HomeMy WebLinkAbout04-20-00 AGENDA BACKUPCentral Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 20, 2000 N": 3.a. CONSENT CALENDAR
Type of Action: SET PUBLIC HEARING DATE
Sa.*ct: SET PUBLIC HEARINGS ON JUNE 1, 2000 TO CONSIDER ESTABLISHMENT OF
THE 2000 -01 SEWER SERVICE CHARGE RATES AND THE COLLECTION OF SEWER
SERVICE CHARGES AND PRIOR YEAR DELINQUENT CHARGES BY PLACING THEM ON
THE COUNTY TAX ROLL
Submitted By: Initiating Dept./Div.:
DEBBIE RATCLIFF, CONTROLLER ADMINISTRATIVE DEPARTMENT
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
D. RATCLIFF . ORSEN
General Me
ISSUE:
The District Code and State of California law require holding public hearings for the
establishment of the 2000 -2001 Sewer Service Charge rates and for placing such charges
and prior year delinquent charges on the County tax roll for collection.
RECOMMENDATION:
Authorize a public notice to set public hearings on June 1, 2000 to receive public
comment on the establishment of the 2000 -2001 Sewer Service Charge rates and the
collection of such charges and prior year delinquent charges by placing them on the
County tax roll.
BACKGROUND: The 2000 -2001 Operations and Maintenance (0 & M) budget will be
submitted for initial review by the Board of Directors on May 18, 2000. Approval of the
2000 -2001 0 & M Budget is scheduled for the Board meeting on June 1, 2000. The
majority of the District's 0 & M expenses are funded through the collection of Sewer
Service Charges. It is required by law to hold public hearings to receive public comment
on establishing the Sewer Service Charge rates and collecting such charges and prior year
delinquent charges by placing them on the County tax roll during the Board Meeting at
which the 0 & M Budget is presented for approval.
RECOMMENDED BOARD ACTION: Authorize a public notice to set public hearings on June
1, 2000 to receive public comment on the establishment of the 2000 -2001 Sewer Service
Charge rates and the collection of such charges and prior year delinquent charges by
placing them on the County tax roll.
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Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 20, 2000 No.: 3.b. CONSENT CALENDAR
Type of Action: ACCEPT CONTRACT WORK /AUTHORIZE NOTICE OF COMPLETION
subject: ACCEPT CONTRACT WORK FOR THE RECYCLED WATER PROJECT -HIGH
TURBIDITY WATER DIVERSION, DISTRICT PROJECT NO. 7162A, AND AUTHORIZE
THE FILING OF THE NOTICE OF COMPLETION
Submitted By: initiating Dept. /Div.:
Munawar Husain, Associate Engineer Engineering /Capital Projects Division
REVIEWED AND RECOMMENDED FOR BOARD ACT /ON. A7�
"a W�
M. Hu ain R. limczak W. Brenn' an A. arrell ()CO
. m
General Manager
ISSUE: Construction has been completed on the Recycled Water Project -High Turbidity
Water Diversion, District Project No. 7162A, and the work is now ready for acceptance.
RECOMMENDATION: Accept contract work.
FINANCIAL IMPACTS: None related to this action.
ALTERNATIVES /CONSIDERATIONS: Not applicable. Filing the Notice of Completion is
required under California Civil Code, Section 3093.
BACKGROUND: Work completed under this project at the Filter Plant provides for the
diversion of the filtered water that does not meet the recycled water specifications either
to return to the Headworks or to the filter plant for refiltration. The most frequent cause
of the filtered water not meeting the specifications is high turbidity, which is a measure
of solids present in water. The District is prevented from distributing recycled water with
turbidity in excess of the regulatory allowance through the restrictions of the permit.
Other improvements completed under this project include structural modifications to the
UV Disinfection basins. Plant flow through the basins has improved, and a hydraulic
bottleneck at the discharge end of the basins has been removed.
The Board of Directors authorized the award of a construction contract for this work in
the amount of $250,314 to Albay Construction Company on June 3, 1999. The
contractor was issued a Notice to Proceed, which was effective July 6, 1999, with a
required contract completion date of January 3, 2000. The District took beneficial use
of the work on March 15, 2000. Negotiations are in progress with the contractor to
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f
POSITION PAPER
Board Meeting Date: April 20, 2000
subject: ACCEPT CONTRACT WORK FOR THE RECYCLED WATER PROJECT -HIGH
TURBIDITY WATER DIVERSION, DISTRICT PROJECT NO. 7162A, AND AUTHORIZE
THE FILING OF THE NOTICE OF COMPLETION
address contract completion and time extension issues. The District is holding a retention
amount of $25,031.
It is appropriate to accept the contract work at this time. The total authorized budget for
this project is $410,000. An accounting of this project will be provided to the Board of
Directors at close out.
RECOMMENDED BOARD ACTION: Accept contract work for the Recycled Water Project -
High Turbidity Water Diversion, District Project No. 7162A, by Albay Construction
Company, and authorize the filing of the Notice of Completion.
4/13/00
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Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 20, 2000 No.: 5.a. BIDS AND AWARDS
Type of Action: AUTHORIZE AWARD /AUTHORIZE AGREEMENT
Subject: AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO McNAMARA AND
SMALLMAN CONSTRUCTION INCORPORATED FOR THE LAFAYETTE SEWER
RENOVATION PROJECT, PHASE 1, DISTRICT PROJECT NO. 5166; AUTHORIZE THE
PRESIDENT OF THE BOARD OF DIRECTORS AND THE SECRETARY OF THE DISTRICT
TO EXECUTE AN AGREEMENT WITH THE CITY OF LAFAYETTE FOR PAVING
Submitted By: Initiating Dept ✓Div.:
Wesley Adams, Senior Engineering Engineering Department / Capital Projects
Assistant Division
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
W. Adams . Pilecki W. Brennan A. Fa rell Charles W. tts,
General Manager
ISSUE: On April 11, 2000, sealed bids were received and opened for construction of the
Lafayette Sewer Renovation Project, Phase 1, District Project No. 5166. The Board of
Directors must authorize award of the contract or reject bids within 60 days of bid
opening. Board of Directors' authorization is required for Agreements with other public
agencies.
RECOMMENDATION. award of a construction contract. Authorize Board
President and the Secretary of the District to execute an agreement with the City of
Lafayette for paving.
FINANCIAL IMPACTS: Approximately $1,244,000, including design, bid price,
contingency, and construction management.
ALTERNATIVEWCONSIDERATIONS: Reject all bids, which is not recommended.
BACKGROUND: The District's 1,500 miles of collection sewers has pipe segments that
range in age from new to over 100 years old. Some of these pipe segments are at the
end of their useful life. This is evidenced by high maintenance costs and increases in call -
outs by Collection System Operations Department (CSOD). Over 300 miles of small
diameter sewers were constructed more than 40 years ago throughout the District, and
the majority of sewers within the City of Lafayette fall into this category.
The District implemented the sewer renovation program in 1991. Since that time an
annual allowance for this program has been included in the Capital Improvement Budget
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POSITION PAPER
Board Meeting Date: April 20, 2000
Subject: AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO McNAMARA AND
SMALLMAN CONSTRUCTION INCORPORATED FOR THE LAFAYETTE SEWER
RENOVATION PROJECT, PHASE 1, DISTRICT PROJECT NO. 5166; AUTHORIZE THE
PRESIDENT OF THE BOARD OF DIRECTORS AND THE SECRETARY OF THE DISTRICT
TO EXECUTE AN AGREEMENT WITH THE CITY OF LAFAYETTE FOR PAVING
and Plan. This program is an ongoing series of projects. Candidate sewer line segments
are identified, evaluated, and placed on a priority list for replacement and /or renovation.
The Lafayette Sewer Renovation Project will renovate or replace the most critical line
segments identified in the City of Lafayette.
The project was originally scheduled to bid in April of 2001. In October 1999, the City
of Lafayette indicated to the District its plans to repave /reconstruct in Calendar Year 2000
several of the roads (lower Mountain View, Brook, and First Street) in which some of
these critical line segments are located. Once repaved, the City has a five year
moratorium on trenching. The District's Phase 1 project will reconstruct the sewers in
these areas ahead of the City's project. To reduce repeated future impacts on residents,
critical line segments in the same vicinity have been added to the District's Phase 1
project bringing the total footage of sewer to be replaced /rehabilitated to approximately
5,000 LF (see Attachment 1 for map).
To further reduce impacts on the residents and to leave the public roads in good condition
after construction, staff has negotiated with the City a cost sharing agreement for
pavement restoration in the amount of $80,000 (the $80,000 represents the cost the
District would have expended on final paving and restoration). Under the agreement, the
City's paving contractor will do all the final paving and street restoration of the sewer
trench sections. A similar cost sharing agreement for $20,000 has been negotiated with
the Mountain View Drive Road Owners Association.
