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Home My WebLink AboutAGENDA BACKUP 01-16-86 . Centr, Contra Costa Sanitar District '"' BOARD OF DIRECTORS POSITION PAPER PAGE 1 OF SUBJECT AUlHORIZE IWl ARD OF CONSTRUCTION CONTRACT FOR FURNACE CONTROL ROOM, DISTRICT PROJECT NO. 3694.5 TO PACIFIC MECHANICAL CORPORATION, AUlHORIZE A CONTRACT AMENDMENT WITH JOHN CAROLLO ENGINEERS FOR CONSTRUCTION MANAGEMENT SERVICES, AND AUlHORIZE $75,000 FROM lHE SEWER CONSTRUCTION FUND NO. V. BIDS AND AWARDS 1 DATE TYPE OF AC ION AUlHORIZE PiI ARD OF CONSTRUCTION CONTRACT, AUlHORIZE CONTRACT AMEND- MENT A SUBMITTED BY INITIATING DEPT.lDIV. Engineering Department/ Cher 1 Creson A ISSUE: On December 11, 1985, sealed bids for DP No. 3694.5 were received and opened. The Board of Directors must award the contract or reject the bids within 60 days of the opening of proposals. BACKGROUND: The Furnace Control Room task authorized by the Board of Directors on August 1, 1984, as part of the overall Incinerator Repairs and Modifications Project, will complete the Scope of Work of the Project. The overall authoriza- tion for the Incinerator Repairs and Modifications Project is $4,726,567. The existing controls and instruments for the incinerator are located throughout the four floors of the Solids Conditioning Building. In addition to the spatial separation, the controls and instruments are located in an environment character- ized by elevated noise and temperatures levels. The new Furnace Control Room will provide centralized instrumentation and control of the incinerators in a protected environment for more efficient incinerator operation. Plans and Specifications for the project were completed, and advertisements inviting the submission of sealed bids were placed on October 16 and 30, 1985. Six bids ranging from $534,700 to $731,777 were received. The engineer's estimate was $566,000. After a thorough evaluation of the bids, the Engineering Department has determined that Pacific Mechanical Corporation, who submitted the bid of $534,700, is the lowest responsible bidder. A Post Bid - Preconstruction Cost Estimate is attached. A total of $758,800 is required to complete the project, including construction, construction management, and consultant services during construction. John Carollo Engineers (JCE), who completed the design, will also provide specialty services during the construc- tion including electrical inspection, submittal review, plan and specification clarification, and change order review. The work by JCE will be provided through an amendment to their existing agreement. The cost for JCE's services is reflected in the Post Bid - Preconstruction Cost Estimate. The construction contingencies for the project include an amount, estimated at $25,000, for modifi- cations to the burner system and speed indicators for the incinerator shaft and scum pump. These two items were not included in the original budget but have been determined to be cost effective additions to the project. It is proposed that these two items be done by the contractor, PMC, as a change order. REVIEWED AND RECOMMENDED FOR BOARD ACTION 1302A.9/85 CC DRW RAB INITIATING DEPT.lDIV. C)e' ,()RtJ /m$ , ----_.'-~_._-_..._~._._-,..__._,--,._,--~.~_._~..__._-"'----_.__.__.~_..,--_._._._._---,--_.-."_._-,-_. -------'---_..,- SUBJECT AUTHORIZE ~ARD OF CONSTRUCTION CONTRACT FOR FURNACE CONTROL ROOM, DISTRICT PROJ ECT NO. 3694.5, TO PACIFIC f.E~ANICAL CORPORATION, AUTHORIZE A CX>NTRACT Af.ENDMENT WITH JOHN CAROLLO ENGINEERS FOR CX>NSTRUCTION MANJlGEf.ENT SERV ICES, AND AUTHORIZE $75,000 FROM THE SEWER CONSTRUCTION FUND POSITION PAPER PAGE ? DATE OF ~ .1'lnmu'V l~. lQRfi The Incinerator Repairs and Modifications Project project budget currently has a balance of $684,000. An additional $75,000 is required to construct a locker/ shower room. As explained in a Position Paper presented at the August 1,1985, Board meeting, the addition of the locker/shower room is an increase in the Scope of the original project. The project is included in the Five-Year Capital Imp~ovement Plan. RECX>M-1ENDATION: Authorize award of the contract for constructi on of Di stri ct Project No. 3694.5 to Pacific Mechanical Corporation, the lowest responsible bidder. Authorize the General Manager-Chief Engineer to execute Contract Amendment No.3 with John Carollo engineers for services during construction. Authorize an additional $75,000 from the Sewer Construction Fund. ~-----_. 