HomeMy WebLinkAbout2/20/2003 AGENDA BACKUPCentral Contra Costa Sanitary District
' BOARD OF DIRECTORS
Board Meeting Date: February 20, 2003
Type of Action: INFORMATIONAL
POSITION PAPER
No.: 4.a. CONSENT CALENDAR
Subject: ADVISE THE BOARD OF THE CLOSE OUT OF THE CONCORD
INDUSTRIAL FORCE MAIN PROJECT, DISTRICT PROJECT 5383
Submitted By: Initiating Dept ✓Div.:
Alex Rozul, Associate Engineer Engineering /Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTIOON.
�& . rw� w i� P k� —
A ozul ecki W. Brennan ^ A. Farrell JGeneraltanager harles . Batts,
ISSUE: All work has been completed on the Concord Industrial Force Main Project,
District Project (DP) 5383, and this project can now be closed out.
RECOMMENDATION: Close out the project.
FINANCIAL IMPACTS: This close out will result in $192,139 being returned to the
Collection System Program. Attachment 1 shows the project expenditures by
category.
BACKGROUND: The Concord Industrial Pumping Station (CIPS) serves a portion of the
City of Concord and an area of unincorporated Contra Costa County, including the
town of Clyde. The station receives flow from the local collection system as well as
from the Clyde Pumping Station and the Concord Naval Weapons Station. In the dry -
weather season, Bates Avenue Pumping Station is shut down, and its flow is diverted
to CIPS. Before this project, the CIPS was served by one 10 -inch plastic force main,
and no back -up capacity was available in the event that this force main was damaged.
Concord Industrial Force Main Project installed approximately 4,300 feet of 14 -inch
force main. This new force main provides increased capacity as well as redundancy in
the Concord Industrial force main system. The new force main crosses over three (3)
aqueducts on Bates Avenue owned and operated by East Bay Municipal Utility District
(EBMUD). The contractor, McGuire and Hester, commenced work on June 18, 2002.
All contract work was completed and accepted by the Board on October 3, 2002.
The original construction contract amount was $715,515. There were three (3)
construction change orders issued in the total amount of $72,642. Two of the three
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POSITION PAPER
Board Meeting Date: February 20, 2003
Subject: ADVISE THE BOARD OF THE CLOSE OUT OF THE CONCORD
INDUSTRIAL FORCE MAIN PROJECT, DISTRICT PROJECT 5383
change orders (totaling $56,671) involved repairs to a critical line segment in Martinez,
where 320 feet of pipe and two manholes were installed. This resulted in a total
amount of $788,157 paid to McGuire and Hester.
The total authorized budget for the project was $1,275,000, which included a
contingency of $107,485. The total project cost was $1,082,861, which is
approximately 15 percent less than the budgeted amount. The project close out will
result in $192,139 being returned to the Collection System Program.
RECOMMENDED BOARD ACTION: This item is presented to the Board of Directors for
information. No action is necessary.
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ATTACHMENT 1
EXPENDITURE SUMMARY
CONCORD INDUSTRIAL FORCE MAIN PROJECT (DP 5383)
ACTIVITY
COST
Total Budget
$
1,275,000
Construction Contracts (includes pavement restoration agreements)
$
715,515
Change Orders
$
72,642
Change Orders % of Construction
10%
Total Construction Amount
$
788,157
Engineering, Design, CM, Admin
$
294,704
Engineering, Design, CM, Admin - % of Construction
37%
TOTAL PROJECT EXPENDITURES
$
1,082,861
TOTAL RETURN TO COLLECTION SYSTEM PROGRAM
$
192,139
Page 3 of 3
Central Contra Costa Sanitary District
I'Awl BOARD OF DIRECTORS
Board Meeting Date: February 20, 2003
Type of Action: INFORMATIONAL
POSITION PAPER
No.: 4.b. CONSENT CALENDAR
Subject: ADVISE THE BOARD OF THE CLOSE OUT OF THE LAFAYETTE SEWER
RENOVATIONS PROJECT, PHASE 2 (D.P. 5536)
Submitted By: initiating Dept. /Div.:
Alex Rozul, Associate Engineer Engineering /Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACT /ON: , na
VT
A. zul i W. Brennan Q�A. Farrell Charles W. atts,
YGeneral Manager
ISSUE: All work has been completed on the Lafayette Sewer Renovation Project,
Phase 2, (D.P. 5536) and this project can now be closed out.
RECOMMENDATION: Close out the project.
FINANCIAL IMPACTS: This close out will result in $116,291 being returned to the
Collection System Program. Attachment 1 shows the project expenditures by
category.
BACKGROUND: The Lafayette Sewer Renovation Project Phase 2, DP 5536,
consisted of replacing approximately 7,700 feet of deteriorating sewers within
residential streets and easements. The sewer construction was coordinated with a
City of Lafayette street renovation project within the same area and staff negotiated
with the City a cost - sharing agreement for pavement restoration. A similar cost -
sharing agreement was negotiated with the Soares Lane Homeowners' Association.
The coordination of work and cost - sharing agreements minimized the overall
construction impacts to residents and reduced the total pavement restoration costs for
both agencies. The contractor, Wayne G. Schlosser, Inc., commenced work on
May 9, 2001. All contract work was completed and accepted by the Board of
Directors on November 1, 2001.
The original construction contract amount was $917,779. There were six (6)
construction change orders issued in the total amount of $97,300. In addition, actual
bid item quantities constructed exceeded estimated bid item quantities primarily due to
an additional sewer replacement on Glen Road. Payment for actual quantities
constructed increased the original contract value by $51,938, resulting in a total
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POSITION PAPER
Board Meeting Date: February 20, 2003
Subject: ADVISE THE BOARD OF THE CLOSE OUT OF THE LAFAYETTE SEWER
RENOVATIONS PROJECT, PHASE 2 (D.P. 5536)
amount paid to Wayne G. Schlosser, Inc., of $1,067,017. Under the two pavement
restoration cost - sharing agreements, the District compensated the City of Lafayette
$90,000 and the Soares Lane Homeowners' Association $10,000.
