HomeMy WebLinkAboutBUDGET & FINANCE AGENDA 05-07-07
Central Contra Costa Sanitary District
5019 Imhoff Place, Martinez, CA 94553-4392 (925) 228-9500 . www.centralsan.org
BUDGET AND FINANCE COMMITTEE
Chair McGill
Mem ber Nejedly
MondaYI May 7,2007
3:00 p.m.
Executive Conference Room
5019 Imhoff Place
Martinez, California
1. CALL MEETING TO ORDER
2. PUBLIC COMMENTS
3. OLD BUSINESS
a. Report on Talavera and Richardson.
b. Legal response regarding financial reports to the Board.
4. CLAIMS MANAGEMENT
5. REPORTS/ANNOUNCEMENTS
a. Review Self-Insurance Fund position paper. (Agenda Item No. 9.b.).
b. Review March 2007 Financial Statements. (Agenda Item No. 9.a.)
c. Review position paper setting public hearings for the Sewer Service
Charge. (Agenda Item No.3.!.)
d. Discuss O&M position paper that will be distributed to the Board at the
May 10 Board Meeting. (This position paper is on the May 24 Board
Agenda.)
6. REVIEW EXPENDITURES
7. ADJOURNMENT
A
"., Recycled Paper
Central Contra Costa Sanitary District
May 4, 2007
TO:
FROM:
BOARD BUDGET AND FINANCE COMMITTEE
RANDALL MUSGRAVES /I"
DEBBIE RATCLIFF
SUBJECT:
April 16, 2007 Finance Committee Meeting
The following two questions were outstanding from a prior Board Budget and Finance
Committee meeting. The questions and responses are provided below:
1. An update on Talavera and Richardson was requested as to what contracts
they have with the District and what projects they are still working on.
A response from Ann Farrell, Director of Engineering, is attached to this memo.
2. Is staff required by State law or statute to submit monthly financial
statements to the Board and if so, could they be included under consent on
the Board Agenda after committee review?
District Counsel reviewed Government Code and has provided the attached
response.
Central Contra Costa Sanitary District
April 17, 2007
TO: BOARD FINANCE COMMITTEE
FROM: ANN E. FARRELL, DIRECTOR OF ENGINEERING~
SUBJECT: TALAVERA AND RICHARDSON
The Board Finance Committee has asked for an update on our use of Talavera and
Richardson for Engineering Department data base needs. As discussed in the past,
Talavera and Richardson is a two man firm with both engineering and data base
experience who is uniquely qualified to work on many of our data base needs. In
addition, their hourly rates are less than people doing similar work. The payments to
Talavera & Richardson over the last twelve years are attached. Their fees have
averaged $53,200 per year. At the request of the Finance Committee, staff initiated a
transition to other firms for several of our data base needs in January of 2006.
Attached are two spreadsheets, one showing the open agreements for Talavera and
Richardson when this subject last came up in January 2006, and the second showing
the current open agreements, as well as title memo that was sent to the Board Finance
Committee In January 2006. The fOllowing summarizes the current status of work
previously or currently being done by Talawera and Richardson.
Capital Program Improvement Software: As you can see by reviewing the historical
information, the charges by Talavera and Richardson for this work have been modest.
For the eight years from 1997 to 2005 they supported our CIB/CIP software for a total
cost of $116,000 or about $14,500 per year. At the request of the Board Finance
Committee, Talavera and Richardson are no longer doing this work. Staff attempted to
use a new consultant to make some improvements to this innovative and complex
software system developed by Talavera and Richardson. A contract of $20,000 was let
with a firm recommended by others with data base experience. The individual hired
was asked to implement a change to the software package which would allow the
engineers, when inputting changes to cash flow estimates, to have a comment field
where they could indicate the reasons for the changes. A significant amount of staff
time was spent in addition to the total amount of the contract, and the desired
improvements were not able to be implemented. While the individual understood data
bases, he was unable to make the data base work with the OTIS interface for our
intranet such that staff could input the infotmation. Fortunately, Rob Talavera agreed to
return the software to its original state so it could be used to generate this years
CIB/CIP document and did so at no cost to the District. Staff completed the 2007-08
CIB/CIP document with the software as is. It would still be desirable to make some
modifications to the software. More recertltly we have hired a new software consultant
to assist with generating HTE information I on project expenditures in a more useful
format for the capital project managers.
Source Control Electronic Tracking: The source control data base, which is used
daily by our inspectors to track inspection!;, was developed for only $24,000 by Talavera
and Richardson. At the request of the Board Finance Committee, staff has been
exploring other alternatives. Staff attempted to find an off the shelf program in lieu of a
custom data base, but was not able to find one that met our needs. Therefore staff did
a search and was able to identify a consultant to update and add functionality to the
custom software developed by Talavera and Richardson and migrate it from Access to
SQL Server, the current District standard and a software with more capability than
Access. This migration and improvement is essential, as we will be significantly
increasing the number of permitted industries we must track. Staff has initiated a
$25,000 contract with another new consul~ant for this work and is hopeful that the new
consultant will be able to meet our needs.
Sewer Network Analysis Program (SNAP) and Collection System Flow
Monitoring: As discussed in my memo of January 2006 and again on April 20, 2006,
when the Board approved an amendment to the Talavera and Richardson contract, it is
essential to continue to use Talavera and !Richardson to calibrate the sewer model.
