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HomeMy WebLinkAbout4/18/2002 AGENDA BACKUPCentral Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 18, 2002 No.: 4.6.a. CONSENT CALENDAR Type of Action: ACCEPT ANNEXATION FOR PROCESSING Subject: ADOPT A RESOLUTION AMENDING DISTRICT ANNEXATION (DA) 158 TO INCLUDE P.A. 02 -10 AND P.A. 02 -12. Submitted By: Initiating Dept. /Div.: Molly Mullin, Engineering Assistant Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION. M. Mullin J. Miyamoto -Mills C. Swanson A. Farrell General M ISSUE: Board authorization is requested to initiate the annexation process on P.A. 02 -12 as it is adjacent to P.A. 01 -17 previously approved as parcel 4 of District Annexation 158. P.A. 02 -10 was approved on April 4, 2002 and is contiguous to P.A. 02 -12. RECOMMENDATION: Adopt a resolution amending DA 158 to include P.A. 02 -10 and P.A. 02 -12. FINANCIAL IMPACTS: Approval to amend DA 158 will result in a savings of staff effort and $2,000 in LAFCO and State Board of Equalization fees. ALTERNATIVES /CONSIDERATIONS: Not applicable. BACKGROUND: The owners of the properties included in P.A. 02 -12 submitted their petitions after the Board of Directors March 7, 2002 initiation of District Annexation 158. On April 4, 2002, the Board approved P.A. 02 -10 which is adjacent to and may be included in DA 158. Wunderbar Kennels located at 695 North Gate Road petitioned for annexation and paid the appropriate fees to extend a sewer lateral into their property for future connection. Staff then approached the owners of 621 North Gate Road and another parcel on North Gate Road known as APN 138 - 100 -008 to join in this annexation in order to eliminate a potential island in our annexation boundary with no increase in cost to the District or the property owners. The property owners at 760 North Gate Road and 706 North Gate Road are installers of two new public sewer main extensions in North Gate Road. They have petitioned for annexation and plan to connect their houses currently served by septic tanks as soon as the mains are complete. RECOMMENDED BOARD ACTION: Adopt a resolution to amend District Annexation 158 to include P.A. 02 -12 and P.A. 02 -10. 4/10/02 U: \PPr \Annexations \AnnexPA da158revised.wpd Page 1 of 10 POSITION PAPER Board Meeting Date: April 18, 2002 Subject: ADOPT A RESOLUTION AMENDING DISTRICT ANNEXATION (DA) 158 TO INCLUDE PA 02 -10 AND PA 02 -12. P.A. No. Assessor's Parcel No. & Area Owners /Address Remarks Lead Agency 02 -12 138 - 100 -001 Wunderbar Properties LLC Existing dog kennels- CCCSD (5007) 695 North Gate Rd. house will be converted 2.96 AC Walnut Creek CA 94598 from septic at a future date. Recently obtained sewer permit to extend lateral into the property. Project is exempt from CEQA. 138 - 100 -008 Harold & Jeannette Farrow Improved single - family lot .98 AC Trust with an available adjacent 2125 Oak Grove Rd #120 public sewer main. Walnut Creek CA 94598 Project is exempt from CEQA. 138 - 100 -005 Ann Pflueger Easton Existing home on septic 1.18 AC 621 North Gate Rd. will connect to sewer in Walnut Creek CA 94598 the future. Project is exempt from CEQA. 138 - 110 -008 Lillian Novoa- Matthias Existing home on septic .92 AC 760 North Gate Road will connect to new sewer Walnut Creek CA 94598 main. Project is exempt from CEQA. 138 - 110 -009 Sunny Hill Farm LLC Existing home on septic .93 AC 941 Comistas Ct. will connect to new sewer Walnut Creek CA 94598 main. Project is exempt Total from CEQA. 6.97 AC 4/10/02 Page 2 of 10 U: \PPr \Annexations \AnnexPA da158revised.wpd � PORT CHICAGO HWY `•�•�.....�.i'��/ wP��.Rp Nt 0.D CLYDE CARQUINEZ '�FNiO IQ 680 PACHECO MARTINEZ 2 Mr. iEw B "� TREATMENT SAN TAR PLANT DI S RICT . Q O 0 242 z� Q � 2 o Q� � VINE �\� GpN00� Aug ✓� CONCORD / CHILPANCINGO kD �O�r a CONCORD BLVD PLEASANT a HILL m °a BOM RD o o� Q9 RO A ,po 0 GEARY RDc VP LAFAYETTE CSO YARD `u \�I VISSA RD 5 of AVE NORTH C&TE WOODS O4 SHADOWBROOK COURT ti NUT °�� 0� oncE RUDGEAR RD ByF� 'o S &kD N x B <<D Cq a g 5 0 LEGEND: 0 8000 ALAMO �� STONE E CCCSD ANNEXATION NO. & LOCATION FEET Central Contra Costa Attachment Sanitary District V C.C.C.S.D. ANNEXATION NO. 158 MAP iV Q Page 3 of 10 \ \ g cc , \� �§ ~ y» % % \ %�§ \§ ƒ\ � R + < «« ^ K2)* �rp °�.. . » m r » 2�a R . , gP» . !% ✓ ¥7�a�, <�® O4� � ~ 71 /w g 2� e` $ �)x 62 Lu �\§ 3§ �o I « 0 LU\\ # 66\ , § 2 j ° } \ k \ k \ ° « ( \ z 3 \ §[ \ m - / z ) It � � � . & � f � %\ �& w ! & ■�rD #�o- wmdow •auuo o a c, maz sa < Page 4 of 10 avu cvvc -aov -u Page 5 of 10 ubp �0- gclop\dowxauuo00\sdowpds\:� LO Zl ZOOZ- ?dV -ll Page 6 of 10 O U � } Q O LO !] U C r O N z s c°o L z w m U) w Lu la— W v o moZ O = U a X W V Z 0— J a H aW _ H d >o z m N S W 0 J U 3 h a D Q a a i ¢d FpS� yd � o Fg Z O Q Z U 0 o z o w ° Oo z 49 s m ao m x a I e m \\ 2J b \ \\ bbb \ "b \ N � N T V� QO ubp �0- gclop\dowxauuo00\sdowpds\:� LO Zl ZOOZ- ?dV -ll Page 6 of 10 ubp ob0- SSlop\dowxauuo00\sdowlods\:r 20:Z1 ZOOZ-ddV -11 Page 7 of 10 � � w Fr O C c Q Ln Ln U Q � � z� Q r_o mZ ~ Y � A, W v o o m � Z Z a � x W - IH' Z N O C, V > ❑ Z I F Q Z m in J z> .' g C C C C LU m a z U ❑ J O O F m. Z � � 0 0 = o z a � C2 it II II o QD I O o I C) 00 O D 1142.70' O O O O V * NORTH [4� m mm� Q j � W O pcp w 3 Q O g co GPZE AV cr Q i l a I II \A II N a �2 W Cr m CIi Y � I � I a ubp ob0- SSlop\dowxauuo00\sdowlods\:r 20:Z1 ZOOZ-ddV -11 Page 7 of 10 u °Y SV'ff SIGN\ °mow ^ °�°vVV \acv -- \'I OVAL �VV�'OOV -ll Page 8 of 10 RESOLUTION NO. DISTRICT ANNEXATION NO. 158 A RESOLUTION OF APPLICATION BY CENTRAL CONTRA COSTA SANITARY DISTRICT REQUESTING THE CONTRA COSTA LOCAL AGENCY FORMATION COMMISSION ( LAFCO) TO INITIATE PROCEEDINGS FOR A JURISDICTIONAL CHANGE RESOLVED, BY THE BOARD OF DIRECTORS OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT that it wishes to initiate proceedings pursuant to the Cortese - Knox - Hertzberg Local Government Reorganization Act of 2001 for a change of organization; and WHEREAS, a notice of intent to adopt this resolution of application has been given, and this application for annexation shall be submitted to the Contra Costa County Local Agency Formation Commission ( LAFCO) who will conduct a public hearing and will notify all affected property owners. LAFCO will also furnish to CCCSD a list of registered voters residing within 300 feet of each proposed annexation. Upon receipt of the list of registered votes, CCCSD will complete a notification mailing and submit proof of mailing to LAFCO. WHEREAS, the reason for the proposed change of organization is that all owners of land within the territory proposed to be annexed have given their written consent to such annexation, in the form of a Petition for Annexation, or are connected to and served by the District sewer system after requesting such service and paying District fees and charges. A. This annexation consists of five "single areas" (as defined by the State Board of Equalization) generally adjacent to the existing District boundary, as shown and described on the attached maps and descriptions. Said annexation totals 20.75 acres. B. The only affected county is Contra Costa, in the areas generally known as Martinez and Walnut Creek. No other sanitary districts are involved. C. The reasons for this annexation are : 1. The properties are within the ultimate service area of the District, as previously approved by LAFCO, and are or may be connected in the future to the sanitary sewer system of the District. The District is assuming responsibility, upon annexation, for the continued maintenance and operation of the public sewage facilities. 2. It is the requirement of the District that all served properties annex to the District ( CCCSD Standard Specifications Section 3 -07). 3. Septic tank systems are inadequate for the area and will create a public health problem. 4. The property owners have petitioned for annexation to the District, or have requested and received sewer service subject to District regulations, including annexation. 5. No other sewering agency can logically serve these areas. Page 9 of 10 WHEREAS, the territory proposed to be changed is inhabited (12 or more registered voters) and a description and map of the boundaries of territory are attached hereto as Exhibits A and B and by this reference incorporated herein; and WHEREAS, the proposed annexation is subject to the provisions of the District Code. If annexation is approved, all of the provisions of said Code would become applicable to the properties annexed. Annexation fees shall be collected at the time of connection to the public sewer system. WHEREAS, staff has concluded that the projects included in this application are exempt from the California Environmental Quality Act (CEQA) or have been the subject of a negative declaration prepared by another lead agency and that no significant, unavoidable, adverse environmental impacts would result from these projects. Adoption of this resolution will establish the Board of Directors' independent finding that these projects are in compliance with CEQA. WHEREAS, the Board has determined that this proposal meets the criteria for a waiver of protest hearings as set forth in Government Code Section 56663; and NOW, THEREFORE, this Resolution of Application is hereby adopted and approved by the Board of Directions and the Contra Costa Local Agency Formation Commission is hereby requested to take proceedings for the change of organization as authorized and in the manner provided by the Cortese - Knox - Hertzberg Reorganization Act of 2001. PASSED AND ADOPTED this 18`h day of April 2002, by the District Board of the Central Contra Costa Sanitary District by the following vote: AYES: Members: NOES: Members: ABSENT: Members President of the District Board of the Central Contra Costa Sanitary District of Contra Costa County, State of California COUNTERSIGNED: Secretary of the District Board of the Central Contra Costa Sanitary District of Contra Costa County, State of California APPROVED AS TO FORM: Kenton L. Alm District Counsel Page 10 1nf 10 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: APRIL 18, 2002 No.: t/JF(. b. CONSENT CALENDAR Type of Action: INITIATE ANNEXATION DA 160 Subject: INITIATE PROCEEDINGS TO FORMALLY ANNEX 5 SEPARATE AREAS UNDER THE TITLE OF DISTRICT ANNEXATION 160 Submitted By: Initiating Dept /Div.: Molly Mullin, Engineering Assistant Engineering /Environmental Services Division REVIEWED AND RECOMMENDED FOR BOARD ACTION. M. Mullin