13028-9/85 Page 3 of 3 POST BID - PRECONSTRUCTION ESTIMATE OF COSTS FOR DISTRICT SEWERING PROJECT 36q4.1) 2505-8/78 . CentrA- Contra Costa Sanitar) District BOARD OF DIRECTORS POSITION PAPER I BOAjDa~~E;~~lF6, 1986 SUBJECT I PAGE 1 OF 3 NO. VI. CONSENT CALENDAR 6 DATE January 6, 1986 TYPE OF ACTION AUTHORIZATION FOR P.A. 86-1 (DANVILLE) AND P.A. 86-2 (ORINDA) TO BE INCLUDED IN A FUTURE FORMAL ANNEXATION TO THE DISTRICT ACCEPT FOR PROCESSING SUBMITTED BY Dennis Hall, Associate Engineer INITIATING DEPT./DIV. Engineering Department/Construction Division Parcel No. Area Owner Address Parcel No. & Acreage 86-1 Danvill e J. V. Dolsby, etux 950 Diablo Road Danville, CA 94526 196-300-06 & -07 (5.05 ac) 86-2 Orinda Carol L. Hassler 21 Camino Del Diablo Orinda, CA 94563 264-101-009 (0.22 acres) L. C. and J. F. Franklin 19 Camino Del Diablo Orinda, CA 94563 264-101-010 (0.26 acres) Remarks Proposed SubDivision 6615, Nine residential lots. Negative Declaration by City of Danville Lead Agency City of Danville Existing house - failing CCCSD septic system. Will connec to the public sewer which was constructed pursuant to the District1s Public Hearing which approved the Grover parcel annexation (12/20/84) . District to prepare IINotice of Exemption.1I Existing house on septic CCCSD system, wants to connect to public sewer. Will connect to the public sewer which was constructed pursuant to the District's Public Hearing which approved the Grover parcel annexation (12/20/84). District to prepare IINotice of Exemption.1I RECOMMENDATION: Authorize P.A. 86-1 and P.A. 86-2 to be included in a future formal annexation. /\ A ~ 1fIA';l~EF ENG. ///Y/A -utl..vtA ROGER J DOLAN INITIATING DEPT./DIV. REVIEWED AND RECOMMENDED FOR BOARD ACTION ~f ~(> 130:>....9'65 ~( DH JMc v RAB HUMP"PEY Ii~O. '1!5 AC ..TI Ae PROPOSED ANNEXATION P A. 86 - / 1ItW':'1 '(f','f1jf!ii!!'!P' "" GUARANTY SERVICE CORP 41.74aAC \ \ \~ . I > ~ .t JOHNION flS. TAe ~H / / :~~ Ae //~~- / STlrNllCIt "" I. '11 AC ~ "'- ~ ,-.., HAC IEAIORIIE ".laAC INIIII.IIR IT."AC .- i PROPOSED ANNEXATION AA, 86-2 . Centrl Contra Costa Sanitar ~ District BOARD OF DIRECTORS PAGE 1 OF 2 POSITION PAPER BOARD MEETING OF J anuar 16, 1986 NO. VI. CONSENT CALENDAR 7 SUBJECT ACCEPT THE CONTRACT WORK ON THE EMERGENCY SLIDE REPAIR PROJECT AT EVERGREEN DRIVE, ORINDA, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPlETION <DISTRICT PROJ ECT NO. 4000). DATE Januar 10, 1986 TYPE OF ACTION ACCEPT CONTRACT WORK SUBMITTED BY Ron Klimczak, Senior Engineer INITIATING DEPT./DIV. Engineering Dept./Construction Div. ISSUE: All work has been completed on the Evergreen Drive Slide Repair Project and this work is now ready for acceptance by the Board of Directors. BACKGROUND: On September 5, 1985, the Board of Directors authorized $80,000 in funding for emergency repair work to correct damage caused by creek erosion during the 1982-83 winter period. The Scope of Work included both the repair of a slide located behind No. 12 Evergreen Drive in Orinda as well as the repair of a damaged creek crossi ng sewer pi pe structure located a short distance downstream of the sl ide. The slide repair ultimately involved the construction of an access road, a concrete foundation, a 101 gabion basket 18-foot high retaining wall, an engineered fill consisting of approximately 1,100 tons of imported material, 70 feet of 6-inch replacement sewer, removal of the access road and hydroseeding of the entire work area. The damaged sewer stream crossing restoration included the construction of a new trestle bent, placement of 1,000 sacks of concrete rip-rap for slope protection, installation of a new 20 foot long section of 6-inch cement lined sewer pipe as well as a 12-inch diameter area drainage system. After numerous contractors were eval uated by District Staff, W & W Construction was selected as the best contractor with the experience and resources to perform the work in a timely manner. They began work on a time and material basis on October 2, 1985, and completed all work on December 20, 1985. It is appropriate to accept the work and file the notice of completion at this time. Final cost information will be submitted for Board review and funding approval as soon as all financial data is available. Preliminary calculations indicate that the total project cost (contractor, District forces, soils consultant, etc.) will be between $235,000 and $240,000. The distribution of the prel iminary total REVIEWED AND RECOMMENDED FOR BOARD ACTION 1302A.9/85 RSK INITIATING DEPT./DIV. ~ SUBJECT ACCEPT THE CONTRACT WORK ON THE EMERGENCY SLIDE REPAIR PROJECT AT EVERGREEN DRIVE, ORINDA, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION (DISTRICT PROJECT NO. 4000). POSITION PAPER PAGE DATE 2 OF 2 January 10, 1986 proj ect cost between the sli de repa i r work and stream crossi ng work is outli ned be low: Cost of slide repair (Received $80,000 from Safeco insurance as contribution to slide repair cost) Cost of stream crossing repair TOTAL COST $207,000.:!: 33,000.:!: $240,000.:!: RECOMMENDATION: Accept the completed contract work for the Slide Repair Project at Evergreen Drive, Orinda <District Project No. 4000) and authorize filing the Notice of Completion. --------. 