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HomeMy WebLinkAbout09-21-00 AGENDA BACKUPCentral Contra Costa S4. Atary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: September 21, 2000 No.: 4.a. CONSENT CALENDAR Type of Action: ESTABLISH HEARING DATE Subject: SET OCTOBER 19, 2000 AS THE DATE FOR HOLDING A PUBLIC HEARING TO ESTABLISH REIMBURSEMENT FEES FOR THE ALHAMBRA WAY CONTRACTUAL ASSESSMENT DISTRICT NO. 98 -1 Submitted By: Initiating Dept. /Div.: Curtis Swanson, Division Manager Engineering /Environmental Sees REVIEW NO RECOMMENDED FOR BOARD ACTION. � A C. Swanson A. rrell General Manager ISSUE: A public hearing is needed to establish fees. RECOMMENDATION: Establish October 19, 2000 as the hearing date. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: Not applicable. BACKGROUND: The Alhambra Way Contractual Assessment District (CAD) No. 98 -1 includes ten participating property owners who are paying for the sewer improvements and one property owner who chose not to contribute initially towards the cost of the improvements. This one property owner is designated as a non - participant. If the non- participant connects their home to the public sewer installed through CAD No. 98 -1 within 20 years from the date of acceptance of the public sewer (February 4, 2019), a reimbursement fee will be collected from that owner. The reimbursement fee will equalize the investment in, and fairly and equitably distribute the cost of, the sewer improvements in Alhambra Way between the participating and non - participating owners. The establishing of the reimbursement fees must be done by the Board in conjunction with a public hearing. This position paper recommends that such a public hearing be held on October 19, 2000. RECOMMENDED BOARD ACTION: Set October 19, 2000, as the date for holding a public hearing to establish reimbursement fees for the Alhambra Way CAD No. 98 -1. 9/11/00 UA PPARaposa \AlhambraWay.Reimb.wpd Page 1 of 1 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: September 21, 2000 No.: 6.a. BIDS AND AWARDS Type of Action: AUTHORIZE AWARD Subject: AUTHORIZE AWARD OF A CONTRACT TO HSQ TECHNOLOGY FOR CONSTRUCTION OF A FURNACE TOTAL HYDROCARBON MONITORING SYSTEM Submitted By: Initiating Dept. /Div.: Randy Schmidt, Senior Engineer Engineering /Environmental Services REVIEWED AND RECOMMEND D FOR BOARD ACTION. R. Schmidt . Swanson A. F r II rl atts, General M nag, ISSUE: On August 29, 2000, sealed bids were received and publicly opened- for construction of a Furnace Total Hydrocarbon Monitoring System. The Board must authorize award of this contract or reject bids within 50 days of the bid opening. RECOMMENDATION: Authorize award of a contract to HSQ Technology, the lowest responsible bidder, for construction of a Furnace Total Hydrocarbon Monitoring System. FINANCIAL IMPACTS: The Furnace Total Hydrocarbon Monitoring System will cost an estimated $196,500 over a 6 month period. ALTERNATIVES /CONSIDERATIONS: Reject all bids which is not recommended. BACKGROUND: In 1993, USEPA finalized the 503 regulations governing the disposal of sewage sludge by incineration. At that time, each USEPA Region was to issue site - specific sewage sludge incinerator permits which would contain emissions limits for seven (7) heavy metals and a concentration limit for Total Hydrocarbons. Compliance would be determined by sludge chemical analysis, dry sludge feed rate, and a Furnace Total Hydrocarbon Monitoring System. The resource demand of site - specific permit issuance overloaded the USEPA Regions so that few if any permits were ever finalized and the Total Hydrocarbon monitoring requirement was never enforced. In response, USEPA proposed to make the 503 Regulations self - implementing and thus delete the site - specific permit requirement in October of 1995. The final self - implementing requirements were published in the Federal Register on August 3,1999 and went into effect September 3, 1999. Facilities that did not already have a working Furnace Total Hydrocarbons Monitoring System had 12 months (September 3, 2000) to install one. 9/15/00 U: \PPr \Raposa \hydrocar Page 1 of 4 POSITION PAPER Board Meeting Date: September 21, 2000 Subject: AUTHORIZE