J. Miyamoto -Mills C. Swanson A. Farrell rles Bat , General Man, er ISSUE: The District has received petitions for annexation for the parcels as shown on the attached tabulation and maps. It is appropriate to initiate formal annexation proceedings with the Local Agency Formation Commission ( LAFCO). This grouping allows the District to honor the County Assessor's Office and LAFCO's preference that annexations be grouped in the same geographical area, and include less than 10 areas. RECOMMENDATION: Adopt a Resolution of Application for the annexation of properties to Central Contra Costa Sanitary District under District Annexation 160. FINANCIAL IMPACTS: The District pays fees to LAFCO and the State Board of Equalization for annexation processing. Annexation costs are recovered as "Annexation Charges" when property is connected to the public sewer system. BACKGROUND: The owners of the properties listed in Attachment 1 have petitioned the District to annex their properties in the Alamo area. Four annexation areas are a result of existing homes converting from septic systems to sewer service, while PA 01 -16 was requested for a proposed three lot subdivision. LAFCO staff has indicated that adjoining unannexed parcels may be added to the separate areas the District submits to eliminate islands or straighten boundary lines. LAFCO will hold a public hearing to consider annexation of any parcel added to District Annexation 160. ALTERNATIVES /CONSIDERATIONS: Not applicable. RECOMMENDED BOARD ACTION: Adopt a Resolution of Application for District Annexation 160. 4/11/02 U: \PPr \Annexations \position paper 160.wpd Page 1 of 10 ATTACHMENT 1 DISTRICT ANNEXATION NO. 160 TABULATION OF PARCELS Parcel Location Assessor's Owners & Owners Date Board Authorized No. Parcel Number and Address Annexation (PA No.) and Acreage Remarks 1 APN 198 - 062 -022 Robert & Mary May 24, 2001 (P.A. 01 -14) Alamo Thompson, Jr. Trust Septic system conversion. 1.10 Ac. 61 Gran Via Project is categorically exempt. Alamo CA 94507 CCCSD is the lead agency. 198 - 062 -014 -8 Penny Leonard Septic system conversion. 107 Linhares Lane Project is categorically exempt. Alamo CA 94507 CCCSD is the lead agency. 2 193 - 020 - 003 -Alamo Camino Monte Sol LLC May 24, 2001 (P.A. 01 -16) 1.00 Ac. 70 Stonington Ct. Proposed three lot subdivision. Danville CA 94526 Created from parcels 103 -020- 003 and 004. Negative 193- 020 -004 Leonard J. & Jeanne K. declaration by Contra Costa Steffen County. 35 Camino Monte Sol Alamo CA 94507 3 201 - 021 -001 David Hagemann August 9, 2001 (P.A. 01 -19) Alamo 150 Wayne Avenue Septic system conversion 1.10 Ac. Alamo CA 94507 Project is categorically exempt. CCCSD is the lead agency. 4 106 - 042 -002 -2 Tim R. Arai January 10, 2002 (P.A. 02 -02) Alamo 1 129 Francisco St.. Septic system conversion of 2.52 Ac. Berkeley, CA 94702 house and cottage. Project is categorically exempt. CCCSD is the lead agency. 5 192 - 030 -042 Andrea Applegate April 4, 2002 (P.A. 02 -08) Alamo 7980 New Hope Road Proposed septic system 0.43 Ac. Grants Pass, OR 97524 conversion. Project is categorically exempt. CCCSD is the lead agency 4/11/02 WPMAnnexations \position paper 160.wpd Page 2 of 10 1OeS;,�!P" �9 G� LNUT 81 11D RUDGEAR RD �G l F ALAM O ��Ps AVE rn STONE B1G0 1q<<1� DANVILLE -° ` RD \9TF I'D N �011ti o cF� SYCAMORE VALLEY �p 0 5000 10,000 00 o FEET 0 0 LEGEND: 10 680 0 CCCSD ANNEXATION NO. & LOCATION n w Central Contra Costa Attachment Sanitary District V C.C.C.S.D. ANNEXATION NO. 160 MAP Prepared by Engineering Support Section Page 3 of 10 ubpl0- Oglop\dowxauuo00\sdowpds\:H 4S 9l ZOOZ- ddv -ll Page 4 of 10 U L) ¢ Q O / v) :D o U \ \\ z —� z r 4 Q N N \ \ \ H O Q NO \ Y ,)\\ m o z CJ Q x W z U ova a 3 \ \ F Z m w Z Z .. w p \ w U h a / / r / p n O pl // z 0 0 F Z U Z z o Q EF / U p a D w o cr OP s °9 ova S Cl. P Z`'r`d * v'0, P p0. O 5e SAO del , o / i l / J J .. fo i '0S,� s / / / / / r / r � s ubpl0- Oglop\dowxauuo00\sdowpds\:H 4S 9l ZOOZ- ddv -ll Page 4 of 10 uup LU -UyluN \uuwseuuuUU \auuwldua\ N yS yl LUUG-Bdv -U Page 5 of 10 Ap �0- 09�op\dowxauuo00\sdowpds\:H 99'91 ZCN -6dV -11 Page 6 of 10 ------- - - - - -- E ) � 22 �§ --------------------------- - - - - -- a — @ ! , /q ~�7 m$ w� -n ba �\Z o� xe2 « �/U : C) w..a� }§ e k6e / e� cr \ \ k \ i �a, � \ \ z § ® \ \ z \ » )2 f E > u 2 e ƒ o , It , • \ | m s \ oy « % � � - \ �pQ. % )}) / <+ / 2 0,9cl � �O p �oG \z� &y -wmdc)Lu•;uuo z :a+ds\a ze :o -a Page 7 of 10 I \�Zg \ \ \ \ \ \ \ \ \ \ OZ 00 O. N. U. + tJ ch rn I� T \ \ \ O \ \ \ Z° \ <p. \ O ` o- o �0 co N \ U w z U \\ W Q W U) W H \ F— F¢.. W v o U) Z \\ m0Z o _ C) Q \ WO \ \\ V Zi 3 \ Q �_ \ (r Z m ,\ aD Z \ R w �o J Z .. a \ U \ OOC a o E c \ a \ ¢d \ z \ O O F m \\ 2 U Z U f y \ O \ O Z W p Ow \ 0O (r) O � N \ O \2 u u n n \ \\ Z o I \ I \ \ `d O T ubp S0- 091op \dowxauuo00 \sdowlods \:N IO L[ ZOOZ -ddV -U Page 8 of 10 RESOLUTION NO. DISTRICT ANNEXATION NO. 160 A RESOLUTION OF APPLICATION BY CENTRAL CONTRA COSTA SANITARY DISTRICT REQUESTING THE CONTRA COSTA LOCAL AGENCY FORMATION COMMISSION ( LAFCO) TO INITIATE PROCEEDINGS FOR A JURISDICTIONAL CHANGE RESOLVED, BY THE BOARD OF DIRECTORS OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT that it wishes to initiate proceedings pursuant to the Cortese - Knox - Hertzberg Local Government Reorganization Act of 2001 for a change of organization; and WHEREAS, a notice of intent to adopt this resolution of application has been given, and this application for annexation shall be submitted to the Contra Costa County Local Agency Formation Commission ( LAFCO) who will conduct a public hearing and will notify all affected property owners. LAFCO will also furnish to CCCSD a list of registered voters residing within 300 feet of each proposed annexation. Upon receipt of the list of registered votes, CCCSD will complete a notification mailing and submit proof of mailing to LAFCO. WHEREAS, the reason for the proposed change of organization is that all owners of land within the territory proposed to be annexed have given their written consent to such annexation, in the form of a Petition for Annexation, or are connected to and served by the District sewer system after requesting such service and paying District fees and charges. A. This annexation consists of five "single areas" (as defined by the State Board of Equalization) generally adjacent to the existing District boundary, as shown and described on the attached maps and descriptions. Said annexation totals 6.15 acres. B. The only affected county is Contra Costa, in the unincorporated area generally known as Alamo. No other sanitary districts are involved. C. The reasons for this annexation are : 1. The properties are within the ultimate service area of the District, as previously approved by Contra Costa County Local Agency Formation Commission, and are or may be connected in the future to the sanitary sewer system of the District. The District is assuming responsibility, upon annexation, for the continued maintenance and operation of the public sewage facilities. 2. It is the requirement of the District that all served properties annex to the District ( CCCSD Standard Specifications Section 3 -07). 3. Septic tank systems are inadequate for the area and will create a public health problem. 4. The property owners have petitioned for annexation to the District, or have requested and received sewer service subject to District regulations, including annexation. 5. No other sewering agency can logically serve these areas. Page 9 of 10 WHEREAS, the territory proposed to be changed is inhabited (12 or more registered voters) and a description and map of the boundaries of territory are attached hereto as Exhibits A and B and by this reference incorporated herein; and WHEREAS, the proposed annexation is subject to the provisions of the District Code. If annexation is approved, all of the provisions of said Code would become applicable to the properties annexed. Annexation fees shall be collected at the time of connection to the public sewer system. WHEREAS, staff has concluded that the projects included in this application are exempt from the California Environmental Quality Act (CEQA) or have been the subject of a negative declaration prepared by another lead agency and that no significant, unavoidable, adverse environmental impacts would result from these projects. Adoption of this resolution will establish the Board of Directors' independent finding that these projects are in compliance with CEQA. WHEREAS, the Board has determined that this proposal meets the criteria for a waiver of protest hearings as set forth in Government Code Section 56663; and NOW, THEREFORE, this Resolution of Application is hereby adopted and approved by the Board of Directions and the Contra Costa Local Agency Formation Commission is hereby requested to take proceedings for the change of organization as authorized and in the manner provided by the Cortese - Knox - Hertzberg Reorganization Act of 2001. PASSED AND ADOPTED this 18th day of April, 2002, by the District Board of the Central Contra Costa Sanitary District by the following vote: AYES: Members: NOES: Members: ABSENT: Members: President of the District Board of the Central Contra Costa Sanitary District of Contra Costa County, State of California COUNTERSIGNED: Secretary of the District Board of the Central Contra Costa Sanitary District of Contra Costa County, State of California APPROVED AS TO FORM: Kenton L. Alm District Counsel Page 10 of 10 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: APRIL 18, 2002 ":6.,9.a. BIDS AND AWARDS Type of Action: AUTHORIZE FUNDS AND AUTHORIZE AWARD Subject: AUTHORIZE AWARD OF A CONTRACT TO BELLALANEY CONSTRUCTION FOR IMPROVEMENTS AT THE WEST BRANCH PUMPING STATION (DISTRICT PROJECT 6156), AND AUTHORIZE THE GENERAL MANAGER TO ALLOCATE $68,000 FROM THE COLLECTION SYSTEM PROGRAM CONTINGENCY ACCOUNT Submitted By: Initiating Dept. /Div.: David J. Reindl, Associate Engineer Operations / Maintenance REVIEWED AND RECOMMENDED FOR BOARD ACTION. IQ4 D. Reindl J. Belche J. Kell V. Lamica a as *Manar Genera ISSUE: On April 2, 2002, one sealed bid was received and publicly opened for the construction of the West Branch Pumping Station Improvements, Project 6156. The Board must authorize award of a contract or reject the bid within 30 days of the bid opening date. RECOMMENDATION: Authorize award of a contract to Bellalaney Construction, the lowest responsible bidder, in the amount of $32,700. FINANCIAL IMPACTS: Approximately $93,000, including $40,000 pre -bid expenditures. ALTERNATIVES /CONSIDERATIONS: This pumping station is currently equipped with a manual transfer switch, an emergency generator connection and a rented portable emergency generator to respond to potential power outages. In a power outage, this requires the Pumping Station Operator to be at the station to start the rental generator and transfer the power switch to avoid an overflow. Station reliability will be increased by bringing the facility to current District standards by the proposed project. Alternatives include: 1) Install the pre - purchased generator and auto -power transfer system at a projected cost of $53,000. 