
Special Services S.oi.1 COllsu.1tpnt. ... $ 2.600.00
B4s~~WalC~)(~lllIX. Tr.ee Consu1.taJ1t. ar.td . $ 1,800.00
trim branches
Total Preconstruction Incidentals (as of 10-18-82). . $ 22,600.00
7.
$22,600.00
103%
8.
Total Estimated Project Cost
(Items 5 & 7)
. $54.200.00
247%
9.
Funds Previously Authorized
. $11 .700.00
10.
Total Additional Funds Required to Complete Project.
(Item 8 minus Item 9)
. $42,500.00
2050-8-78
October 20, 1982
MEMO TO: THE HONORABLE MEMBERS OF THE BOARD OF DIRECTORS
VIA: Roger J. Dol an ~
Clark L. Weddle e.~
John La rson~"
Curt SwansoncUJ;
FROM: Jarred L. Miyamoto-Mills ~~
SUBJECT: AWARD OF CONTRACT FOR DISTRICT PROJECT NO. 3662: 1982 STORM
DAMAGE REPAIRS-BLACKHAWK ROAD, LAFAYETTE AND AUTHORIZATION
OF $42,500.00 IN SEWER CONSTRUCTION FUNDS.
ISSUE: On October 18, 1982, sealed bids for District Project No. 3662
were received and opened. A contract must be awarded or proposals re-
jected within 30 days of the opening of sealed bids.
BACKGROUND: Rainfall during the winter storms of 1982 caused bank
erosion in the immediate vicinity of one of the District's trestle
bent footings which supports an 8-inch sewer creek crossing near
Blackhawk Rd., Lafayette. This erosion resulted in differential settle-
ment of the footing and a consequent 2 foot displacement of the pipe.
On April 15, 1982, the Board authorized funds for design of permanent
repairs to various District facilities damaged by the storms of 1981
and 1982.
Plans and specifications for the repair work were completed and adver-
tisements inviting submission of sealed bids were placed on October 7
and 12, 1982.
The work generally consists of the fabrication and installation of a
30 ft. pipe support strut, the installation of 70 lineal feet of new
concrete coated and lined 8" steel sewer pipe, the construction of one
anchor block and one expansion block.
Nine bids ranging from $21,900.00 to $61,994.00 were received as per
the attached tabulation of bids. The apparent low bidder is Engineering
Construction Inc. of Concord, California. The Engineers Estimate for
the work is $27,400.00. A Post Bid/Pre-Construction cost estimate is
attached. $42,500.00 is needed to complete the project, including
contract construction, construction managment, consultants, incidentals
and contingencies
(2)
It is anticipated that work on the project will start in early November.
The District's agreement with the California Department of Fish and
Game allows work in or near the creek until October 31, 1982. An ex-
tension of this condition to late December 1982 has been requested.
RECOMMENDATION: Award the contract for construction of District Project
No. 3662 to Engineering Construction, Inc. per their bid received
October 18, 1982 and authorize $42,500.00 in sewer construction funds
for the project.
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
NO. IV. BI DS & AWARDS
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
October 19. 1982
SUBJECT AHARD CONTRACT FOR DISTRICT PROJECT 3812, SERVICE AIR
COMPRESSOR PREPURCHASE AND AUTHORIZE $87,380 IN SEWER
CONSTRUCTION FUNDS
TYPE OF ACTION
AWARD CONTRACT
AUTHORIZE FUNDS
SUBMITTED BY
Joye L nn Kurasaki
Issue
On September 30, 1982, sealed bids for District Project 3812. service air
compressor prepurchase, were opened. The Board of Directors must award a
contract or reject proposals within 30 days of the bid opening.
Background
The service air system which supplies both service and instrument air, is a
critical part of the treatment plant. However, the existing service air
compressor units are under capacity and poorly designed. Major maintenance
is required about once every six months. Since October 1980, the District
has spent over $60,000 in maintenance and rental compressor costs to keep the
service air system operational. .