1302B-9/85 . Centr, Contra Costa Sanital District . BOARD OF DIRECTORS PAGE 1 OF! POSITION PAPER BOARD MEETING OF January 16, 1986 NO. VI. CONSENT CALENDAR 8 SUBJECT CLOSE OUT THE MODIFICATIONS OF COMPUTER ROOM HVAC SYSTEM PROJECT (DISTRICT PROJECT 20017) AND RETURN $3,714 TO THE SEWER CONSTRUCTION FUND DATE January 10 , 1986 TYPE OF ACTION INFORMATIONAL SUBMITTED BY Munawar Husain, Associate Engineer INITIATING DEPT./DIV. Engineering Dept./Construction Div. ISSUE: All work has been compl eted on the modifications of Computer Room HV AC System Project and this project can now be closed. BACKGROUND: The work on this project included installing a District-furnished air conditioning unit and making various duct work and electrical modifications to the Plant Operations Building Computer Room HVAC System. The completed work replaced an exi sti ng system which had inadequate capacity, fil trati on, and temperature control. The existing cooling unit was originally installed in 1957 in another building and was relocated to the computer room later to provide supplemental cool i ng. The contractor, Cal-Neva Environmental Systems, commenced work in March, 1985. Completion occurred on July 16, 1985. Time extensions were negotiated for 23 calendar days. The project was accepted by the Board on August 1, 1985. There was one Change Order for $283 issued on the proj ect. The total proj ect budget was $76,899. The total completed project cost is $73,185, which is $3,714 less than the budget. Staff is proceeding to close out the project which will result in $3,714 being returned to the Sewer Construction Fund. RECOMMENDATION: This item is presented to the Board for information. No action is necessa ry. REVIEWED AND RECOMMENDED FOR BOARD ACTION 1302A..9/85 MH RSK JSM RAB INITIATING DEPT./DIV. Jill ~ . Centr,- Contra Costa Sanitar ~ District BOARD OF DIRECTORS PAGE 1 OF 1 POSITION PAPER BOARD MEETING OF January 16, 1986 NO. VI. CONSENT CALENDAR 9 SUBJECT CLOSE OUT THE PlANT OPERATIONS BUILDI~ I-N AC CHLORINE EXCLUSION PROJECT (DISTRICT PROJECT 20006) AND RETURN $43 TO THE SEWER CONSTRUCTION FUND DATE January 10, 1986 TYPE OF ACTION INFORMATIONAL SUBMrrna~~r Husain, Associate Engineer INI~ATII)IG DEPT. /DIV. .. cnglneerfng Dept./Constructlon D1V. ISSUE: All work has been completed on the Plant Operations Building HVAC Chlorine Exclusion Project and this project can now be closed. BACKGROUND: The work on this project included installation of equipment, wires, relays, control devices, etc., to modify the existing HVAC control system. The completed work enables automatic shutdown of ventilation equipment in the Plant Operations Building upon a signal from remote chlorine leak detectors. This will prevent chlorine from entering the Plant Operations Building through an operating ventilation system in the event of a chlorine leak. The contractor, Alhambra Electric, commenced work in October, 1984. Completion occurred on June 24, 1985. Problems were experienced during the project with a motor brake which failed on several occasions. This delayed the overall project completion. Time extensions were negotiated in the amount of 191 calendar days. The project was accepted by the Board on July 18, 1985. There was one Change Order for $1,033 issued on the project. The total project budget was $39,418. The total completed project cost is $39,375, which is $43 less than the budget. Staff is closing out the project which will result in $43 being returned to the Sewer Construction Fund. RECOMMENDATION: This item is presented to the Board for information. No action is necessary. JA ~ 130211-9/85 MH RSK JSM RAB ~%:G. ROGER J. DOLAN INITIATING DEPT./DIV. . Centr" Contra Costa Sanitar ~ District BOARD OF DIRECTORS PAGE 1 OF 1 POSITION PAPER BOARD MEETING OF January 16, 1986 NO. VI. CONSENT CALENDAR 10 SUB~CI ~LuSE OUT THE 1250 SPRINGBROOK ROAD REROOFING PROJECT (DISTRICT PROJECT 3386) AND RElURN $2,590 TO THE SEWER CONSTRUCTION FUND DATE January 10, 1986 TYPE OF ACTION INFORMATIONAl SUBMITn~~r Husain, Associate Engineer INI~Agl~RB~~lW~{ Dept. / Con st r u ct i on D i v . ISSUE: All work has been completed on the 1250 Springbrook Road Reroofing Project and this project can now be closed. BACKGROUND: The work on this proj ect incl uded removal of exi sti ng roofing, heating and air conditioning equipment and the installation