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
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Central Contra Costa Attachment
Sanitary District
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C.C.C.S.D. ANNEXATION NO. 158 MAP
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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
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C.C.C.S.D. ANNEXATION NO. 160 MAP
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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
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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
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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
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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
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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