The design for the purchase and installation of a new and reliable compressor
was submitted to the SWRCB in December 1981. A request for Advance Construc-
tion Approval followed in March 1982. Although the SWRCB agrees with the
need for a new compressor, any approval for equipment installation will be
contingent on their overall approval of the Stage 5A claim settlement agree-
ment and subsequent closeout of the Stage 5A grant. This is not expected
before April 1983.
District staff would like to proceed with the prepurchase of a new compressor
due to the long lead time (5 months) for compressor delivery. This would
provide for equipment installation by May 1983 instead of October 1983.
Approximately $18,000 in maintenance costs could be avoided. District staff
is working to obtain Advance Construction Approval from the SWRCB for the
compressor prepurchase. The SWRCB staff has indicated that they would review
the District's request and will make a determination during the week of
October 18, 1982. District staff does not recommend awarding the prepurchase
without SWRCB approval since it would eliminate any possibility of grant
funding of the purchase cost.
The service air compressor is a sole source procurement item due to the type
of compressor required. The District received one bid for this contract.
The price was $73,245.37 and is approximately 2 percent lower than the
engineer's estimate of $74,940. The Districtts staff has evaluated the bid
and their evaluation is summarized in Attachment No.1.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
JLK e~$ cws JL. JL
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The total installed cost of the service ai-r compressor fs estimated at
$138,980 (Attachment NO.2). At thi.s time $87,380 in funds are requi red
for the compressor prepurchase, purchase of a motor starter and District
force account. A separate position paper to cover the cost of the com-
pressor installation and District force account during installation and
startup, will be submitted at a later date.
This project is included in the 5....Year Capital Expenditure Plan as part of
the Stage 5A Completion Project.
Recommendation
Award the contract for D.P. 3812, service air compressor to Power Machine
Company subject to SWRCB approval of the prepurchase. Authorize $87,380
from Sewer Construction Funds.
Attachments
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT./DIV.
GEN. MGR./CHIEF ENG.
JLK
CWS
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CLW
ATTACHMENT NO. 1
CENTRAL CONTRA COSTA SANITARY DISTRICT
SERVICE AIR COMPRESSOR CONTRACT
GRANT NO. C-06~0696~010
BID TABULATION
ENGINEER'S POWER
ITEM ESTIMA TE MACHINE CO.
l. Service Air Compressor $66,960.00 $65,755.00
including freight
spare parts & startup
services
2. Credit (1) - $5,000.00
3. Compressor Space included in $ 2,620.00
Heaters & Thermal item No. 1 ...
Protectors
4. Cooling Water $ 3,405.00 $ 5,400.00
Components
5. Sales Tax (2) $ 4,575.00 $ 4,470.37
6. Total $ 74 , 940. 00 $73,245.37
(1) Credits received for fees previously
paid for a rental compressor
(2) 6~% Sales Tax
ATTACHMENT NO. 2
CENTRAL CONTRA COSTA SANITARY DISTRICT
SERVICE AIR COMPRESSOR PROJECT
PROJECT COST
Tota 1
A. Construction Contracts
*Compressor Prepurchase
*Motor Starter Purchase
Compressor Installation
Subtotal
$ 73,246
6.000
38',000
$117,246
Contingency (5% for prepurchase,
10% for starter & installation)
Contract Subtotal
8 ,064
$125,310
$125,310
B. Construction Management - District Force Account
*Prepurchase Contract
1. Administrative
2. Shop Drawing Review
$440
1,830
Installation Contract
1. Survey 400
2. Inspection 1,360
3. Contract Admin. 1 ,680
4. Grant Admin. 1 ,680
5. Office EngrjAs Builts 1 ,680
Operating Instructions
6. Startup & Testing 3,000
Construction Management Subtotal $12,070 $12,070
C. Other Expenditures
*Advertising & Printing $1 ,600 $1 ,600
D. Project Cost $138,980
E. Funds This Authorization (indicated by *) $87,380
F. Future Authorization $51 ,600
District
BOARD OF DIRECTORS
NO.V. CONSENT CALENDAR
2 10 21 82
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
October 14, 1982
SUBJECT
AUTHORIZATION FOR P.A. 82-17 (PLEASANT HILL AREA) TO
BE INCLUDED IN A FUTURE FORMAL ANNEXATION TO THE
DISTRICT.