This model is an essential tool for sizing sewers and checking capacity and is used on
every collection system project, for most developer/homeowner projects, and to check
capacity for special discharges administered by source control. The model was
developed by Talavera and Richardson and has been updated and refined by them
through the years.
The Board approved contract amendment (attached) was intended to allow Talavera
and Richardson to complete the updating Find calibration of the model based on the new
flow monitoring data collected in 2005 and to train the staff assigned to do the modeling
work at that time. The calibration work is $till ongoing as there have been some
technical difficulties associated with the linkage between the model and the new
I
software being used for the District maps and GD!. The majority of this coordination
work has been done by District staff and b~ software consultants working specifically on
the GDI portion of the interface. Howeverl the calibration work by Talavera &
Richardson has been deferred until the linkages are correct. There are funds remaining
for Talavera & Richardson to complete the work in the Contract approved by the Board,
as shown on the open contracts spread sheet.
In addition, ongoing support is needed as Is common with all computer programs. The
District maintains a training and maintenance agreement with HTE for our accounting
software because it is essential to how we do our business. Likewise, we have
determined it would be both unwise and ulilworkable to have another software
development firm provide the ongoing software training and user support for the SNAP
model. Therefore, staff recently opened a small O&M contract ($10,000) for the
continued training of staff, particularly the staff and assistant engineers who have been
rotating through the planning group, on the model and for user support and
maintenance when questions/problems are encountered. It is anticipated that we will
need such an O&M contract each year ($10,000 - $15,000 per year) to provide ongoing
training and user support. Again, the accuracy and functionality of this model is
essential to the everyday business of the District and staff strongly recommends that we
be allowed to continue to use Talavera and Richardson for its support.
Finally, it should be noted that we will be issuing a request for proposal to update our
Collection System Master Plan, which identifies capacity deficiencies in the collection
system. In order to update the Master PI$n, the Districts SNAP model is used with
updated data on development density and rates. In order to perform this update, the
consultants may choose to utilize the model themselves, to subcontract to Talavera &
Richardson for this work or to develop a new model (this is unlikely). It is in the
District's best interests to make the SNAP model available and allow the consultants
proposing on the project some flexibility in how they prosecute this work.
Summary: In response to requests by the Board Finance Committee in early 2006,
District staff has terminated all contracts with Talavera and Richardson except for
essential contracts related to the Sewer Network Analysis Program and the
incorporation of 2005 flow data. An Amendment for the flow monitoring incorporation
work was discussed with the Board and approved at the April 20, 2006 'Board meeting
and this work is ongoing. In addition, staff requires a nominal O&M account ($10,000 _
$15,000) per year for the continued maintenance, training and user support on the
Sewer Network Analysis Program (SNAP). SNAP is essential to our work and used
almost daily to check capacities on existil1g sewers and size new sewers. It's accuracy
and functionality must be maintained to allow us to do our work. Finally, the update of
the Collection System Master Plan, which is done approximately every five years, will
require that consultants either learn to utilize SNAP, or hire Talavera and Richardson as