2) Continue using the rental generator and manual transfer system now in place, which incurs an on -going rental cost of $1,100 per month, until the West Branch Page 1 of 6 S:\ Correspondence \POSPAPR \2002 \WestBranch. pp. wpd POSITION PAPER Board Meeting Date: APRIL 18, 2002 Subject: AUTHORIZE AWARD OF A CONTRACT TO BELLALANEY CONSTRUCTION FOR IMPROVEMENTS AT THE WEST BRANCH PUMPING STATION (DISTRICT PROJECT 6156), AND AUTHORIZE THE GENERAL MANAGER TO ALLOCATE $68,000 FROM THE COLLECTION SYSTEM PROGRAM CONTINGENCY ACCOUNT Pumping Station is decommissioned, and the flow is redirected to the San Ramon Pumping Station. 3) Remove the rental generator. BACKGROUND: The West Branch Pumping Station was installed in the early 1990's to serve portions of San Ramon for five or more years. Flows will be fully rerouted by gravity to the San Ramon Pumping Station in an estimated 18 months to five years. The station's wet well holding time can be as short as 45 minutes before a sewage overflow would occur in a power failure. Traffic congestion in this area can add significantly to the Pumping Station Operator's response time to this site. The pumping station has had approximately two power outages a year recently. A rental generator was positioned at the pumping station last year, when the predicted power reliability was low to improve station reliability. Until these flows are rerouted, the installation of the pre - purchased generator with an automatic power transfer system would greatly reduce the risk of raw sewage overflow at the pumping station due to a power failure. The total budget for the West Branch Pumping Station, Project 6156 is $93,000. The allocation of funds required to complete this project and to cover a $15,000 overrun of preconstruction expenditures, as shown in Attachment 2, is $68,000. This project is not included in the Fiscal Year 2001 -2002 Capital Improvement Budget (CIB). Hence, authorization of additional funds by the Board of Directors from the Collection System Contingency Account is needed. Staff has conducted a cash -flows evaluation of the Sewer Construction Fund and has concluded that adequate funds are available for this project. The City of San Ramon has issued an Encroachment Permit for the project and Bay Area Air Quality Management District (BAAQMD) is processing the construction permit for the generator. The BAAQMD is expected to require a particulate filter on the generator exhaust. Page 2 of 6 S:\ Correspondence \POSPAPR \2002 \WestBranch. pp. wpd POSITION PAPER Board Meeting Date: APRIL 18, 2002 Subject: AUTHORIZE AWARD OF A CONTRACT TO BELLALANEY CONSTRUCTION FOR IMPROVEMENTS AT THE WEST BRANCH PUMPING STATION (DISTRICT PROJECT 6156), AND AUTHORIZE THE GENERAL MANAGER TO ALLOCATE $68,000 FROM THE COLLECTION SYSTEM PROGRAM CONTINGENCY ACCOUNT Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15301 since it involves minor alterations to an existing public facility. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. Plant Operations and Purchasing staff developed the technical specifications and the Formal Bid Request for the construction of West Branch Pumping Station Improvement, Project 6156. The Bid Request was advertised on February 11 and February 18, 2002. A total of ten (10) bid packages were sent to prospective bidders. The original bid opening was extended by 30 days to April 2, 2002. One (1) bid was received. The bid results are shown on Attachment 3. Plant Operations and Purchasing staff have conducted a technical review and commercial evaluation of this bid and have concluded that the lowest responsible bidder is Bellalaney Construction with a bid price of $32,700. RECOMMENDED BOARD ACTION: Authorize award of a contract to Bellalaney Construction, the lowest responsible bidder, in the amount of $32,700 for the West Branch Pumping Station Improvements, Project 6156, and authorize the General Manager to allocate $68,000 from the Collection System Program Contingency Account for construction. Page 3 of 6 S:\ Correspondence \POSPAPR \2002 \WestBranch. pp. wpd ATTACHMENT 1 CITY OF SAN RAMON LOCATION MAP THOMAS BROS. PAGE 653 -J7 WestBranch.map.wpd Page 4 Of 6 ATTACHMENT 2 WEST BRANCH PUMPING STATION IMPROVEMENTS DISTRICT PROJECT NO. 6156 PROJECT BUDGET PERCENT OF ESTIMATED CONSTRUCTION ITEM DESCRIPTION TOTAL COST 1 CONSTRUCTION Construction Contract $32,700 Contingency @ 20% 6,400 Total Construction $39,100 100 2 CONSTRUCTION MANAGEMENT $13,900 35.5 3 TOTAL CONSTRUCTION PHASE COST $53,000 135.5 4 TOTAL PREBID EXPENDITURES * $40,000 102.3 5 TOTAL ESTIMATED PROJECT COST $93,000 237.8 6 FUNDS AUTHORIZED, TO DATE $25,000 7 ADDITIONAL ALLOCATION NEEDED TO $68,000 COMPLETE PROJECT • Includes pre - purchase of generator and automatic transfer station. S:\ Correspondence \POSPAPR \2002 \WestBranch.Att2.wpd Page 5 of 6 C) 0 C/) LQ Q r MM M z W z V1 O LLJ _ Z u y O Q O �_ ~ V Q I"' Q Q J H OQ C) ~ J Z W V a� U � �a 0 (D U a Z c U M N r +O CN N 0 O O U •` (D O E O O Z +� v7 O c co � 2 a) U cr +' N d N d O @ O CD O U O c 0 a O r o ^ O V pry <o N nj ? LO yLn 0 M ar >� 0) c Q0) a O U Q U +°� y N O N U V d C C t i m 2 c - � d �_ o c co d a m m Co .- c D a� •� m N U, cn O N d E m a ` o CL +Z+ o Lo N> > N U y C -p O` Q +`�+ N (M C N a E c m E CL CL CL i U a C7 Q c Q c E Q c o ._ a a> a t 4 0 U a m c N E U c N N c m > V O O a +• O +� O H a 3 U O a N Z 3 � a � E c c c m O c CM o_ c o U a� ` 4-- _ > } U O N C N to Q o O c f6 N LL 0 '; () y > N N m �0 N N co C co m h aiO CO Mn co E N a 3 N m Q D O` d c U O J _ a. d d >Z ` EQ U O cn y� m O y E (D c0 (D + m (D a O O °' Z cr I tr 1 0 U- m LL F- Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 18, 2002 NO-: 6.9.b. BIDS AND AWARDS Type of Action: GRANT BID RELIEF /AUTHORIZE AWARD /AUTHORIZE PROFESSIONAL SERVICES AGREEMENTS sub /ect: APPROVE REQUEST OF RELIEF OF BID FROM MILLARD TONG CONSTRUCTION COMPANY, AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO GSE CONSTRUCTION COMPANY, AND AUTHORIZE PROFESSIONAL SERVICES AGREEMENTS FOR THE SAN RAMON PUMPING STATION RENOVATIONS PROJECT, DISTRICT PROJECT NO. 5460 Submitted By: Initiating Dept. /Div.: Ba T. Than, Senior Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION. JL'''' —JT B. Than W. Brennan A. Farrell K. Alm General Ma ISSUE: On April 3, 2002, sealed bids were received and opened for construction of the San Ramon Pumping Station Renovations Project, District Project No. 5460. On April 5, 2002, Millard Tong Construction Company asked for bid relief. The Board of Directors must determine whether to grant relief of bid and make a determination whether to award the contract to the second lowest bidder within 50 days of the bid opening. Authorization of the Board of Directors is required for the General Manager to execute professional engineering services agreements in an amount greater than $50,000. RECOMMENDATION: Grant bid relief to Millard Tong Construction Company, authorize award of a construction contract to the second lowest bidder, GSE Construction Company, and authorize professional services agreements. FINANCIAL IMPACTS: Approximately $6,673,000 including bid price, contingency, and construction management. ALTERNATIVES /CONSIDERATIONS: Alternatives include (1) reject the request for relief of bid and award a construction contract to Millard Tong Construction Company, (2) grant relief of bid request from Millard Tong Construction Company and award a construction contract to GSE Construction Company, or (3) reject all bids. Staff does not recommend that the Board reject all bids due to the time constraints and District's obligations dictated by the San Ramon Settlement Agreement. The professional services agreement with Montgomery Watson Harza is for construction support services (shop drawing review and responding to design clarifications). The District does not have the staff available to provide these services, and construction support services are normally provided by the design firm to maintain consistency and ensure the design intent is met. 4/10/02 Page 1 of 17 L: \Position Papers \BTHAN \5460ppaward.wpd POSITION PAPER Board Meeting Date: April 18, 2002 subject: APPROVE REQUEST OF RELIEF OF BID FROM MILLARD TONG CONSTRUCTION COMPANY, AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO GSE CONSTRUCTION COMPANY AND AUTHORIZE PROFESSIONAL SERVICES AGREEMENTS FOR THE SAN RAMON PUMPING STATION RENOVATIONS PROJECT, DISTRICT PROJECT NO. 5460 BACKGROUND: The San Ramon Pumping Station was constructed in the mid 1970s. Wastewater flows from the proposed development in the Dougherty Valley will be conveyed to the San Ramon Pumping Station. From this station, flows will be pumped into San Ramon Interceptor and flow by gravity to the District treatment plant. The Capital Improvements Plan (CIP) initially lists three projects that will improve and provide reliability of the sewage conveyance at the San Ramon Pumping Station identified in the October 1998 Master Plan. The first project, San Ramon Pumping Station Exterior Modifications, is included in the 2001 10 -year CIP. This first project was scheduled to be constructed in conjunction with or right after the completion of the Dougherty Valley Tunnel and Trunk Sewer Project. The remaining two projects were to be scheduled depending on the peak wet weather flows. The Settlement Agreement with the City of San Ramon and the Dougherty developers requires an accelerated schedule and complete renovation of this pumping station in one single project. The scope of work for the renovation includes replacing all four existing pumps with new variable frequency drives, enlarging the foot print of the station to accommodate a new and larger generator, enlarging discharge and intake pipe headers, installing a new surge tank and associated piping, installing an odor control system, improving noise control, improving supervisory control and data acquisition system, and providing improvements to the architectural and landscape features of existing facilities. The flow capacity of this Pumping Station will increase from its present capacity of 4.8 million gallons per day (mgd) to the ultimate peak wet weather capacity of 16.0 mgd. The design of the San Ramon Pumping Station Renovations Project was a combined effort of District staff and Montgomery Watson Harza (MWH). The engineer's estimate for construction cost for this project was $4,000,000. The project was advertised on March 1 and 7, 2002. Seven (7) bids ranging from $3,952,000 to $7,000,000 were received and publicly opened on April 3, 2002. A summary of these bids is shown in Attachment 1. The apparent low bid is from Millard Tong Construction Company (MTCC) in the amount of $3,952,000. On the morning of April 4, 2002, a representative of MTCC telephoned District staff to advise that MTCC had made a clerical error in preparing its bid. On April 5, 2002, within five (5) days of the bid opening, District staff received a letter from MTCC providing explanation regarding the inadvertent clerical error with respect to its bid and requested that it be withdrawn (Attachment 2). The letter explained that MTCC inadvertently entered the price of the pumps into its spreadsheet as $80,000 instead of the actual manufacturer quotation of $800,000. 