TYPE OF ACTION
AUTHORIZE ANNEXATION
SUBMITTED BY
Jay S. McCoy
.lJ'jITIATING De;PT./DIVCI
~onstructlon an Services Division
Parcel
No.
Area
Owner
Address
Parcel No. & Acreage
Remarks
Lead
Agency
82-17
Pleasant
Hi 11
A.G. Carrara, et ux
459 Camino Las Juntas
Pleasant Hill, CA 94523
Septic tank failing.
District to prepare
'INotice of Exemptionl'
CCCSD
RECOMMENDATION: Authorize P.A. 82-17 to be included in a future formal annexation
to the District.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
~CLW
<C<SD
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
N~ V. CONSENT CALENDAR
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
October 18. 1982
SUBJECT
TYPE OF ACTION
SUBMISSION OF 1981-1982 AUDIT REPORT PREPARED BY
INDEPENDENT AUDITORS
RECEIVE AUDIT REPORT
SUBMITTED BY
Walter N. Funasaki
INITIATING DEPT./DIV.
Administrative/Accountin
ISSUE: The audit of the District's financial statements for the 1981-1982
fiscal year was completed by Laventhol & Horwath. Certified Public Accountants.
whose audit report is submitted to the Board of Directors herewith.
BACKGROUND: The audit of the District's financial statements was commenced on
August 16. 1982; the audit field work was completed on August 31. 1982. The
audited financial statements are prepared on an enterprise basis. The auditor's
opinion is qualified as to the outcome of the lawsuit related to the construction
of the wastewater treatment plant.
A copy of the audit report will be distributed to the State Controller's
Office. the County of Contra Costa. certain bondholders. and others on request.
RECOMMENDATION: Receive the 1981-1982 audit report prepared by Laventhol &
Horwath.
EVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEP~.~ IVV..~
WN F I2l:fl..
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
No.VI. ADMINISTRATIVE
1 1 2
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
October 14, 1982
SUBJECT
DECLARE CERTAIN DISTRICT EQUIPMENT AND MATERIALS
SURPLUS AND/OR SCRAP; AND AUTHORIZE DISPOSAL
TYPE OF ACTION
Declara tion of
Surplus/Scrap; and
Authorize Disposal
SUBMITTED BY INITIATING DEPT./DIV.
K. F. Laverty, Purchasing & Materials Officer Administrative/Purchasing
ISSUE: Surplus/scrap equipment and materials need to be disposed of on a District-wide
basis.
BACKGROUND: It has been approximately 20 months since the last disposal, by the
District, of surplus/scrap equipment and materials. Various departments have accumulated,
because of reasons of safety, construction and replacement, both surplus equipment and scrap
materials. To get the best possible value for the District and to reduce District employee's
time, we intend to dispose of all the District's Departments surplus/scrap items at one time.
The methods of surplus/scrap disposal has been discussed with the District's legal counsel. He
has advised that the "scrap" disposal could be done on an informal sealed bid basis, wherein
scrap dealers are verbally invited to take a look at the scrap and submit a sealed bid on the
total lot without going for a public advertisement.
All surplus equipment will, however, be publically advertised. To reduce the amount of time
for District personnel, the equipment will be disposed of on a sealed bid basis rather than a
public auction.
Attached are listings of the equipment and materials to be declared surplus/scrap. Each
equipment item shows the reason for its removal from the District. The estimated value of
all the equipment and materials is $15,000.
RECOMMENDATION: Declare the listed equipment surplus and the indicated piles of
miscellaneous metal scrap; and authorize the disposal thereof.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
(((sD
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
NO. VI. ADMINISTRATIVE
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
October 18 1982
SUBJECT
TYPE OF ACTION
DEFERRED COMPENSATION PLAN ADMINISTRATIVE PROCEDURES
APPROVE ADMINISTRATIVE
PROCEDURES
SUBMITTED BY
Walter N. Funasaki
INITIATING DEPT.!DIV.