of a new 4-ply roofing system coveri ng approximately 7,000 square feet. Equi pment pl atforms and duct openings for future HVAC equipment were also added. The contractor, Sparks Roofing Company, was issued a Notice to Proceed on October 30, 1984. Subsequently, the District and Contractor mutually agreed to delay the start of the work until June, 1985, because of unfavorable weather conditions for the roofing work. Project completion occurred on August 15, 1985. Time extensions in the amount of 259 cal endar days were negoti ated for weather del ays and coordination with the installation of new HVAC facil ities. The project was accepted by the Board on September 5, 1985. There was one Change Order for $1,446.00 issued on the project. The total project budget was $47,524. The total completed project cost is $44,934, which is $2,590 less than the budget. Staff is closing out the project which will result in $2,590 being returned to the Sewer Construction Fund. RECOMMENDATION: This item is presented to the Board for information. No action is necessa ry . REVIEWED AND RECOMMENDED FOR BOARD ACTION MH RSK JSM RAB )'11 ~ ~ INITIATING DEPT./DIV. 1302.....9/85 . Centrl Contra Costa Sanitar ~ District BOARD OF DIRECTORS PAGE 1 OF 1 POSITION PAPER BOARD MEETING OF January 16, 1986 NO. VI. CONSENT CALENDAR 11 SUBJECT DATE January 9, 1986 TYPE OF ACTION AUlHORIZE A PREGNANCY DISlaILITY LEAVE OF ABSENCE FOR MARGARET lROYER FOR A MAXIMJM PERIOD OF SIX MONlHS APPROVE LEAVE SUBMITTED BY INITIATING DEPT./DIV. Cathryn Radin Freitas, Personnel Officer Administrative/Personnel ISSUE: Margaret Troyer, Personnel Analyst I, is requesting a pregnancy disability leave of absence, effective January 12, 1986. BACKGROOtlh Margaret Troyer has depl eted her accumul ated sick 1 eave and is requesting a 1 eave of absence due to pregnancy for a peri od not to exceed six month s. RECOMMENDATION: Authorize up to a six-month pregnancy disability leave of absence for Margaret Troyer, effective January 12, 1986, with the continuation of all health, life insurance, and long-term disability insurance benefits. REVIEWED AND RECOMMENDED FOR BOARD ACTION R;7 ;;: t INITIATING DEPT./DIV. 1302A.9/85 CRF PM . Centrt-. Contra Costa Sanitar ~ District BOARD OF DIRECTORS PAGE 1 OF POSITION PAPER NO. VII. ENGINEERING 1 SUBJECT AUTI-lORIZE GENERAL MAN~ER-CHIEF ENGINEER TO EXECUTE AN AGREEM:NT WITH JOHN CAROLLO ENGINEERS FOR DESIGN OF TI-lE CONCORD FL()oI M:TERS AND AUTI-lORIZE $183,700 FROM TI-lE SEWER CONSTRUCTION FUND DATE J 1 TYPE OF ACTION AUTI-lORIZE ~REEM:NT AUTI-lORIZE FUNDS SUBMITTED BY Bert Michalczyk, Associate En ineer ISSUE: As required in the recently negotiated Third Amendment to the September 10, 1974, Agreement (Agreement) between the City of Concord and the District, the exi sti ng Concord Flowmeters at the North Concord Trunk Sewer and at the Concord Pump Station must be replaced in order to provide accurate flow data for billing the City of Concord. In addition, automatic samplers must be installed to monitor the strength and composition of the Concord sewage. BACKGROUND: The City of Concord and the District have entered into an Agreement which requires that the District be compensated for treatment services in the form of payments from Concord reflecting Concord's share of costs for commonly-used facilities. The payments are to be based on flow volume and sewage strength. Studies conducted by Concord and the District have shown that the flow information generated by the exi sti ng permanently install ed North Concord Trunk Sewer meter and the Concord Pump Stati on meter was inaccurate. As a resul t, temporary flow meters have been installed in the two lines and are providing accurate flow information. However, the temporary flow meters are relatively difficult to cal ibrate and are presently maintained by an outside service. The long term use of this service is not cost effective. Studies completed by John Carollo Engineers (JCE) indicated that replacement of the existing permanent meters is the best way to provide accurate flow data. The use of automatic samplers is also the most accurate method to monitor sewage strength. The District and Concord have agreed that the Di strict will desi gn and construct the repl acement meters and samplers and that Concord will share equally in the total project cost. The systems are targeted for startup during the second half of 1986. JCE was selected to complete the design based upon their satisfactory performance duri ng the prel imi nary stages of the proj ect wherei n they have demonstrated extensive project background and working knowledge. As part of the final design, JCE will evaluate and