4/10/02 Page 2 of 17 L: \Position Papers \BTHAN \6460ppaward.wpd POSITION PAPER Board Meeting Date: April 18, 2002 subject: APPROVE REQUEST OF RELIEF OF BID FROM MILLARD TONG CONSTRUCTION COMPANY, AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO GSE CONSTRUCTION COMPANY AND AUTHORIZE PROFESSIONAL SERVICES AGREEMENTS FOR THE SAN RAMON PUMPING STATION RENOVATIONS PROJECT, DISTRICT PROJECT NO. 5460 MTCC submitted spreadsheets prepared at the bid time and the revision showing the different prices for mechanical equipment. Under California Public Contract Code Section 5103, a bidder may request relief of bid within five (5) calendar days of bid opening in the event of a clerical or arithmetical error in preparing the bid proposal. The law is stringent with regard to relief from bids and allows relief to be granted by the awarding authority only under specific circumstances. Specifically, the law states that: "The bidder shall establish to the satisfaction of the court that: a. A mistake was made. b. He or she gave the public entity written notice within five (5) days after the opening of the bids of the mistake, specifying in the notice in detail how the mistake occurred. C. The mistake made the bid materially different than he or she intended it to be. d. The mistake was made in filling out the bid, and not due to error in judgment or to carelessness in inspecting the site of the work, or in reading the plans or specifications." The documents submitted by MTCC tend to substantiate its explanation. The total error is about $930,600 or (24 percent) on a $3,952,000 project. Although MTCC would still be the apparent low bidder, the law does not allow acceptance of the higher price, and the only allowable alternative is to withdraw MTCC's original bid. Under the above Public Contract Code, it appears to staff that the error, as explained by MTCC, is a clerical error, and that relief may be granted to MTCC. The Board must evaluate the facts submitted and determine whether there is an adequate basis to grant MTCC relief from its bid due to a clerical error. The Engineering Department conducted a technical and commercial evaluation of the bids and concluded that, in the event that MTCC is granted relief from its bid, the second low bidder, GSE Construction Company, is the lowest responsible bidder for the bid amount of $5,176,000. The higher than expected bid prices for the project are primarily due to the following factors: (1) the lack of vendors that could meet the equipment specifications such as pumps and west portal gate actuator resulting in a lack of bid competition, and (2) special 4/12/02 Page 3 of 17 UPosition Papers \BTHAN \5460ppaward.wpd POSITION PAPER Board Meeting Date: April 18, 2002 subject: APPROVE REQUEST OF RELIEF OF BID FROM MILLARD TONG CONSTRUCTION COMPANY, AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO GSE CONSTRUCTION COMPANY AND AUTHORIZE PROFESSIONAL SERVICES AGREEMENTS FOR THE SAN RAMON PUMPING STATION RENOVATIONS PROJECT, DISTRICT PROJECT NO. 5460 conditions required by the City of San Ramon in the Conditions of Approval, as approved by the San Ramon City Council, for site construction constraints such as storage, parking, temporary odor control, noise control and cleanup. The estimated impacts of equipment and the City conditions are about $450,000 and $350,000 in higher costs, respectively. Construction management, resident engineering, contract administration, and construction inspection will be performed by District staff. Staff recommends retaining MWH to provide support services during construction for this project because MWH prepared the plans and specifications. Construction support services include reviewing shop drawings and submittals, responding to design questions, evaluating change order requests, and performing site visits to verify compliance with the design intent. A construction support services contract with a ceiling of $200,000 has been negotiated with MWH. A separate specialty electrical and instrumentation inspection will be provided by another consultant (to be selected during the construction period) for a cost not to exceed $50,000. The allocation of funds required to complete this project, as shown in Attachment 3, is $6,673,000. This project is included on pages 10 through 12 of the San Ramon Addendum to the Fiscal Year 2001 -02 and 2002 -03 Capital Improvements Budget /Capital Improvements Plan (CIP). Construction is anticipated to begin in June 2002 and will be completed by December 2003. The current total project cost is estimated about $7,373,000 which is $373,000 higher than budget allocation. Staff proposes to re- evaluate the project components prior to the construction to reduce the cost. A major cost reduction item is to postpone the purchase of two new pumps in the construction contract. The estimated cost savings is about $400,000. At its May 24, 2001 meeting, the District Board of Directors approved San Ramon Pumping Station Renovations Project. Subsequently, a Notice of Determination was filed in compliance with the California Environmental Quality Act (CEQA). RECOMMENDED BOARD ACTION: Staff recommend for the Board's approval the following: 1. Consider and accept the request for relief of bid from Millard Tong Construction Company, and direct staff to return Millard Tong Construction Company's bid bond; 4/12/02 Page 4 of 17 LAPosition Papers \BTHAN \5460ppaward.wpd POSITION PAPER Board Meeting Date: April 18, 2002 subject: APPROVE REQUEST OF RELIEF OF BID FROM MILLARD TONG CONSTRUCTION COMPANY, AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO GSE CONSTRUCTION COMPANY AND AUTHORIZE PROFESSIONAL SERVICES AGREEMENTS FOR THE SAN RAMON PUMPING STATION RENOVATIONS PROJECT, DISTRICT PROJECT NO. 5460 2. Authorize award of a construction contract in the amount of $5,176,000 for construction of the San Ramon Pumping Station Renovations Project, District Project 5460, to GSE Construction Company, the second lowest responsible bidder; 3. Authorize the General Manager to execute a professional services agreement not to exceed $200,000 with Montgomery Watson Harza to review shop drawings and submittals, respond to design questions, evaluate change order requests, perform site visits to verify compliance with the design intent; and 4. Authorize the General Manager to execute a professional services agreement not to exceed $50,000 for the specialty electrical and instrumentation inspection by another consultant (to be selected during the construction period). 4/10/02 Page 5 of 17 L: \Position Papers \BTHAN \5460ppaward.wpd ATTACHMENT 1 Central Contra Costa Sanitary District SUMMARY OF BIDS PROJECT NO.: 5460 DATE: APRIL 3. 2002 PROJECTS NAME: SAN RAMON PUMPING STATION RENOVATIONS LOCATION: SAN RAMON, CALIFORNIA ENGINEER EST.: $4.000.000 No BIDDER BID PRICE (Name & address) 1 Millard Tong Construction 3,952,000 1035 Mississippi Street San Francisco, CA 94107 2 GSE Construction 5,176,000 1020 Shannon Court Livermore, CA 945505 3 Pacific Mechanical Corporation 5,400,000 2501 Annalisa Drive Concord, CA 94520 4 Taber Construction Co. 5,491,000 4776 Pacheco Boulevard Martinez, CA 94553 5 Diamond Oaks Construction 5,505,000 P.O. Box 30844 Walnut Creek, CA 94598 6 N.E. Carlson Construction, Inc. 5,917,000 150 Middlefield Court, Space F Brentwood, CA 94513 7 Aztec Consultants, Inc. 7,000,000 2110 Omega Road, Suite F San Ramon, CA 94583 BIDS OPENED BY /s/ Joyce Murphy DATE April 3, 2002 SHEET NO. 1 OF 1 Page 6 of 17 Apr -05 -02 02:37P MTCC -- 415 5-r-0 2420 P.02 ATTACHMENT 2 - MILLARD TONG CONSTRUCTION CO. Inc. 1035 Mississippi Street San Francisco, CA 94107 (415) 550 -2.530 550 -2420 Fax April 5, 2002 Madam District Secretary Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94553 Re: San Ramon Pumping Station Renovations, District Project # 5460 Dear District Secretary, On April 3,' 20b2; 2 :00 P.M. we submitted a sealed bid on ;the above mentioned job. We submitted a bid of 5 $3,952, 000, which 'was materially dif Brent, than we intended it to be. We made a mistake in our mechanical part'of our estimate. Our mistake was in pump entry on our spreadsheet. It was supposed to be $800,000 and we put in 85 0,000. Enclosed are two sets of spreadsheet, which shows our error in tabulating our bid. Each set of spreadsheets is 3 pages. One will be San Ramon -Meehl -Work and the other will be San Ramon- Mechl- revised. The total difference of these two speadshhets is $930,599.99 We are requesting relief from all obligations and further obligations and request that our bid security be returned. Please accept our sincere apologies for our mistake. Apr -05 -02 02:37P MTCC _ 415 5-5-0 2420 P_03 -File Name: SanRamon- Mech1-, .wised Construction Estimate Pagel Qty Craft @Hours Unit Material Labor Equipment Total Mechanical Work, Including Force Main & Sanitary Drain Piping Shown on DWG C -2 & C -3 (Revised to correct Data entry error on Main Pumps) Install Main Pumps P -101, 102, 3, 104 4.00 -- @.0000 -- 800,000.00 40,560.00 0.00 840,560.00 Refurbish 2 Existing Vertical Non -clog Pump and Motors 2.00 -- @.0000 -- 0.00 0.00 0.00 30,000.00 Furnish and Install OCU including rental of temporary OCU 1.00 -- @.0000 -- 154,000.00 10,140.00 0.00 164,140.00 Furnish and Install Surge Tank T -101 (Quote from ZZ Technology /Ambrosini Assoc. 