Administrative/Accounting
ISSUE: The Deferred Compensation Plan Advisory Committee has prepared the
administrative procedures for the District's Deferred Compensation Plan.
BACKGROUND:
Committee is
the Deferred
attached.
A responsibility of the Deferred Compensation Plan Advisory
the development of the internal administrative procedures for
Compensation Plan. A copy of the administrative procedures is
The administrative procedures will be incorporated in an employee
handbook which describes the Deferred Compensation Plan.
RECOMMENDATION: Approve the Deferred Compensation Plan administrative
procedures developed by the Deferred Compensation Plan Advisory Committee.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT.!d "
WNF ~
ADMINISTRATIVE PROCEDURES
FOR
CENTRAL CONTRA COSTA SANITARY DISTRICT
DEFERRED COMPENSATION PLAN
I. INTRODUCTION
I. I Purpose
The purpose of the Deferred Compensation Plan (Plan) is to offer an
attractive employee benefit under which tax-deferred contributions, in lieu
of current income, will provide future payments upon death, disability,
retirement, or other termination of employment with the District.
1.2 Origin
In January 1976, the District voluntarily withdrew from participation in the
Federal Social Security System and established a Deferred Compensation
Plan. The District's withdrawal from Social Security, however, caused an
increase in the District's contribution to the County Retirement System in
the amount of $10.90 per month at Plan inception. To keep the District's
total contribution to the two plans (Deferred Compensation and County
Retirement) from exceeding the combined cost of Social Security and County
Retirement, the District's contribution to the Deferred Compensation Plan
was set at an amount equal to the Social Security contribution less $10.90 per
month for each participant.
Therefore, the District's present monthly contribution to each participant's
account is an amount equal to the Social Security tax rate times the
employee's monthly salary less $10.90. If an employee's annual salary
exceeds the maximum taxable amount under Social Security, the District's
annual contribution is currently equal to the Social Security tax rate times
the maximum taxable amount less $10.90 times the number of months
required for the employee to earn the maximum taxable amount.
To participate in the Plan and be eligible for the District's contribution, an
employee must contribute a minimum of $5 per month. The maximum
contribution during any tax year shall not exceed the limit established by law.
Both the District's contribution and the amount contributed by the employee
to the Plan are not taxable until withdrawn.
1.3 Administration
The District has entered into an agreement with Hartford Variable Annuity
Life Insurance Company (Hartford) to act as Plan Administrator. Hartford's
sales and service agent is Dean Witter Reynolds, Inc. (Dean Witter). The
District has the sole authority to enforce the Plan and is responsible for the
operation of the Plan in accordance with its terms.
-1-
2. DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE
To facilitate the internal administration of the Plan, a Deferred Compensation Plan
Advisory Committee (Committee), operating under the guidance of the District
Finance Officer, was established (Board Position Paper approved on January 28,
1982).
2.1 Committee Membership
One non management employee is selected from each department to serve on
the Committee. Selection of department representatives to the Committee
is the responsibi lity of the Department Managers. The Finance Officer is
responsible for notifying the Department Manager when a representative's
term has expired or when a replacement is needed for any other reason.
2.2 Term of Service
Committee members serve two-year terms beginning the first day of March
and ending the last day of February. The initial terms for the Plant
Operations and Engineering Departments were three-year and one-year
terms, respectively, to provide for overlapping terms.
Should a department representative resign, terminate employment, or
transfer to another department during the term, the Manager of the
department losing representation selects a replacement member to fill the
unexpired portion of the term. With the concurrence of the new Manager, a
transferred individual will be allowed to remain as an ex officio member in
order to complete an ongoing project.
2.3 Scope of Committee Activities
Included in the scope of activities are (I) establish internal administrative
procedures, (2) develop a document summarizing the Plan, (3) review
accountability by Plan Administrator (Hartford), (4) review requests for
emergency withdrawals, (5) review investment performance, (6) report to
District management and the Board of Directors.
2.4 Operation of the Committee
The Committee meets as often as it determines necessary, agrees upon rules
of order, and keeps the records it deems appropriate.