assist in equipment prepurchase, prepare plans and specifications, evaluate bids, provide coordination with permitting agencies, prepare an Operations & Maintenance Manual, and complete as-built drawings. An agreement has been negotiated with JCE on an hourly rate basis with a cost ceiling of $72,150. The estimated constructi on cost i ncl udi ng prepurchased items and contingencies is $410,060. The flow meters and associated instrumentation, the automatic sampling devices and pumps, and the telemetry equipment have been targeted for prepurchase because of REVIEWED AND RECOMMENDED FOR BOARD ACTION DRW RAB . tJ7::: ROGER J. DOLAN INITIATING DEPT.lDIV. W0''' 1302A-9/85 BLM ()?cJ SUBJECT AUlHORIZE GENERAL MANN3ER-CHIEF ENGINEER TO EXECUTE AN AGREE~NT WITH JOHN CAROLLO ENGINEERS FOR DESIGN OF lHE CONCORD FL()I ~TERS AND AUlHORIZE $183,700 FROM lHE SEWER CONSTRUCTION FUND POSITION PAPER PAGE DATE ? OF 4 Januarv 13. 1986 the long (10 to 26 weeks) lead time required for delivery. The estimated cost of the prepurchased equipment is $69,600. This includes taxes, freight, and the services of a technical representative during installation. District forces will require $25,250 in funds to facilitate project management, engineering, and design reviews throughout the design period. The total authorization being requested through the design phase is $183,700 as detailed in the cost summary attached as A. This includes a contingency of $16,700 and $5,000 initially authorized by the General Manager-Chief Engineer for proj ect sta rtu p . The J ul y 6, 1985, Amendment to the Agreement between CCCSD and Concord prov ides that all project costs associated with planning, designing, and installing of meters will be evenly spl it between the two agencies. Total project cost is estimated to be $556,300 including all District and Concord costs through construction and startup as detailed in Attachment B. The District will provide funds for the total proj ect and w ill be reimbursed for one hal f of the total amount, or approximately $278,150 by the City of Concord upon project close out. This project was not included in the Five-Year Capital Improvements Plan because flow meteri ng, in the past, has been the responsi bi 1 ity of the City of Concord. This project was developed as part of the Agreement with resulted from the negotiated settlement of the contract dispute with Concord. RECOMMENDATION: Authorize the General Manager-Chief Engineer to execute an Agreement w fth John Ca roll 0 Engi neers for desi gn of the Concord Flowmeters and authorize $183,700 from the Sewer Construction Fund. --------. 13028-9/85 Page 3 of 4 ATTACH~NT A CONCORD FL ON ~TERS AUTHORIZATION OF FUNDS COST SUMMARY John Carollo Engineers $ 72,150 Prepurchase: Pump Station Meter and Instrumentation N. Concord Meter and Instrumentation Samplers and Sample Pumps Telemetry Equipment $ 34,500 6,300 23 ,600 5,200 Total Prepurchase $ 69,600 Force Account: Topographical Surveys Project Management Design Review/Engineering Printing/Advertising Total Force Account $ 800 6,000 17 ,000 1,450 $ 25,250 $ 167,000 16 ,700 $ 183,700 Subtotal ContingencyCa) Total Authorization (b) (a) Contingency to be applied to Force Account/Prepurchase or John Carollo Engineers as directed by Project Manager. Cb) Includes $5,000 General Manager-Chief Engineer initial authorization. Page 4 of 4 ATTAa-fM:NT B CONCORD FL Ofl M:TERS ESTIMATED PROJECT COST DesignCa) John Carollo Engineers District Forces $ 79,365 27,775 $ 107,140 Cb) Construction Management 39,100 Construction PrepurchaseCa) Installation Cc) Construction Contingency Total Estimated Construction CostCd) $ 76,560 290,000 43,500 410,060 Total Estimated Project Cost $ 556,300 Ca) Includes contingency shown in Attachment A. Cb) Includes contingency of 15 percent. Cc) Applied to Installation at+15 percent. Cd) Predesign level estimate; - 30 percent. . Centr, Contra Costa Sanitar District BOARD OF DIRECTORS PAGE 1 OF 3 POSITION PAPER BOARD MEETING OF Januar 16, 1986 NO. VI!. ENGINEERING 2 SUBJECT AUTHORIZE THE GENERAL MANAGER-CHIEF ENGINEER TO EXECUTE AGREEMENTS WITH MAIN HURDMAN, LARRY WALKER ASSOCIATES, AND AUBREY C. RUSSELL; AUTHORIZE $140,000 IN SEWER CONSTRUCTION FUNDS FOR STAGE SA-I AND SA-II GRANT ADMINISTRATION, DISTRICT PROJECTS 3760 and 3761 DATE January 10, 1986 TYPE OF ACTION AUTHORIZE AGREEMENT AUTHORIZE FUNDS SUBMITTED BY Curtis W. Swanson, Principal Engineer INITIATING DEPT.lDIV. Engineering Dept./Planning Div. ISSUE: Board of Director authorization is required to execute agreements with Main Hurdman, Larry Walker Associates, and Aubrey C. Russell for grant administration and audit services on the Stage SA-I and SA-II