650 -591 -9941) Vertical cylindrical tank - 96" OD 1.00 MI @80.00 Ea 52,080.00 5,132.40 500.00 57,712.40 Furnish and Install Bioxide Tank T -102 (Polyethylin Tank - Spec. Section 13675) Quote from Ryan Process, Inc. ($2,995 + $100 shipping) 1.00 MI@20.00 Ea 3,144.75 1,282.32 0.00 4,427.07 Furnish & Install Air compressors - 34.4 CFM at 175 PSI, 10 HP, 34.4 CFM at 175 PSI, 10 HP no tank 1.00 MI @5.000 Ea 3,748.50 321.36 27.60 4,097.46 Hydro - pneumatic tank, Vertical Air Reciver Tank, Vertical Air Gap Tank Quote from Robert A. D'Elia, Inc. ($16,200) 1.00 MI @16.00 Ea 16,700.25 1,026.48 19.30 17,746.03 Monorial Power trolley electric hoists (Quote from HECO Pacific Manufacturing, Inc. $14,833 with tax) 3 ton, 50 FPM lift to 35' 1.00 D4 @40.00 Ea 13,702.50' 2,449.20 0.00 16,151.70 Monorail Beam 500 pounds per LF 30.00 D4 @22.83 LF 970.20 1,399.32 0.00 2,369.52 Welded Steel Piping, Flanges and accessories (Quote from Jifco Piping) 1.00 M8 @400.0 -- 112,035.00 30,264.00 0.00 142.299.00 Cast iron piping, flanges etc 1.00 M8@200.0 -- 66,885.00 15,100.80 0.00 81,985.80 Copper piping, valves and labor 1.00 M8 @120.0 -- 8,925.00 9,063.60 0.00 17,988.60 Process Valves 6" through 24 ", Manual and Electrically Operated 14" Plug Valve w /Motor Operator - Valve # PV -101, PV -103, PV -105, PV -107 4.00 MI @32.00 Ea 21,806.40 2,052.96 0.00 23,859.36 Page 8 of 17 Apr -05 -02 02:37P MTCC __ 415 5-50 2420 P-04 File Name: SanRamon- Mech1- ..evised Construction Estimate Page 2 Qty Craft @Hours Unit Material Labor Equipment Total 14" Swing Check Valve w /Oil Control, Valve # CHK- 101(2), 103(2), 104(2) 4.00 MI@32.00 Ea 29,799.00 2,052.96 0.00 31,851.96 14" Plug Valve w /Chain wheel, Valve # PV -109, PV -110 and PV -111 3.00 MI @24.00 Ea 8,838.90 1,539.72 0.00 10,378.62 6" Plug Valve w /2" Nut, Valve # PV -112, PV -113, PV -114 3.00 MI@7.500 Ea 1,606.50 482.04 0.00 2,088.54 16" Butterfly Valve and Handwheel w /Position Indicator, Valve # BV- 101(1) 1.00 MI @5.000 Ea 1,307.00 321.36 0.00 1,628.36 16" Plug Valve with 2" Nut, Valve # PV -201 and PV -202 2.00 M1@24.00 Ea 4,584.30 1,538.16 0.00 6,122.46 18" Plug Valve with 2" Nut, Valve # PV -203 and PV -204 2.00 M1@28.00 Ea 5,922.00 1,794.00 0.00 7,716.00 14" Plug Valve with 2" Nut and Position Indicator, Valve # PV- 205(1) 1.00 MI @12.00 Ea 2,332.05 769.08 0.00 3,101.13 24" Plug Valve with 2" Nut and Position Indicator, Valve # PV- 206(1) 1.00 MI @16.00 Ea 8,139.60 1,026.48 0.00 9,166.08 12" Plug Valve with 2" Nut and Position Indicator, Valve # PV- 207(1) 1.00 M1@8.000 Ea 1,705.20 513.24 0.00 2,218.44 12" Plug Valve with 2" Nut, Valve # PV -301 1.00 MI @8.000 Ea 1,304.10 513.24 0.00 1,817.34 12" Plug Valve Buried, Valve # PV-402 1.00 MI@8.000 Ea 1,304.10 513.24 0.00 1,817.34 14" Plug Valve Buried, Valve # PV-403 1.00 MI @12.00 Ea 1,906.80 769.08 0.00 2,675.88 SLIDING GATES AND OPERATORS Sluice Gates and Operators (Quote from Coldwell- Wilcox $155,882) 1.00 M8 @360.0 -- 156,030.00 27,144.00 0.00 183,174.00 Misc. PVC chemical and pressure piping, valves and labor 1.00 MI @200.0 -- 29,400.00 12,823.20 0.00 42,223.20 MISC. PUMPS - WATER PUMP, SUMP PUMP, METERING PUMP, ETC. (Quote from Ryan Process, Inc. Utility Water Pumps P -201 & P -202 Regenerative Turbine Pumps 2.00 M1@16.00 -- 15,244.99 1,026.48 0.00 16,271.47 Page 9 of 17 Apr -05 -02 02:38P MTCC 415 5-910 2420 -File Name: SanRamon -Mech1 ..evised Construction Estimate Qty Craft @Hours Unit Material Labor Equipment Submersible Sump Pump P -105 1.00 M I @ 16.00 -- 1,785.00 1,026.48 0.00 Metering Pump - Calcium Nitrate P -205 (Quote from Ryan Process, Inc.) 1.00 M I @ 16.00 — 1,680.00 1,026.48 0.00 Funish and install Channel Grinders CG -101 and CG -102 2.00 MI @120.0 -- 31,500.00 7,706.40 0.00 Total Manhours, Material, Labor, and Equipment: 1848.3 1,558,387.14 181,378.08 Total Only (Subcontract) Costs: Subtotal: 10.00% Overhead: 10.00% Profit: Estimate Total: 8.25% Tax on Materials: Grand Total: 546.90 P. 05 Page 3 Total 2,811.48 2,706.48 39,206.40 1,740,312.12 30,000.00 1,770,312.12 177,031.21 194,734.33 2,142,077.66 128,566.94 2,270,644.60 Page 10 of 17 Apr -05 -02 02:38P MTCC _. File Name: SanRamon- Mechl -.,ork Qty Craft@Hours Unit 415 5.50 2420 P_06 Construction Estimate Page 1 Material Labor Equipment Total Mechanical Work, Including Force Main & Sanitary Drain Piping Shown on DWG C -2 & C -3 Install Main Pumps P -101, 102, 3, 104 4.00 -- @.0000 -- 80,000.00 40,560.00 0.00 120,560.00 Refurbish 2 Existing Vertical Non -clog Pump and Motors 2.00 -- @.0000 0.00 0.00 0.00 30,000.00 Furnish and Install OCU including rental of temporary OCU 1.00 -- 0.0000 - 154,000.00 10,140.00 0.00 164,140.00 Furnish and Install Surge Tank T -101 (Quote from ZZ Technology /Ambrosini Assoc. 650 -591 -9941) Vertical cylindrical tank - 96" OD 1.00 MI@80.00 Ea 52,080.00 5,132.40 500.00 57,712.40 Furnish and Install Bioxide Tank T -102 (Polyethylin Tank - Spec. Section 13675) Quote from Ryan Process, Inc. ($2,995 + $100 shipping) 1.00 MI @20.00 Ea 3,144.75 1,282.32 0.00 4,427.07 Furnish & Install Air compressors - 34.4 CFM at 175 PSI, 10 HP, 34.4 CFM at 175 PSI, 10 HP no tank 1.00 MI @5.000 Ea 3,748.50 321.36 27.60 4,097.46 Hydro - pneumatic tank, Vertical Air Reciver Tank, Vertical Air Gap Tank Quote from Robert A. D'Elia, Inc. ($16,200) 1.00 MI @16.00 Ea 16,700.25 1,026.48 19.30 17,746.03 Monorial Power trolley electric hoists (Quote from HECO Pacific Manufacturing, Inc. $14,833 with tax) 3 ton, 50 FPM lift to 35' 1.00 D4 @40.00 Ea 13,702.50 2,449.20 0.00 16,151.70 Monorail Beam 500 pounds per LF 30.00 D4@22.83 LF 970.20 1,399.32 0.00 2,369.52 Welded Steel Piping, Flanges and accessories (Quote from Jifco Piping) 1.00 M8@400.0 -- 112,035.00 30,264.00 0.00 142,299.00 Cast iron piping, flanges etc 1.00 M8@200.0 -- 66,885.00 15,100.80 0.00 81,985.80 Copper piping, valves and labor 1.00 M8 @120.0 -- 8,925.00 9,063.60 0.00 17,988.60 Process Valves 6" through 24 ", Manual and Electrically Operated 14" Plug Valve w /Motor Operator - Valve # PV -101, PV -103, PV -105, PV -107 4.00 MI@32.00 Ea 21,806.40 2,052.96 0.00 23,859.36 Page 11 of 17 Apr -05 -02 02:38P MTCC -- 415 55-0 2420 P. 07 File Name, SanRamon- Mech1 -..ork Construction Estimate Page 2 Qty Craft@Hours Unit Material . Labor Equipment Total 14" Swing Check Valve w /Oil Control, Valve # CHK- 101(2), 103(2), 104(2) 4.00 MI@32.00 Ea 29,799.00 2,052.96 0.00 31,851.96 14" Plug Valve w /Chain wheel, Valve # PV -109, PV -110 and PV -111 3.00 MI@24.00 Ea 8,838.90 1,539.72 0.00 10,378.62 6" Plug Valve w /2" Nut, Valve # PV -112, PV -113, PV -114 3.00 MI@7.500 Ea 1,606.50 482.04 0.00 2,088.54 16" Butterfly Valve and Handwheel w /Position Indicator, Valve # BV- 101(1) 1.00 MI @5.000 Ea 1,307.00 321.36 0.00 1,628.36 16" Plug Valve with 2" Nut, Valve # PV -201 and PV -202 2.00 MI @24.00 Ea 4,584.30 1,538.16 0.00 6,122.46 18" Plug Valve with 2" Nut, Valve # PV -203 and PV -204 2.00 MI@28.00 Ea 5,922.00 1 1,794.00 0.00 7,716.00 14" Plug Valve with 2" Nut and Position Indicator, Valve # PV- 205(1) 1.00 MI @12.00 Ea 2,332.05 769.08 0.00 3,101.13 24" Plug Valve with 2" Nut and Position Indicator, Valve # PV- 206(1) 1.00 MI @16.00 Ea 8,139.60 1,026.48 0.00 9,166.08 12" Plug Valve with 2" Nut and Position Indicator, Valve # PV- 207(1) 1.00 MI @8.000 Ea 1,705.20 513.24 0.00 2,218.44 12" Plug Valve with 2" Nut, Valve # PV -301 1.00 MI @8.000 Ea 1,304.10 513.24 0.00 1,817.34 12" Plug Valve Buried, Valve # PV -402 1.00 M1@8.000 Ea 1,304.10 513.24 0.00 1,817.34 14" Plug Valve Buried, Valve # PV -403 1.00 MI@12.00 Ea 1,906.80 769.08 0.00 2,675.88 SLIDING GATES AND OPERATORS Sluice Gates and Operators (Quote from Coldwell - Wilcox $155,882) 1.00 M8 @360.0 -- 156,030.00 27,144.00 0.00 183,174.00 Misc. PVC chemical and pressure piping, valves and labor 1.00 MI@200.0 -- 29,400.00 12,823.20 0.00 42,223.20 MISC. PUMPS - WATER PUMP, SUMP PUMP, METERING PUMP, ETC. (Quote from Ryan Process, Inc. Utility Water Pumps P -201 & P -202 Regenerative Turbine Pumps 2.00 MI@16.00 -- 15,244.99 1,026.48 0.00 16,271.47 Page 12 of 17 Apr -05 -02 02:38P MTCC 415 550 2420 File Name: SanRamon- Mech1 -,,.ork Construction Estimate Qty Craft @Hours Unit Material Labor Equipment Submersible Sump Pump P -105 1.00 M1@16.00 -- 1,785.00 1,026.48 0.00 Metering Pump - Calcium Nitrate P -205 (Quote from Ryan Process, Inc.) 1.00 MI @16.00 -- 1,680.00 1,026.48 0.00 Funish and install Channel Grinders CG -101 and CG -102 2.00 MI @120.0 • 31,500.00 7,706.40 0.00 Total Manhours, Material, Labor, and Equipment: 1848.3 838,387.15 181,378.08 Total Only (Subcontract) Costs: Subtotal: 10.00% Overhead: 10.00% Profit: Estimate Total: 8.25% Tax on Materials: Grand Total: 546.90 P_08 Page 3 Total 2,811.48 2,706.48 39,206.40 1,020,312.13 30,000.00 1,050,312.13 105,031.21 115, 534.33 1,270,877.67 69,166.94 1,340,044.61 Page 13 of 17 Apr -05 -02 03:33P MTCC - Mpr -v� -vc v�'gs3r r1 FUOMSER1/E %W.000 March 919, 917707 Dimng Gorrt: actors for San Ramon rump" 5tatbn Improvemanw Central Contra Costa Sanitary DisVict WHItK r;.l Subject: proposal fbr the Su" of f umping Ealulpment Gentlemen; 415 5F-0 2,420 Punro Division P_02 t-.uc "'4I= al / n7 Flowserve offere pumping equipment per the attached Bill of Materials. Inclualve of the following terms. Our price iv firm for an order per following schedule -. rrica is firm for an order within bo days of bid date. -Submittals will be provided within 12 weeks after order. 