The total authorized budget for the project was $1,398,000, which included a
contingency of $183,221. The total project cost was $1,281,709, which is
approximately 8 percent less than the budgeted amount. The project close out will
result in $116,291 being returned to the Collection System Program.
RECOMMENDED BOARD ACTION: This item is presented to the Board of Directors for
information. No action is necessary.
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ATTACHMENT 1
EXPENDITURE SUMMARY
LAFAYETTE SEWER RENOVATION PROJECT PHASE 2 (DP 5536)
ACTIVITY
COST
Total Budget
$
1,398,000
Construction Contracts (includes pavement restoration agreements)
$
1,017,779
Change Orders (includes adjustments to bid item quantities)
$
149,238
Change Orders % of Construction
15%
Total Construction Amount
$
1,167,017
Engineering, CM, Admin (Design completed under D.P. 5611)
$
114,692
Engineering, CM, Admin - % of Construction
10%
TOTAL PROJECT EXPENDITURES
$
1,281,709
TOTAL RETURN TO COLLECTION SYSTEM PROGRAM
$
116,291
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� c
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 20, 2003 No.: 4.c. CONSENT CALENDAR
Type of Action: INFORMATIONAL
Subject: ADVISE THE BOARD OF THE CLOSE OUT OF 20 CAPITAL IMPROVEMENT
PROJECTS
Submitted By: Initiating Dept. /Div.:
John J. Mercurio, Management Analyst Engineering /Planning
REVIEWED AND RECOMME ED FOR BOARD CT /O .: I
W
J. I ercurio .Schmidt Swanson 6 A. Farrell C. W. Bdtts
eneral Manager
ISSUE: Work has been completed on 20 capital improvement projects. The financial
results are reported to the Board prior to closing the projects' accounts.
RECOMMENDATION: This item is presented to the Board of Directors for information only.
No action is necessary.
FINANCIAL IMPACTS: As a result of the close out of these 20 projects, $258,968 is
being reallocated to the Treatment Plant, Collection System, General Improvements and
Recycled Water Programs.
ALTERNATIVE /CONSIDERATIONS: No alternatives have been prepared. This is an
informational position paper.
BACKGROUND: These 20 capital improvement projects have been completed and staff
is closing out the project accounts. Below is a summary of the authorized budgets and
expenditures for the 20 projects by program. Attachment 1 summarizes the authorized
budgets and expenditures for each individual project. Attachment 2 contains a brief
project summary for each project.
Pro ram
Authorized
Budget
Expenditures
Underrun
(Overruns)
Treatment Plant
$713,000
$637,961
$75,039
Collection System
2,407,000
2,224,143
182,857
General Improvements
179,000
181,045
(2,045)
Recycled Water
25,000
21,883
3,1 17
Totals
$3,324,000
$3,065,032
$258,968
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POSITION PAPER
Board Meeting Date: February 20, 2003
Subject: ADVISE THE BOARD OF THE CLOSE OUT OF 20 CAPITAL IMPROVEMENT
PROJECTS
The total authorized budget for the 20 projects is $3,324,000. Total project expenditures
are $3,065,032. A net underrun of $258,968 (8% of the total authorized budgets) will
result in $75,039 being returned to the Treatment Plant Program, $182,857 being
returned to the Collection System Program, an overrun of $2,045 in the General
Improvements Program, and $3,117 being returned to the Recycled Water Program.
RECOMMENDED BOARD ACTION: No action is necessary.
WPosition Papers \Mercurio \Closeout 20 CIP2- 1- 03.wpd Page 2 of 6
ATTACHMENT 1
CAPITAL PROJECTS TO BE CLOSED OUT
TREATMENT PLANT PROGRAM
DISTRICT
Pleasant Hill Relief Interceptor
Main Modifications
100,000
94,315
5,685
PROJECT
PROJECT TITLE
AUTHORIZED
EXPENDITURES
UNDERRUN
NO.
Haven Lane CAD 98 -3
BUDGET
0
(OVERRUNS)
6130
Modifications to Accommodate
488,000
441,998
46,002
5434
UV
172,000
176,610
(4,610)
6160
Deaerator Storage Tank
225,000
195,963
29,037
5444
Replacement
137,000
132,229
4,771
Program Totals
1 713,000
1 637,961
1 75,039
COLLECTION SYSTEM PROGRAM
4995
Pleasant Hill Relief Interceptor
Main Modifications
100,000
94,315
5,685
4980
2001 -02 Development Projects
Sewerage
659,000
637,166
21,834
5355
Haven Lane CAD 98 -3
9,000
0
9,000
5426
Grothman /Alhambra CAD 98 -4
182,000
151,890
30,110
5434
Manzanita Creek Crossing
172,000
176,610
(4,610)
5442
Muir Lane CAD 99 -2
153,000
151,588
1,412
5444
Regent Place CAD 2000 -2
137,000
132,229
4,771
5477
Barbee Lane CAD 98 -5
139,000
106,271
32,729
5522
17 Camino Encinas Main
Replacement
15,000
15,073
(73)
5528
Corwin Drive CAD 2000 -4
402,000
341,999
60,001
5548
Angelo /Sombro CAD 2000 -3
231,000
234,133
(3,133)
5618
1029 Willow Dr. Main
Replacement
15,000
15,014
(14)
5910
San Ramon Pumping Station
Improvements
100,000
74,806
25,194
6156
West Branch Pumping Station
Improvements
93,000
93,049
(49)
Program Totals
1 2,407,000
1 2,224,143
1 182,857
Page 3 of 6
GENERAL IMPROVEMENTS PROGRAM
DISTRICT
PROJECT
NO.