Projects. Authorization of $140,000 in sewer construction funds is also required for grant administration activities of consultants and District staff. BACKGROUND: The Stage SA-I and SA-II Projects are funded in part by grants from the State Water Resou rces Control Board (SWRCB) and Envi ronmental Protection Agency (EPA). The total costs to date for the Stage SA-I and SA-II projects are $67,528,676 and $17,536,816, respectively. The District is eligible, subject to audit, to receive $54,315,000 and $14,545,000 in federal and state grant funds for these two projects. The District recently completed lengthy negotiations to resolve the construction claims and to terminate the grants for both of these two grant projects. The last step to close out the two projects is an audit of the two projects by the EPA. An audit is required of all grant-funded projects under EPA regulations. EPA auditors will review the eligibility and reasonableness of project costs, including eligibility decisions made by the EPA and SWRCB staff. The audit is expected to begin in mid-February or March, 1986. Now that the construction settlement and grant termination negotiations have been completed, staff will devote efforts toward preparation for and assistance during the audit. With the assistance of fi nanci al and engineeri ng consul tants, staff has conducted a pre-audit review of both projects. This review identified potenti al audit probl em areas with the two projects. Staff wll 1 address these problem areas while making the final preparations for the audit. To complete the audit preparations, to provide assistance to the auditors, and to review and respond to the audit findings, staff has assembled an audit team composed of three Di stri ct staff members, two engi neeri ng consul tants, and two fi nanci al management consul tants. The engi neeri ng consul tants are Larry Wal ker Associates and Aubrey C. Russell. The financial management consultants are Main Hurdman and Thomas Kawaguchi. The team has a detailed knowledge of the financial and technical aspects of the Stage SA-I and SA-II Projects and al so extensive experience with federal grant regul ations and funding pol icies. Staff bel ieves that this audit team is necessary to protect the District's interests because of the 1 arge amount of grant funds invol ved and the un ique nature of the Stage 5A-I and SA-II Projects. REVIEWED AND RECOMMENDED FOR BOARD ACTION 130211.9/85 RAB ?1rP SUBJECT AUTHORIZE THE GENERAL MANAGER-CHIEF ENGINEER TO EXECUTE AGREEMENTS WITH MAIN HURDMAN, LARRY WALKER ASSOCIATES, AND AUBREY C. RUSSELL; AUTHORIZE $140,000 IN SEWER CONSTRUCTION FUNDS FOR STAGE SA-I AND SA-II GRANT ADMINISTRATION, DISTRICT PROJECTS 3760 and 3761 POSITION PAPER p20E OF 3 DATE January 10, 1986 Larry Walker Associates will provide assistance in interpreting grant regulations and reviewing and responding to the audit findings. This firm has assisted many other local agencies during audits and conducted the pre-audit review of the Stage SA-I and SA-II Projects. Services will be provided on a cost reimbursement basis at a cost not to exceed $18,000. Aubrey Russell is a former District employee who was extensively involved with both the Stage SA-I and SA-II Projects during design, construction, and settlement of the construction claims on the two projects. Mr. Russell will assist in preparing the project files for audit, provide assistance during audit, and review and respond to the audit findings. His services will be provided on a cost reimbursement basis at a cost not to exceed $16,500. Main Hurdman is a nationally-recognized accounting firm that has assisted many local agencies during federal audits. The individuals from Main Hurdman that will be assisting the District are former employees of the EPA Municipal Construction Grant Division. These individuals are very familiar with federal grant regulations, funding policies, and audit procedures. Furthermore, Main Hurdman is aware of audit findings and funding precedents nationwide which will be of benefit to the District. Main Hurdman will provide assistance during the audit and review and respond to the audit findings. These services will be provided on a cost reimbursement basis at a cost not to exceed $30,000. Thomas Kawaguchi is a financial management consultant with over 40 years' experience with government and grant accounting. During the past year, Mr. Kawaguchi assisted in reconcil ing the project and grant costs for both the Stage SA-I and SA-II projects and submitting the final grant payment requests to the EPA and the SWRCB. Mr. Kawaguchi will provide assistance during the audit in interpreting the District