5hipn+ent approalmstey 10 weeks after customer robwse. Yerme and Conditions of this offer are solely and eawjuelveb based on Flowserve standard Tv-ma and Conditions of Sale, Form F-730, attached hereto, amended to reflect warranty extended to 12 monthe from start -up, not to exceed 10 months from shipment. All extenebns of credit are oubject to the approvsl of Flowserve'a Credit ()eparpnent. Aa a corditbn to acceptance of an order. customer ayree6 to furnish coplee of fully executed Payment Bondi protecthy Fbweerve and to the executlon of a Joint Check Agreement if eonsidereA neceo"ry. at our discrzt7on. Any additlonal or different terms and conditions included In any acceptance of this offer one expreealy disclaimed in advance and unless there is prior mutual agreerncnt otherwieo, Shan not become a part of any contract resulting from this offer. If our offer iS otherwise artractivc, and you have specific arese of concern or any coneietent additbnal clauses that you may wiah to add, we are confident that a mutually satlefactory Set of condition# can be negotiated. Since r e ael h ._ 1L Micro Senior App"tions Engineer Water Front Line Team cc: A. DonkoweKl, Facift Water Kesourooe G. 5acchetti. IDs Regional Manager Page 14 of 17 Apr -05 -02 03:33P MTCC -- +4 BIN of MaWrWs. Pape t of 2 415 E-=0 2420 P-03 F. 03 NOTE: THIS PROPOSAL IB LIMITED TO THE SUPPLV OF EQUIPMENT POR THE DETM -ED SPECIFICAT40") IJQTW SELOW. NO OTHER CORVARC114L OR TECHNICAL 11KCIFICATIO018. REFERENCED OR NOT, HAVE BEEN CONSIDERED IN TH1t: PREPARATION OF THIB PWWWAL, OR COSTING OF TH18 EOUIPMEM. Ref: 5011 Ramon Specification sections applicable to this Proposal: Section 11136 Vertical Non-Clog rump Section 16460 Electric Motors Section 16466 Variable Frequency Olive Units II. Equipment and accesories included as applicable: A. four (4) vertical, elbow auction 10X12 solids handling pualpo with 260HP190ORPM inverter duty motors. couplings and guards R,obicon Variable frequency drives with bypass. Torsional and Vibration Analysis 2 -3Y nickel cast Iron castings. A5TM A278 CI35 as specified. Hardened chromo stool wear rings and sieevee. Ribbed casings with 2" Air biecdo, lavor valves and flush Woter taps. Chesterton 442 split mechanical seals including field Installation. Witness performance and hydro testing per H.I. StAndords as specified. Witness travel and per diem for 2 people is included. Bearing RTDs, winding therm0l protection, vibration sensors. and Vibration and Temperature Monitoring System by specified vendor to match existing. Pumps and motors prime coated only. Field finish by others. Recording accelerometer shipment. 1 Manib dayaJ5 trips Field Services by Pacific Water Resource* Page 15 of 17 Apr -09 -02 02:03P MTCC Apr-02-02 01:16P yr avv. UU. 4U "AV-VJ5IXe,7 Re' Tian Ramon Items Included cont'd 415 F O 2420 'I"A I t K I Bill of Materials, page 2 of 2 Spare parts per page 11136 -19. Para 6.b.A P.O1 P.04 'AGE OW05 I B. Retrofit of two (2) Worthington Model 6MFC14 pump- in the original facility in which they were buirt, a,; opecified. Contractor to return the pumps and motors to the factory at. Taneytown Maryland. Flowserve will send the motors to an authorized facility and have them refurbished a6 specified. Flowserve will retrofit the pump& and factory test them es specified. Flow5ervc will ooneoridatc the shipment of the refurbished pumps motors to the job rite. Contractor will off loud and install. III. Items Wz included; Field Performance, nui6d yr vibration testing, tc5ti proccdurc6 nr t.�,t instruments. 5uction or discharge piping, fittings, valve-,, etc. Seal water control unit, solenoids, relays, gauges. T- cocks, etc, Controls. MCCS, cable, conduits, etc. 5t.an4ard tool-, or lubricants N/- Coordination Notes A. Floweerve cannot cost or predict type of anchor bolts due to installation on existing concretc. Consequently neither anchor bolts or bolt seismic-, are included in this quotation. B. Eyebolts are not Included 46 they cannot be used when a motor, support is used. Pumps can be lifted by slinginq through the motor support. Y. Price for all forgoinq, FOB factory, freight allowed site r r .V N �ti �uJ Page 16 of 17 ATTACHMENT 3 SAN RAMON PUMPING STATION RENOVATIONS PROJECT DISTRICT PROJECT NO. 5460 POST BID /CONSTRUCTION COST ESTIMATE U Position Papers \BTHAN \5460Attach3.wpd Page 17 of 17 Percent of No. Item Description Estimate Estimated Cost ($) Construction Cost 1 CONSTRUCTION a. Construction Contract 5,176,000 b. Contingency at 7 Percent 362,000 c. Office and Staging Area Rental Fee 78,000 d. Utility Coordination 60,000 TOTAL CONSTRUCTION 5,676,000 100 2 CONSTRUCTION MANAGEMENT a. District Forces - Project Director 50,000 - Construction Management /Resident Engineering 160,000 - Construction Inspection 232,000 - Project Engineering 30,000 - Operations Department 100,000 - Public Relations 15,000 - Engineering Support /Survey /Field Office Secretary 30,000 - Materials and Supplies /Spare Parts 20,000 SUBTOTAL 637,000 11 b. Consultants - Construction Support Services 200,000 - Specialty Construction Inspection Services 50,000 - Legal 10,000 - Material and Post - Construction Testing; Concrete, Compaction, Noise, Odor, Vibration, etc. 60,000 - Downstream Corrosion Evaluation 35,000 - City Inspection and Fees 20,000 SUBTOTAL 375,000 7 TOTAL CONSTRUCTION MANAGEMENT 1,012,000 18 3 TOTAL CONSTRUCTION PHASE COST 6,688,000 118 4 TOTAL PREBID EXPENDITURES a. Predesign 65,000 b. Design 620,000 SUBTOTAL 685,000 12 5 TOTAL DESIGN AND CONSTRUCTION MANAGEMENT COST 1,697,000 30 6 TOTAL ESTIMATED PROJECT COST 7,373,000 7 FUNDS AUTHORIZED TO DATE 700,000 8 ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT 6,673,000 U Position Papers \BTHAN \5460Attach3.wpd Page 17 of 17 • P-, 0 c� ct C/� 0 0 a� E 0 U N �O 0 0 q�t kn 0 z U N O CO) ke r e W o0 ON 0 0 0 0 0 ION 0 o A � 00 0 V V M OOO 1�1 �,y' U ~ kr) O U U Q� tn ^' �'• �r 0 v� N _4 � U ' 64 o —. Q M N � � O � U kn Qn -0-.) Rj o U a U •° U� '� Q� kn � AA rn U� o o U .14 00 o b o° ai -d U o U b 0 U 0 ct 64 U ^" o � W o � •� o o � � � � O � W o a� � � Z e • • v3 (Y) V- M t- *4 1- C14 m Ul> • • v3 (Y) V- M t- *4 1- C14 m ei : .0 OD I ei : 11 • Iq on N ra tt IN Art Iq on N ra tt Art lwof OL c t. AN 0011% 0 n ci E 0 wo "Y4 Iq on N ra tt • E 4� U Q V 0 0 0 rgoq 0 N . CIO O N N O 0 0 O Vs O O O a� C� 5 W O b.A N N bA W O O O N U Q • . . N U Q O .O 0 0 U 0 U c�3 O � O a O O all O rm.( d' �� • 0 u 0 U 03 �., O O �o .Cld . r L/1 C� U O • bfJ O A u ,--, .03 O O 0 0 0 0 0 d- a c� O cc3 N 0 • r� • •� O N M � O M Q� Cld Cld � � I O oo 4 O ui J D 0 W U co Z U Z Q Z Z O m .4) E O 0 a� c .0 CD .a m O m U. C .O O CD oc 0 G i E ch O i C .E CL bom ca Z C m O as tn ON ON N ON N 0 N N O N N N N co d7 Cf OD � r' N M r° X � � J d AERATION TURBINE SYSTEM PROJECT UPDATE BY JAMES L. BELCHER, SENIOR ENGINEER April 18, 2001 AERATION TURBINE SYSTEM PR07ECT UPDATE • BACKGROUND (NEED) • EQUIPMENT LAYOUT • RECENT REPAIRS • REPAIR COSTS • PROJECT ELEMENTS • TOTAL PROJECT COST • PROPOSED COURSE OF ACTION 1 BACKGROUND am . EQUIPMENT INSTALLED 1975 . OPERATED 24/7/365 BACKGROUND (continued) PREVIOUSLY KNOWN PROBLEMS ■ EXISTING CONTROLS ARE OBSOLETE /FAILING LUBE OIL SYSTEM LEAKING /RUSTING GOVERNORS ARE WORN IMPROVE PARTIAL LOAD EFFICIENCY TO REDUCE STEAM USAGE 2 BACKGROUND (continued) RECENTLY FOUND PROBLEMS ■ EROSION, CRACKING, THINNING OF STEAM NOZZLES AND DIAPHRAGMS EQUIPMENT PHOTOS . IDENTIFY TURBINE . ROOTS BLOWER . RED CONTROL PANEL . OIL COOLER . MISCELLANEOUS PIPING K3 TURBINE REPAIRS INSPECT /DEVELOP SCOPE OF REFURBISHMENT FOR PROJECT NO. 2 TURBINE • IDENTIFIED DAMAGED TURBINE WHEEL • REPLACED WHEEL WITH SPARE UNIT • INSPECTED DIAPHRAGMS jj___jURBINE REPAIRS (continued) NO. 1 TURBINE . THRUST BEARING FAILED • REPLACED BEARING . INSPECTED INTERNALS a] REPAIR /INSPECTION COSTS • TURBINE NO. 2 REPAIRS $40,000 • TURBINE NO. 1 REPAIRS $20,000 SUBTOTAL $60,000 ■ COST TO REPAIR DAMAGED ROTOR (WILL BE USED IN NO. 1 TURBINE $20,000 TOTAL $80,000 �PROJECT ELEMENTS ■ RECOMMENDATIONS FROM INSPECTION 1. REPLACE DIAPHRAGMS 2. REPLACE STEAM NOZZLES 3. RECONDITION ROTOR #1 TURBINE 5 PROJECT ELEMENTS (continued) ■ OTHER PROJECT ELEMENTS 4. REPLACE /UPGRADE RED CABINET CONTROLS 5. NEW ELECTRONIC GOVERNOR 6. REPLACE LOBE OIL SKID 7. INSTALL AUTOMATIC HAND VALVES FOR INCREASED PART LOAD EFFICIENCY PROJECT ELEMENTS (continued) am 8. RELOCATE ADJACENT /ANCILLARY PIPING FOR SAFER WORKING AREA 9. INSPECT, CLEAN, REALIGN ROOTS BLOWER 10. REPLACE INLET GUIDE VANE CONTROLLER ON ROOTS BLOWER L.� PROJECT COSTS dw • FURNISH AND INSTALL $1,100,000 TURBINE REFURBISHMENTS/ UPGRADES • UPGRADE CONTROLS (RED PANEL) RELOCATE PIPING /PLATFORMS 600,000 • PRECONSTRUCTION COSTS (REPAIRS /DESIGN) 175,000 • CONSTRUCTION MANAGEMENT 100,000 TOTAL $1,975,000±30% NEXT STEPS ■ NEXT BOARD DECISION (MAY /JUNE 2002) SOLE SOURCE PREPURCHASE LONG LEAD ITEMS DIAPHRAGMS STEAM NOZZLES PREPURCHASE LUBE OIL SIGD • ANNOUNCE ADVERTISE TO BID JULY/ AUGUST 2002 • CONSTRUCTION COMMENCING IN THE FALL, 2002 7 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 18, 2002 No.: 10.a. HUMAN RESOURCES Type of Action: RECEIVE STAFFING PLAN Subject: RECEIVE AND CONSIDER STAFFING PLAN FISCAL YEAR 2002 -2003 Submitted By: Cathryn Freitas, Human Resources Manager Initiating Dept. /Div.: Administrative /Human Resources REVIEWED AND RECOMMENDED FOR BOARD ACTION. C. Freitas A. NLAgraves General l ISSUE: Staff has analyzed its personnel needs for Fiscal Year 2002 -2003 and is submitting its requests for Board consideration at the April 18, 2002, Board Meeting. Board approval is scheduled for the May 9, 2002, Board Meeting. RECOMMENDATION: Approve the Staffing Plan for Fiscal Year 2002 -2003. FINANCIAL IMPACTS: The proposed Staffing Plan would increase annual salary costs by $11,700. ALTERNATIVES /CONSIDERATIONS: Do not approve this Staffing Plan. BACKGROUND: Each department has reviewed its staffing requirements for Fiscal Year 2002 -2003. The Staffing Plan includes departmental overviews, personnel actions taken during Fiscal Year 2001 -2002 to date, requested changes and their justifications, and organizational charts reflecting current staffing and proposed changes. The attached summary sheet highlights the effect of each department's staffing requests on the number of total authorized positions in the District and the costs in salaries and benefits. As shown in the summary, the total number of authorized regular positions in the District will remain the same as last year. Eight Co -op student positions are requested this year which is one more than last year. The salaries and wages in the 2002 -2003 0 & M Departmental Budgets will increase from the previous year due to the anticipated cost -of- living salary adjustments and any merit and longevity increases scheduled in 2002 -2003. Staff is recommending the salaries for Co -ops remain at $18.00 an hour. 4/11/02 H: \BUDGET \Budget 2002 - pp.wpd Page 1 of 3 POSITION PAPEH Board Meeting Date: April 18, 2002 Subject: RECEIVE AND CONSIDER STAFFING PLAN FISCAL YEAR 2002 -2003 The Staffing Plan was reviewed by the Personnel Committee at their March 19, 2002, meeting. District staff will meet and confer with the appropriate bargaining units on those items that are applicable prior to the Board adopting the budget. Additional staff authorizations will result from the Board's Collection System Operations Workshop. Those decisions will be included in the final Staffing Plan. The departmental requests for positions are as follows: •. None. Collection System Operations Proposals for new staffing will be made at the Board's Collection System Operations' workshop. Plant Operations 1. Delete one Landscape Specialist (G -58, $3,679.82 - $4,452.40) position. 