PROJECT TITLE
AUTHORIZED
BUDGET
EXPENDITURES
UNDERRUN
(OVERRUNS)
8190
Treatment Plant Tour
Interpretive Signage
15,000
6,168
8,832
8191
Multipurpose Facility
154,000
165,611
(1 1,61 1)
8197
HHWCF Office Furniture
10,000
9,266
734
Program Totals
179,000
181,045
(2,045)
RECYCLED WATER PROGRAM
6159
1 Pump Shelter
25,000
21,883
31117
Program Totals
25,000
21,883
3,117
Page 4 of 6
ATTACHMENT 2
CAPITAL PROJECTS TO BE CLOSED OUT
TREATMENT PLANT PROGRAM
• Modifications to Accommodate UV, DP 6130, allowed transition from using chlorine
to UV disinfection by converting Number 3 high - pressure water to Number 2 water,
moving the final effluent sampler, and relocating the bioassay trailer.
• Deaerator Storage Tank Replacement, DP 6160, replaced the lower storage tank portion
of the steam system deaerator, which had failed due to corrosion and thermal cycling.
The replacement unit has a corrosion allowance and interior lining that were not found
on the original.
COLLECTION SYSTEM PROGRAM
• The following seven projects were created to finance Contractual Assessment Districts
(CADs). Their purpose was to assist property owners in extending public sewers into
an area serviced by septic tanks. There were 105 participants in these seven CADS:
• Haven Lane CAD 98 -3, DP 5355
• Grothman /Alhambra CAD 98 -4, DP 5426
• Muir Lane CAD 99 -2, DP 5442
• Regent Place CAD 2000 -2, DP 5444
• Barbee Lane CAD 98 -5, DP 5477
• Corwin Drive CAD 2000 -4, DP 5528
• Angelo /Sombro CAD 2000 -3, DP 5548
• Pleasant Hill Relief Interceptor Main Modifications, DP 4995, provided for the design
of sewer main modifications required by the Pleasant Hill Relief Interceptor project
including the installation of 4,000 feet of 8 -inch to 30 -inch sewer and the abandonment
of 7 siphons and 3,000 feet of sewer. The main modifications were constructed as
part of the Pleasant Hill Relief Interceptor project.
• Manzanita Creek Crossing, DP 5434, involved design and construction to alleviate
damage to the Manzanita Creek pipe crossing in Orinda. Construction consisted of
underpinning the existing foundations, re- plumbing the pipe supports, restoring exterior
pipe coating, and modifying pipe elevation.
• 17 Camino Encinas Main Replacement, DP 5522, replaced deteriorated 6 -inch clay main
sewer in a backyard easement in Orinda by pipe bursting.
• 1029 Willow Drive Main Replacement, DP 5618, replaced a deteriorated 6 -inch main
sewer in Lafayette by pipe bursting.
Page 5 of 6
ATTACHMENT 2 (cont.)
• 2001 -02 Development Projects Sewerage, DP 4980, provided for appropriate
capitalization of District force account labor expended in the planning, design and
construction of developer installed and contributed main sewer facilities in Fiscal Year
2001 -02.
• West Branch Pumping Station Improvements, DP 6156, installed a 60KW emergency
generator and automatic transfer switch at the pumping station. The work included
extending the concrete slab, revising the electrical power distribution, installing the
generator and transfer switch, replacing the fence fabric and making minor revision to
the irrigation system.
• The San Ramon Pumping Station Improvements project, DP 5910, consisted of
planning of improvements necessary at the San Ramon Pumping Station in connection
with Dougherty Valley development.
GENERAL IMPROVEMENTS PROGRAM
• Treatment Plant Tour Interpretive Signage, DP 8190, designed, produced and installed
five metal weatherproof signs and housings to serve as tour stop locations. The signs
located at the Headworks Facility, primary tanks, secondary aeration tanks, UV
disinfection facility, and Solids Conditioning Building provide graphical representation
and both general and technical information to explain the processes of the treatment
plant.
• Multipurpose Facility, DP 8191, converted the old laboratory into the current multi-
purpose room used for Board workshops, staff training and other events. The scope
of the project included interior improvements, heating and air conditioning, carpeting,
and furniture.
• HHWCF Office Furniture, DP 8197, provided for the installation of workstations for
HHWCF staff. This allows staff members dedicated work areas for doing paperwork
to meet regulatory requirements.
RECYCLED WATER PROGRAM
• Pump Shelter, DP 6159, installed a shade shelter over the recycled water pumps to
alleviate overheating during warm weather. The shelter is removable to allow pump
maintenance.
Page 6 of 6
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 20, 2003 No' 4.d. CONSENT CALENDAR
Type of Action: SET HEARING DATE
subject: ESTABLISH MARCH 20, 2003, AS THE DATE FOR A PUBLIC HEARING TO
CONSIDER THE ESTABLISHMENT OF THE ARBOR LANE CONTRACTUAL
ASSESSMENT DISTRICT NO. 2002 -4
Submitted By: Initiating Dept. /Div.:
Russell B. Leavitt, Management Analyst Engineering /Environmental Services
REVIEWED AND RECOMMEN D FOR BOARD ACTION.
R. Leavitt Swanson
A. Farrell
harles W. Batts,
General Manager
ISSUE: A public hearing is required to establish the Arbor Lane Contractual Assessment
District (CAD) No. 2002 -4. A public hearing is also required to create an assessment
district pursuant to the procedure adopted under Proposition 218, which amended the
California Constitution, Article XIII D, Section 4.
RECOMMENDATION: Establish March 20, 2003, as the date for a public hearing
regarding Arbor Lane CAD No. 2002 -4 pursuant to California Constitution, Article XIII D,
Section 4, and Streets and Highways Code, Sections 5898.20 and 5898.24.
FINANCIAL IMPACTS: There are minor costs for publishing a legal notice advertising the
public hearing and for staff preparation and attendance. These costs eventually will be
paid by the CAD participants.
ALTERNATIVES /CONSIDERATIONS:
1. Select a later date for the public meeting - This would delay the CAD proceedings
since the holding of a public hearing is required by law.
