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HomeMy WebLinkAboutAGENDA BACKUP 11-06-80 <SD Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE October 29, 1980 SUBJECT APPROVAL OF AMENLMENT NO. 2 'ID '!HE TASK A AGREEMENT WIlli METCALF AND EDDY CX>VERIN; FINAL DESIGN OF GRIT HANDLING FACILITIES TYPE OF ACTION JOM Larson INITIATING DEPT./DIV. Special Projects Engineering Division SUBMITTED BY Background: Metcalf and Eddy (H & E) is under contract to provide professional engineering services for the design of corrections to the existing Stage SA facilities. Amendment No. 3 to the M & E Task A agreement, which is the subject of a separate agenda item, covers the first installment of the design effort; however, amendment No. 3 will be delayed because of the approvals required for contract amendments costing greater than $100,000. The design of the Grit Handling Facilities is an important project element that warrants quick action. 'Ihe existing systan requires a significant anount of Operations and r-1aintenance attention. Proceeding with the final design of a proper system under the proposed contract amendment would allow the earliest possible design canpletion and subsequent installation. The cost of this work is estimated not to exceed $30" 064. This work is eligible for clean water grant reimbursement. Reccmnendation: Authorize the President of the Board of Directors to execute amendment No. 2 to the Task A agreement covering the final design of Grit Handling Facilities at a cost not to exceed $30,064. Authorize the expenditure of se\Ver construction funds for this work. REVIEWED AND RECOMMENDED FOR BOARD ACTION e,W "- <e<SD Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. VII 1. Capt. Imp. - 1 11 / /80 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE October 29, 1980 SUBJECT APProVAL OF AMENIMENT NO. 3 'IO 'llIE TASK A AGREEMENT 'VVI'IH METCALF & EDDY COVERING DESIGN OF '!HE CORRECTIONS 'IO '!HE STAGE 5A FACILITIES SUBJECT 'IO Sl"tffiCB APProVAL TYPE OF ACTION JOM Larson INITIATING DEPT./DIV. Special Projects Engineering Division SUBMITTED BY Background: Metcalf & Eddy (M & E) is under contract to provide professional engineering services for the design of correction to the existing Stage 5A facilities. 'Ihe first phase of the M & E work, defining the scope of the problems, is nearing canpletion. 'Ihe corrective work will consist of three groups of projects: o The first group includes the correction of those deficiencies in the Stage 5A facilities that are well known at this tirre ani include only those items that will fit with the long range plans for the treatrrent plant, o the second group will include those project elem:mts that are currently part of the Stage 5BI project but are actually Stage 5A "change order" items that have been placed in the Stage 5BI project as an administrative expedient (the second group is currently being identified), and o the third group which includes those deficiencies that will only be known upon canpletion of test work and engineering studies. 'Ihis contract arner1drrent covers the design of corrections to the deficiencies from the first group plus the conduct of test work and engineering studies to define the third group of deficiencies. 'Ihis amendment to the M & E contract has been negotiated over a six-week period. The items of negotiation included the scope of work, the project team, the basis for the cost estimate, and the profit. At this time all of the contract elements have been reviewed and they are reasonable in light of the project and the risks. '!he negotiated cost ceiling is $1,271,650. 'Ihe scope of work is outlined in Exhibit A to this position paper. 'Ihis contract amendment must have Si.vJrn approval in order to be eligible for clean water grant funding. Recarmendation: Authorize the President of the Board of Directors to execute amendment No.3 to the Task A agreement with Metcalf & Eddy covering the design of corrections to the Stage 5A deficiencies at a cost not to exceed $1,271,650 upon receipt of written approval fran the SWRCB. Authorize the expenditure of sewer construction funds for this work. REVIEWED AND RECOMMENDED FOR BOARD ACTION e..~ "- c((SD Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE SUBJECT November 6, 1980 TYPE OF ACTION REQUEST AUTHOR I ZAT ION TO ACCEPT AND AWARD VEH I !etE BIDS 1980-81 DISTRICT BUDGET Acceptance of Bids Award Bids SUBMITTED BY Robert H. Hinkson INITIATING DEPT./DIV. erat ions ISSUE: Bids were received November 5, 1980 for eight (8) vehicles authorized in the 1980-81 District budget. BACKGROUND: Spec. No. Type Cost B i dde r A 4 Sma 11 Pickups $23,259.40 East Bay Ford Truck B 1 Ton Cab & Chass i s 7,555.58 Parker-Robb Chevrolet C 3/4 Ton Pickup 7,987.50 Don Young Ford D-l 4 door Compact 7,731.29 Parker-Robb Chevrolet Al t. D-2 4 door Sedan 8 ,298. 