AWARD OF A CONTRACT TO HSQ TECHNOLOGY FOR CONSTRUCTION OF A FURNACE TOTAL HYDROCARBON MONITORING SYSTEM Because one year is almost too ambitious for a design /construction project and previous emission tests showed that the Furnace Total Hydrocarbon emissions are well below the emission limit, USEPA Region IX has indicated the District can finish the installation and testing of the Furnace Total Hydrocarbon Monitoring System after September 3, 2000 without penalty. The District initiated design of the Furnace Total Hydrocarbon Monitoring System in late August of 1999. The plans and specifications were prepared by District Staff with the assistance of Damatt Engineers. The project was advertised on June 21, 2000 and June 26, 2000. The design contained a requirement for the Furnace Total Hydrocarbon Monitoring system to operate continuously for 90 days without a failure. Almost all potential bidders indicated they would not bid this project because of the high liability of this condition. This requirement was modified to 30 days continuous operation by addendum on August 14, 2000. On August 29, 2000, sealed bids were received and publicly opened. The Engineer's estimate was $209,000. One bid was received for $196,500 and is summarized in Attachment 1. The Environmental Services Division staff conducted a technical and commercial review of the bid and determined that the bid submitted by HSQ Technology is the lowest responsible bidder. While multiple bids are preferred, staff recommends accepting the bid from HSQ because their bid was $13,000 below the Engineer's estimate, they are responsive and experienced, and the deadline for completion is past. Installation is scheduled for completion in January 2001 with start -up testing complete by April 2001. The estimated total cost for the project is $353,000 as summarized in Attachment 2. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under the District CEQA Guidelines, Section 18.2 since it involves modification of an existing facility with 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 $196,500 for the construction of Furnace Total Hydrocarbon Monitoring System, DP 7195, to HSQ Technology, the lowest responsible bidder. 9/15/00 U:\PPARaposa \hydrocar Page 2 of 4 ATTACHMENT 1 Central Contra Costa Sanitary District SUMMARY OF BIDS Project: Furnace Total Hydrocarbons Date: August 29, 2000 Monitoring System 7195 Location: SCB Martinez, California HSQ Technologies 1435 Huntington Avenue South San Francisco, CA 94080 -5999 Bids Opened by: /s/ Paul Morsen Engr. Est. $ 209.000 $196,500 Date: 8 -29 -00 UAPPr \Raposa \hydrocarb.att1.wpd Page 3 of 4 ATTACHMENT 2 FURNACE TOTAL HYDROCARBONS MONITORING SYSTEM DISTRICT PROJECT 7195 POST BID/PRE- CONSTRUCTION ESTIMATE % OF ESTIMATED ITEM DESCRIPTION TOTAL CONSTRUCTION 1. CONSTRUCTION a. Construction Contract $196,500 b. Contingency at 15% $ 29,500 c. District Programing S 8,000 CONSTRUCTION TOTAL $234,000 100% 2. Construction Management a. District Forces i. Construction Management $ 10,000 ii. Contract Administration/Inspection $ 20,000 iii. Design $ 5,000 iv. Plant Operations $ 5,000 v. Permanent Records $ 3,000 vi. Legal S 1,000 SUBTOTAL $ 44,000 19% b. Consultants 1. Construction Support Services $5,000 2% SUBTOTAL $ 5,000 TOTAL CONSTRUCTION PHASE $283,000 121% 3. TOTAL PREBID EXPENDITURES a. District Forces for Design $ 35,284 b. Consultant for Design $ 31,957 c. Other expenses S 2,759 SUBTOTAL $ 70,000 30% 4. TOTAL ESTIMATE PROJECT COST $353,000 151% 5. FUNDS AUTHORIZED TO DATE $ 67,000 6. ADDITIONAL ALLOCATION NEEDED 286 000 TO COMPLETE PROJECT U: \PPr \Raposa \ppatta -1.wpd Page 4 of 4 Central Contra Costa Sanitary District /2mi ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: September 21, 2000 No.: g.a. ADMINISTRATIVE Type of Action: APPROVE LEASE AGREEMENT Subject: APPROVE 10 -YEAR LEASE AGREEMENT WITH COUNTY QUARRY PRODUCTS FOR PARCEL C.2, ASSESSOR'S PARCEL NUMBER 159 - 140 -52 Submitted By: Initiating Dept. /Div.: P. Morsen, K. Alm Administrative REVIEWED AND RECOMMENDED FO BOARD ACTION: A K. Alm Charles W. B/w General Manage ISSUE: Board of Directors approval is required for the lease of District property. RECOMMENDATION: Authorize