The plans and specifications for the first phase of the project were prepared by District
staff. The engineer's estimate for construction of Phase 1 is $985,000. This project was
advertised on March 16 and 23, 2000. Eleven sealed bids ranging from $642,944 to
$993,390 were received and publicly opened on April 11, 2000. A summary of bids
received is shown in Attachment 2. The Capital Projects Division staff conducted a
technical and commercial review of the bids and determined that the bid submitted by
McNamara and Smallman Construction Incorporated is the lowest responsible bid.
The District will administer the construction contract and will provide contract
administration, inspection, survey, office engineering, and shop drawing review. The
funds required to complete this project, as shown in Attachment 3, are $1,104,000. The
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POSITION PAPER
Board Meeting Date: April 20, 2000
subject: AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO McNAMARA AND
SMALLMAN CONSTRUCTION INCORPORATED FOR THE LAFAYETTE SEWER
RENOVATION PROJECT, PHASE 1, DISTRICT PROJECT NO. 5166; AUTHORIZE THE
PRESIDENT OF THE BOARD OF DIRECTORS AND THE SECRETARY OF THE DISTRICT
TO EXECUTE AN AGREEMENT WITH THE CITY OF LAFAYETTE FOR PAVING
total cost of the Lafayette Sewer Renovation Project, Phase 1, is anticipated to be
$1,244,000. Included in the total cost is $100,000 for final paving of the streets which
will be performed by the City of Lafayette paving contractor and the Mountain View Drive
Road Owners Association.
Construction of the improvements to the Lafayette sewers is included in the fiscal year
1999 -2000 Capital Improvement Budget (CIB) on pages CS -57 through CS -61. Staff has
conducted a cash flow analysis of the Sewer Construction Fund and concluded that
adequate funds are available for this project.
Staff has concluded that this project is exempt from the California Environmental Quality
Act (CEQA) under District CEQA Guidelines, Section 18.2, since it involves only
alterations of existing facilities with negligible or no expansion of capacity. Authorization
of the construction contract for this project will establish the Board of Directors'
independent finding that the project is exempt from CEQA.
RECOMMENDED BOARD ACTION: Authorize award of a construction contract in the
amount of $642,944 for construction of the Lafayette Sewer Renovation Project, Phase
1, D.P. 5166, to McNamara and Smallman Construction Incorporated, the lowest
responsible bidder. Authorize the President of the Board of Directors and the Secretary
of the District to execute an agreement with the City of Lafayette for paving.
4/12/00
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FEET C) PROJECT AREA
SEWERS TO BE REHAB /REPLACED
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Central Contra Costa Attachment
Sanitary District LAFAYETTE SEWER
RENOVATION PROJECT, PHASE 1
Z'Al:,, DP 5166
Page 4 of 8
Attachment 2
Central Contra Costa Sanitary District
SUMMARY OF BIDS
PROJECT NO. 5166 LAFAYETTE SEWER RENOVATIONS, PH.1 DATE April 1 1 , 2000
LOCATION Lafayette, California ENGR. EST. $ 985.000
Page 5 of 8
BIDS OPENED BY jnyve Murphy DATE 4/11100 SHEET NO 1 OF 2
BID PRICE
BIDDER (Name, Telephone & Address)
1
McNamara & Smallman Construction Inc. 415 - 753 -8932
$642,944
2200 Wawona Street
San Francisco, CA 94116
2
Fermin Sierra Construction Inc. 510 - 471 -1474
$712,217
32203 Almaden Blvd.
Union City, CA 94587
3
D'Arcy & Harty Construction Inc. 415- 822 -5200
$742,304
1300 Carroll Avenue
San Francisco, CA 94124
4
Steel River 925- 516 -6322
$746,294
General Engineering Contractors
1145 2nd Street, #A -297
Larkspur, CA 94977
5
D. S. Castro 925 - 372 -3606
$790,491
DBA Horizon Construction Company
P.O. Box 159
Clayton, CA 94517
6
D. E. Bianchini Inc. 925 - 831 -0400
$812,050
P.O. Box 2204
San Ramon, CA 94583
7
K J Woods Construction Inc.
$858,000
2718 Pacheco Street
San Francisco, CA 94116
8
J & M Inc. 510 - 782 -3434
$932,110
3826 Depot Road
Hayward, CA 94543
Page 5 of 8
BIDS OPENED BY jnyve Murphy DATE 4/11100 SHEET NO 1 OF 2
Attachment 2
9
Mountain Cascade Inc. 925 - 373 -8370
$971,511
P.O. Box 5050
Livermore, CA 94550
10
McGuire & Hester Construction Co. 510 - 632 -7676
$979,375
9009 Railroad Avenue
Oakland, CA 94603
11
Golden Pacific Construction 415 - 822 -3290
945 Taraval Street, #104
$993,390
San Francisco, CA 94116
CPD -GL -I: \Design \DP \5166 \Bid Summary.wpd
Page 6 of 8
BIDS OPENED BY jo_yce Murphy DATE 4/11100 SHEET NO 2 OF _ 2
ATTACHMENT 3
LAFAYETTE SEWER RENOVATION PROJECT, PHASE 1
DISTRICT PROJECT NO. 5166
POST - BID /PRECONSTRUCTION ESTIMATE
PERCENT OF
ESTIMATED
ITEM DESCRIPTION TOTAL CONSTRUCTION
1. Construction Contract $ 642,944
2. Contingency at 20.0 percent $ 129,056
3. Joint Paving Projects
• City of Lafayette /CCCSD Joint Paving $ 80,000
• M.V. ROA /CCCSD Joint Paving $ 20,000
CONSTRUCTION TOTAL: $ 872,000 100.0
4. Construction Management
• District Forces
Construction Management $ 15,000
Contract Administration /Inspection $ 125,000
SUBTOTAL CONSTRUCTION MANAGEMENT: $ 140,000 16.1
5. Consultant /Professional Services
• Material Testing $ 15,000
• Arborist $ 4,000
• Geotech A 5,400
SUBTOTAL CONSULTANT /PROFESSIONAL
SERVICES: $ 24,000 2.8
6. Engineering and Other Services During Construction
• District Forces
Office Engineering Services $ 12,000
Record Drawings $ 5,000
Community Relations $ 23,000
Surveying $ 17,000
Collection System Operations $ 2,000
• Other Services
CPD -GL -I: \Design \DP \5166 \Precon Est.wpd Page 7 of 8
PERCENT OF
ESTIMATED
ITEM DESCRIPTION TOTAL CONSTRUCTION
Legal $ 2,000
Field Office $ 2,000
Permit Inspection Fees $ 5,000
SUBTOTAL CONSTRUCTION ENGINEERING: $ 68,000 7.8
CONSTRUCTION MANAGEMENT AND
ENGINEERING TOTAL (ITEMS 3, 4, 5 & 6): $ 232,000 26.6
7. Prebid Expenditures (Planning and Design) $ 140,000 16.1
8. Total Project Cost $ 1,244,000 142.7
9. Funds Allocated to Date for This Portion of
Work $ 140,000
10 Allocation Required to Complete Project $ 1,104,000
CPD -GL -I: \Design \DP \5166 \Precon Est.wpd Page 8 of 8
JOINT POWERS AGREEMENT BETWEEN
CITY OF LAFAYETTE
AND
CENTRAL CONTRA COSTA SANITARY DISTRICT
REGARDING
PAVING RESTORATION IN MOUNTAIN VIEW DRIVE, BROOK STREET, MARIPOSA
ROAD, AND FIRST STREET
This Agreement dated , 2000, between the City of Lafayette and Central
Contra Costa Sanitary District regarding paving restoration as part of the City of
Lafayette's Dewing Avenue, Mountain View Drive, and First Street Improvements Project
provides as follows:
1. Parties: The City of Lafayette, herein called "City" and the Central Contra Costa
Sanitary District, herein called "District."
2. Purpose and Scope: The City intends to construct roadway improvements along
Dewing Avenue, Mountain View Drive (between Mt. Diablo Boulevard and Brook
Street), Brook Street, and First Street (between School Street and Golden Gate
Way) ( "Roadway Improvements "). These Roadway Improvements are described
in the plans and specifications for the City's "Dewing Avenue and Mountain View
Drive Improvements" Project #014 -9633 and "First Street Improvements" Project
#014 -9630. The District proposes to relocate and replace its sewer to a new
location as shown and described in the plans and specifications for the District's
Lafayette Sewer Renovation Project, Phase 1, D.P. 5166 ( "Sewer Renovation ").
In addition to replacing deficient sewers in the areas of the City's Roadway
Improvements, the District's project includes replacing deficient sewers in upper
Mountain View Drive above Brook Street and in Mariposa Avenue. As part of this
Joint Powers Agreement, the City will expand its Roadway Improvements project
to encompass these additional areas. The details of the paving improvements are
delineated in Attachment 1.