2. No action by the Board - No action will delay the CAD proceedings indefinitely.
BACKGROUND: On July 11, 2002, the Board of Directors adopted a resolution of
intention to create Arbor Lane CAD No. 2002 -4 for the purpose of installing sewer
improvements on Arbor Lane and Bernie Lane in Alamo (see Attachment 1). The proposed
Arbor Lane CAD No. 2002 -4 complies with the revised CAD policy approved at the
February 1, 2001 Board of Directors meeting. Ten properties could be served by the
Arbor Lane and Bernie Lane public sewers. As required by Proposition 218, an Engineer's
Report estimating assessments for properties within the CAD is being prepared. It is now
appropriate to schedule a public hearing to offer interested parties the opportunity to
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POSITION PAPER
Board Meeting Date: February 20, 2003
Subject: ESTABLISH MARCH 20, 2003, AS THE DATE FOR A PUBLIC HEARING TO
CONSIDER THE ESTABLISHMENT OF THE ARBOR LANE CONTRACTUAL
ASSESSMENT DISTRICT NO. 2002 -4
comment on the proposed assessments and related issues. A resolution has been
prepared and is attached, which, if adopted, will set the date of the public hearing on
March 20, 2003.
RECOMMENDED BOARD ACTION: Establish March 20, 2003, as the date for a public
hearing regarding Arbor Lane CAD No. 2002 -4 pursuant to California Constitution, Article
XIII D, Section 4, and Streets and Highways Code, Sections 5898.20 and 5898.24.
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LOCATION MAP
N.T.S.
o eo iw
FEET
I
POTENTIAL POTENTIAL PLANNED EXISTING 9E PROPERTIES
CAD AREA BOUNDARY CAD SEWER SERVABLE
a EXPANSION SEWER BY CAD SEWER
N
x Central Contra Costa
Attachment
Sanitary District
PROPOSED BOUNDARY
D
ARBOR LANE
1:
V
o
CAD N0.2002 -04
Page 3 of 5
RESOLUTION NO. 2003-
RESOLUTION SETTING HEARING OF PROTESTS ON
ARBOR LANE CONTRACTUAL ASSESSMENT DISTRICT
(CAD NO. 2002 -4)
WHEREAS, on July 11, 2002, this Board of Directors adopted Resolution 2002-
050 expressing the intent of the District to proceed with Arbor Lane Contractual
Assessment District (CAD) No. 2002 -4 for the purpose of installing sewer
improvements on Entrada Verde in Alamo; and
WHEREAS, at the direction of this Board of Directors, Curtis W. Swanson,
Environmental Services Division Manager, as Engineer of Work for improvement
proceedings for Arbor Lane CAD No. 2002 -4, Central Contra Costa Sanitary District,
Contra Costa County, California, has prepared a report described in Section 5898.22
of the Streets and Highways Code (Municipal Improvement Act of 1911); and
WHEREAS owners of each affected parcel will be provided written notice of the
proposed assessment and ballot to indicate approval or opposition of the assessment
pursuant to the procedures required by California Constitution Article XIII D, Section 4,
as amended by Proposition 218;
NOW, THEREFORE, the Board of Directors of the Central Contra Costa Sanitary
District resolves:
This Board sets 2 p.m. on March 20, 2003, at the Meeting Room of the
Board of Directors, 5019 Imhoff Place, Martinez, California, as the time
and place for hearing protests to the proposed improvements and the
creation of the proposed Contractual Assessment District and
assessment.
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2. The Secretary of the District is directed to publish, post, and mail the
notices of improvement required by the Municipal Improvement Act of
1911, and to file an affidavit of compliance. The notice shall be
published in the CONTRA COSTA TIMES not later than twenty (20) days
before the date of the hearing.
PASSED AND ADOPTED this 20th day of February, 2003, by the Board of
Directors of the Central Contra Costa Sanitary District by the following votes:
AYES: Members:
NOES: Members:
ABSENT: Members:
President of the Board of Directors,
Central Contra Costa Sanitary District,
County of Contra Costa, State of California
COUNTERSIGNED:
Secretary, Central Contra Costa Sanitary District,
County of Contra Costa, State of California
APPROVED AS TO FORM:
Kenton L. Alm
District Counsel
2/7/03
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Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 20, 2003 No.: 4.e. CONSENT CALENDAR
Type of Action: APPROVAL
Subject: APPROVE EXPENDITURE OF EQUIPMENT BUDGET CONTINGENCY
FUNDS OF $6,000 TO PURCHASE NEW PARTS WASHER FOR VEHICLE
AND EQUIPMENT SHOP.
Submitted By: Initiating Dept. /Div.:
Donald R. Rhoads, Field Operations Operations /Collection System Operations
Superintendent
REVIEWED AND RECOMMENDED FOR BOARD ACTION.•
f D. Rhoads J. Pearl J. Ke Charles W. tts,
General Manager
ISSUE: Board approval is required for expenditures in excess of $5,000 from the
Equipment Budget Contingency Account.
RECOMMENDATION: Approve expenditure of Equipment Budget Contingency funds of
$6,000 to purchase a new parts washer for the Vehicle and Equipment Shop.
FINANCIAL IMPACTS: Approval of this action will result in $6,000 of the $60,000 annual
Equipment Budget Contingency fund being expended.
ALTERNATIVES/CONSIDERATIONS: Do not approve; repair existing unit.
BACKGROUND: The Vehicle and Equipment Shop historically has used two parts washers,
a solvent -based unit for small parts and a water -based (aqueous) machine for large parts.
Recently the large parts washer failed and the cost to repair would exceed $2,000.
The District also must comply by June 2003 with Bay Area Air Quality Management
District (BAAQMD) requirements to discontinue all solvent -based washing of parts. The
purchase of a new parts washer will allow for cleaning both large and small parts with one
machine while meeting our Green Business commitment and complying with new
BAAQMD requirements.
RECOMMENDED BOARD ACTION: Approve expenditure of Equipment Budget Contingency
funds of $6,000 to purchase a new parts washer for the Vehicle and Equipment Shop.