2. Add one Maintenance Technician III, Mechanical (G -65, $4,344.57 - $5,265.16) position. 3. Authorize underfilling two existing Assistant Engineer positions with Staff Engineers. Secretary of the District None 4/11/02 H: \BUDGET \Budget 2002 - pp.wpd Page 2 of 3 POSITION PAPER Board Meeting Date: April 18, 2002 Subject: RECEIVE AND CONSIDER STAFFING PLAN FISCAL YEAR 2002 -2003 4. Authorize the hiring of students to fill eight positions in the Co -op program. Receive and consider the Staffing Plan for Fiscal Year 2002 -2003 herein identified by items 1 - 4. The Staffing Plan will be submitted for final approval at the May 9, 2002, Board Meeting. 4/11/02 H: \BUDGET \Budget 2002 - pp.wpd Page 3 of 3 N � -c ( C) cD � F' v PEP z rn� -o 0 v v oo o 0 y v y (D. ( w� o -Omh 0 0 0 own 0 0 M -k 4 CA 0 c� y O 0 y a 0 U) 0 h m .p m cn m v -I� 0 U) ovi 0 0 cr an 00 0) —% cn 1 .p N c�D M m cn w w 3 0-0 0 o c� c� U) ty c� y O 0 y N O (0 w O -Ph O Cn O (0 m O �. m U) 0 m Z O 0. v rn O c� U) O ._ Qo Oo n 00 -1 O o "�' m 0 \o \° \o O �.+ 0 0 0 � M��+ 0 rb rl rn El 010 c� c� O �r Zr n m 1 CL a m y� n� y mn N O O w w co co CD w w 3 (0 O w O 0 w 0 W O W W N�� M M M� v H O N � O -�. O O O a) N 00 j pop U7 �■ ?% U1 CTl C31 U7 Vt ((n Ln Ln fA � z =O N N 1 C") 0i+ O � Un Ln 0) � a) 0) W N Z z N N � O y OD -A -1 M O W -� 1 � O y 3 � v W M Cis -P N W co b0 < O o o 0 0 o m 1 CL a m y� n� y Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 18, 2002 No.: 10.b. HUMAN RESOURCES Type of Action: HUMAN RESOURCES Subject: AUTHORIZATION TO HIRE SEASONAL EMPLOYEES Submitted By: Initiating Dept. /Div.: Cathryn Freitas, Human Resources Administrative /Human Resources Manager REVIEWED AND RECOMMENDED FOR BOARD ACTION. �M' __ , t4ftW"AA0fi_- C. Charles W. Bati General Manag ISSUE: District staff has assessed its needs for seasonal employees in 2002. RECOMMENDATION: Approve the hiring of twenty -four students for seasonal employment. FINANCIAL IMPACTS: The proposed seasonal staffing will cost approximately $ 167,440. ALTERNATIVES /CONSIDERATIONS: Do not approve the hiring of twenty -four student for seasonal employment; approve hiring fewer students. r BACKGROUND: Each year, the District hires students during the summer months for seasonal maintenance, vacation relief, cleanup, and special projects; and during the school year or semester breaks for additional assistance. Authorization was given for twenty - four student positions last year. Approval is requested for twenty -four seasonal positions in Fiscal Year 2002 -2003. The Board approved the seasonal employees requested for Fiscal Year 2002 -2003 at their March 7, 2002, meeting. It is recommended that the entry -level hourly rates for seasonal employees be increased from last year by $2.00 an hour: FlIff5ml a •. Clerical, Laborer (No experience necessary) Technical (Drafting, Graphic Design) Professional (Chemist, Engineering, Network Support) 4/11/02 H: \BUDGET \Summer 2002 - pp.wpd ••• -• $12.00 $13.50 $15.50 Page 1 of 3 POSITION PAPER Board Meeting Date: April 18, 2002 Subject: AUTHORIZATION TO HIRE SEASONAL EMPLOYEES *For every year a student returns, add $1.00 per hour to a maximum of three additional summers. For example, a student laborer who has worked here for the past two summers would receive $14.00 per hour this summer. The extra dollar an hour recognizes the experience and serves as an incentive for returning students. Department Directors will be prepared to answer any questions regarding the following requests: The Administrative Department is requesting two summer student positions in 2002 -2003, three less than requested last year. The positions are located in Communication Services for technical support and Safety and Risk Management for assorted administrative tasks including filing, inputting claims and training information, and Materials Safety Data Sheets (MSDS) work. The Plant Operations Division is requesting nineteen students, an increase of three over last year. Seven of the summer student laborer positions will provide vacation coverage in Buildings and Grounds and do seasonal maintenance. The Plant is also requesting two relief positions in the Laboratory, one drafter, two shop assistants, one laborer to assist the maintenance staff, one Web development assistant to help build the Operations Department's information site on the District's Intranet, and one Engineering Assistant to assist Process Control. In addition, the Collection System Operations Division is requesting one laborer position to do building and grounds maintenance, one clerical position to provide vacation coverage, and two laborers at the Pumping Stations The Engineering Department requests authorization to hire one engineering assistant summer student position. This is the same number of positions as last year's request. This position will be assigned to the District's Planning Section working on corrosion evaluations and assist in collection system piping inventory and database work. 4/11/02 H: \BUDGET \Summer 2002 - pp.wpd Page 2 of 3 POSITION PAPER Board Meeting Date: April 18, 2002 subject: AUTHORIZATION TO HIRE SEASONAL EMPLOYEES The Secretary of the District is requesting one student to assist with records management and one student for the Clerical Support Section to help with large projects, switchboard backup, and vacation relief. This is the same number of positions requested last year. RECOMMENDED BOARD ACTION: Authorize the hiring of twenty -four students for seasonal employment. 4/11/02 H: \BUDGET \Summer 2002 - pp.wpd Page 3 of 3 `•L SEASONAL EMPLOYEES 1 Clerical 1 Graphic Design Assistant 1 Engineering Assistant Plant Operations Division 1 Drafter 2 Laboratory Assistants 1 Engineering Assistant 1 Web Information Assistant 10 Laborers Collection System Operations Division 1 Clerical 3 Laborers 2 Clerical 24 Seasonal Employees c O .� D C cn � 3 � c GO CY) c � kCc « CL cr �— � � cc 4) CL 0 a# ' .�� o in ! cj / ®� ■ /2 t cn k� ra §Z 3� &I |� ■ } ��� m _&/ ? % {§ � E ƒ ` v k} $ !! | ■ !} ° � LU } k !i|! � -- �i� a .ill ! - f�100 oo flay }/ )_ LL- �kk }2� § §@ } }k 2 Ef §(/ � !& kkQ |� && ■ s! ) C, § !a k! � .- �� ■� °k flay }/ )_ LL- �kk }2� § §@ } }k 2 Ef §(/ � OD ■ s! k! � .- �� ■� °k ode! flay }/ )_ LL- �kk }2� § §@ } }k 2 Ef §(/ Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 18, 2002 No': 13.a. BUDGET AND FINANCE Type of Action: ADOPT PERCENTAGE AND /OR LIMIT - RECEIVE PROCEDURE Subject: ESTABLISH A SPECIFIC PERCENTAGE AND /OR DOLLAR LIMIT FOR REVISION TO AGREEMENTS FUNDED AND RECEIVE AN INFORMATIONAL COPY OF P -015, REVISION 1, FOR INCLUSION IN THE PURCHASING AND MATERIALS MANUAL AND TABLE A -5 FROM THE 2002 -2003 CAPITAL IMPROVEMENT BUDGET ADDENDUM Submitted By: Victoria L. Lamica, Purchasing & Materials Manager Initiating Dept. /Div.: Administrative Department REVIEWED AND RECOMMENDED FOR BOARD ACT /ON. GUyllCQ� . V. Lamica R/Mp4graves A. Farrell General Mg ISSUE: The Board of Directors' approval is requested to establish a percentage and /or dollar limit for expenditures for revisions to agreements. RECOMMENDATION: Adopt the requirement to obtain Board approval for agreements when a revision to the agreement is above 15% of the authority limit or $10,000, whichever limit is greater, and receive Procedure No. P -015, Revision 1, for inclusion into the Purchasing and Materials Manual and Table A -5 from the 2002 -2003 Capital Improvement Budget (CIB) Addendum. ALTERNATIVES /CONSIDERATIONS: (1) The Board could decide to continue the current practice of the $25,000/$50,000 incremental limits for staff authority. (2) The Board could modify the General Manager's current authority to exercise approval of $25,000 and $50,000 incremental approval limits. BACKGROUND: At the Board Meeting on April 4, 2002, an overview was presented on the checks, balances and controls that exist in the District's procurement process for agreements and revisions. In general, the Board exercises control of agreements during the Budget adoption and expenditure review. However, because of their sensitive nature there is a need to establish a further agreement approval procedure when addressing the revision or modification to professional consulting services, technical services and engineering agreements. These three types of agreements are defined as: 4/12/02 S: \ADMIN \POSPAPER \Adopt Limit - Receive Procedure.wpd Page 1 of 6 POSITION PAPER Board Meeting Date: April 18, 2002 Subject: ESTABLISH A SPECIFIC PERCENTAGE AND /OR DOLLAR LIMIT FOR REVISION TO AGREEMENTS FUNDED AND RECEIVE AN INFORMATIONAL COPY OF P -015, REVISION 1, FOR INCLUSION IN THE PURCHASING AND MATERIALS MANUAL AND TABLE A -5 FROM THE 2002 -2003 CAPITAL IMPROVEMENT BUDGET ADDENDUM Professional Consulting Services (PCS) - These agreements are used for services such as the collecting of information, analyzing information and translating information with the end product being a written document or report, training and /or recommendation. Technical Consulting Services (TCS) - These agreements are used when physical work is being performed, such as surveying and soils investigation. Professional Engineering Services (PES) - These agreements are used for professional engineering design, construction management, and architectural services. It is recommended that the Board's approval be required when the agreement amount exceeds the $25,000 limit (O &M Budget), or $50,000 limit (CIB) for professional consulting services, and $50,000 limit for technical services and engineering agreements or when a revision to the agreement is above 15% of the authority limit or $10,000, whichever is greater. If the Board adopts the new approval requirement for a specific percentage and /or dollar limit on revisions, the purchasing staff would enforce the approval limit per the attached Purchasing and Materials Manual Procedure No. P -015, Revision 1, and Table A -5 from the 2002 -2003 CIB Addendum. RECOMMENDED BOARD ACTION: Adopt the requirement to obtain Board approval for agreements when a revision to the agreement is above 15% or $10,000 of the authority limit amount , whichever limit is greater, and receive Procedure No. P -015, Revision 1, for inclusion in the Purchasing and Materials Manual and Table A -5 from the 2002 -2003 CIB Addendum. 