This Agreement outlines the responsibilities and requirements of the City and the
District to accomplish design and construction of the paving restoration.
3. Definitions of Sewer and Roadway: In this Agreement "sewer" includes all of the
sewer lines, manholes, manhole covers, lower house lateral sewers, clean -outs,
and other appurtenances described in the contract documents (plans and
specifications) prepared for the Lafayette Sewer Renovation Project, Phase 1,
D.P. 5166.
In this Agreement "roadway" includes all of the roadways, storm drains, sidewalks,
landscaping, and other road appurtenances described in the contract documents
(plans and specifications) prepared for the Dewing Avenue and Mountain View
Drive Improvements Project and the First Street Improvements Project.
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a. The City shall perform the tasks related to the Roadway Improvements
work. The work shall include public notification, permit acquisition,
compliance with the California Environmental Quality Act (CEQA) and other
laws related to award of contract, advertisement for bids, and award of
contract for the Roadway Improvements pursuant to applicable law,
including all contract and project administration.
b. The District shall perform the tasks related to the Sewer Renovation work.
The work shall include public notification, permit acquisition, compliance
with the California Environmental Quality Act (CEQA) and other laws related
to award of contract, advertisement for bids, and award of contract for the
Sewer Renovation pursuant to applicable law, including all contract and
project administration.
C. The contract documents for the Roadway Improvements shall include
provisions requiring the successful bidder to (1) name the District, its
directors, officers and employees as additional insured on any required
general liability and automobile insurance policies, and (2) defend,
indemnify, and hold harmless the District, its directors, officers and
employees from liabilities in the same manner as for the City.
d. The contract documents for the Sewer Renovation shall include provisions
requiring the successful bidder to (1) name the City, its council members,
officers and employees as additional insured on any required general liability
and automobile insurance policies, and (2) defend, indemnify, and hold
harmless the City, its council members, officers and employees from
liabilities in the same manner as for the District.
e. If during the construction of Sewer Renovation work there is any change
arising from any cause which would affect the roadway improvements, the
District Engineer shall advise the City Engineer without undue delay. It is
the intent of this paragraph to give the City notice of any change of District
project that would have material affect upon the City's work.
a. The District shall defend, indemnify, save, and hold harmless the City, its
council members, officers, agents, and employees from any and all claims,
demands, suits, costs, liability, and expenses, including reasonable
attorneys' fees, for any damages, injury, sickness or death, including liability
for inverse condemnation, nuisance or trespass (collectively "liability ") to the
extent arising out of the District's obligations under this Agreement,
including, but not limited to, the design and performance of the Sewer
Renovation project, public notification, permit acquisition, compliance with
the California Environmental Quality Act (CEQA) and other laws related to
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advertisements for bids and award of contract, and contract and project
administration, except for liability arising through the sole or active
negligence or willful misconduct of the City, its council members, officer,
employees, contractors, or agents.
The City shall defend, indemnify, save, and hold harmless the District, its
directors, officers, agents, and employees from any and all claims, demands,
suits, costs, liability, and expenses, including reasonable attorneys' fees, for
any damages, injury, sickness or death, including liability for inverse
condemnation, nuisance or trespass (collectively "liability ") to the extent
arising out of any of the City's obligations under this Agreement, including,
but not limited to, the design and performance of the Roadway
Improvements project, public notification, permit acquisition, compliance
with the California Environmental Quality Act (CEQA) and other laws related
to advertisements for bids and award of contract, and contract and project
administration, except for liability arising through the sole or active
negligence or willful misconduct of the District, its directors, officers,
employees, contractors, or agents.
b. Nothing in this Agreement is intended to affect the legal liability of either
party by imposing any standard of care different from the standard of care
imposed by law.
6. CASs: The District shall pay the City $80,000 for that segment of the paving
restoration that is the subject of this Joint Powers Agreement and is specifically
described in Attachment 1. The District shall pay 100 percent of all costs
associated with the Sewer Renovation project. The City shall pay 100 percent of
all costs associated with the Roadway Improvements project.
7. Payment: Upon completion of the City's Roadway Improvements and receipt of
invoice, the District shall pay the sum set forth in Section 6. The District shall
make its payment to the City within thirty (30) days of receipt of the invoice.
8. Accountability: Both parties shall strictly account for all funds directly related to
this Agreement and shall report to the other, upon request, on all pertinent receipts
and disbursements.
9. Cooperation: The City and District agree to work cooperatively toward the
successful completion of the Joint Project.
10. Modification of Agreement: This Agreement shall be subject to modification only
by a subsequent written agreement executed by both of the parties.
11. Agreement Expiration: Except for the provisions of Section 5, which provisions
shall survive the expiration of this Agreement, this Agreement shall expire upon the
payment of all sums described in Sections 6 and 7 above.
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12. Entire Agreement: This Agreement contains the entire understanding of the parties
concerning its subject matter. Any representation or promise of the parties relating
to the subject matter shall not be enforceable unless it is contained in this
Agreement or in a subsequent written agreement executed by the parties.
13. Successors: This Agreement shall inure to the benefit of and be binding upon the
successors and assigns of both parties.
14. Notices: Any and all notices or documents to be delivered between the parties
shall be deemed delivered: (1) upon hand delivery to the address below; (2) upon
being sent and received via certified mail to the address below as evidenced by
certified mail receipt; (3) upon begin sent via facsimile to the telephone number
below as evidenced by facsimile receipt; or (4) five (5) days after being sent via
first class mail. Facsimile transmission shall be promptly followed by first class
mail. The addresses and facsimile numbers are as follows:
TO THE CITY: Mr. Tony Coe
Engineering Services Manager
City of Lafayette
3675 Mt. Diablo Boulevard, Suite 210
Lafayette, CA 94549
Fax No. 925 - 284 -3169
TO THE DISTRICT: Mr. Henry Thom
Senior Engineer
Central Contra Costa Sanitary District
5019 Imhoff Place
Martinez, CA 94553
Fax No. 925 - 228 -4624
15. Interpretation: Both parties have had ample opportunity, with the benefit of
counsel, to comment upon the contents of this Agreement; therefore the rule that
ambiguities in contracts are to be construed against the drafter, and any related
rules, shall not apply.
16. Termination: Should District substantially breach this Agreement, the City may
terminate this Agreement by providing the District with at least fifteen (15) days'
advance written notice of termination and of the claimed substantial breach. This
Agreement shall then terminate according to such notice unless District cures such
claimed substantial breach within the period indicated in the notice, which as
stated above shall be at least fifteen (15) days.
17. Attorneys' Fees: In the event either party to this Agreement brings an action to
enforce or interpret this Agreement, the prevailing party in such action shall be
entitled to attorneys' and witnesses' fees, as well as other costs.
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
in duplicate by officials which the respective parties covenant have full authority to
execute this Agreement. The effective date of this Agreement is when the last party
signs the document; the effective date should be added to the space so indicated on the
first page of this Agreement, once that date is determined.
CENTRAL CONTRA COSTA
SANITARY DISTRICT
Date: 6-�'Ov
By:
Gerald R. Lucey
President, Board of Directors
Date: Ij u-
�
Joyce E. Murphy
Secretary of the District
APPROVED AS TO FORM:
Date: on
C-
Kerkon
Counsel for the District
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Date: ja
APPROVED BY:
MAYOR
DATE: -s r
ATTEST:
CITY CLER
APPROVED AS TO FORM:
DATE: SYZ �-00
Y ATTORNEY
ATTACHMENT 1
Pursuant to the plans and specifications for the District's Lafayette Sewer Renovation
Project, Phase 1, D.P. 5166 ( "Sewer Renovation ") and the City's Dewing Avenue and
Mountain View Drive Improvements Project #014 -9633 and First Street Improvements
Project #014 -9630.
The District is advised that the streets in the Project area have variable pavement
conditions ranging from excellent to poor. The District will select and use
mechanical equipment for this project that will minimize damage to the existing
pavement along the Project site and all roads used to bring material and equipment
to the Project site. The District will replace and repair pavement damaged by
construction activities.
smell
The District will provide the following pavement restoration activities:
1. Line A Sta 0 +00 to 1 +05 - Per Detail E on CD -1, Specification Section
02510, and City of Lafayette Encroachment Permit. The District will
properly compact the backfill material and apply a temporary AC overlay
prior to final paving. The District will saw cut an additional 12 -inch
minimum, each side, and final pave with 3 inches of asphalt concrete.
2. All Other Areas - The District will properly compact the backfill material and
apply 1 -inch of final AC at the end of each day. The District will saw cut
the existing paving for trenching, but no saw cut is required for final 1 -inch
AC paving. No additional pavement removal is required. The District will
maintain 1 -inch final AC paving until August 31, 2000.