3. CHANGES AFFECTING THE DEFERRED COMPENSA TlON PLAN
Any changes in the Social Security regulations and laws which would affect the
contribution amount are communicated by the Finance Officer to the employees and
to the Committee for revisions to various written documents.
The Committee shall establish a review schedule for the Administrative Procedures
and the P Ian Summary to ensure that these documents are current.
-2-
4. DOCUMENT PROCESSING
All forms required for enrollment, changes, emergency withdrawals, and termination
withdrawals, are avai lab Ie through the Accounting Office.
Hartford prepares a quarter Iy statement of earnings for each employee which is
distributed by the Accounting Office. Usually, statements distributed each quarter
are for the quarter ending the previous month.
4.1 Enrollment
The Personnel Office provides all new employees with an information packet
containing the Administrative Procedures for the Deferred Compensation
Plan and a copy of the Plan Summary.
Each new employee is advised by the Personnel Office that a representative
of bean Witter will contact the employee to explain the Plan and, if the
employee so chooses, enroll him/her in the Plan. The Accounting Office
advises Dean Witter of each new hire.
A representative from Dean Witter then contacts the employee, meets with
him/her at his/her work location, explains the Plan (including the fees and
risks associated with various options), and gives him/her a copy of the
Hartford Plan prospectus. If the employee elects to participate, Dean Witter
has him/her sign enrollment forms ("Joinder Agreement" and "Notification of
Change") which are returned to the Accounting Office by Dean Witter for
processing. If the employee elects not to enroll within 30 days of hire and
signs a statement to that effect, he/she must wait unti I the next open
enrollment period (see Section 4.2 below).
The Accounting Office processes the enrollment application as follows:
a. Checks forms to see that they have been fi lied out completely and
correctly. Confers with the employee on any question.
b. Obtains authorized District signature (Clyde Hopkins, Paul Morsen, or
Roger Dolan).
c. Forwards the signed enrollment forms to Hartford via Dean Witter.
d. Sends a copy of the signed forms to the employee.
e. Starts payroll deductions and District payments.
4.2 Changes to a Participant's Account
The District has established enrollment periods during the months of August,
November , February, and May. By applying through the Accounting Office
dUrIng these months, an employee may make one or more of the following
changes to his/her account, effective the following pay period.
-3-
1-\
a. An employee who elected not to participate when hired may enroll in the
Plan. (Requires "Joinder Agreement" and "Notification of Change.")
b. An employee may change the amount of his/her personal contribution to
the Plan (increase or decrease). (Requires "Joinder Agreement" and
"Notification of Change.")
c. An employee may change the account allocation of moneys previously
contributed (move money among fixed and variable accounts). (Requires
"f\Jotification of Change.")
d. An employee may change the allocation of future contributions.
(Requi res "Not i fi cat i on of Change.")
Forms are available in the Accounting Office and will be processed by the
Accounting staff in the same manner as described under Section 4.1.
4.3. Emergency Wi thdrawa I
Only in the event of extreme financial hardship may an employee make a
cash withdrawal from the Plan. An unforeseeable emergency beyond the
employee's control must exist. Any amount withdrawn is subject to federal
and state taxes and Hartford's administrative fees.
Emergency Withdrawal Applications are available in the Accounting Office.
Although applications are processed as expeditiously as possible, the approval
procedure may take as long as 30 days. The procedure is as follows:
a. The employee receives the form and a copy of this procedure from the
Accounting Office and returns the completed form to the Finance
Officer.
b. The Finance Officer notifies Committee members of the application.
c. Based upon the apparent urgency of the request, the Committee either
calls a special meeting or confers on the matter at its next regular
meeting.
d. If appropriate, the applicant is invited to appear at the meeting to explain
his/her application.
e. The Committee advises the applicant, In writing, of its position on the
application.
f. The Committee makes a recommendation to the District Board of
Directors (Board) for action at the next regular Board Meeting.
g. The Board reviews the application in closed session, as a personnel
matter, and advises the Committee of its decision. At the Board's
discretion, the applicant and/or a Committee representative may attend
the Board Meeting to present additional information as needed.
h. The Committee notifies the applicant of the Board's action in writing.