a subcontractor. The RFP as recommended by staff leaves this choice up to the
consultants proposing on the work.
Talavera and Richardson - Payments to date May 2, 2007
Invoice Check Check
Date No. Amount Invoice Number Description Accounting Code
7/13/1995 90824 3,640.00 CIP SOFTWARE UPDATE 001-0230-480.09-02
3,640.00 FY 94/95
9/14/1995 92420 1,960.00 Aug-95 alP SOFTWARE UPDATE 001-0230-480.09-02
5/31/1996 97434 840.00 R056C TECHNICAL SERVICES 001-0230-480.09-02
2,800.00 FY 95/96
4/1/1997 18565 17 ,400.00 T047A CIP SOFTWARE DVLPMNT 4/97 002-0000-900.09-10
5/31/1997 18565 4,880.00 T057A CIP SOFTWARE DEVELOPMENT 002-0000-900.09-10
22,280.00 FY 96/97
9/2/1997 18927 5,360.00 T087A OIP SOFTWARE DEVELOPMENT 002-0000-900.09-10
9/16/1997 18964 5,840.00 R087C MASTER PLAN UPDATE 002-0000-900.09-10
1 0/7/1997 19381 4,480.00 T097A OIP SOFTWARE DEVPT. 002-0000-900.09-10
12/10/1997 19381 2,880.00 T117A CIP SOFTWARE UPGRADE 002-0000-900.09-10
1/28/1998 19496 9,920.00 R107A ODOR CONTROL STUDY 002-0000-900.09-10
1/28/1998 19496 1,280.00 R107A dOOR CONTROL STUDY 002-0000-900.90-10
3/23/1998 19656 7,040.00 R127C PIROJ.ENGINEERING PJT. 002-0000-900.09-10
3/23/1998 19656 3,280.00 R127C PIROJ.ENGINEERING PJT. 002-0000-900.09-10
3/24/1998 19656 2,560.00 R028D PIROJ.ENGINEERING PJT 002-0000-900.09-10
4/2/1998 110322 3,000.00 APRIL 2,1998 TECHNICAL SERVICES 001-0230-480.09-02
4/15/1998 19733 3,040.00 R038A COLL.SYSTEM MASTER PLAN P 002-0000-900.09-10
48,680.00 FY 97/98
7/31/1998 20180 34,245.00 APR-JUNE 98 eOL.SYSTEM MSTR PLAN UPDT 002-0000-900.09-10
10/22/1998 20480 16,800.00 R098A eOLL SYS MSTR PLN UPDATE 002-0000-900.09-10
11/2/1998 114956 3,150.00 NOVEMBER 2,1998 OIP SOFTWARE DEVPT SVCS 001-0200-420.09-02
11/30/1998 20717 8,000.00 R 118A eOL SYS MSTR PLAN UPD PRO 002-0000-900.09-10
12/28/1998 116260 1,530.00 T128A CIP SOFTWARE DEVELOP 001-0200-420.09-02
2/3/1999 20908 3,360.00 R019D PIROJ/COLL SYS MSTR 002-0000-900.09-10
3/4/1999 21025 4,480.00 R029D PIROJ/COLL SYS MSTR 002-0000-900.09-10
4/13/1999 21148 3,040.00 R039A PORJ/COLL SYS MASTER 002-0000-900.09-10
4/20/1999 118228 6,120.00 T039G TECH SERV 2/1-3/31 001-0200-420.09-02
4/30/1999 21252 2,400.00 R049A PIROJ/COLL SYS MASTER 002-0000-900.09-10
4/30/1999 119528 7,380.00 R049B TECH SERV REIMB DATABASE 001-0200-420.09-02
4/30/1999 118228 810.00 T039A TECH SERV 12/1/98-3/31 001-0200-420.09-02
5/31/1999 21287 2,160.00 R059A PIROJ/COLL SYS MASTER 002-0000-900.09-10
93,475.00 FY 98/99
6/30/1999 21479 4,480.00 R069A RROJ/COLL SYS MSTR 002-0000-900.09-10
7/5/1999 21479 1,620.00 T069F RROJ/SEWER MTCE MGT 002-0000-900.20-10
7/31/1999 21634 2,320.00 R079A RROJ/COLL SYS MASTER 002-0000-900.09-10
10/3/1999 21670 8,960.00 R099A RROJ/COLL SYS MSTR 002-booo-900. 09-10
10/28/1999 21715 8,370.00 T059F RROJ/SEWER MTCE MGT 002-0000-900.20-10
10/31/1999 21838 3,680.00 R109A P!ROJ/COLL SYS MSTR 002-0000-900.09-10
11/30/1999 21924 1,760.00 R119A RROJ/COLL SYS MSTR 002-0000-900.09-10
5/2/2000 126157 8,550.00 R040B TECH SVC TO 5/2 001-0200-420.09-02
6/30/2000 22522 3,200.00 R129A RROJ/COLL SYS MSTR 002-0000-900.09-10
42,940.00 FY 99/00
8/30/2000 22674 10,440.00 T080A RROJ/CAP IMP PLAN&BUD 002-0000-900.09-10
8/30/2000 127857 1,080.00 T080G TECH SVC 7/1-8/26 001-0200-420.09-02
10/11/2000 22768 3,330.00 T090A RROJ/CAP IMP PLAN&BUD 002-0000-900.09-10
1 0/31/2000 130462 720.00 020577SC ANNEX SOFTWARE DEVELOP OC 001-0200-420.09-02
1 0/31/2000 22924 1,230.00 T100A RROJ/CAP IMP PLAN&BUD 002-0000-900.09-10
1/11/2001 23373 9,390.00 T120A RROJ/CAP IMP PLAN&BUD 002-0000-900.09-10
5/8/2001 23373 2,160.00 T041A RROJ/CAP IMP PLAN&BUD 002-0000-900.09-10
5/21/2001 132619 1,710.00 T051F MODIFY CFSI DATABASE 4/1- 001-0300-640.09-02
30,060.00 FY 00/01
1of3
-- ._-----_._._-_.,._-~_._~--_._--~---,--_.,----,---- -'-'_.--~'---'- - --" .._,..._.,._._-~._---_...,.._"--------- ,---,_._~_._,.,-_.
Talavera and Richardson - Payments to date May 2, 2007
Invoice Check Check
Date No. Amount Invoice Number Description Accounting Code