Staff to sign a lease agreement with County Quarry Products for a 10 -year period commencing January 2001. FINANCIAL IMPACTS: Over the period of the lease, the District will realize $1.7 million in revenues if the Board approves this lease. ALTERNATIVES /CONSIDERATIONS: Choose to not approve this lease arrangement and continue under the current lease arrangement for the 30 months remaining, then consider the future use of this parcel. BACKGROUND: The District currently leases approximately seven acres of the "Keiwit Property" north of Imhoff Place to County Quarry Products, Inc. (CQP). This business recycles asphalt and concrete, provides redi -mix concrete and provides asphalt out of the leased site. This lease has 30 months left and generates $3,750 per month in revenues to the District. Several months ago COP notified the staff that they wish to sell their Asphalt portion of the business to Hanson Inc. Under the terms of the current lease, this required them to obtain permission from the District and provided the opportunity to renegotiate the lease terms. Staff obtained input from Commercial Real Estate Services (CRS), a real estate consulting firm, which indicated that the market value for industrial properties in north central county had risen dramatically over the last few years and recommended lease rates based on similar properties in the area. Armed with this information, staff entered negotiations with the principles and have structured a lease arrangement with the following major terms: 9/13/00 H: \WPDOCS \Paul \PP - Quarry.wpd Page 1 Of 5 POSITION PAPER Board Meeting Date: September 21, 2000 Subject: APPROVE 10 -YEAR LEASE AGREEMENT WITH COUNTY QUARRY PRODUCTS FOR PARCEL C.2, ASSESSOR'S PARCEL NUMBER 159 - 140 -52 • The lease commences on January 1, 2001 and runs through December 31, 2010 • The District is held harmless from liability arising from lessee's operations, including site contamination issues • Amounts of recycled materials are reported to Central Contra Costa solid waste franchising authorities in pursuit of their AB 939 requirements • Lessee will obtain a one million dollars of liability insurance which will name the District as an additional insured • Commencing in January 2001, monthly lease payments will be $12,500 and will be inflated by 4% per year, adjusted every other year The Board asked staff to inspect the site to insure that no toxic or hazardous materials were being stored or used on site in a manner that would contaminate the property. To this end, the Hanson company commissioned an environmental site assessment for the property completed by URS Greiner Woodward Clyde prior to completing their business arrangements with COP. Staff has reviewed this report; it states that there were no potential offsite impacts from the property and onsite impacts were limited to a few housekeeping issues. Additionally, the District's Source Control Section undertook a walk- through inspection of the site and found no existing hazardous waste contamination or critical problems. Their report did, however, surface a few housekeeping issues which CQP has committed in writing to correct, or have already corrected (see attachment). These housekeeping issues are uncovered drums containing solvents and lubricants not in secondary containment, detergents stored outside of containment areas, and blockage of a drainage ditch. A follow -up inspection to insure these issues have been addressed will be scheduled prior to the new lease date. CQP has leased this property from the District since 1986. During the intervening years they have proven to be tenants who pay their rent on time and are responsive to input from the District. Accordingly, given the protections contained in the lease document, inspections of the site, and our history with these lessors, staff recommends that this 10 -year lease be approved. 