-4-
I. If the Board allows the emergency withdrawal, the applicant must then
fill out and submit a "Withdrawal Request" form (available in the
Accounting Office) to the Accounting Office for processing as follows:
(I) The form is checked for accuracy and completeness.
(2) The form is checked to see that the withdrawal amount does not
exceed 90 percent of the account balance.
(3) "Emergency Withdrawal" is noted on the form.
(4) An authorized District signature (Clyde Hopkins, Paul Morsen, or
Roger Dolan) is obtained.
(5) The Finance Officer sends a cover letter and the withdrawal form to
Hartford via Dean Witter. A copy is sent to the employee.
(6) The employee receives a check from Hartford in approximately two
weeks.
J. If the application for emergency withdrawal is approved, the applicant
may also reduce his/her personal contribution to the minimum amount
($5), without waiting for the next enrollment period. (See Section 4.2 for
the procedure.)
4.4 Terminations (Includes Retirement)
Upon termination, a number of options are available to employees, as
described in the Plan Summary.
An employee leaving the District will be given a copy of this procedure and
will be asked by the Accounting Office to choose an option. If the employee
is undecided or selects an option other than full cash withdrawal, he/she will
be referred to Dean Witter for help in that decision.
If the employee elects to make a full cash withdrawal, he/she completes a
"Withdrawal Request" form and returns it to the Accounting Office where it
is processed as follows:
a. Form is checked for accuracy and completeness.
b. An authorized signature is obtained (Clyde Hopkins, Paul Morsen, or
Roger Dolan).
c. A copy is sent to the employee.
d. The completed form is sent to Hartford via Dean Witter.
e. The employee receives a check from Hartford in approximately two
weeks.
-5-
. .
CENTRAL CONTRA COSTA SANITARY DISTRICT DEFERRED COMPENSATION
APPLICATION FOR EMERGENCY WIll--1DRAWAL - EXTREME FINANCIAL CIRCUMSTANCES
I. Employee's Name
3. Department
5. Social Security Number
2. Date
4. Work Telephone
6. Amount Requested
(not to exceed 90% of Item I I )
8. Dependents
7. Marital Status
9. Current Monthly Deferred Compensation Deduction
10. I wish to reduce the monthly deduction to $5 0
II. T ota I Deferred To Date
12. Please briefly explain the extreme financial circumstances which require an emergency
withdrawal from the District Deferred Compensation Plan. (Attach additional information if
necessary.)
13. Is your current financial emergency the result of a voluntary decision or is it due to
circumstances beyond your control?
14. Describe financial hardship if this application is denied.
15. Please list your monthly net income from all sources (include spouse's and dependent children's
incomes):
SOURCE
MONTHL Y AMOUNT
I.
2.
3.
I.
2.
3.
4.
4.
5.
5.
TOTAL
I of 3
. 'I
16. List all amounts of money you have in checking accounts, savings accounts, safety deposit boxes,
or located in any other place.
17. List all major monthly payments you are currently making:
SOURCE
MONTHL Y PAYMENT
BALANCE OWED
MARKET VALUE
Home
Automobiles
Furniture
Medical
Other
TOTAL
18. I declare that the foregoing is true and correct. I declare that I request early withdrawal of
deferred compensation funds based on extreme financial circumstances which were beyond my
control. I understand that any false or omitted information may disqualify my application for
early withdrawal.
DATED
, at
, California
(Signature of Applicant)
2 of 3
FOR COMMITTEE USE ONLY
Committee Recommendation:
Approve application in the amount of (not to exceed 90% of Item II).
Allow reduction in monthly contribution to the $5 minimum. Yes No
Deny application for the following reasons:
Commi ttee Signatures:
(Signature)
(Date)
(Signature)
(Date)
(Si gnature)
(Date)
(Signature)
(Date)
(Signature)
(Date)
DISTRICT BOARD ACTION
Date:
EMERGENCY WITHDRAWAL
REDUCTION IN CONTRIBUTION
Approve
Deny
Approve
Deny
3 of 3
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
NO
1
October
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
SUBJECT
APPROVAL OF AMENDMENT NO. 7 TO THE TASK B AGREEMENT
WITH METCALF & EDDY FOR CONSTRUCTION MANAGEMENT
SERVICES FOR THE ELECTRIC AERATION BLOWER
TYPE OF ACTION
APPROVE CONTRACT
SUBMITTED BY
Curtis Swanson
INITIATING DEPT./DIV.