9/4/2001 135015 540.00 T081F SOFTWARE UPDT 06/1-8/25 001-0300-640.09-02
11/5/2001 24080 5,580.00 T101A Jl>ROJ/HHWCF IMPROVE 002-0000-900.09-10
11/5/2001 135610 180.00 T101F MODIFY CFSI DATABASE OCT 001-0300-640.09-02
12/3/2001 24137 3,690.00 T111A PROJ/CAP IMP PLAN&BUD 002-0000-900.09-10
12/3/2001 136745 6,120.00 T111 B $VC/DEVELOP DATABASE 001-0200-490.09-02
1/2/2002 24233 1,530.00 T121A PROJ/CAP IMP PLAN&BUD 002-0000-900.09-10
1/2/2002 136745 630.00 T1218 $VC/DEVELOP DATABASE 001-0200-490.09-02
1/2/2002 136745 180.00 T121F $VC/SOFTWARE UPDT 001-0300-640.09-02
2/4/2002 24517 540.00 T012A PROJ/CAP IMP PLAN&BUD 002-0000-900.09-10
2/4/2002 137666 1,440.00 T012B DEVELOP DATABASE JAN 001-0200-490.09-02
3/7/2002 137666 990.00 T022B DEVELOP DATABASE FEB 001-0200-490.09-02
3/28/2002 138456 270.00 T032B TECH SVC MARCH 001-0440-850.06-03
5/6/2002 138999 720.00 T042B $VC/DEVELOP DATABASE 001-0200-490.09-02
5/13/2002 139841 4,590.00 R022A COMPUTER PGM-REIMB FEE 001-0200-420.09-02
6/14/2002 139667 540.00 T052B TECH SVC MAY 001-0200-490.09-02
7/5/2002 139997 540.00 T062F TECH SVC JUNE 001-0300-640.09-02
7/20/2002 24803 12,878.50 T062D PROJ/CS MODELING SYS UPGR 002-0000-900.09-10
40,958.50 FY 01/02
8/14/2002 24941 6,845.07 T072D PROJ/CS MODELING SYS 002-0000-900.09-10
9/9/2002 25010 10,910.12 T082D PROJ/CS MOD SYS UPGR 002 -0000-900.09-1 0
10/16/2002 25180 2,248.53 T092C PROJ/CS MODELING SYS 002-0000-900.09-10
11/13/2002 25179 630.00 T102A PROJ/CAP IMP PALN&BUD 002-0000-900.09-10
11/13/2002 25180 4,655.00 T102C PROJ/CS MODELING SYS 002-0000-900.09-10
12/18/2002 143553 360.00 T112B DEVELOP ACCESS D-BASE NOV 001-0200-490.09-02
1/24/2003 25379 2,676.95 T122C PROJ/CS MODELING SYS UPGR 002-0000-900.09-10
2/12/2003 25541 5,415.00 T013C PROJ/CS MODELING SYS UPGR 002-0000-900.09-10
3/5/2003 25502 270.00 T023A RRJ/CAP IMP PLAN & BUDGET 002-0000-900.09-10
3/1 0/2003 25541 9,127.53 T023C RROJ/CS MODELING SYS UPGR 002-0000-900.09-10
4/16/2003 25607 3,325.00 T033C PROJ/CS MODELING SYS UPGR 002-0000-900.09-10
5/2/2003 25679 2,945.00 T043C PROJ/CS MODELING SYS UPGR 002-0000-900.09-10
5/31/2003 145534 1,140.00 T053B DEVELOP ACCESS DATABASE 001-0200-490.09-02
5/31/2003 25773 7,885.00 T053C PRJ/SNAP MODEL REPLACEMT 002-0000-900.09-10
7/15/2003 25865 5,124.00 T063C PRJ/CS MODELING SYS UPG 002-0000-900.09-10
63,557.20 FY 02/03
8/11/2003 147118 2,090.00 T073B DEVELOP DATABASE JUL Y03 001-0200-490.09-02
8/15/2003 26029 6,599.00 T073C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
9/8/2003 26124 9,371.00 T083C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
10/3/2003 26209 8,260.00 T093C PRJ/CS MODELING SYSTEM UP 002-0000-900.09-10
11/10/2003 26385 6,130.00 T103A PROJ/CAP IMP PLAN&BUD 002-0000-900.09-10
11/12/2003 26330 9,535.00 T103C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
12/8/2003 26385 646.50 T113A PROJ/CAP IMP PLAN&BUD 002 -0000-900.09-1 0
12/8/2003 26369 8,302.00 T113C PROJ/CS MODELING SYS 002-0000-900.09-10
1/8/2004 26440 10,307.00 T123C PRJ/CS MODELING SYS UPGRA 002-0000-900.09-10
2/3/2004 149380 380.00 T014B DATABASE DEVELOPMNT JAN04 001-0200-490.09-02
2/3/2004 26512 7,357.00 T014C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
3/12/2004 26660 15,581.00 T024C PROJ/CS MODELING SYS 002-0000-900.09-10
3/30/2004 26833 3,578.00 T034A PRJ/CAP IMP PLAN & BUDGET 002-0000-900.09-10
3/30/2004 26642 12,819.37 T034C PRJ/CS MODELING SYS UPGRA 002-0000-900.09-10
5/1/2004 27197 309.07 T054C RESIDUAL PHOJ/CS MODELING SYS UPGR 002-0000-900.09-10
5/17/2004 26864 14,338.00 T044C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
6/1/2004 26833 529.00 T054A PRJ/CAP IMP PLAN & BUDGET 002-0000-900.09-10
6/28/2004 26883 1,805.00 T064C PRJ/CS MODELING SYS UPGR 002 -0000-900.09-1 0
7/1 0/2004 151425 2,707.50 T064B DATABASE DEVELOPMENT JUNE 001-0200-490.09-02
120,644.44 FY 03/04
2 of 3
-"-'''~'--'-''<'''-'-''-'''---'-''-'---+---------'''----,--,".-- -"-'",_._------_.---~--_._.__.~...