9/13/00 HAWPDOCSTaulTP- Quarry.wpd Page 2 of 5 POSITION PAPER Board Meeting Date: September 21, 2000 Subject: APPROVE 10 -YEAR LEASE AGREEMENT WITH COUNTY QUARRY PRODUCTS FOR PARCEL C.2, ASSESSOR'S PARCEL NUMBER 159 - 140 -52 Health and Safety Code Section 6514.1(e) requires that, in order to lease District property without a formal public bidding process, the Board must find that: (1) the property will be used for a compatible use; (2) it will be of public benefit; and (3) the term of the lease will not exceed 10 years. Make the findings required by Health and Safety Code 6514.1(e), approve a 10 -year lease with County Quarry Products commencing January 1, 2001 for parcel C.2, assessor's parcel number 159 - 140 -52, and authorize staff to sign the necessary documents. 9/13/00 H:\WPDOCS \Paul \PP- Quarry.wpd Page 3 of 5 FROM : COUNTY QUARRY PRODUCTS ah County Quarry Products (510) 682 -0707 PHONE NO. : 510 682 0594 Sep. 14 2000 11:18AM P2 5501 IMHOFF DRIVE - MARTTNEZ, CALIFORNIA 94553 September 13, 2000 Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94553 Attn: Paul Morsen Re: Site Operations of County Quarry Products Dear Mr. Morsen: I The following is our response to your findings related to hazardous substances on our business site. 1. Partially Filled Drums: The liquids will be properly stored and containers stored to provide secondary containment and protection from physical damage. 2. Hazardous Materials business Plans: Right Away Ready Mix has been directed to contact Contra Costa Health Services to determine if the site business plan needs to be reviewed in regard to their operations. Contra Costa Health Services determined on February 11, 1997 that a business plan was not necessary for the asphalt operation. l - Street Sweeping: Street sweeping has been increased to once a day. 2. Cold Asphalt Storage Area: Additional care will be taken to prevent overfilling storage area. Page 4 of 5 FROM : COUNTY QUARRY PRODUCTS PHONE NO. : 510 682 0594 Sep. 14 2000 11:19AM P3 3. Salvage Metal Parts and Unused Equipment Storage Area: Items no- longer needed will be disposed of. i 4. Excessive Dust/Debris: Area will be cleaned more frequently. S. Chemical Drums: These drums will be placed in secondary containment. 6. pH Sampling: pH will be tested on all water samples. pH in February 2000 was 7.8. 7. Operations Conducted: Our consultant on storm water issues will investigate requirements, whether an N PDES permit is needed. S. Westerly Drainage Ditch: The ditch will be cleaned and maintained. I hope you find that these corrections will satisfy your .hazardous waste requirements concerning our facilities. Sincerely, i 1 Do Foskett Page 5 of 5 I Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: September 21, 2000 No.: 9-a. HUMAN RESOURCES Type of Action: ADOPT MOU Subject: ADOPT MEMORANDUM OF UNDERSTANDING WITH THE MANAGEMENT GROUP, EFFECTIVE SEPTEMBER 18, 2000 THROUGH APRIL 17, 2003 Submitted By: Joyce E. Murphy Initiating Dept./Div.: Administrative REVIEWED AND RECOMMENDED FOR BOARD ACTION. Rharles 7gr General t ISSUE: Board representatives and representatives of the Management Group tentatively agreed to the Memorandum of Understanding (MOU) on September 11, 2000. Members of the Management Group have ratified the agreement. Final approval by the Board of Directors is now appropriate. RECOMMENDATION: Adopt the MOU with the Management Group effective September 18, 2000 through April 17, 2003. FINANCIAL IMPACTS: The cost of additional salary and benefit adjustments for negotiated changes in the Fiscal Year 2000 -2001 as described below is approximately $85,000. ALTERNATIVES /CONSIDERATIONS: Based on Board input at its meeting of September 7, 2000, no further alternatives need to be presented. BACKGROUND: Board representatives and representatives of the Central Contra Costa Sanitary District Management Group have met to discuss the Management compensation package. The District's current MOU expires on September 17, 2000. Since 1988 when negotiations with the Management Group were held in abeyance until bargaining with the other representation groups was concluded, and in each negotiation with the Management Group thereafter, the effective date of general increases and changes in the Management MOU has been the first day of the May pay cycle. Accordingly the MOU will be effective April 18, 2000, as agreement was reached at the table prior to the expiration of the contract. Attached is written confirmation of ratification from the Management Group. The proposed Management