Engineering
Issue
The Task B Agreement with Metcalf & Eddy (M&E) must be amended to reflect
reduced construction management responsibilities for the electric motor
driven blower project.
Background
The electric aeration blower project is being constructed under separate
prepurchase and installation contracts. The prepurchase contract was
awarded in May 1981, and is substantially completed. The installation
contract was awarded on September 16, 1982.
M&E is currently under contract to provide complete construction manage-
ment services for both construction contracts. When the original agree-
ment was negotiated, the District anticipated that several Stage 5A
completion projects would be under construction at the same time as the
electric blower and that District staff would be unavailable for construc-
tion management of either the prepurchase or installation contract. M&E
provided construction management services for the substantially completed
prepurchase contract. However, because the Stage 5A Projects have been
delayed, qualified District staff is available to perform specific
inspection and contract administration tasks for the installation portion
of the electric aeration blower project.
As planned now, District staff will perform civil inspection, mechanical
inspection and contract administration during the installation contract.
M&E will continue to provide electrical and instrumentation inspection
services and engineerinq services during construction including shop
drawing review and preparation of as-built drawings.
Staff has negotiated Amendment No. 7 with M&E which reduces the scope
and level of effort for construction management services for the blower
installation contract. The cost ceiling under the original cost plus
fixed fee agreement coveY'ing both construction contracts has been reduced
by $8400 from $49,505 te; $~,l, 055.
Staff intends to use the $8,400 in savings to the electric blower
force account to cover the increased District construction management
responsibilities.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATI~N~T./DIV. CWS
\JL J L
~ CLW
_~__"_,._______._,_~__..__________~__."______.____"m_~__~_.._...
Recommendation
Approve Amendment No. 7 to the Task B Agreement with M&E and authorize the
General Manager-Chief Engineer to execute the amendment.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT./DIV.
GEN. MGR./CHIEF ENG.
CWS
JL
CLW
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
NO. VII. ENGINEERING
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
October 15, 1982
SUBJECT
POSITION PAPER
TYPE OF ACTION
FIVE YEAR CAPITAL EXPENDITURE PLAN UPDATE AND
CAPITAL PROJECT STATUS REPORT
ACCEPT PLAN
SUBMITTED BY
Cl ark L. Weddl e
INITIATING DEPT.!DIV.
Engineering & Construction
Issue
The Five-Year Capital Expenditure Plan has been revised. The Board
is requested to review and accept the updated plan.
Background
The Five-Year Capital Expenditure Plan is intended to be a tool for
managing the District sewer construction fund, setting project
priorities, and identifying new projects that may be necessary or
desirable for cost-effective operation of the District.
The capital expenditure plan was first presented to the Board in
October 1981. In April and October of each fiscal year, the plan is
revised and presented to the Board for review, comment and acceptance
for use by District staff in long-range planning.
To accompany the capital expenditure plan, the Engineering and
Construction Department staff has prepared a status report for
capital projects currently in planning, design or construction phases.
Staff will present a summary of the capital expenditure plan and the
capital project status report. After the presentation, staff will
answer questions from the Board members.
Recommendation
Accept the revised Five-Year Capital Expenditure Plan.
INITIATING DEPT.!DIV.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
~:t...~W
Contra Sanitary District
BOARD OF DIRECTORS
NO.VII 1. WTR. POL. CNTR
POSITION PAPER
VIA: ROGER J. DOLAN
General Manager-Chief Engineer
DATE
October 14, 1982
SUBJECT
AUTHORIZE $7,500 IN SEWER CONSTRUCTION FUNDS FOR
QUALITY CIRCLE PROJECT "EASTERN PITS MODIFICATION11
TYPE OF ACTION
Autholr i ze Funds
SUBMITTED BY
C. W. Batts
INITIATING DEPT.!DIV.