Pursuant to this Agreement and in lieu of the District's contribution of $80,000 for
pavement restoration, the District will not provide the following services described
in the City of Lafayette Encroachment Permit:
1. Installation of a minimum of 2- inches of cold or hot mix temporary asphalt
in the finished trench, rolled smoothed, at the end of each day;
2. Saw cut of the finished trench an additional 12 -inch minimum, each side, to
provide a smooth joint for the new pavement;
3. Provide a final 3 -inch trench paving course; and
4. Slurry seal the entire road section.
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L
'11'1 i" • 71 •1 '•• RUMMCM M- ••1 •
In lieu of the District's $80,000 contribution for pavement restoration, the City will
expand its Roadway Improvements project to provide the following pavement
restoration activities:
1. The City will provide the necessary additional design, construction and
construction administration /management services in connection with the
expanded roadway improvements.
2. On Mountain View Drive, Line A Sta 1 +05 to Sta 16+70, per city of
Lafayette Roadway Improvements and Encroachment Permit, the City will
remove the existing AC pavement, recompact the trench backfill and road
base, and final pave with a minimum 3 inches of asphalt concrete.
3. On Mariposa Road, Line C Sta 0 +00 to terminus, per City of Lafayette
Roadway Improvements and Encroachment Permit, the City will remove the
existing AC pavement, recompact the trench backfill, and final pave with a
minimum of 3 inches of asphalt concrete.
4. On Brook Street, Line B Sta 0 +00 to terminus, per City of Lafayette
Roadway Improvements and Encroachment Permit, the City will remove the
existing AC pavement, recompact the trench backfill, and final pave with a
minimum 3 inches of asphalt concrete.
I:\ Design\ Wesley \JointPowersAgreement.wpd 7
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 20, 2000 No-: 7,a, ENGINEERING
Type of Action: AUTHORIZE AGREEMENT
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH
ELECTRICAL & CONTROL SYSTEM ENGINEERING, INC. FOR THE DESIGN OF THE
PUMPING STATIONS SUPERVISORY CONTROL AND DATA ACQUISITION PROJECT,
DISTRICT PROJECT NO. 6127
Submitted By: Initiating Dept. /Div.:
Ba T. Than, Associate Engineer Engineering /Capital Projects Division
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
wq�_
B. Than W. Brennan f A. Farrell
General Me
ISSUE: Board of Directors' authorization is required for the General Manager to execute
professional services agreements in amounts greater than $50,000.
RECOMMENDATION: Authorize the General Manager to execute a professional services
agreement with Electrical & Control System Engineering (E &C), Inc. for $180,000 for the
design of the Pumping Stations Supervisory Control and Data Acquisition ( SCADA)
Project.
FINANCIAL IMPACTS: The total cost of design (staff and consultant) of the project will
be approximately $210,000. The estimated project cost is $1,800,000.
ALTERNATIVES /CONSIDERATIONS: The District's Consultant Procurement Procedure
allows staff the option to either solicit proposals from a number of firms or, where a firm
has satisfactorily performed the preliminary stage of the project or has acquired extensive
background and working knowledge, to select that firm for follow -up work. E &C has
performed satisfactorily in preparing the SCADA Master Plan and designing the SCADA
system for the Orinda Crossroads and Moraga Pumping Stations. Staff recommends
retaining E &C for the design phase in compliance with the Consultant Procurement
Procedure.
BACKGROUND: The existing pumping stations telemetry system was installed in 1989
to monitor pumping station alarms and equipment status from 13 remote pumping station
sites. This equipment has been expanded to monitor six additional stations, bringing the
total to 19 facilities. As originally installed, the system provides for only limited alarms
or status input from each station and is limited in future expansion. Although the system
has proven reliable, the current telemetry system is at the end of its useful life.
On May 20, 1999, the Board of Directors authorized staff to execute an amendment to
the existing contract with G. S. Dodson and Associates and its subconsultant (Electrical
& Control System Engineering, Inc.) to design a SCADA system for Orinda Crossroads and
4/12/00
L: \Position Papers \BTHAN \6127- E &C.wpd Page 1 of 5
POSITION PAPER
Board Meeting Date: April 20, 2000
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH
ELECTRICAL & CONTROL SYSTEM ENGINEERING, INC. FOR THE DESIGN OF THE
PUMPING STATIONS SUPERVISORY CONTROL AND DATA ACQUISITION PROJECT,
DISTRICT PROJECT NO. 6127
Moraga Pumping Stations as an upgrade to the existing telemetry and instrumentation
system. The Board also authorized development of a District -wide SCADA standard. E &C
submitted a SCADA Master Plan, and it was accepted by Staff. The advantages of a
SCADA system for pumping stations includes (1) enhancing daily operations by providing
comprehensive remote monitoring, (2) providing better information and improving decision
making under alarm conditions, (3) providing remote manual control for response to critical
conditions, and (4) logging of data and equipment run times for automated scheduling of
equipment maintenance.
The project is now ready for the next step by preparing the plans and specifications for
construction. E &C has done a good job on the SCADA Master Plan, and Staff
recommends it continue with the design for the project. A professional engineering design
services agreement not to exceed the amount of $180,000 has been negotiated with
E &C.
The Pumping Stations Power Metering Modifications project (District Project No. 6150)
will be merged with this project because its scope of work can be easily incorporated into
the SCADA system. This merger will save the design and construction cost and minimize
shutdown sequences of pumping stations during construction. The Pumping Stations
Power Metering Modifications project will install electrical metering equipment at each
pumping station so that electrical power can be monitored in real time. This will allow the
District to purchase electrical power from different suppliers because of the Electric Power
Industry Deregulation Act of 1998. The option to purchase power in a deregulated
environment will provide potentially significant savings.
The Pumping Stations SCADA project and the Pumping Stations Power Metering
Modifications project are included in the Fiscal Years 1999 -2000 and 2000 -01 Capital
Improvement Budgets on pages CS -90 through CS -91 and on pages CS -88 through CS-
89, respectively (see Attachment 1 for project location). The design phase is scheduled
to last through December 2000. Construction is anticipated to begin in March 2001 and
will be completed by June 2002. The estimated project cost at planning level is
$1,800,000 (see Attachment 2 for cost breakdown).
Staff has concluded that this project is exempt from the California Environmental Quality
Act (CEQA) under District CEQA Guidelines Section 18.2, since it involves a minor
alteration to an existing sewage facility with no increase in capacity. Approval of this
project establishes the Board of Directors' independent finding that this project is exempt
from CEQA.
4/12/00
UPosition Papers \BTHAN \6127- E &C.wpd Page 2 of 5
POSITION PAPER
Board Meeting Date: April 20, 1999
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH
ELECTRICAL & CONTROL SYSTEM ENGINEERING, INC. FOR THE DESIGN OF THE
PUMPING STATIONS SUPERVISORY CONTROL AND DATA ACQUISITION PROJECT,
DISTRICT PROJECT No. 6127
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a
professional services agreement with Electrical & Control System Engineering, Inc. for
$ 180,000 for the design of the Pumping Stations Supervisory Control and Data
Acquisition Project, District Project No. 6127.
4/12/00
L: \Position Papers \BTHAN \6127- E &C.wpd Page 3 of 5
a
a
0
SUIS v nar K ;
\1
CLYDE
-N-
0 1 2
ACES
CCCSD Pumping Stations
P.S. Locations
9. Bates Avenue - 13E2
10. Sleepy Hollow El. School- 42137
A CCCSD Facility
11. Wagner Ranch Schod- 6902
CCCSD Area
12. Acacia - 69D2
13. Flush Kleen - 69133
14. Lower Orinda - 69D3
1. Martinez - 9D1
15. Orinda Crossroad - 69E5
2. Fairview - 8137
16. Bates Boulevard /Orirxla - 71134
3. Maltby - 13A2
17. Via Robles - 71E2
4. Concord Metering - 13C4
18. Moraga - 73E7
5. Buchanan Field North (1) - 13C7
19. West Branch - 102E2
6. Buchanan Field South (2) - 47C1
20. San Ramon (Larwin) - 117C2
SAN
7. Clyde - 11E7
21. Lawrence Road 0) - 103C2
RAMON
8. Concord Industrial- 13E1
® FUTURE Lawrence Road (2) - 103133
Central Sanitary D sr t ct to PUMPING STATIONS SCADA PROJECT Attachment
District Project 6127
Project Location
Page 4 of 5
ATTACHMENT 2
PUMPING STATIONS SUPERVISORY CONTROL AND DATA ACQUISITION PROJECT
DISTRICT PROJECT NO. 6127
ESTIMATED PROJECT COST AT PLANNING LEVEL
PLANNING
• Prepare Master Plan
DESIGN
• Staff
• Consultant
CONSTRUCTION
• Construction Contract
• Construction Management
TOTAL ESTIMATED PROJECT COST
4/6/00
UPosition Papers \BTHAN \6127- E &C.wpd
ESTIMATED
COST ($)
$ 110,000
30,000
180,000
N"M
-.• oI
LA
Page 5 of 5
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
-�
POSITION PAPER
Board Meeting Date: April 20, 2000 No.: 7.b. ENGINEERING
Type of Action: EXECUTE CONTRACT
subject: CONTRACT BETWEEN CENTRAL CONTRA COSTA SANITARY DISTRICT, WEST
COUNTY WASTE WATER DISTRICT, AND CONTRA COSTA FLOOD CONTROL AND
WATER CONSERVATION DISTRICT (ON BEHALF OF THE CONTRA COSTA CLEAN
WATER PROGRAM) FOR THE STORMWATER INSPECTION PROGRAM
Submitted By: Initiating Dept. /Div.:
Bart Brandenburg, Pollution Engineering /Capital Projects
Prevention Superintendent
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
1-.A
B. Brandenburg
W. Brennan
L&e
A. Farrell
K. Alm Charles W.
General K
ISSUE: Board authorization is needed before the General Manager can execute a contract
between the Contra Costa Clean Water Program (CCCWP) and the District.