Talavera and Richardson - Payments to date May 2, 2007
Invoice Check Check
Date No. Amount Invoice Number Description Accounting Code
8/5/2004 26979 1,140.00 T074C PROJ/CS MODELING SYS UPGR 002-0000-900.09-10
9/6/2004 27097 2,992.50 T084C PRJ/CS MODELING SYS UPGR. 002-0000-900.09-10
9/1 0/2004 27137 4,142.43 T054C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
10/4/2004 152798 665.00 T094B DATABASE DEVELOPMENT SEPT 001-0200-490.09-02
1 0/4/2004 27175 760.00 T094C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
10/11/2004 27196 2,650.00 T094A PRJ/CAP IMP PLAN & BUDGET 002-0000-900.09-10
12/3/2004 27375 1,700.00 T114A PRJ/CAP IMP PLAN & BUDGET 002-0000-900.09-10
12/3/2004 27376 2,660.00 T114C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
12/6/2004 27719 1,087.47 868765 PROJ/06 COLLECT SYS PLAN 002-0000-900.09-10
1/4/2005 27376 1,330.00 T104C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
1/11/2005 27512 2,179.97 T124C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
2/26/2005 27550 19,300.00 R025A PRJ/06 COLLECTION SYS 002-0000-900.09-10
3/2/2005 27570 1,500.00 T025A PRJ/CAP IMP PLAN & BUDGET 002-0000-900.09-10
3/2/2005 154895 1,425.00 T025B DATABASE DEVLPMNT JAN,FEB 001-0200-490.09-02
3/2/2005 27550 18,658.05 T025C PRJ/CS MODELING SYS UPGR 002-0000-900.09-1 0
4/7/2005 27718 1,500.00 T035A PROJ/CAP IMP PLAN&BUDGET 002-0000-900.09-10
5/2/2005 27676 500.00 T045A PRJ/CAP IMP PLAN & BUDGET 002-0000-900.09-10
5/2/2005 156019 237.50 T045B DATABASE DEVELOPMENT APR 001-0200-490.09-02
5/2/2005 27677 1,500.00 T045C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
5/31/2005 27808 20,300.00 R045A PRJ/06 COLLECTION SYS PLN 002-0000-900.09-10
6n /2005 156298 1,852.50 T055B DATABASE DEVELOPMENT MAY 001-0200-490.09-02
88,080.42 FY 04/05
7/30/2005 27937 5,600.00 R075A PRJ/06 COLLECTION SYS PLN 002-0000-900.09-10
8/30/2005 28042 8,000.00 R085A PRJ/06 COLLECTION SYS PLN 002-0000-900.09-10
9/6/2005 28041 9,270.00 T085A PRJ/CAP IMP PLAN & BUDGET 002-0000-900.09-10
9/6/2005 158756 1,045.00 T085B DATABASE DEVLPMNT AUGUST 001-0200-490.09-02
9/6/2005 28042 3,600.00 T085C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
9/30/2005 28148 10,712.00 R095A PROJ/06 COLL SYS PLANNING 002-0000-900.09-10
10/9/2005 28403 2,200.00 T095A PRJ/CAP IMP PLAN & BUDGET 002-0000-900.09-10
11/2/2005 28403 1,100.00 T105A PRJ/CAP IMP PLAN & BUDGET 002-0000-900.09-10
11/2/2005 28404 1,600.00 T105C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
11/28/2005 158756 1,520.00 T115B DATABASE DEVLPMNT T011/25 001-0200-490.09-02
1/9/2006 28403 1,980.00 T125A PRJ/CAP IMP PLAN & BUDGET 002-0000-900.09-10
1/17/2006 28404 300.00 T095C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
1/17/2006 28403 880.00 T115A PRJ/CAP IMP PLAN & BUDGET 002-0000-900.09-10
1/17/2006 28404 1,700.00 T115C PRJ/CS MODELING SYS UPGR 002-0000-900.09-10
2/6/2006 28519 4,510.00 T016A PROJ/CAP IMP PLAN&BUDGET 002-0000-900.09-10
7/11/2006 28843 8,888.00 R 1 05A PRJ/CS PLNG AND FLOW MON 002-0000-900.09-10
62,905.00 FY 05/06
1 0/28/2006 29555 5,940.00 T106A PRJ/CS PLNG AND FLOW MON 002-0000-900.09-10
12/1/2006 29665 4,180.00 T116A PRJ/CS PLNG AND FLOW MON 002-0000-900.09-10
1/28/2007 29787 5,610.00 T017A PRJ/CS PLNG AND FLOW MON 002-0000-900.09-10
2/1 /2007 165300 1,485.00 T027S SOFTWARE SUPPORT TO 02/24 001-0200-420.09-02
3/14/2007 29875 1,265.00 T027A PRJ/CS PLNG AND FLOW MON 002-0000-900.09-10
18,480.00 FY 06/07 to date
$638,500.56 Total Payments to Date
3of3
--..------...,'-.---,- ._---_.,.,_._..._._----~---_.~._._...._._..,,-,._--,---..---....---."......,.--.-- --.....
Central Contra Costa Sanitary Di~trict
January 26, 2006
TO:
FROM:
BOARD FINANCE COMMITTEE
ANN E. FARRELL, OIRECTOR OF ENGINEERIN~
TALAVERA AND RICHARDSON
SUBJECT:
A concern has been raised by the Board Finance Committee about our exclusive use of
Talavera and Richardson for Engineering Department data base needs. Talavera and
Richardson have been utilized almost eXdlusively for more than ten years due to their
low hourly rates, their knowledge of our Diistrict and their responsiveness. I have
researched the existing contracts and they are summarized below. My findings are that
three of the four contracts can likely be transitioned to other data base consultants or
replaced with off the shelf software. The forth, Collection System Flow Monitoring,
needs to be completed by Talavera and Richardson to ensure accurate calibration of
the Sewer Network model we have just recently upgraded.
Capital Program Improvement Software: The software used to produce the Capital
Program document is a customized package written in Access, a data base software,
developed for the District by a consultant in approximately 1987. It has been
maintained and refined by Talavera and Richardson for approximately the last ten
years. Currently there is a $127,075 contract in place that was originally authorized in
May of 1987. The entire amount has been expended. There is an outstanding invoice
of approximately $4000 for work in January to complete some refinements to the CIB
process. These refinements are intended to reduce the staff time necessary to produce
the CIB document. If further work is needed that cannot be completed by District staff,
other data base consultants will be evaluated for this work.