1 5 Fi tzpatr i ck Chevrolet E Sub Compact 5,888.15 Fitzpatrick Chevrolet TOTAL BID (D-1) $52,421.92 ALTERNATE TOTAL BID (D-l) $52,988.78 Item D-l is a 1981 4 door Malibu sedan, D-2 is a 4 door Impala sedan with an additional wheel base of 9.2 inches. Both units have comparable equipment and EPA mileage minimums. Item D-2 was bid with an automatic overdrive transmission. Spec. B is a 1 ton cab and chassis. The dump box on the old unit will be reconditioned at an approximate cost of $800.00. We will again independently contract for painting of District colors on some units at a cost of $800.00. The above items together with miscellaneous accessories costing about $900.00, and with the purchase in August of a 1980 sub compact at a cost of $5,529.65, the total vehicle expenditure for 1980-81 should be $60,450.97 (D-l) or $61,017.83 (D-2). This is somewhat below the 1980-81 authorization of $63,200. RECOMMENDATION: Authorize acceptance and award vehicle bids in the amount of $52,421.92 (D-l) or $52,988.78 (D-2). REVIEWED AND RECOMMENDED FOR BOARD ACTION r -----~----~-- ---- -- -- -l a ,.,., c::;l )> ~ - 0 I ilD n OJ 0 U) ~ -l N I 0:> )> - '- 0 t:l ,... ,... t=J I r.> c 0:> ~ ,... ,... - - .t:- ClJ - ell - - - 0 ~ :J :c ". 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M- Ol ., 1----- ~ -. , n -v> :J 7' N 0.. -....J -....J -....J t-3 n ~ . . C:O:T -....J I.D - 0 -ell W % 0'\ 00 ci' < < -....J 0 N V'1 ~ 0..., . . . 0 - N 0'\ - - 0'\ 0 ell ,.. _. H c.; >-3 tx:l E >-3 H o % tn (') tT) ~ ~ t"" (") o ~ ~ (') o Co': >-3 ~ C,r, ;0- Z H )? ~ < t:i H en H r:; (') >-;1 I - ((sD Central Cont Sanitary District BOARD OF DIRECTORS 11_ _ S--O IV: Hearings: 1 11/4/8 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE 10/30/80 TYPE OF ACTION SUBJECT PUBLIC HEARING ON TOWN OF MORAGA'S REQUEST FOR MODIFICATION TO GARBAGE COLLECTION SERVICE Public Hearing SUBMITTED BY Walter N. Funasaki INITIATING DEPT./DIV. Administration/Accountin ISSUE: At the October 2, 1980 Board Meeting, a Public Hearing was set for November 6, 1980 to consider and act on the request of the Town of Moraga that its residential garbage collection service be modified by the addition of weekly trimmings pick-up and three general clean-up collections per year. BACKGROUND: By letter dated September 18, 1980, the Town Council of the Town of Moraga requested that the Board of Directors of the Central Contra Costa Sanitary District approve a modification to the residential garbage collection service. A copy of the Town Council's request is attached. The modification requested would increase the level of service by the addition of a weekly trimmings pick-up at the curb for one 32 gallon container and three general clean-up collections during the year. The collector, Orinda- Moraga Disposal Service, Inc., estimates the cost of the additional service to be $1.00 per month for each residential customer and that the additional service could be started January 1, 1981. The Town of Moraga intends that the new service would be provided to all residential customers and all would be charged for the new service. The notice of the Public Hearing was duly posted in newspapers of general circulation in the Town of Moraga. Correspondence from three residents of the Town of Moraga who are not in favor of the additional collection service is attached for the Board's review. Two of the letters were directed to the Moraga Town Council and forwarded to the District; the other letter was directed to the Board of Directors. RECOMMENDATION: Conduct a Public Hearing on November 6, 1980 to consider and act on the request of the Moraga Town Council for increased garbage collection service. At the conclusion of the Public Hearing, if the Board of Directors is inclined to grant the requested change in the service level, it is the staff recom- mendation that it should do so with the condition that the Orinda-Horaga Disposal Service establish the additional charge for a period of fifteen months from January 1, 1981 so as not to affect a garbage rate increase application which may be filed for the First Quarter 1981. REVIEWED AND RECOMMENDED FOR BOARD ACTION '~':::' ((sD Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. V. Consent Ca1. 