RECOMMENDATION: Review the contract for stormwater inspection activities and
authorize the General Manager to execute the agreement.
FINANCIAL IMPACTS: There are no financial impacts since inspection costs, including
benefits and administrative overhead, are billed to CCCWP.
ALTERNATIVES /CONSIDERATIONS: The Board can decide not to enter into the contract,
and therefore, the city or another contracting agency would take on the stormwater
inspection role. Most of the inspections we do for the CCCWP involve both pretreatment
and stormwater components. These combined inspections are time efficient and effective
when compared to separate stormwater and pretreatment inspections.
BACKGROUND: On June 17, 1997, the District entered into a contract with the CCCWP
to implement a stormwater inspection program. The stormwater inspection program over
the last 2% years has primarily involved conducting stormwater inspections at food
service and vehicle service facilities in the ten cities we serve in Central Contra Costa
County. Also, the District coordinates the inspections that West County Wastewater
District does for two cities in west Contra Costa County. This has been a very successful
program because it has merged entities, which have similar water quality missions. At
the request of the cities, the number of inspections have increased from 400 during the
first year of the program to a projected 550 this year.
The CCCWP and the 12 cities want us to continue the contract inspection program at
least until June 30, 2002, when the contract attached to this position paper will expire.
4/12/00
U Position Papers \Brandenburg \Stormwater.wpd Page 1 Of 2
I
POSITION PAPER
Board Meeting Date: April 20, 2000
subject: CONTRACT BETWEEN CENTRAL CONTRA COSTA SANITARY DISTRICT, WEST
COUNTY WASTE WATER DISTRICT, AND CONTRA COSTA FLOOD CONTROL AND
WATER CONSERVATION DISTRICT (ON BEHALF OF THE CONTRA COSTA CLEAN
WATER PROGRAM) FOR THE STORMWATER INSPECTION PROGRAM
In addition to some editorial changes to the original contract, there are two substantive
changes as follows:
• The contract termination notice has been reduced from six months to 90 days.
This is to make it consistent with the notice the cities can give to terminate their
involvement in the CCCWP.
• A provision has been added to allow inspections outside normal District working
hours, if mutually agreed to by the contracting parties. This would be for limited
and planned inspections when there may be illegal stormwater discharges
occurring, which would not be seen during normal working hours.
Staff and Counsel have reviewed the contract and find it acceptable.
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute the
agreement among Central Contra Costa Sanitary District, West County Wastewater
District, and the Contra Costa Flood Control and Water Conservation District on behalf of
the Contra Costa Clean Water Program for the continuation of stormwater inspection
activities.
4/12/00
L \Position Papers \Brandenburg \Storm water. wpd Page 2 of 2
WEST COUNTY
WASTEWATER BISTRICT
2910 Hilltop Drive Richmond, CA 94806 -1974
A Public Agency Telephone (510) 222 -6700 Fax (510) 222 -3277
April 18, 2000
Mr. Donald Freitas
Program Manager
Contra Costa Clean Water Program
255 Glacier Drive
Martinez, CA 94553
Subject: Inspection Services Agreement
Dear Mr. Freitas:
Enclosed are five (5) partially executed Inspection Services Agreements. Please return a fully
executed Agreement to this office. Also enclosed for your records is West County Wastewater
District Resolution No. 3- 21 -OOA which authorizes execution of this agreement.
Should you have any questions, please call John F. Foley III, District Manager at (510) 222 -6700.
Sincerely,
Pat Williams
Secretary to the Board
PAW
Enclosures (6)
BOARD MEMBERS Leonard L. Battaglia Alfred M. Granzella William S. Oliver George H. Schmidt Paul C. Soltow, Jr.
BOARD ATTORNEY Alfred A. Cabral DISTRICT MANAGER John F. Foley III
RESOLUTION OF THE BOARD OF DIRECTORS OF WEST COUNTY
WASTEWATER DISTRICT, COUNTY OF CONTRA COSTA, CALIFORNIA
RESOLUTION NO. 3- 21 —OOA
AUTHORIZING EXECUTION OF AGREEMENT AMONG THE CONTRA
COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT
(ON BEHALF OF THE CONTRA COSTA CLEAN WATER PROGRAM), THE CENTRAL
CONTRA COSTA SANITARY DISTRICT, AND THE WEST COUNTY WASTEWATER
DISTRICT REGARDING THE CONTRA COSTA CLEAN WATER PROGRAM
BE IT RESOLVED by the Board of Directors of the West County Wastewater District, Contra
Costa County, California, that the Agreement among the Contra Costa County Flood Control and Water
Conservation District (on behalf of the Contra Costa Clean Water Program), the Central Contra Costa
Sanitary District, and the West County Wastewater District for Inspection Services for the Contra Costa
Clean Water Program is hereby approved.
BE IT FURTHER RESOLVED that all terms and conditions are outlined in the Agreement
attached hereto.
BE IT FURTHER RESOLVED that the Board of Directors authorizes and directs the District
Manager to execute said Agreement
I HEREBY CERTIFY that the foregoing resolution was duly and regularly
adopted by the Board of Directors of the West County Wastewater District, Contra Costa
County, California, at a regular meeting thereof held on the
March 2000, by the following vote:
21st
AYES: Battaglia, Granzella, Oliver, Soltow
NOES: None
ABSENT: Schmidt
day of
Secretary of th oard of Directors
West County Wastewater Distria
Contra Costa County, California
Resol: Cnty Inspection Agr00.doc
AGREEMENT AMONG THE CONTRA COSTA FLOOD CONTROL
AND WATER CONSERVATION DISTRICT
(ON BEHALF OF THE CONTRA COSTA CLEAN WATER PROGRAM),
THE CENTRAL CONTRA COSTA SANITARY DISTRICT,
AND THE WEST COUNTY WASTEWATER DISTRICT
REGARDING THE CONTRA COSTA CLEAN WATER PROGRAM
The Agreement is made this day of 2000, by
and among the Contra Costa County Flood Control and Water Conservation District
(District) and the following two (2) sanitary agencies (Agencies): Central Contra Costa
Sanitary District (CCCSD); and, West County Wastewater District (WCWD).
RECITALS
WHEREAS, the County of Contra Costa, the District and nineteen (19) cities and
towns in the County of Contra Costa have joined to form the Contra Costa Clean Water
Program (Program); and
WHEREAS, the members of the Program were jointly issued National Pollutant
Discharge Elimination System ( NPDES) Stormwater Permits Nos. CA0029912 and CA
0083313 by the San Francisco Bay and Central Valley Regional Water Quality Control
Boards (RWQCBs), respectively; and
WHEREAS, an enforceable component of the NPDES permits is the document
entitled " Stormwater Management Plan (1999/2004) June 30, 1999 (Plan);" and
WHEREAS, the Plan contains components related to inspection activities at
industrial and commercial facilities and illicit discharge control activities; and
WHEREAS, the Agencies wish to provide services for the Inspection Activities
and Illicit Discharge Control Activities, as part of the implementation of the Plan; and
WHEREAS, the Plan has identified long -term goals of eliminating non -
stormwater discharges into municipal storm drains and creeks; conducting stormwater
inspections of industrial and commercial facilities; controlling illicit discharges by
conducting field surveys of the storm drainage conveyance system and identifying and
eliminating the sources of non - stormwater discharges; eliminating illicit connections and
discharges resulting from inappropriate or illegal processes, activities or housekeeping
practices; and
WHEREAS, the Agencies and the District desire to modify the Agencies' existing
inspection programs to encompass a stormwater illicit discharge elimination program,
rather than establishing new, separate inspection programs to effect the goals of this
Agreement; and
Page 1
WHEREAS, twelve (12) of the Cities, namely, Clayton, Concord, Danville, El
Cerrito, Lafayette, Martinez, Moraga, Orinda, Pinole, Pleasant Hill, San Ramon and
Walnut Creek (Participating Municipalities), have by contract authorized the District to
enter into and perform the terms of this Agreement on behalf of the Participating
Municipalities.