2/13/03
CSO /S:\ Correspondence \POSPAPR \2003 \partwash.wpd Page 1 of 1
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 20, 2003 No.: 5.a. HEARINGS
Type of Action: CONDUCT PUBLIC HEARING
Subject. CONDUCT A PUBLIC HEARING: ADOPT A RESOLUTION OVERRULING
PROTESTS; ADOPT A RESOLUTION CONFIRMING COMPLIANCE WITH CALIFORNIA
CONSTITUTION, ARTICLE XIIID, SECTION 4; ADOPT A RESOLUTION APPROVING
ENGINEER'S REPORT AND ASSESSMENT AND ORDERING IMPROVEMENT; AND
AUTHORIZE EXECUTION OF AGREEMENT WITH CAMILLE COURT PARCEL OWNERS
IN CONJUNCTION WITH THE CAMILLE COURT CONTRACTUAL ASSESSMENT
DISTRICT NO. 2002 -1.
Submitted By Initiating Dept. /Div.:
Curtis Swanson, Division Manager Engineering /Environmental Services
REVIEWED AND RECOMMEND FOR BOARD ACTION:
(�4 <XA
C. Swanson �A'A. Farrell K. Alm arles W.
1V`' eneral Me
ISSUE: A public hearing must be conducted to consider objections and inquiries regarding the
proposed assessment, the Resolution of Intention, the Engineer's Report, annexation, and any
other comments regarding Camille Court Contractual Assessment District No. 2002 -1 (CAD No.
2002 -1).
RECOMMENDATION: Conduct the public hearing and consider approval of Camille Court CAD
2002 -1.
FINANCIAL IMPACTS: The estimated total project cost is $161,570. The District has
authorized up to $1,000,000 for CADs in 2002 -03. To date, the Board has not approved any
CAD projects this fiscal year. If approved, there will be $838,430 available for other CADs.
ALTERNATIVES /CONSIDERATIONS:
1. Continue the public hearing to receive additional public comment or allow additional
deliberation.
2. Withhold or delay approval of the project.
BACKGROUND: A group of 14 parcel owners on Camille Court in Alamo have requested that
the District form a contractual assessment district for the purpose of financing and constructing
a public sewer system that will benefit their properties. The Camille Court CAD meets all of the
criteria for formation of a contractual assessment district. There are 19 properties that could
benefit from this CAD project. The Board of Directors adopted a Resolution of Intention to form
a contractual assessment district on March 7, 2002. The proposed sewer includes
approximately 980 linear feet of 8 -inch sewer main, four standard manholes that will serve the
proponents' 14 existing properties, all of which have existing homes presently relying on septic
tanks. A map showing the proposed boundary and the proposed sewer location is presented as
Attachment A.
2/11/03 Page 1 of 11
U:\CAD\CamilleCourt\PubHear.PP.doc
POSITION PAPER
Board Meeting Date: February 20, 2003
subject. CONDUCT A PUBLIC HEARING: ADOPT A RESOLUTION OVERRULING PROTESTS; ADOPT A
RESOLUTION CONFIRMING COMPLIANCE WITH CALIFORNIA CONSTITUTION, ARTICLE XIIID, SECTION 4;
ADOPT A RESOLUTION APPROVING ENGINEER'S REPORT AND ASSESSMENT AND ORDERING
IMPROVEMENT; AND AUTHORIZE EXECUTION OF AGREEMENT WITH CAMILLE COURT PARCEL
OWNERS IN CONJUNCTION WITH THE CAMILLE COURT CONTRACTUAL ASSESSMENT DISTRICT NO.
2002 -1.
On March 7, 2002, the Board of Directors adopted a resolution directing the preparation of a
report for a Contractual Assessment District known as Camille Court CAD No. 2002 -1. A report
has been prepared, and assessments have been estimated. (The Engineer's Report is being
provided to the Board under separate cover.) On January 23, 2003, the Board of Directors set a
public hearing for February 20, 2003. Since assessments are proposed to be levied on
properties, the procedural requirements of Proposition 218 do apply. Compliance with these
requirements has been included in the documents and actions proposed for Board
consideration. In order to continue the process for Camille Court CAD No. 2002 -1, the following
actions are necessary:
Conduct a public hearing to:
a. announce the tabulation of ballots submitted by owners of each affected
parcel indicating approval or opposition to the proposed assessment;
b. consider public testimony on the Resolution of Intention and the
Engineer's Report; and
C. consider public testimony related to annexation of the affected parcels to
the District.
2. If, at the close of the hearing, the Board finds that protests and ballot opposition
are insufficient, the following resolutions may be considered and adopted:
a. Resolution overruling protests of improvement (Exhibit B).
b. Resolution confirming compliance with California Constitution, Article
XIIID, Section 4 (Exhibit C).
C. Resolution approving the Engineer's Report, assessments, and ordering
improvement (Exhibit D).
The hearing also serves as a public hearing for annexation purposes as required by LAFCO.
An agreement between the owners and the District is needed to establish the rights and
obligations of both parties. District Counsel has prepared such an agreement in which the
owners agree to:
assessments being placed on their property tax bills;
2/11/03 Page 2 of 11
U:\CAD\CamilleCouft\PubHear.PP.doc
POSITION PAPER
Board Meeting Date: February 20, 2003
subject. CONDUCT A PUBLIC HEARING: ADOPT A RESOLUTION OVERRULING
PROTESTS; ADOPT A RESOLUTION CONFIRMING COMPLIANCE WITH CALIFORNIA
CONSTITUTION, ARTICLE XIIID, SECTION 4; ADOPT A RESOLUTION APPROVING
ENGINEER'S REPORT AND ASSESSMENT AND ORDERING IMPROVEMENT; AND
AUTHORIZE EXECUTION OF AGREEMENT WITH CAMILLE COURT PARCEL OWNERS
IN CONJUNCTION WITH THE CAMILLE COURT CONTRACTUAL ASSESSMENT
DISTRICT NO. 2002 -1.
pay the assessments;
accept total responsibility for the design and construction of the sanitary sewer
extension;
require the contractor who is selected by the owners to maintain certain insurance
coverage;
accept total responsibility for the costs associated with the sanitary sewer
extension, including interest for District financing; and
have the sanitary sewer extension constructed in accordance with District
standards.