financial records to the auditors. His services are expected to be less than $5,000 and will be handled by purchase order. The total funds being requested for audit preparation and assistance activities is $140,000. A summary of this authorization request is listed in Attachment 1. This request includes $34,000 for force account costs. In addition, a $25,000 authorization is being requested for legal assistance during the audit. Finally, a contingency of $11,500 is being requested for either force account or consultant services during the audit. If necessary, District staff will use this contingency to issue contract change orders to Main Hurdman, Larry Walker Associates, Aubrey Russell, or Thomas Kawaguchi to expand their scopes of work. RECOMMENDATION: Authorize the General Manager-Chief Engineer to execute agreements with Main Hurdman, Larry Walker Associates, and Aubrey C. Russell for grant administration services; authorize $140,000 in sewer construction funds for Stage SA-I and SA-II grant administration. --------. 13028-9/85 Page 3 of 3 ATTACHMENT 1 CENTRAL CONTRA COSTA SANITARY DISTRICT STAGE SA-I AND SA-II GRANT ADMINISTRATION SUMMARY OF FUNDS REQUESTED Desc ri pt i on Funds Requested Consultants Main Hurdman $ 30,000 Larry Walker Associates la,ooo Aubrey C. Russell 16,500 Thomas Kawaguchi 5,000 $ 69,500 $ 69,500 Legal $ 25,000 $ 25,000 Force Account District Staff-Audit $ 29,000 Temporary Clerical Help 3,500 Supplies/Services 1,500 $ 34,000 $ 34,000 Contingency $ 11,500 $ ",500 Total Funds Requested $140,000 .. Centr~ Contra Costa Sanital District . BOARD OF DIRECTORS PAGE 1 OF 2 POSITION PAPER BOARD MEETING OF January 16, 1986 NO. VI1. ENGINEERING 3 SUBJECT SET PUBLIC HEARING DATE OF FEBRUARY 6, 1986, TO CONSIDER ADOPTION OF NEGATIVE DECLARATION FOR THE WATERSHED NO. 35 SOUTH (SYCAMORE VALLEY) SEWAGE COLLECTION SYSTEM IMPROVEMENTS PROJECT DATE January 10, 1986 TYPE OF ACTION SET PUBLIC HEARING SUBbIIlTTED BY . Jacquellne L. Zayac, Planning/Grants Technician INlIlA TI,NG DEPT./DIV. tng1neer1ng Dept./P1anning Division ISSUE: A public hearing must be conducted prior to adopting the Negative Declaration for the proposed Watershed No. 35 South Sewage Collection System Improvements Proj ect, herei nafter ca 11 ed "the proj ect. " BACKGROUND: The proj ect area (shown in Attachment 1) is located along Sycamore Valley Road and Camino Tassajara between Camino Ramon and Dougherty Road in the City of Danv111e. The proposed project consists of installation of pipeline in three separate reaches. Based on recent District staff estimates, wastewater from existing and approved developments in the project area would cause almost all reaches of Segment 1 to exceed capacity and several reaches in Segments 2 and 3 to exceed capacity if the project were not built. Segment 1 of the proposed improvement project is a committed project of the Sycamore Valley Specific Plan Assessment District. Segments 2 and 3 are not projects of the Sycamore Valley Specific Plan Assessment District. These segments are being proposed for construction now based on a unique, one-time opportunity for the District to incorporate project construction with construction of the already approved Sycamore Valley Specific Plan Assessment District roadway improvements to Sycamore Valley Road and Camino Tassajara. The Central Contra Costa Sanitary District is the lead agency in the mandated CEQA review process since it is the publ ic agency proposing the project. An initial study of the proposed project to determine if the project may have a significant effect on the environment has been conducted and prepared by Earth Metrics, Inc., an environmental and planning firm. Based on its evaluation, District staff concludes that the initial study adequately, accurately, and objectively evaluates the proposed project's effect on the environment; that the proposed project will not have a significant effect on the environment; that no additional mitigation measures are needed; and that a Negative Declaration would be the appropriate document for the project. RECOMMENDATION: Set a public hearing date of February 6, 1986, to consider adoption of the Negative Declaration for the Watershed No. 35 South Sewage Collection System Improvements Project. REVIEWED AND RECOMMENDED FOR BOARD ACTION j)l\, lL 1ftfJ - 1302A.9/85 --_.-....--~_._---,.<.__.__.,----_._._~,-"------'-_.._--_..------.-.--- ,\~~ . . "-~ ~ \ UI . : ~-/~ : ~ ~>'~ ~,"" ,r, , '~'J: . . " . Page 2 of 2- 1t0. ~~:::::-- ..s ...0 2'" ILl'" I'" XC UILl ~~ (~ ~ t E .~ i~ "': c c .2 " t E :! ~ o e u a. E - ! ~ ! 5 IIl11i ! ~ ! i ~ .~ ~ I ~ = 5 ~. -, '1',l ,w:,-.,' i""J ~~ if /! !