Source Control Electronic Tracking: A source control tracking program, written in
Access data base software, was develop~d by Talavera and Richardson starting in
November of 2001 and has been updated periodically since. The contract amount is
$30,760 and approximately $24,000 has been spent since 2001. Source control is
currently investigating off the shelf source control tracking packages which would utilize
the date currently in the data base and prClvide additional functionality specific to
tracking of industrial user permits, inspections, monitoring and other activities particular
to source control. There are a number of packages available that could provide this
functionality. Such a package would be an alternative to continuing to hire Talavera and
Richardson to expand the customized tracking program. At this time the expectation is
that a suitable off the shelf package will be found and that the services of Talavera and
Richardson for updating of the source control tracking program will no longer be
------_.,.~"_._----_._-'--_.-._._-~..,-_._~-------_.~"'--'--"'--"->'~--'----_.._"..'--"----'-"-',-,-"
needed. If there are any transitional issues with migrating the current data bases to the
new software, the remaining funds in the contract may be tapped to allow Talavera and
Richardson to assist with this effort.
Sewer Network Analysis Program (SN~P): In 1986 a DOS-based Sewer Network
Analysis Program was developed by Talavera and Richardson as employees of Camp
Dresser and McKee. This model was in productive use from 1986 through 2004. The
model was maintained by Talavera and Richardson as employees of CDM for a time,
and then, when they formed their own company, the District elected to retain them to
continue model maintenance. In 2002, District staff conducted a Request for Proposal
to replace the original SNAP with a Windows-based package that was intended to be
more user friendly. The request went to 8 firms, three submitted proposals and were
interviewed. Talavera and Richardson were selected. The basis of the selection was
their familiarity with the DOS-based SNAP (c 1986), HTE query results, and the other
Access databases used to maintain data at CCCSD. Talavera and Richardson also
brought familiarity with the flow monitorinlj;l done in winter 1987 on which the original
SNAP had been based. Their contract was authorized by the Board in May 2002 and
the initial work to upgrade the model has recently been completed. The total contract
amount of $221,183 has been expended. It is anticipated that additional data base
work will be needed to modify linkages from the new SNAP to data bases maintained by
other work groups in the District. This work should be able to be completed by other
data base consultants. Staff will research the availability and cost of other consultants
to do this work and will try a new firm unless it is found that the expertise is not
available or the cost is prohibitive.
Collection System Flow monitoring: ~NAP was originally developed and calibrated
based on flow monitoring conducted in F~bruary 1986. As part of the model update
described above, it was determined by staff that it would be beneficial to update our flow
monitoring data. The SNAP model is used to size sewers based on assumptions
regarding how much inflow and infiltration is generated by rainfall events. The flow
monitoring data is key to calibrating the model such that it projects sewer flow
information accurately. The Board approved this work at their meeting of Dec 2, 2004.
E2 was competitively selected at a price of approximately $240,000 to place the flow
monitors. Talavera & Richardson, due to their unique knowledge of the model, were
selected and $70,000 authorized to provitjie support to locate the flow monitors and
analyze the data for calibration of the SNAP model. This represents a total budgeted
consultant cost for this effort of $310,000.. Currently, the E2 contract is under spent by
approximately $80,000 and $5,000 remains of the authorization for Talavera and
Richardson. While the actual placement Of the flow monitors was completed for
$80,000 less than budget, there is additional calibration work of $50,000 that needs to
be done. Part of this work is to analyze tne field observations of the last several severe
storms and compare them to the model results. Staff believes that the best technical
and most cost effective approach is to have Talavera and Richardson complete this
additional calibration work using the remqining authorized $5000 plus an additional
authorization of $45,000. This additional iauthorization will bring the total consultant cost
of the flow monitoring effort to $275,000, $35,000 less than the original budget.
------_._.~._..,'---.."."-_. ..~-_.._"_.__.-...-._-'---~_._.._'~..__.._~_.~--------'-..----_._--'-"'-_.,.,._"....,_.._......_,._,---_.~-,-..._..--."...---.------------
Summary: I have analyzed our use of T~lavera and Richardson and feel that they
have provided very responsive and cost ~ffective service over the years. However, I
concur that it is in the District's best interests to not rely on one consultant for most of
our Engineering Department data base wprk. Therefore, we agree to pursue other
consultants in the future for much of this ~pe of work. However, due to their unique
knowledge and abilities, it is essential to maintain and increase the contract with
Talavera and Richardson on the Collection System Flow Monitoring in order to complete
calibration of our upgraded Sewer Network Analysis Model. Accurate projections of
flow are essential to the proper sizing of new pipes and processes at the treatment
plant. A position paper requesting an increase in the Talavera and Richardson contract
related to flow monitoring will be brought to the full Board in the near future. If you
would like to discuss this further, please call.