7 - 11/6/ 0 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE October 29, 1980 SUBJECT EXECUTE AGREEMENT RELATING TO REAL PROPERTY WITH GARY B. LOGSDON, ET UX - JOB NO. 1637 PARCEL 1, LAFAYETTE AREA TYPE OF ACTION RIGHT OF WAY SUBMITTED BY JAY McCOY INITIATING DEPT./DIV. ENGINEERING/COLLECTION SYSTEM ISSUE: The property owners desire to maintain in place swimming pool decking over a portion of ful existing District sewer easement. BACKGROUND: The contractor has complied with District staff requirements regarding the design of the pool and surrounding deck. Staff has determined that the improvements do not interfere with the present use of our sewer, however, if it should become an interference, the agreement requires the property owner to remedy any harm within 30 days of notice to do so. RECOMMENDATION: Approval, execute "Agreement" and authorize its recording. REVIEWED AND RECOMMENDED FOR BOARD ACTION 1~17~9c ~CL ((sD Central Contra Costa Sanitary District BOARD OF DIRECTORS V~O'Consent Cal.8 - 11/6/ POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer October DATE SUBJECT TYPE OF ACTION EXECUTE AGREEMENT RELATING TO REAL PROPERTY WITH JAMES S. SEXTON AND PAULEEN M. WILD - JOB 2847 MARTINEZ AREA SUBMITTED BY JAY S. McCOY INITIATING DEPT./DIV. ENGINEERING/COLLECTION SYSTEM ISSUE: The property owners desire to maintain in place a redwood deck and a raised redwood deck with a hot tub constructed over a District easement and public sewer facilities. BACKGROUND: The property owners have cooperated with District staff and have executed the subject "agreement". Staff has determined that the improvements do not interfere with the present use of our sewer, however, if it should become an interference, the agreement requires the property owner to remove the structure within 30 days of notice to do so. RECOMMENDATION: Approval, execute "Agreement" and authorize its recording. REVIEWED AND RECOMMENDED FOR BOARD ACTION ~ l' ~~ CLW <e<SD Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. V. Cons. Ca1. 9-10 - 11/ /80 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE Nov. 4, 1980 SUBJECT QUITCLAIM EASEMENTS - ORINDA AREA - JOB 2426 - PARCEL 3 AND PARCEL 5 TYPE OF ACTION RIGHT OF WAY SUBMITTED BY Jay McCoy INITIATING DEPT./DIV. Engineerinf,/Collection System ISSUE: The owners of Lots 82 and 87 of Subdivision 3833, Tri-Smith Company and Orindawoods Homeowners Association, have requested this District to Quitclaim the two subject easements. BACKGROUND: The 8-inch sewer mains installed within the subject easements in 1974 are in unacceptable condition; they are being abandoned and relocated. New easements have been granted and are on this agenda for Board of Directors approval. The owners have paid our quitclaim processing fee. RECOMMENDATION: Approval, pass two resolutions, execute the two Quitclaim Deeds and authorize their recording. REVIEWED AND RECOMMENDED FOR BOARD ACTION ~.;( ~W ENG. <<<SD Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. 1 V. Con. Ca . - POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE 11-3-80 SUBJECT AUTHORIZATION FOR P .A. 80-37 (DANVILLE AREA), P .A. 80-38 (ORINDA AREA), P.A. 80-39 (ALAMO AREA), and 80-41 (LAFAYETTE AREA), TO BE INCLUDED IN THE TYPE OF ACTION ANNEXATION SUBMITTED Bj"ay McCoy INITlbTIN,G DEPT../DI1Vc, 11 t' ~nglneerlng 0 ec lon System Parcel No. Area Owner I\.ddress Parcel No. & Acreage Remarks Lead Agency 80-37 DANV. ARENCY ARENDS 2340 BLACKHAWK RD Danvi11e, ca 94526 215-040-004 10.66 ACRES PROPOSED SUBD. 5681 - CONTAINING 18 Lots - single family residences. Negative Declaration by the County. COUNTY 80-38 ORINDA LOFTI A. ZADEH, ET UX VACANT LOT. OWNER WOULD LIKE TO 904 MENDOCINO AVE DEVELOP SITE. ZONED R-20 Berkeley, CA DISTRICT TO PREPARE "NOTICE OF 265-151-05 EXEMPTION" 1.02 Ac. 80-39 ALAMO KAMRAN SHARAREH EXISTING HOUSE - O~mER IS 2461 SOUTHVIEW DR BUILDING ADDITION AND MUST ALAMO, CA 94507 CONNECT TO PUBLIC SEWER. DISTRICT 193-010-05 TO PREPARE "NOTICE OF EXEMPTION". .701 AC 80-41 LAF. ROBERT L. BRIDGES PROPERTY OWNER TO BUILD ONE SINGLE 3972 HAPPy VALLEY RD FAMILY HOME. DISTRICT TO PREPARE LAFAYETTE~ CA 94549 "NOTICE OF EXEMPTION" 365-230-004 20 AC CCCSD CCCSD CCCSD RECOMMENDATION: Authorize P.A. 80-37 through 80-41 TO BE INCLUDED IN THE NEXT FORMAL ANNEXATION TO THE DISTRICT. REVIEWED AND RECOMMENDED FOR BOARD ACTION JMc ~CLW <CCSD Central Contra Costa Sanitary District BOARD OF DIRECTORS l/r~. Adm. - 1 11 /6/80 O I VIA: ROGER J. DOLAN POSITI N PAPER General Manager-Chief Engineer SUBJECT ADOPTION OF AN ORDINANCE REFLECTING CHANGES TO THE REBATE CHAPTER OF THE DISTRICT CODE DATE October 29, 1980 TYPE OF ACTION ADMINISTRATIVE SUBMITTED BYJ M C ay c oy INITJATI.NG DEP.T./D~V. . Eng1neer1ng/Collect1on System Background: On October 2, 1980, the Board adopted a revised rebate adjustment procedure with a stipulation that an ordinance be prepared to reflect the changes. An ordinance has been prepared and is attached. Recommendation: Adopt an ordinance reflecting changes to the rebate chapter of the District