compensation package parallels the MOU previously adopted by the Board for Local One and the Management Support /Confidential Group (MS /CG). Highlights of the MOU are as follows: 9/13/00 Page 1 of 2 POSITION PAPER Board Meeting Date: September 21, 2000 Subject: ADOPT MEMORANDUM OF UNDERSTANDING WITH THE MANAGEMENT GROUP, EFFECTIVE SEPTEMBER 18, 2000 THROUGH APRIL 17, 2003 • Term: This agreement will be effective for 31 months commencing September 18, 2000, and terminating April 17, 2003. • Wages: Effective September 18, 2000, the District will provide a 5% general salary increase. A one -time salary adjustment of 5% for the period April 18 through September 17, 2000 will be given to each member of the bargaining unit in a check separate from the employees' regular monthly paycheck. Effective April 18, 2001, the District will provide a 4.5% general salary increase, and effective April 18, 2002, the District will provide a 3% general salary increase. • Health: The Kaiser Health Plan will be modified to include a $5 prescription co -pay and $35 charge per emergency room visit, similar to the HealthNet HMO Plan. • Dental: No change in the current dental plan. • Miscellaneous: No change in longevity pay, dual health plan waiver, or cafeteria plan. Minor increases in Professional Expense Reimbursement and life insurance coverage maximum will be implemented, and allowing managers to contribute to the 401(a) Plan will be explored. In the discussions with the Management Group representatives, the Managers' commitment to the District was clear. Agreement was reached in a cooperative atmosphere and an efficient manner. RECOMMENDED BOARD ACTION: Adopt the Memorandum of Understanding between the District and the Central Contra Costa Sanitary District Management Group, covering all positions designated as Management, effective September 18, 2000 through April 17, 2003. 9/13/00 Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: September 21, 2000 No.: 9.b. HUMAN RESOURCES Type of Action: ADOPT MOU Subject: ADOPT MEMORANDUM OF UNDERSTANDING WITH THE INCUMBENT DIRECTOR OF ADMINISTRATION, EFFECTIVE SEPTEMBER 18, 2000 THROUGH APRIL 17, 2003 Submitted By: Initiating Dept. /Div.: Joyce E. Murphy, Secretary of the Administrative District REVIEWED AND RECOMMENDED FOR BOARD ACTION. /l2 i Charles W General M ISSUE: Paul Morsen, the Director of Administration, whose classification is covered under the Management Group, has exercised his right to represent himself individually in the meet and confer process pursuant to Government Code Section 3502. Board representatives and the individual have agreed to a Memorandum of Understanding (MOU); accordingly, presentation to the Board of Directors for final adoption is now appropriate. RECOMMENDATION: Adopt the MOU with the incumbent Director of Administration, Paul Morsen, effective September 18, 2000 through April 17, 2003. FINANCIAL IMPACTS: The cost of additional salary and benefit adjustments for negotiated changes in the Fiscal Year 2000 -2001 as described below is approximately $7,000. ALTERNATIVES /CONSIDERATIONS: Based on Board input at its meeting of September 7, 2000, no further alternatives need to be presented. BACKGROUND: Board representatives and the Director of Administration met to discuss the compensation package of the Director of Administration. The proposed compensation package reflects the compensation levels and benefits, and is consistent with and parallels all provisions of the Management Group Memorandum of Understanding effective September 18, 2000 through April 17, 2003. As in the discussions with the Management Group representatives, the commitment of the Director of Administration to the District was clear and agreement was reached in a cooperative and expeditious manner. 9/13/00 Page 1 of 2 POSITION PAPER Board Meeting Date: September 21, 2000 Subject: ADOPT MEMORANDUM OF UNDERSTANDING (MOU) WITH THE INCUMBENT DIRECTOR OF ADMINISTRATION, EFFECTIVE SEPTEMBER 18, 2000 THROUGH APRIL 17, 2003 RECOMMENDED BOARD ACTION: Adopt the Memorandum of Understanding between the District and Paul Morsen, the incumbent Director of Administration, effective September 18, 2000 through April 17, 2003. 9/13/00 Page 2 of 2