NOW, THEREFORE, the parties to this Agreement agree as follows:
1. Term: The term of this Agreement shall be from the date all three (3)
parties have executed this Agreement until June 30, 2002. The parties shall negotiate
renewal of the Agreement beginning six (6) months prior to the expiration of the
Agreement. This agreement term is renewable for an additional one -year term by
District's Chief Engineer and Agencies General Managers upon written approval by all
Participating Municipalities.
2. Termination: Either of the two (2) Agencies may terminate its obligations
under this Agreement, in its sole discretion by giving all other parties and Participating
Municipalities at least ninety (90) days written notice. District may terminate this
Agreement, in its sole discretion, upon giving either or both of the Agencies and
Participating Municipalities at least ninety (90) days written notice.
3. Modification: This Agreement may be modified by written agreement of the
parties. Participating Municipalities shall be notified in writing of any written modification
to the Agreement.
4. Responsibilities of the Agencies: The Agencies have the following
collective responsibilities under this Agreement within their respective service areas,
including areas served pursuant to contract:
(a) To implement stormwater inspection activities and illicit discharge
control inspection activities (inspection activities), subject to the direction of the District,
and to bill the costs of the inspection activities to the District.
(b) To perform scheduled and other inspections and investigations of
industrial and commercial facilities and the exterior of residential properties to determine
compliance with federal, state and local laws and regulations related to stormwater
discharge. Inspections may have an educational component, as directed by District. The
locations and frequency of such inspections, investigations and educational efforts shall
be at the direction of the District and shall take place during the Agencies' normal
working hours, as described in Appendix "A."
(c) To perform inspections, investigations and educational efforts
described in 4(b) outside the Agencies normal working hours if mutually agreed to by
the District, City and the Agencies.
Page 2
(d) To prepare inspection and investigation reports.
(e) To issue Notices of Violation, Warning Notices and Compliance
Orders on behalf of the Participating Municipalities where violations and potential
violations occur, all to the extent authority to issue such Notices and Orders has been
lawfully delegated by the Participating Municipalities to the Agencies, in connection with
inspections and investigations. The Agencies, at the direction of the Participating
Municipalities, shall also refer violations and potential violations to appropriate enforcing
entities, such as the District Attorney.
(f) To levy fines on behalf of the Participating Municipalities where
violations occur, to the extent authority to levy fines is lawfully delegated by the
Participating Municipalities to the Agencies.
(g) To keep records regarding inspections and investigations
accomplished.
(h) To train, supervise and manage staff of the Agencies necessary to
implement the inspection activities.
(i) To provide advice and comments to the District regarding the
District's preparation of educational material for distribution to industrial and commercial
facilities and the public. The Agencies shall also provide advice and comments to the
District regarding the Green Business Program, as requested by the District.
0) To provide comments to the District regarding ordinances
necessary to implement the inspection activities.
(k) To purchase, operate and maintain all equipment necessary to
implement the inspection activities, at the cost of the Agencies.
(1) To provide quarterly inspection activities reports to the District.
(m) To utilize reasonable efforts to assure that inspection activities are
implemented by the Agencies in a uniform manner.
5. Responsibilities of the District:
(a) To recommend that the Participating Municipalities draft and adopt
such ordinances and laws as are necessary to effectuate the inspection activities,
including delegation of necessary authority to the Agencies.
(b) To authorize and prioritize inspections and investigations, with
direction from the Participating Municipalities and Agencies.
Page 3
(c) To provide timely input on the scope of the following fiscal year
inspection activities during budget discussions, and timely approval of the Agencies'
fiscal year inspection activities stormwater program budgets.
(d) To recommend that the appropriate Participating Municipality
initiate actions against stormwater permit violators except to the extent enforcement has
been initiated on behalf of Participating Municipalities by the Agencies, pursuant to
lawfully delegated authority.
(e) To provide educational materials for distribution to industrial and
commercial facilities and the public.
(f) To provide comments to the Agencies regarding the formats of
inspection and investigation reports.
(g) To adopt and administer a stormwater permitting program, as
appropriate.
(h) To make timely payments to the Agencies pursuant to billings for
inspection activities costs.
(i) To perform other responsibilities as agreed to in writing between
the District and the Agencies.
(j) To timely notify Participating Municipalities of issues affecting
Participating Municipalities.
(k) To provide quarterly inspection activities and budget summary
reports to Participating Municipalities.
6. Communication between District and the Agencies: The Agencies will
designate an Inspection Activities Program Coordinator and alternate, subject to the
approval of such Coordinator and alternate by District. The purpose of this designation
is to facilitate communication between District and the Agencies. The Agencies shall
direct such matters as complaints, claims, legal challenges, and other disputes
regarding the inspection activities to the Inspection Coordinator, for transfer to District
for handling and resolution.
7. Financial: The Agencies shall be reimbursed by the District for all
appropriate costs of the inspection activities including the actual inspections and related
administrative costs. These costs include, but are not necessarily limited to, labor,
benefits, overhead, supplies, equipment, vehicle, laboratory, consultant, legal and
insurance costs. The Agencies shall promptly notify the District if the Agencies believe
that legal costs will be incurred in connection with the inspection or enforcement
activities so that the District may arrange with the involved Participating Municipality(ies)
Page 4
to provide such legal services on behalf of Agencies, if the Participating Municipality(ies)
so chooses.
(a) Each of the Agencies will prepare invoices for costs related to the
inspection activities and submit such invoices to the District no more frequently than
monthly and no less frequently than quarterly. District will pay such invoices within forty -
five (45) days of receipt.
(b) The labor costs shall be itemized at base cost per individual for
time spent plus an overhead multiplier for benefits, administrative overhead, supplies,
equipment and insurance. The Agencies' overhead multipliers for the following fiscal
year shall be submitted to the District annually by January 31, and approved as part of
an annual cost proposed by the Participating Municipalities.
(c) To the extent practicable, all invoices submitted shall be itemized to
allocate costs to the Participating Municipality for which inspection activities services
were performed.
(d) To further cost efficiency, time spent by staff of the Agencies at
meetings relative to the inspection activities will be minimized to the extent practicable.
Laboratory services will be similarly minimized.
(e) Prior to the beginning of each fiscal year, District shall approve an
inspection activities budget, including individual inspection activities budgets for each of
the Participating Municipalities. The District shall have the Participating Municipalities
review and approve the inspection activities budget through the Program. Discussions
for the annual budget shall begin in January prior to the fiscal year in question. The
Agencies shall not exceed their approved written budgets, absent written consent of the
Participating Municipality through the District.
8. Insurance: During the term of this Agreement, the Agencies shall carry
Workers' Compensation and Employers' Liability Insurance as required by law, and
General Liability and Automobile Liability insurance in the amount of at least one million
dollars ($1,000,000) per occurrence. If one or more of the Agencies are self insured,
written notification of this circumstance shall be made to the other parties within thirty
(30) days after the execution of this Agreement and updated annually by May 31.
9. Indemnification: District shall indemnify, defend and hold harmless the
Agencies and each of them and their officers, directors, agents, and employees from
and against all suits, actions, legal or administrative proceedings, claims, demands,
damages, consequential damages, liabilities, and expenses arising out of or related to
the Agencies' collective and individual performance in this Agreement. This
indemnification shall not extend to any Agency whose active negligence, willful
misconduct or vehicle accident has resulted in such suits, actions, proceedings, claims,
demands, damages, liabilities or expenses, nor to any Agency whose active negligence,
Page 5
willful misconduct or vehicle accident has resulted in regulatory agencies fines,
penalties or proceedings.
Each Agency shall indemnify, defend and hold harmless the District and each
Participating Municipality, and their respective officers, directors, agents and employees
from and against all suits, actions, legal or administrative proceedings, claims,
demands, damages, consequential damages, liabilities and expenses arising out of or
related to such Agency's active negligence, willful misconduct or vehicle accident in
connection with such Agency's performance of this Agreement.
District shall obtain individual indemnification agreements from each Participating
Municipality in the inspection activities Program, which shall specify that said
Participating Municipality shall indemnify the District and Agencies. The indemnification
shall read "CITY (Participating Municipality) shall for its jurisdictional area, indemnify,
defend and hold harmless the (Flood Control) DISTRICT and AGENCIES, and each of
them, and their respective officers, directors, agents, and employees from and against
all suits, actions, legal or administrative proceedings, claims, demands, damages,
consequential damages, liabilities and expenses arising out of or related to the CITY's,
active negligence or willful misconduct."
10. Notices: Notices required or permitted under this Agreement shall be in
writing and made as follows:
If to District, to:
Mr. Donald P. Freitas, Program Manager
(925) 313 -2373
If to the Agencies collectively, to:
Mr. Barton L. Brandenburg, Pollution Prevention Supt.