TALAVERA & RICHARDSON OPEN AGREEMENTS 04 07
029702 Flow Monitoring 10/18/04 Gail Chesler 10/31/07
Original $10,000
1 $55,000 01/06/05
2 $0 03/27/05
3 $55,000 06/14/06
4 $0 02/21/07
$120,000 Expended $90,882 Remain $29,118
032744 ArcSNAP Support 02/01/07 Gail Chesler 12/31/07
Original $10,010
$10,010 Expended $1,485 Remain $8,525
-_____._.__~,"..,__ ,..,__,.____'M_'....__"..'._~______._...."_~.._,~__~____..,_"'_._______'_......._~__--.----,..,.____~______.._._..._."_._...,..."__~. '.'_"___"___'"'"' ,_..,
TALAVERA & RICHARDSON OPEN AGREEMENTS 01 06
011130 CIP Software OS/23/97 Gail Ctlesler
Original $25,000
1 $10,000 08/20/97
2 $3,000 04/02/98
3 $5,500 10/15/98
4 $7,000 04/30/99
5 $15,000 08/18/00
6 $12,000 06/11/01
7 $15,000 10/01/01
8 $0 05/16/02
9 $0 06/11/03
10 $18,000 10/29/03
11 $0 09/14/04
12 $0 06/24/05
13 $16,575 09/12/05
$127,075 Expended $116,403
024085 Electronic Tracking 11/15/01 Tim Potter
Original $11,070
1 $9,690 08/31/05
2 $5,000 07/12/04
3 $0 01/06/05
4 $5,000 07/06/05
$30,760 Expended $24,132 Remain $6,628
025532 Modeling Upgrade 06/10/02 Gail Chesler
Original $148,000
1 $18,620 04/23/03
2 $19,965 07/13/03
3 $8,398 03/30/04
4 $26,200 02/01/05
5 $0 05/03/05
$221,183 Expended $217,582 Remain $3,601
029702 Flow Monitoring 10/18/04
Original $10,000
1 $55,000 01/06/05
$65,000 Expended $64,999 Remain $1
~
Central Contra Costa S~ ..itary District
BOARD OF DIRECTORS
POSITION PAPER
I
Board Meeting Date: APRIL 20,2006 No.: B.a. ENGINEERING
Type of Action: AUTHORIZE CONSUL T~NT SERVICES AGREEMENT REVISION
Subject: APPROVE INCREASE IN CO~T CEILING OF PROFESSIONAL
ENGINEERING CONSULTING SER ICES AGREEMENT WITH TALAVERA AND
RICHARDSON FOR INTERPRETATI N AND INTEGRATION OF FLOW .
MONITORING DATA INTO THE DISltRICT HYDRAULIC SEWER MODEL, DP 5930
Submitted By:
Gail Chesler, PhD, Associate Engineer
Initiating DepUDIv.:
Engineering/Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
S.~~ t~i -~- ~ (j~I~
ISSUE: Board approval is required for increases to the cost ceiling of agreements in
amounts greater than staff authority.
RECOMMENDATION: Authorize the General Manager to execute an amendment to
the existing agreement (Agreement No~ 029702) with Talavera and Richardson (T&R) to
increase the cost ceiling by $50,000 to ~ total of $120,000 for integration of flow
monitoring data int~ the District hydraulic model, DP 5930.
FINANCIAL IMPACTS: .The original $~10,000 budget for consultant services for this.
project included $240,000 for placement of flow meters by another consultant, E2, and
$70,000 for analysis by T&R. The E2 flOw meter placement budget was under spent by
$80,000 but additional analysis is need.d by T&R. Increasing the T&R analysis budget
by $50,000 will bring the total project cqnsulting services expenditures to $280,000,
which is $30,000 less than the original bUdget.
AL TERNA TIVES/CONSIDERA TIONS: . An alternative would be to not complete this
work. This is not recommended. A co~siderable investment has been made in
gathering this flow monitoring data. Incprporation of this data into the hydraulic model
will make sizing of sewers and downstr,am facilities more accurate. A second
alternative would be to hire another firm not familiar with the District model, and the
work done to date, to complete this work. This is also not recommended.
BACKGROUND: The original scope o~ this project included flow monitoring analysis
and incorporation into the District's sew~r hydraulic model. This analysis required
reconciling upstream flow monitoring data with flows received at the plant. While plant
meters are accurate, during periOdS of ~xtreme wet weather, we store incoming flow in
N:\ENVRSEC\Positlon Papers\Chesler\2006\Approvelncre8!HT&RAgreemenC 4-20-06.doc
Page 1 of 2
POSITION PAPER
Board Meeting Date: April 20, 2006
Subject: APPROVE INCREASE IN CO$T CEILING OF PROFESSIONAL
ENGINEERING CONSULTING SER\ALcES AGREEMENT WITH TALAVERA AND
RICHARDSON FOR INTERPRETATIVN AND INTEGRATION OF FLOW
MONITORING DATA INTO THE DIS1RICT HYDRAULIC SEWER MODEL, DP 5930
the collection system to minimize bypa$sing flow to the ponds. This practice directly
affected our ability to use the plant flow! monitoring data to assist with calibration of the
model. Arriving at a method to reconcile the upstream flow monitors with the plant
influent data resulted in an inability to cpmplete the work for the original estimate.
This amendment will allow staff to complete calibration of the District sewer hydraulic
model using the new flow monitoring d~ta collected in 2005, so that it more accurately
reflects flow conditions in the field. Th~ previous calibration was based on data
gathered in the wet weeks of February ~ 986. The District service area has grown since
that time, and pipe deterioration and renovation have resulted in changes in response to
rainfall events. More accurate flow projections may allow us to downsize some planned
facilities resulting in construction cost s~vings. Accurate flow projections are also
essential to ensuring that facilities are properly sized to avoid wet weather capacity
issues.
The amendment may also include programming work to allow downloads from the
District mapping software to the hydrau'ic model and from the HTE land use database
to the hydraulic model. Staff is still pUf$uing use of other consultants for this portion of
the work, but has not been successful ih identifying persons with appropriate skills.