~~~,,:.':,,/ ,1,,', / '~ . .,\:'~',(;1:' ?,r.../o~/>: ~~i!Jl;f<~><" ,of".,.1i( "Y ~i:~.ii'- :"'~~Jlo.. j' ,"""'-.:- ~~.~. . ~J~I~~" ..;,- --,,' '/Y ,115 lE- E' -- ~ ~ i ~ ~1-2 ~ ~~~Ci VI w>:EW :E~ ~Q:~g w::II~:!wi!i~d ~I!:~~~~~'-' ~fa~clil~~~ ZVl;>W ~1lI< ~ 2~ 2!;1 ~!;1 ~ ~~~~~o~~ 2Cu Iii ~ ~ ! ~ . Centrl Contra Costa Sanitar District .. BOARD OF DIRECTORS PAGE 1 OF 1 POSITION PAPER BOARD MEETING OF January 16, 1986 NO. VII 1. COLLECTION SYSTE~1 1 SUBJECT AUTHORIZE $6,400 FROM THE SEWER CONSTRUCTION FUND FOR THE REPLACEMENT OF APPROXIMATELY 375 FEET OF PIPELINE AND THE ADDITION OF ONE MANHOLE AT LAUREl DRIVE AND MAGNOLIA LANE IN LAFAYETTE BY DISTRICT FORCES DATE January 7, 1986 TYPE OF ACTION AUTHORIZE FUNDS SUBMITTED BY John Larson, Manager Collection System Operations INITIATING DEPT./DIV. Collection System Operations ISSUE: Capital funds are needed to replace a section of publ ic sewer and to add one new manhol e. BACKGROUND: The publ ic sewer that serves the resi dences on a porti on of Laurel Drive and Magnol ia Lane in Lafayette is currently in very poor condition. The sewer has problems with root intrusion, low spots, and structural cracks. The poor condition of the sewer has been the cause of previous overflows. In order to prevent a recurrence of the overflows this pipel ine is currently maintained once each month. In addition another sewer connects to the sewer in Magnol ia Lane without a manhole, making periodic preventative maintenance of that portion of the sewer impossible. Repl acement is recommended at thi s time because it is cost effective and because the flows in the Laurel Drive portion of the pipeline will increase in the near future upon completion of an upstream development. RECOMMENDATION: Authorize $6,400 from the Sewer Construction Fund for the repl acement of approximately 375 feet of pi pel ine and the addi ti on of one manhol e at Laurel Drive and Magnolia Lane in Lafayette. REVIEWED AND RECOMMENDED FOR BOARD ACTION ---------.---....--.,.----.'. .. ----~-,--~-~---_._------_._..._-'-_._..._--_.--.---~- . Centr~ Contra Costa Sanitar District . BOARD OF DIRECTORS PAGE 1 OF 1 POSITION PAPER BOARD MEETING OF January 16, 1986 NO. III. COLLECTION SYSTEM 2 DATE January 2, 1986 TYPE OF ACTION AUlHORIZE FUNDS SUBJECT AUTHORIZE $8,500 FROM THE SEWER CONSTRUCTION FUND FOR THE REPLACEMENT OF APPROXIMATELY 493 FEET OF PIPELINE AND THE ADDITION OF ONE NEW MANHOLE ON WARREN ROAD IN MARTINEZ BY DISTRICT FORCES SlJeMlTTED BY Jonn Larson, Manager Collection System Operations INL:rIA.TlNG OEPT./DIl4 vOl lec~lon ~ystem Operations ISSUE: Capital funds are needed to repl ace a secti on of publ ic sewer and to add one new manhol e. BACKGROUND: The publ ic sewer located in Warren Road in Martinez changes size (4" to 6") between manholes and it is in very poor condition. The poor condition of this sewer was the cause of a recent overflow. The Warren Road sewer is difficult to maintain because of the pipe size change between manholes, substandard size, and missing manhole. Replacement is recommended at this time to prevent future sewer overflows and to facilitate future maintenance. RECOMMENDATION: Authorize $8,500 from the Sewer Construction Fund for the replacement of approximately 493 feet of pipeline and the addition of one manhole on Warren Road in Martinez. REVIEWED AND RECOMMENDED FOR BOARD ACTION JL . Centr,- Contra Costa Sanitar.. District BOARD OF DIRECTORS POSITION PAPER BOARD MEETING OF January 16, 1986 PAGE 1 OF 1 NO. ITEMS LATE X. FOR THE AGENDA 1 DATE January 16, 1986 TYPE OF ACTION SUBJECT APPROVE CLAIM SETTLEMENT PAYMENT TO GERALD AND PATRICIA ORTLAND FOR SEWER OVERFLOW DAMAGE APPROVE CLAIM SETTLEMENT PAYMENT SUj~lnl~~Y Camp be 1 1 Administrative Operations Manager INITIATING DEPT./DIV. Administrative/ Risk Management and Safety ISSUE: A settlement agreement has been reached with Mr. and Mrs. Geral d Ortl and which requires approval by the Board. BACKGROUND: The Ortlands submitted a $100,000 damage claim to the District which was denied by the Board on January 9, 1986. The background for the cl aim was presented in the January 9 position paper and potential settlement was discussed with the Board in closed session on that same date. Subsequently, the Ortlands have agreed to accept $22,500 as full settlement of their claim and the staff recommends that it be settled for that amount. RECOMMENDATION: Approve payment of $22,500 from the Operati ons and Maintenance Contingency Fund to Gerald and Patricia Ortland in settlement of their claim for damages resulting from a sewage overflow occurring at 62 Rheem Boulevard, Orinda, on September 19, 1985. REVIEWED AND RECOMMENDED FOR BOARD ACTION ;r~I~EPT/DIV 1302,0.9/85 JEC PM