Code. REVIEWED AND RECOMMENDED FOR BOARD ACT/ON '#;~'JMC e~ CLW GEN. MGR./CHIEF ENG. ((sD Central Contra Costa Sanitary District BOARD OF DIRECTORS lnance 11 /6/8 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE November 4t 1980 SUBJECT TYPE OF ACTION 1979-1980 AUDIT REPORT Acceptance of Aud it Report SUBMITTED BY Walter N. Funasaki INITIATING DEPT./DIV. Administration/Accounting ISSUE: The audit of the 1979-1980 financial statements of the Central Contra Costa Sanitary District was performed by the firm of laventhol and Horwatht Certified Public Accountants. The auditors' report on the financial statements contains exceptions to the District's practice of not capitalizing the value of developer-installed sewer linest and the nondepreciation of District sewer 1 ines. BACKGROUND: laventhol and Horwath was initially engaged to conduct an audit of the 1978-1979 financial statements; upon its completiont the auditors issued their report which contained a qualification based on the pending litigation with the contractor for the Treatment Plant project and the uncertainty of the effect the outcome may have on the financial statements. In the course of the 1979-1980 auditt the auditors formed the opinion that the District's long standing practice of not recording the value of developer- installed sewer lines within the District's fixed asset accounts was contrary to generally accepted accounting principles. The auditors have also taken exception to the District's practicet which is permitted under the Uniform System of Accounts for Waste Disposal Districts issued by the State Controllert of not depreciating subsurface sewer lines carried in the District's capital accounts. The auditors' basis for these two exceptions is their opinion that generally accepted accounting principles require recording assets "contributed" to a public entity or enterprise at their appraisedvaluet and that all assetsus~d in operatioris be depreciated over their estimated useful lives. The value of "contributed" sewer lines has not been accurately determined at this time; the unrecorded depreciation expense on sewer 1 ines on the books has been calculated using an estimated useful life of 75 years. laventhol and Horwath's report will contain an adverse opinIon regarding the two exceptions in the 1979-1980 financial statements. The auditors also intend to replace their original report issued for the 1978-1979 financial statements with a report which is worded similarly to the 1979-1980 audit report as the exceptions existed thent although they were not identified at that time. Drafts of the auditors' report for 1979-1980 and the restated auditors' report for 1978-1979 are shown as Attachments A and Bt respectively; drafts of the 1979- 1980 financial statements are shown as Attachment C. REVIEWED AND RECOMMENDED FOR BOARD ACTION INIT~NG DEPT./DIV. t2d-u.~ -2- 1979-1980 Audit Report Novembe r l~, 1980 A review of the two exceptions with the District's prior auditors during the last ten years, Elmer Fox & Company and Plourde and McDonald Accounting Corporation, indicated that nonrecording of developer-installed sewer lines was based on a reliance on past practice and that nondepreciation of capitalized sewer lines was considered consistent with governmental accounting practices established by the State Controller's Offi ceo Contact with other sanitary districts disclosed that it is not uncommon for developer-installed sewer lines to be recorded at the developer's cost within the district's fixed asset accounts and by credit to a Contributed Assets account within the Equity section of the Balance Sheet; depreciation on such contributed assets is charged to the Contributed Assets account on the Balance Sheet. Certain sanitary districts depreciated capitalized sewer lines, whereas others did not. Laventhol and Horwath's fee for the 1978-1979 audit was based on time and expense charges not to exceed a stated maximum. The fee arrangement provided for increases in subsequent years to the extent of the percentage increase in the Bay Area Consumer Price Index. Because of the additional time charges incurred in conducting technical research of the two exceptions, Laventhol and Horwath will seek consideration by the Board of Directors for additional charges beyond the maximum fee provided for in the engagement agreement. The documentation of the additional charges will be forthcoming. RECOMMENDATION: The audit report for 1979-1980 and the restated audit report for 1978-1979 should be accepted. The District Finance Officer should proceed to conform accounting for subsurface lines so as to remove the two exceptions from the auditors' report in the 1980-1981 fiscal year.