The District will:
finance the costs of the sanitary sewer extension;
accept the work of the contractor, provided the work is done in accordance with
District standards;
place assessments on owners' tax bills;
record as liens on the participants' properties the obligation of each participant to
pay assessments; and
be reimbursed in full by receiving payments, including interest, for the total amount
financed from owners over a ten -year period.
The agreement has been executed by all 14 affected parcel owners. It is appropriate, therefore,
to authorize the General Manager to execute the agreement on behalf of the District.
The estimated cost of the Camille Court CAD No. 2002 -1 is $161,570. A summary of project
costs is shown in Exhibit E. Funding for the CAD Program is included in the 2001 -03 Capital
Improvement Budget (CIB). The District has authorized up to $1,000,000 for CAD projects
during Fiscal Year 2002 -03. This is the first CAD to be considered for approval in 2002 -03. If
approved, there will be $838,430 available for other CADs.
Staff has concluded that this project is exempt from the California Environmental Quality Act
(CEQA) under District CEQA Guidelines, Section 15061(b)(3), since it can be seen with
certainty that there is no possibility that the activity in question may have a significant adverse
effect on the environment. This certainty is based on the District's past experience with
numerous similar sewer construction projects, the developed nature of the project environment,
and the limited service area of the project (no potential for growth inducement). Approval of the
Engineer's Report will establish the Board of Directors' independent finding that this project is
exempt from CEQA.
2/11/03 Page 3 of 11
U:\CAD\CamilleCourt\PubHear.PP.doc
POSITION PAPER
Board Meeting Date: February 20, 2003
Subject. CONDUCT A PUBLIC HEARING: ADOPT A RESOLUTION OVERRULING
PROTESTS; ADOPT A RESOLUTION CONFIRMING COMPLIANCE WITH CALIFORNIA
CONSTITUTION, ARTICLE XIIID, SECTION 4; ADOPT A RESOLUTION APPROVING
ENGINEER'S REPORT AND ASSESSMENT AND ORDERING IMPROVEMENT; AND
AUTHORIZE EXECUTION OF AGREEMENT WITH CAMILLE COURT PARCEL OWNERS
IN CONJUNCTION WITH THE CAMILLE COURT CONTRACTUAL ASSESSMENT
DISTRICT NO. 2002 -1.
RECOMMENDED BOARD ACTION: If a majority protest is not filed and if less than a majority of
returned ballots from affected parcel owners oppose the assessment, staff recommends that the
Board of Directors take the following actions:
• Conduct public hearing
• Adopt a resolution overruling protests.
• Adopt a resolution confirming compliance with California Constitution, Article XIIID,
Section 4.
• Adopt a resolution approving the Engineer's Report, assessments, and ordering
improvement.
• Authorize the General Manager to execute an agreement with the Camille Court owners.
2/11/03 Page 4 of 11
U:\CAD\CamilleCourt\PubHear.PP.doc
91
POTENTIAL EXISTING PLANNED + LIKELY NON- LIKELY PARTICIPANTS
CAD AREA SEWER CAD PARTICIPANTS
SEWER
Central contra costa PROPOSED BOUNDARY Exhibit
Sanitary District
CAMILLE COURT
' CAD NO. 2002-01 A
DISTRICT PROJECT NO.5640
Page 5 of 11
RESOLUTION NO.
RESOLUTION OVERRULING PROTESTS
CAMILLE COURT CONTRACTUAL ASSESSMENT DISTRICT NO. 2002 -1
The Board of Directors of the Central Contra Costa Sanitary District resolves:
On February 20, 2003, the Board of Directors held a public hearing on the Resolution of
Intention and the Engineer's Report on the proposed improvement in Camille Court Contractual
Assessment District No. 2002 -1.
At or before the time set for hearing, certain interested persons made or may have made
protests or objections to the proposed improvement, the extent of the Contractual Assessment
District, or the proposed assessment.
The Board hereby overrules each of these protests, written or oral.
The Board finds that the protest against the proposed improvement (including all written
protests not withdrawn in writing before the conclusion of the protest hearing) is made by the
owners of less than one half of the area of the land to be assessed for the improvement.
PASSED AND ADOPTED this 20th day of February, 2003, by the Board of Directors of the
Central Contra Costa Sanitary District by the following votes:
AYES:
Members:
NOES:
Members:
ABSENT:
Members:
President of the Board of Directors,
Central Contra Costa Sanitary District,
County of Contra Costa, State of California
COUNTERSIGNED:
Secretary, Central Contra Costa
Sanitary District, County of Contra Costa,
State of California
APPROVED AS TO FORM:
Kenton L. Alm,
District Counsel
2/13/03
U:\CAD\CamilleCourt\PubHear.PP.doc
Page 6 of 11
RESOLUTION NO.
RESOLUTION CONFIRMING COMPLIANCE WITH
CALIFORNIA CONSTITUTION, ARTICLE XIIID, SECTION 4
CAMILLE COURT CONTRACTUAL ASSESSMENT DISTRICT NO. 2002 -1
The Board of Directors of the Central Contra Costa Sanitary District resolves:
1. The Board set 2 p.m. on February 20, 2003, at the Meeting Room of the Board of
Directors, 5019 Imhoff Place, Martinez, California, as the time and place for a public hearing
pursuant to California Constitution, Article XIIID, Section 4.
2. Pursuant to Article XIIID of the California Constitution, as amended by
Proposition 218, commonly known as the "Right to Vote on Taxes Act," notice of the proposed
assessment was provided to all owners of affected parcels within the District, which notice
contained a ballot whereby each owner could indicate support or opposition to the proposed
assessment.
3. At the time and place for which notice was given, the Board of Directors conducted
a public hearing, pursuant to California Constitution, Article XIIID, Section 4, and gave every
person present an opportunity to comment on and object to the amount of the proposed
assessment.