Finally, funds are included for some training of staff engineers on the use of the model.
RECOMMENDED BOARD ACTION: ~uthorize the General Manager to execute an
amendment to the existing agreement (~greement No. 029702) with Talavera and
Richardson (T&R) to increase the cost tailing by $50,000 to a total of $120,000 for
integration of the flow monitoring data imto the District hydraulic sewer model, DP 5930.
N:\ENVRSEC\Positlon Papers\Chesler\2006\Approvelncre__T&RAgreemenc 4-20-06.doc
Page 2 of 2
Board MinUtes of April 20, 2006
YNGINEERING
a. APPROVE INCREASE IN COST ElLING BY 50000 TO A TOTAL OF 120000
OF PROFESSIONAL ENGINEER NG CONSULTING SERVICES AGREEMENT
WITH TALAVERA AND RICHAR SON FOR INTERPRETATION AND
INTEGRATION OF FLOW MONI ORING DATA INTO THE DISTRICT HYDRAULIC
SEWER MODEL DISTRICT PRO ECT NO. 5930
Acting General Manager/Director of Engitleering Ann Farrell stated that the proposed
amendment to the agreement will allow s~aff to complete calibration of the District sewer I
hydraulic model using the new flow moni~oring data collected in 2005 so that it more
accurately reflects flow conditions in the tteld. Accurate flow projections are essential to
ensuring that facilities are properly sized ~o avoid wet weather capacity issues. As indicated
in a memo to the Board Finance Commi<<ee in January. it is staff's opinion that Talavera and
Richardson are uniquely qualified to complete this particular work. However. in an effort to
diversify the pool of data base consultant$. staff is transitioning other engineering data base
needs to new consultants.
Associate Engineer Gail Chesler gave af'1 overview of the. work to be completed. She
described the placement of flow monitor$ from December 2004 through April 2005. She
showed charts of flow monitor locations and explained the benefit and importance of flow
data and how it is obtained.
She stated that the original contract with Talavera and Richardson was to determine
monitoring sites. analyze data and calibr~te ArcS NAP . They have experience in developing
both prior master plans and excellent en~ineering and software expertise. Their fee of $110
per hour is reasonable when compared with other firms.
The current budget for Talavera and Ric~ardson is $70,000, and staff is proposing to
increase that amount to $120,000. The ~dditional contract work will include calibration of
the ArcSNAP model with the 2005 data. She concluded that staff recommends approval of
the increased cost ceiling.
It was moved by President Menesini and ~econded by Member Hockett to authorize the
General Manager to approve an amendrT1ent to the existing Agreement No. 029702 with
Talavera and Richardson to increase the !cost ceiling by $50,000 to a total of $120,000
Motion passed by the following vote of the Board:
I
AYES:
NOES:
Members: Boneysteele. Hockett, Nejedly. Menesini
Members: Lucey
9. APPRCPV AL OF MINUTES
a. MINUTES OF MARCH 16. 2006
It was moved by Member Hockett and se~onded by Member Boneysteele to approve the
minutes of March 16. 2006. Motion pass$d by unanimous vote of the Board.
1 O. BUD~ET AND FINANCE
REVIEW THE FINANCIAL STATUS AND BUDGET OF THE SELF-INSURANCE
-
a.
m eye r 5 I n a v e riback silver & wilson
professional law corporatloa
Kenton L. AIm
Attorney at Law
510.808.2000
DATE:
May 1,2007
TO:
Elaine Boehme, District Secretary
FROM:
Kenton L. Aim, District Counsel
By: Jennifer E. Faught, Associate Attorney
RE:
Legality of Putting Investment R~ports on Consent Agendas
You have asked us whether it is proper for the District to put its various financial reports on its consent
agendas. We do not see any statute that would pretlude this practice.
Government Code section 53607 provides that if a legislative body's authority to invest funds has been
delegated to the treasurer of the local agency, the tr~asurer must make monthly reports to the legislative
body, but the statute does not detail how the reports must be made. Similarly, Government Code section
53646 governs investment reports, and lists what these reports must contain, but also is not entirely explicit
about how the reports must be made. For statements of investment policies, the legislative body is required
to "consider" the statement at a public meeting. SinlCe a legislative body "considers" everything on the
consent agenda, putting the statement on the consent agenda legally meets this requirement. For
investment reports, the statute requires only that the reports be "submitted" to the legislative body. 1 We feel
confident that the District may also legally put these reports on its consent agendas.
We have surveyed a number of other public agenci~s that our firm represents and most routinely put
investment reports and other financial reports on th~ir consent agendas.
We point out that although it is legally permissible to! place these items on the consent agenda, the decision
is ultimately one for the general manager and the Bqard to make. Given that one of the purposes of laws
such as Government Code section 53646 is to mak~ financial matters of local agencies visible and
understandable, in our view it would be prudent to require an annual, or semi-annual, report to the Board
that would be more detailed than what would appear on a consent agenda. However, this recommendation
merely reflects our sense of the intention of the statute and should not be confused with any legal
requirement of such a practice.
959565
1 Gov. Code ~ 53686 also requires that ~ 53646 reports be provided to lithe treasurer or other official responsible for the funds of
any local agency."
1S5512th ..... Suit. lS0& I ~ CallfOl'lll. _1 I ... S~.JOU I fa.510.444.1108 I W'lNW,lIWftnll3'i'.cOOl
r~ 0 #