(925) 229 -7361
If to CCCSD, to:
Mr. Barton L. Brandenburg, Pollution Prevention Supt.
(925) 229 -7361
If to WCWD, to:
Jack F. Foley, District Manger
(510) 222 -6700
11. Arbitration: In the event of a dispute arising under this Agreement, the
parties may jointly agree to submit such dispute to non - binding arbitration. In the event
Page 6
the parties cannot agree to an arbitrator within thirty (30) days after a party requests
arbitration by written notice to the other parties, the arbitrator may be selected by
petition of any party to the Superior Court of the County of Contra Costa.
Page 7
IN WITNESS WHEREOF, the parties have executed this Agreement as follows:
CONTRA COSTA COUNTY FLOOD CONTROL
AND WATER CONSERVATION DISTRICT
By:
Its:
APPROVED AS TO FORM:
By:
Attorney
Dated:
CENT ONTRA CO
A
AR47A RI T SAN /,/ )Loroo/
Dated: " k o d D
WEST COUNT WAST WATER DISTRICT
By:
Its: (D;-trict Manager
APPROVE S TO M:
By:
Attorney
Dated: j !3 J4 DU
Page 8
Central Contra Costa t...nitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 20, 2000 No.: 8.a. TREATMENT PLANT
Type of Action: AUTHORIZE AGREEMENT
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH NPG ENGINEERING, INC., FOR PROFESSIONAL ENGINEERING
SERVICES FOR PLANT OPERATIONS DEPARTMENT PROJECTS
Submitted By: Initiating Dept./Div.:
James L. Belcher, Senior Engineer Plant Operations /Maintenance
RECOMMENDED FOR BOARD ACTION.
6v
KLA
Charles W.
General M+
ISSUE: Authorization of the Board of Directors is required for the General Manager to
execute a professional services agreement in an amount greater than $50,000.
RECOMMENDATION: Authorize the General Manager to execute a professional
engineering services (PES) agreement with NPG Engineering, Inc., with a cost ceiling of
$300,000 and a term of one year for the Plant Operations Department (POD).
The contract may be extended for a maximum of two additional years.
FINANCIAL IMPACTS: The contract limits the annual expenditures for professional
engineering services to a maximum of $300,000. The contract provides for up to two
one -year extensions at the District's option for a maximum of up to $900,000 over a
period of three years. The work product of this PES agreement will generate additional
construction - related expenditures.
ALTERNATIVES /CONSIDERATIONS: The alternative to this type of agreement would
require multiple, separate agreements which would lead to higher administrative costs
from repetitive paperwork and possibly higher consulting fees due to the disparate nature
of the individual projects.
A second alternative to this agreement would be to use in -house engineering staff.
The District's Engineering Department has reviewed potential projects and committed to
those that can be completed with in -house staff.
A third alternative would be to hire additional engineering staff. The broad range of
professional expertise needed would require hiring numerous people.
S:\ Correspondence \POSPAPR \2000 \NPGlnc.JLB.wpd Page 1 of 3
POSITION PAPER
Board Meeting Date: April 20, 2000
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH NPG ENGINEERING, INC., FOR PROFESSIONAL ENGINEERING
SERVICES FOR PLANT OPERATIONS DEPARTMENT PROJECTS
BACKGROUND: There is a substantial backlog of engineering project work at the
treatment plant. The majority of the treatment plant and pumping station facilities are
approximately 25 years old and require extensive refurbishment /replacement. Many of
the plant supporting facilities, such as roads, roofs, piping, pumps, electrical facilities, and
instrument and controls, have not been fully upgraded to date. Many of these upgrade
projects range from $50,000 to $100,000 and would be difficult to pursue efficiently
because of the size or because of the multiple disciplines involved.
The varied nature, scale, and administrative work required for these projects led POD staff
to request PES from a broad - range, multi - discipline firm or consortium. Staff informed the
Board in January of the need for such projects and that services of multi - discipline firms
were being sought. Staff distributed a request for proposal (RFP) to 23 interested
engineering firms. In addition, an advertisement for such services was attached to the
District's website. Eight firms responded to the RFP, and three of these firms were
selected for interviews -- NPG Engineering, Inc., Whitley Burchett and Associates Inc.,
and Villalobos & Associates.
All three firms had excellent credentials, made superior presentations, and could certainly
perform the tasks adequately. Based on these interviews, NPG Engineering, Inc., was
selected because they presented the best overall team, costs, and approach. The Board
will be informed of the use of NPG Engineering via position papers as the Board awards
construction contracts for various plant projects. In the near future, staff expects to
request the services of Villalobos & Associates on corrosion - control projects and Whitley
Burchett and Associates for work on minor projects. POD staff's use of consultants will
be contingent on the availability of staff within the District' Engineering Department.
POD staff proposes to use a modified professional engineering contract for this
agreement. For this contract, scope of work is not specifically defined at the beginning,
but other critical contract elements are well defined. The rates for all services and
insurance requirements, the process to develop a scope of work requested, and costs are
clearly identified. For each work element identified by staff, NPG Engineering, Inc., will
generate a proposal defining the scope of work and the hours required to complete the
effort. Upon staff review and acceptance, a contract work authorization document will
S:\Correspondence\POSPAPR \2000 \NPGInc.JLB.wpd Page 2 of 3
POSITION PAPER
Board Meeting Date: April 20, 2000
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH NPG ENGINEERING, INC., FOR PROFESSIONAL ENGINEERING
SERVICES FOR PLANT OPERATIONS DEPARTMENT PROJECTS
be generated by the District to authorize the work. The initial contract term is for one
year with a cost ceiling of $300,000. This agreement provides for 2 one -year extensions
at the District's option. If fully extended, this contract duration would be for three years,
with a design fee limit of up to $900,000 without additional Board action.
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a PES
agreement with NPG Engineering, Inc., with a cost ceiling of $300,000 and a term of one
year for the POD. The contract may be extended for a maximum of three years and a
cost ceiling of $900,000 without further Board action.
SACorrespondence\POSPAPR \2000 \NPGInc.JLB.wpd Page 3 of 3
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
Board Meeting Date: April 20, 2000
POSITION PAPER
No•: 12.a. BUDGET AND FINANCE
Type of Action: REVIEW SELF - INSURANCE FUND BUDGET FOR FISCAL YEAR 2000-
2001
Subject: REVIEW THE FINANCIAL STATUS AND BUDGET OF THE SELF - INSURANCE
FUND AND APPROVE THE ALLOCATION OF $175,000 TO THE FUND FROM THE
2000 -2001 O &M BUDGET
Submitted By: initiating Dept. /Div.:
David J. Clovis, Safety & Risk Administrative /Safety & Risk Management
Manager
REV /E D AND RECOMMENDED FOR BOARD ACT /ON.
D. Clovis
Charles W. Batts,
General Manager
ISSUE: The Self- Insurance Fund (SIF) is to be reviewed each year by the Board' of
Directors with the staff presenting funding recommendations for the upcoming fiscal year.
RECOMMENDATION: Approve the 2000 -2001 Self- Insurance Fund and authorize the
allocation of $175,000 to the fund from the 2000 -2001 O &M Budget .
FINANCIAL IMPACTS: The impact of this action requires the allocation of $175,000
from the 2000/2001 O &M Budget to the Self- Insurance Fund.
ALTERNATIVES /CONSIDERATIONS: None
BACKGROUND:
The District has self- insured most of its liability and some of its property risks since July
1, 1986, when the Board approved the establishment of the Self- Insurance Fund. The SIF
has effectively funded District losses over its thirteen year history and it remains
financially sound.
In 1994, a new Government Accounting Standards Board Statement No. 10 (GASB -10)
set forth requirements on how public agencies must fund their self- insured risks. To
assure compliance with GASB -10, the District restructured the SIF into three sub - funds.
Each of the three (3) sub -funds were established for funding specific risks:
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POSITION PAPER
Board Meeting Date: April 20, 2000
subject: REVIEW THE FINANCIAL STATUS AND BUDGET OF THE SELF - INSURANCE
FUND AND APPROVE THE ALLOCATION OF $175,000 TO THE FUND FROM THE
2000 -2001 O &M BUDGET
• SUB -FUND A: GASB -10 Actuarially -based risks. These include general liability and
automobile liability risks. Under the requirements of GASB -10, risks that could be
actuarially studied must be funded based on an actuarial study which must be done
every two years. General liability and automobile liability are readily studied
throughout the insurance and self- insurance world to determine funding levels for
these liabilities. The District obtained an actuarial review of its self- insured general
liability and automobile liability this year which projected losses for these risks.