4. The Board finds that less than a majority of parcel owners who returned ballots,
weighted by financial obligation, opposed the proposed assessment.
PASSED AND ADOPTED this 20th day of February, 2003, by the Board of Directors of the
Central Contra Costa Sanitary District by the following votes:
AYES: Members:
NOES: Members:
ABSENT: Members:
COUNTERSIGNED:
Secretary, Central Contra Costa
Sanitary District, County of Contra Costa,
State of California
APPROVED AS TO FORM:
President of the Board of Directors,
Central Contra Costa Sanitary District,
County of Contra Costa, State of California
Kenton L. Alm,
District Counsel
2113/03
Page 7 of 11
U:\CAD\CamilleCourt \PubHear.PP.doc
RESOLUTION NO.
RESOLUTION APPROVING ENGINEER'S REPORT AND ASSESSMENT
AND ORDERING IMPROVEMENT
CAMILLE COURT CONTRACTUAL ASSESSMENT DISTRICT NO. 2002-1
The Board of Directors of the Central Contra Costa Sanitary District resolves:
This Board has taken a series of actions preliminary to ordering the improvement in the
Camille Court Contractual Assessment District No. 2002 -1, Central Contra Costa Sanitary
District, Contra Costa County, California, and now makes the following findings and orders:
1. The Board adopted a map showing the boundaries of the land benefited by the
proposed improvement. A copy of the boundary map was filed in the office of the County
Recorder of the County of Contra Costa in the Book of Maps of Assessment and Community
Facilities Districts.
2. The Board adopted its Resolution of Intention to order the improvement described
therein under the Municipal Improvement Act of 1911, and directed Curtis W. Swanson,
Environmental Services Division Manager, as the Engineer of Work for the Assessment District,
to prepare the report required by Section 5989.22 of the Streets and Highways Code.
The improvement is generally described as follows:
Construction and installation of approximately 980 linear feet of
sanitary sewer line, together with appurtenant work and
facilities located at Camille Court in Alamo, California.
3. The Board called a hearing of protests on the Camille Court Contractual
Assessment District No. 2002 -1. Notice of the hearing was given by publication, by street
posting, and by mailing to affected parcel owners, all according to the Municipal Improvement
Act of 1911. Affidavits of publication, posting, and mailing were filed with the Secretary of the
District.
4. At the time and place for which notice was given, the Board of Directors conducted
a public hearing pursuant to Section 5898.26 of the Streets and Highways Code, which included
a summary of the Engineer's Report and gave every person present an opportunity to comment
on and object to the proposed Contractual Assessment Program improvement and the extent of
the Assessment District.
5. The Board further finds that written protests against the proposed improvement
have not been made by owners representing more than one half of the area of the land to be
assessed for the improvement.
6. The documents and events described in paragraphs 1 to 4, inclusive, are stated
herein tabular form, with their dates and, where appropriate, their numbers. All documents are
now on file with the District except as otherwise noted.
2/11/03 Page 8 of 11
U: \CAD \CamilleCourt \PubHear.PP.doc
Document or Event
a. Resolution of Intention
b. Resolution Approving Boundary Map
c. Boundary Map Filed with County Recorder
d. Certificate of Mailing Notice of Improvement
e. Certificate of Posting Notice of Improvement
f. Affidavit of Publication of Notice of Improvement
Number
Date
or Action
3/7/02
2002 -11
4/9/02
2002 -12
3/28/02
Filed
2/3/03
Filed
2/5/03
Filed
Pending
7. The Board approves the Engineer's Report and each component part of it, including
each exhibit incorporated by reference in the report.
8. The Board finds that the Engineer of Work, in the Engineer's Report has fairly and
properly apportioned the cost of the improvement to each parcel of land in the Assessment
District in compliance with the agreement between the owners and in proportion to the special
benefits derived by each parcel, in relationship to the entirety of the capital cost of the
improvement. The Board hereby confirms and levies each individual assessment as stated in
the Engineer's Report.
9. The Board orders the improvement described in paragraph 2 and as detailed in the's
Report.
10. According to Section 10603 of the Streets and Highways Code, the Board
designates the District Controller to collect and receive payment of the assessments.
11. The Board independently finds that this project is exempt from the California
Environmental Quality Act (CEQA) under District CEQA Guidelines, Section 15061(b)(3), since it
can be seen with certainty that there is no possibility that the activity in question may have a
significant adverse effect on the environment. This certainty is based on the District ❑s past
experience with numerous similar sewer construction projects, the developed nature of the
project environment, and the limited service area of the project (no potential for growth
inducement).
2/13/03 Page 9 of 11
U:\CAD\CamilleCourt\PubHear.PP.doc
PASSED AND ADOPTED this 20th day of February, 2003, by the Board of Directors of
the Central Contra Costa Sanitary District by the following votes:
AYES: Members:
NOES: Members:
ABSENT: Members:
President of the Board of Directors,
Central Contra Costa Sanitary District,
County of Contra Costa, State of California
COUNTERSIGNED:
Secretary, Central Contra Costa
Sanitary District, County of Contra Costa,
State of California
APPROVED AS TO FORM:
Kenton L. Alm,
District Counsel
2/13/03
U:\CAD\CamilleCourt\PubHear.PP.doc
Page 10 of 11
SUMMARY OF PROJECT COSTS
CAMILLE COURT CAD NO. 2002 -1
Construction $144,000
Engineering 11,000
District Services 6,570
TOTAL 161 7
2/11/03 Page 11 of 11
U:\ CAD \CamilleCour \PubHear.PP.doc
Camille Court CAD 2002 -1
Alamo
• Meets CAD Formation Criteria
1 . Benefits at least 5 properties
2. At least 60% developed properties
3. No more than 2 dwellings / property
• 14 participants; 5 non - participants
• 980 feet of 8 -inch sewer; 4 manholes
• Estimated cost - $ 161,570
• Participant cost - $11,541 upfront
or $1,552 / year
•
•
a■
•
0 POTENTIAL
CAD AREA
EXISTING PLANNED + LIKELY NON - 9E LIKELY PARTICIPANTS
SEWER CAD PARTICIPANTS
SEWER
Central Contra Costa PROPOSED BOUNDARY Exhibit
Sanitary District
CAMILLE COURT
CAD NO. 2002-01 A
' DISTRICT PROJECT NO. 5640
Page 5 of 11
Election Results
Camille Court CAD 2002 -1
Alamo
Approve Assessment - 14 votes
Oppose Assessment - 5 votes
2002 -2003 CAD Budget Status
C.A.D.