Plant Operations Department/Maintenance
Issue: The Plant Operations Department's Maintenance Division's Quality Circle has
proposed a solution to the problem of servicing the eastern return nitrified sludge
and return denitrified sludge pumps.
Background: The members of the Plant Operations Maintenance Division, Mechanical
Section, have formed a Qual ity Circle known as the "Nut Busters." The first problem
that the Qual ity Circle chose to deal with was the lack of accessibility to
equipment in the RNS and RDS pump pits. Removal of this equipment requires costly
rental of a long boom crane because obstructions prevent the Districtls boom crane
from getting close enough. In reviewing solutions to this problem, several alternatives
look promising; the Quality Circle is recommending that the best alternative
.:lis tq wqve the wall of electrical substations 33A and 34A approximately four feet
to allow the District's boom truck to I ift and remove the equipment in these pits.
The cost of this project is $7,500 using District personnel to complete the planned
alterations. This modification would pay for the cost of the project the first
time it is necessary to remove these pumps for maintenance.
Recommendation: Authorize $7,500 in sewer construction funds for the Qual ity Circle
project "Eastern Return Nitrified Sludge and Return Denitrified Sludge Pit
Mod if i cat ions. II
REVIEWED AND RECOMMENDED FOR BOARD ACTION
~
CWB
RJD
<C<S
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
N~ IX. Budget & Financ
1n/?1/p.?
POSITION nAPER I VIA: ROGER J. DOLAN
r'""" General Manager-Chief Engineer
SUBJECT
DATE
October 15, 1982
TYPE OF ACTION
PROPOSITION 4 APPROPRIATIONS LIMIT
Authorize Public Notice
SUBMITTED BY
Walter N. Funasaki
INITIATING DEPT./DIV.
Administrative/Accounting
ISSUE: The Central Contra Costa Sanitary District is required to establish its
appropriations limit in accordance with Article XIII B of the California
Constitution.
BACKGROUN D:
General Requirements: Proposition 4 was approved on November 6, 1979, and was
incorporated in the California Constitution as Article XIII B. Article
XIII B, as implemented by Senate Bill 1352, limits appropriations 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
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 appropriation
limit must be given fifteen days prior to adoption. For 1980-1981, the
appropriation 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 three separate funds:
Running Expense Fund (General Fund); Sewer Construction Fund (Capital
Fund); Debt Service Fund. The Running Expense Fund is considered to
be an Enterprise Fund and is not subject to limitation under Propo-
sition 4. Enterprise Funds are generally used to account for operations
that are financed and operated in a manner similar to private business
enterprises where the intent is that costs of providing goods or
services to the public on a continuing basis be financed or recovered
primarily through user charges.
o Article XIII B defines "proceeds of taxes" as including, 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
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIATING DEPT./DIV.
GEN. MGR./CHIEF ENG.
providing the regulation, product or service. IIProceeds of taxes II
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 IIproteeds of taxesll.
o Fund balances 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,
can be construed as having been appropriated into reserves and,
therefore, not subject to limitation.
Computation of Appropriations: The District Appropriations Limits are
computed on the following attachment:
Attachment A - Appropriations Limit: 1979-1980, 1980-1981,
1981-1982 and 1982-1983.
RECOMMENDATION: Authorize placement of a Public Notice advising that documentation
used in the determination of the appropriation limit shall be available fifteen days
prior to the Board of Directors Meeting to be held on November 18., 1982, at which
the appropriations limit for the Sewer Construction Fund for the fiscal year
1982-1983 will be adopted.
REVIEWED AND RECOMMENDED FOR BOARD ACTION
INITIA:~: D~
CENTRAL CONTRA COSTA SANITARY DISTRICT
Sewer Construction Fund (Capital Fund)
Appropriations Limit
1979-1980, 1980-1981, 1981-1982 and 1982-1983
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 10087 = 1.0772
$7,266,875
Attachment A
$4,697,644