The actuarial estimate of $1,007,926 was identified as the expected recommended
funding level for liability of these risks. Sub -Fund A was established to insure
these risks based on the District's having a $10,000,000 excess liability policy
with a $500,000 self- insured retention. Budget planning for the 2000 -2001 fiscal
year has resulted in an allocation of $1,007,926 to Sub -Fund A.
• SUB -FUND B: GASB -10 Non - actuarially -based risks. These include employment
related and pollution related risks. GASB -10 requires that all potential risks,
including employment related and pollution related, be adequately and soundly
funded even though these risks are not actuarially reviewed. An actuarial study
was not required for these risks since losses for employment related and pollution
related risks are often predicted with less accuracy because these types of cases
occur infrequently but may result in extremely high costs and losses. With
guidance from risk management and insurance specialists, the District established
Sub -Fund B at $2,450,000 to fund employment related and pollution related risks
based on the purchase of the above mentioned excess liability insurance policy.
The liability policies provide limited coverage in the areas pollution and employment
related risks. A further review by staff indicated that allocating $2,450,000 to
Sub -Fund B in fiscal year 2000 -2001 is appropriate.
• SUB -FUND C: Non - GASB -10 risks. This Sub -Fund covers risk management
program insurance premiums, potential losses from uninsurable risks, and the
costs of initiating claims and lawsuits against others who have damaged the
District. The District established this Sub -Fund to finance non - GASB -10 risks
under our risk management program. Specific costs include: insurance premiums
for a $10,000,000 excess liability policy; and insurance premiums for insuring
District properties for fire, explosion, water damage, etc. for losses above
$500,000. This Sub -Fund should be maintained at a level to support these defined
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POSITION PAPER
Board Meeting Date: April 20, 2000
Subject: REVIEW THE FINANCIAL STATUS AND BUDGET OF THE SELF - INSURANCE
FUND AND APPROVE THE ALLOCATION OF $175,000 TO THE FUND FROM THE
2000 -2001 O &M BUDGET
costs as well as to cover the required $250,000 property damage self- insured
retention and provide adequate funds to replenish Sub -Fund A or B and was initially
established at a level above $2,000,000. Sub -Fund C is projected to be at a level
of $1,942,183 ending June 30, 2000 and $1,347,257 ending June 30, 2001.
Exhibit II, III & IV (attached) presents the projected Fund A, Fund B and Fund C 1999-
2000 budget summary.
Exhibit I (attached) presents a recent financial history and projection of the SIF and shows
that the total reserves are projected at $5,067,183 ending June 30, 2000. This is a
decrease of $4,320 over the total SIF reserves of $5,071,503 at the beginning of the
1999 -2000 budget year. Although not specifically required under GASB 10, the
District's actuarial report commented on the 2000 -2001 program year proposed funding
levels for fund B. The actuary report stated that the funding levels were prudent and
within industry standards.
The 2000 -2001 SIF budget estimates total revenues of $520,000 and total expenses of
$782,000, which will bring the projected 2000 -2001 total SIF to $4,805,183 on June
30, 2001. The budgeted revenues include a recommended allocation of $175,000 from
the 2000 -2001 O &M budget to the SIF. The $175,000 allocation would help maintain
the SIF at a funding level as directed and approved by the Board in the 1998 -1999 fiscal
year budget process. Budgeted revenues do not include any recovery from prior
insurance coverages but only interest earned on the fund.
In summary, the funding reserves for the SIF, as established by GASB -10 is the sum of
Sub -Fund A and Sub -Fund B which totals $3,457,926, as well as Sub -Fund C of
$1,347,257 to achieve the total SIF of $4,805,183 on June 30, 2001. Therefore, in
keeping with the Board's direction last year, staff recommends that $175,000 be
allocated from the O &M budget to maintain the SIF at its current level and provide prudent
reserves for funding District losses.
RECOMMENDED BOARD ACTION: Approve the proposed 2000 -2001 Self- Insurance
Fund Budget and approve the allocation of $175,000 from the 2000 -2001 O &M budget.
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Exhibit I
CENTRAL CONTRA COSTA SANITARY DISTRICT
SELF - INSURANCE FUND (SIF)
July 1, 1997, Through June 30, 2000
Revenues
SIF Allocation from O &M Fund
Insurance Allocation from HHW
Subrogation Recovery
Franchise Fee
CCCSWA Acme Lit. Payments
Less Payment to CCCSWA
Interest Income
Total Gross Revenues
Expenses
Claims Adjusting
Insurance Consulting
Loss Payments
Legal Services
Technical Services
Insurance Premiums
Total Expenses
Revenues Over Expenses
Reserves
Beginning of Year
Revenues Over Expenses
End of Year
Actual Actual
1997 -1998 1998 -1999
Projected Budget
1999 -2000 2000 -2001
100,000
100,000
150,000
175,000
0
0
18,703
20,000
1,292,231
36,118
-
25,000
0
0
-
150000
186,459
0
-
75000
- 586,014 (1)
284,902
233,273
300000 (2)
343,074
294,754
297,250
300,000
$1,335,750
$430,872
$465,953
$520,000
0
0
0
2000
0
0
5,000
5000
74,677
347,692
105,000
250000
230,086
73,183
107,000
150000
22,332
22,104
20,000
75000
355,554
284,902
233,273
300000 (2)
$682,649
$727,881
$470,273
$782,000
$653,101
($297,009)
($4,320)
($262,000)
4,703,185
5,368,512
5,071,503
5,067,183
665,327
- 297,009
-4,320
- 262,000
$5,368,512
$5,071,503
$5,067,183
$4,805,183
Uncommitted Reserves
0
0
0
Actuarial Reserves - GASB 10 (Fund
675,000
675,000
675,000
1,007,926
Non - Actuarial Reserves - GASB 10 (F
2,450,000
2,450,000
2,450,000
2,450,000
Non -GASB 10 Reserves (Fund C)
2,243,512
1,946,503
1,942,183
1,347,257
Total Reserves
$5,368,512
$5,071,503
$5,067,183
$4,805,183
Footnote (1): Per Board direction, $586,014 was paid to CCCSWA on 2/27/98, the total amount received
from 95 -96 forward. Additionally, a payment was also made on 2/27/98 to CCCSWA in the amount of $419,458
to refund surplus funds held in the Acme Legal Impound Fund. Total Payments to
CCCSWA were $1,005,472.
(2) The proposed budgeted amount includes the purchase of earthquake insurance for District Structures.
Page 4 of 7
SELF - INSURANCE FUND
Projected 1999 -2000
SUB -FUND A: GASB -10 ACTUARIALLY BASED RISKS
GENERAL LIABILITY AND AUTOMOBILE LIABILITY
Actuarial Reserves -GASB 101999/2000: $675,000
Revenues
O &M
$0
Recovery
$0
Interest
$41,476
TOTAL REVENUES
$41,476
Expenses
Losses
$80,000
Legal
$75,000
Technical
$15,000
TOTAL EXPENSES
$170,000
Revenues over expenses
-$128,524
Reserves:
Transfer from Sub -Fund C $128,524
TOTAL RESERVES PROJECTED 6/30/00
$675,000
Transfer from Sub -Fund C 7/01/00 $332,926
TOTAL RESERVES PROJECTED 7/01/00 $1,007,926
Exhibit II
Page 5 of 7
SELF - INSURANCE FUND
Projected 1999 -2000
SUB -FUND B: GASB -10 NON - ACTUARIALLY BASED RISKS
EMPLOYMENT RELATED AND POLLUTION RISKS
Beainnina Reserves $2,450,000
Revenues
O &M $0
Recovery $0
Interest $150,879
TOTAL REVENUES $150,879
Expenses
Losses $15,000
Legal $5,000
Technical $0
TOTAL EXPENSES $20,000
Revenues over expenses $130,879
Reserves:
Transfer to Sub -Fund C $130,879
TOTAL RESERVES PROJECTED 6/30/2000 $2,450,000
Exhibit III
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SELF - INSURANCE FUND
Projected 1999 -2000
SUB -FUND C: NON GASB -10 RISKS
RISK MANAGEMENT PROGRAM INSURANCE PREMIUMS AND
COSTS OF INITIATING CLAIMS /LAWSUITS AGAINST OTHERS
Beginning Reserves $1,946,503
Revenues
O &M $150,000
Recovery $0
Ins. Recovery HHW $18,703
Interest $104,895
TOTAL REVENUES $273,598
Expenses
Excess Liability
$157,273
Property
$76,000
Losses
$10,000
Legal
$27,000
Technical
$5,000
Claims /Insurance Consulting
$5,000
TOTAL EXPENSES $280,273
Revenues over expenses - $6,675
Reserves:
Transfer to Sub Fund A - $128,524
Transfer from Sub Fund B $130,879
TOTAL RESERVES PROJECTED 6/30/00 $1,942,183
Transfer to Sub Fund A 7/01/00 $332,926
TOTAL RESERVES PROJECTED 7/01/00 $1,609,257
Exhibit IV
Page 7 of 7