4/12/02 SAADMINTOSPAPEMAdopt Limit- Receive Procedure.wpd Page 2 of 6 1.0 Purpose To establish atithret'rty authorization limits and procedures for expenditures for consultants funded froin the O&M Budget. 2.0 Scope This Procedure applies to all District employees. 3.0 Responsibility The Originator (requestor), under the direction and guidance of his /her supervisor, is responsible for obtaining all authorizations and signatures. Purchasing will verify that this Procedure has been followed. 4.0 Definition Professional Consulting Services Agreements (PCS): are used to contract for needed services wherein the collecting of information, analyzing of information and /or translating of information is the consultant's primary function with the end product being a written document, training, and /or recommendation. Technical Consulting Services (TCS): are used to contract for needed services when physical work is being performed, such as surveying and soils investigation. Professional Engineering Services (PES): are used to contract for needed services when professional engineering design, construction management, and /or architectural services are being performed. 5.0 General The major source of funds for professional consultant services, consulting, technical consulting and professional engineering services is the Capital Improvement Budget (CIB). The Running Expense Fund (O &M Budget) may also be a funding source. These "budgets" budgets are approved annually by the Board of Directors and authorize staff to expend the funds as appropriate. The Capital Improvement Budget procedures require that an original agreement or revision thereto that exceeds $50,000 must be placed on Page 3 of 6 MMEM' ' Procedure No.: P -015 Title: AUTHORIZATION -PEA OF AGREEMENTS FFREO)WM Effective Date: 12/17/93 Approved By: Revision No.: 1 Page 1 of 3 Pages 1.0 Purpose To establish atithret'rty authorization limits and procedures for expenditures for consultants funded froin the O&M Budget. 2.0 Scope This Procedure applies to all District employees. 3.0 Responsibility The Originator (requestor), under the direction and guidance of his /her supervisor, is responsible for obtaining all authorizations and signatures. Purchasing will verify that this Procedure has been followed. 4.0 Definition Professional Consulting Services Agreements (PCS): are used to contract for needed services wherein the collecting of information, analyzing of information and /or translating of information is the consultant's primary function with the end product being a written document, training, and /or recommendation. Technical Consulting Services (TCS): are used to contract for needed services when physical work is being performed, such as surveying and soils investigation. Professional Engineering Services (PES): are used to contract for needed services when professional engineering design, construction management, and /or architectural services are being performed. 5.0 General The major source of funds for professional consultant services, consulting, technical consulting and professional engineering services is the Capital Improvement Budget (CIB). The Running Expense Fund (O &M Budget) may also be a funding source. These "budgets" budgets are approved annually by the Board of Directors and authorize staff to expend the funds as appropriate. The Capital Improvement Budget procedures require that an original agreement or revision thereto that exceeds $50,000 must be placed on Page 3 of 6 Procedure No.: P -015 Page 2 of 3 Pages the Board's Agenda for specific approval. Except for PCS, TCS and PES agreements, the 0 &M Budget does not require Board approvals after Board approves the adoption of the fiscal budget. For any Professional Consulting Service, Technical Consulting Service or Professional Engineering Service agreement in excess of a specific dollar limit Board approval is required. This procedure establishes a Board approval requirement for PCS agreements above $25,000 and TCS and PES agreements above $50,000 funded from the O &M Budget, and PCS, TCS and PES agreements above $50,000 funded from Capital Improvement Budget. AUTHORIZATION LIMIT O &M Project /CIB Professional Consulting Services $25,000 $50,000 Technical Consulting Services $50,000 $50,000 Professional Engineering Services $50,000 $50,000 The Board of Directors' approval requirement applies when the initial PCS agreement amount exceeds the $25,000 limit (O &M Budget), or $50,000 limit (CIB) and $50,000 for TCS and PES agreements or when si i addendum a revision to the agreement is itself above $25,000 above 15% or $10,000 of the authorization limit amount, whichever limit is greater, or if the total value of the agreement plus the addendum revision will exceed the $25,000 limit (O &M Budget), and $50,000 limit (CIB) for PCS agreements and $50,000 limit for TCS and PES agreements and prior Board approval has not been obtained. 6.0 Instructions Originator 6.1 Define scope of services, issue request for proposal, obtain proposal from consultant(s), evaluate proposal(s), and negotiate; as appropriate. 6.2 Obtain the Board of Directors authorization to proceed when issuing the original PE3S agreements or revisions, as follows: if -above $25,000 or K an addendurn is by itself ovei $25,000 or will put the total ageentent ainotint above the $25,E)GE) approval limit iecluest Page 4 of 6 Procedure No.: P -015 Page 3 of 3 Pages • when the cumulative agreement amount exceeds initial authorization limit • when the initial agreement amount exceeds the authorization limit • once Board authorization has been given, any revision that exceeds the threshold of 15% of the Board approved amount or $10,000, whichever limit is greater. 6.3 After Board authorization has been obtained, draft tip -a-PeS the appropriate agreement form and send to Purchasing rho-rg with the appropriate Scope of Work; material requisition (HTE), including all required approvals; and the Contract Cover Memo. Buyer 6.4 Will fatni Verify that appropriate approvals are obtained prior to forming the final agreement and obtain both the consultant's and the appropriate District signatures. 7.0 References Procedure No. P -009 Material Requisition CCCSD Project Procedures Manual Guideline No. 2 District Contracts - Authorization Limits Procedure No. F -4 Contract or Contract Amendment Negotiation Page 5 of 6 REVISED TABLE A -5 APRIL 2002 CAPITAL IMPROVEMENT PROGRAM AUTHORITY LIMITS ACTION DEPARTMENT GENERAL BOARD OF DIRECTOR MANAGER DIRECTORS Approve Capital Plan None None No Limit Authorize Capital Program None None No Limit Budgets Allocate Funds to $25,000 Or Less Total Program Budget No Authorization Individual Budget Projects Plus Contingency2 Required Authorize Consultant Agreements $25,000 Or Less $50,000 Or Less Greater Than $50,000 Authorize Revisions to $10,000 Or 15% Increase, Whichever $10,000 Or 15% Greater Than $10,000 Consultant Agreements Is Greater, Up To Increase, Whichever Or Greater Than 15% $25,000 Is Greater Increase Award Construction Contracts None $15,000 Or Less Greater Than $15,000 Authorize Construction Change Orders $10,000 Or Less $50,000 Or Less Greater Than $50,000 Allocate Funds to Individual Projects from $10,000 $25,000 Or Less per Greater Than $25,000 Program Contingency Project' Accounts Equipment Contingency None $5,000 Or Less Greater Than $5,000 Authorize Supplemental Funds to Program Not Applicable Not Applicable Sewer Construction Budgets /Contingency Fund Balance Accounts Allocate Funds for Project Project 5% of Final Project Ora o 15 /o of Final Project a Greater than 15 /o of Budget Overruns Maximum of $10,000 Budget Final Budget Projects Which Have Had Prior Board Projects Which Have Action (Informational Close -out Project None Not Required Prior Position Paper - Board Action Individual Position Paper for Projects >$1,000,000.) 'Treatment Plant, Collection System, General Improvements, and Recycled Water Programs 'Limited by the remaining balances of the applicable program budget and contingency account 'Limited by the remaining balance of the applicable program contingency account 4Final project budget is established at time of award of construction contract 'Reduced by project overrun allocations previously made by Department Managers Page 6 of 6 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 18, 2002 No.: 13.b. BUDGET AND FINANCE Type of Action: APPROVE EQUIPMENT BUDGET sub /ect: APPROVE THE 2002 -2003 EQUIPMENT BUDGET FOR INCLUSION IN THE 2002- 2003 DISTRICT BUDGET Submitted By: Debbie Ratcliff, Controller Initiating Dept. /Div.: Administrative /Finance & Accgunting REVIEWED AND RECOMMENDED FOR BOARD ACTION: rr � General M ISSUE: The District's 2002 -2003 Equipment Budget is submitted for approval. RECOMMENDATION: Approve the 2002 -2003 Equipment Budget for inclusion in the 2002 -2003 District Budget to be adopted at the June 20, 2002, Board Meeting. FINANCIAL IMPACTS: The 2002 -2003 Equipment Budget totals $528,199 which is an overall decrease of 2.4% from last year's budget. ALTERNATIVES /CONSIDERATIONS: The Board could decide not to adopt the Equipment Budget. BACKGROUND: The 2002 -2003 Equipment Budget was submitted for review at a Board Capital Projects Committee Meeting /Board Workshop on April 9, 2002. After review, the Committee suggested for staff to contact the vendor regarding a discounted price for six Motorola radios, a current special promotion. Staff was able to secure the discount and move forward with the purchase from the 2001 -2002 Equipment Budget Contingency. The total cost is under $5,000 allowing the General Manager to authorize the purchase. The approved 2002 -2003 Equipment Budget will be scheduled for adoption with the 2002 -2003 Personnel, Operations and Maintenance, Self- Insurance Fund, and Capital Improvement Budgets at the June 20, 2002, Board Meeting. RECOMMENDED BOARD ACTION: Approve the 2002 -2003 Equipment Budget for inclusion in the 2002 -2003 District Budget to be adopted at the June 20, 2002, Board Meeting. Page 1 of 1