Camille Court CAD 2002 -1
(Alamo)
Authorized to Date
Maximum CAD Authorization
Available Budget for other CADs
Authorization
$ 161,570
$ 161,570
$1,000,000
$ 838,430
Pending CAD Projects
C. A. D. Estimated Cost
El Pintado CAD 2002 -8 $ 158,965
(Danville)
Arbor Lane CAD 2002 -4 125,000
(Alamo)
El Alamo CAD 2002 -2 225,000
(Danville)
Wayland Lane CAD 2002 -3 95,000
(Alamo)
La Sonoma CAD 2002 -5 65,000
(Alamo)
Paseo Nogales CAD 2002 -9 145,000
(Alamo)
Via Don Jose CAD 2002 -6 190,000
(Alamo)
Echo Spring CAD 2001 -2 150,000
(Lafayette)
Total $ 1,153,970
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�- Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 20, 2003 No.: 8.a. ENGINEERING
Type of Action: AUTHORIZE AGREEMENT
subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL
ENGINEERING SERVICES AGREEMENT WITH ATS ENGINEERING SERVICES FOR
THE DESIGN OF THE TREATMENT PLANT ELECTRICAL CABLE REPLACEMENT,
DISTRICT PROJECT NO. 7214
Submitted By. Initiating Dept./Div.:
Ba T. Than, Senior Engineer Engineering / Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
Sift W V$
. Than W. Brennan A. Farrell Charles AW Batts,
General Manager
ISSUE: Authorization of the Board of Directors is required for the General Manager to
execute a professional services agreement in an amount greater than $50,000.
RECOMMENDATION: Authorize the General Manager to execute a professional
engineering services agreement with ATS Engineering Services for $90,000 for the
design of the Treatment Plant Electrical Cable Replacement, District Project No. 7214.
FINANCIAL IMPACTS: The cost of design (staff and consultant) of the project will be
approximately $110,000. The estimated project construction cost is $1,000,000.
ALTERNATIVES /CONSIDERATIONS: The project could be deferred with the risk of a
cable failure.
BACKGROUND: The lifeline of the plant electrical system are the feeders from the
main substations to the local area substations. The electrical system throughout the
plant was installed in the mid -1970s and has had substantial upgrades from several
major projects. The existing feeders are aluminum or copper with insulation that is not
rated for wet locations. This insulation is not recommended for installations where
there might be water in the conduits, as is found throughout the plant. In submersed
locations, the insulation has been found to crack and fail catastrophically. Maintenance
inspections have uncovered areas that are candidates for premature failures which
could seriously cripple the plant electrical system. Seventy percent (70 %) of the cable
has been replaced in previous capital improvement projects. There have been two
failures of the electrical cable.
Page 1 of 2
LAPosition Papers \Than \7214 ATS Agreement.doc
POSITION PAPER
Board Meeting Date: February 20, 2003
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL
ENGINEERING SERVICES AGREEMENT WITH ATS ENGINEERING SERVICES FOR
THE DESIGN OF THE TREATMENT PLANT ELECTRICAL CABLE REPLACEMENT,
DISTRICT PROJECT NO. 7214
On November 14, 2002, Requests for Proposals (RFP) for the design of the Treatment
Plant Electrical Cable Replacement project were sent to four qualified electrical
engineering consultant firms: Carollo Engineers, DTN Engineers, Montgomery Watson
Harza, and ATS Engineering Services. The purpose of the RFP is to attain a qualified
consulting team to evaluate and design the replacement for the electrical cable system.
On January 3, 2003, these four firms responded to the RFP. After reviewing proposals
and conducting interview on January 24, 2003, ATS Engineering Services was
selected. This selection was based on their experience with electrical work and their
qualified project personnel. A professional engineering services agreement, with a cost
ceiling of $90,000, has been negotiated with ATS Engineering Services.
The Treatment Plant Electrical Cable Replacement Project is included in the Fiscal
Year 2001 -2002 and 2002 -2003 Capital Improvement Budget on pages TP -112 through
TP -113. The design phase is scheduled for completion in late Spring 2003.
Construction is anticipated to begin in July 2003 and be completed by December 2003.
However, during the course of the design, opportunity for staging over a number of
fiscal years will be explored, if necessary, due to budgetary constraints.
Staff has concluded that this project is exempt from the California Environmental
Quality Act (CEQA) under District CEQA Guidelines Section 15301, since it involves a
minor alteration to an existing sewage facility with no increase in capacity. Approval of
this project establishes the Board of Directors' independent finding that this project is
exempt from CEQA.
RECOMMENDED BOARD ACTION: Authorize
professional engineering services agreement, wit h
Engineering Services for the design of the
Replacement, District Project No. 7214.
L: \Position Papers \Than \7214 ATS Agreement.doc
the General Manager to execute a
a cost ceiling of $90,000, with ATS
Treatment Plant Electrical Cable
Page 2 of 2
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 20, 2003 No.: 8.b. ENGINEERING
Type of Action: APPROVE PROJECT
subject. APPROVE PHASE 4 OF THE LAFAYETTE SEWER RENOVATION
PROJECT, DISTRICT PROJECT 5166 FOR CEQA/PERMITTING PURPOSES
Submitted By: Initiating Dept✓Div.:
Tom Godsey, Associate Engineer Engineering, Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
!9= t'l A4) �Ajz Mir
T. Godsey . Pilecki W. Brennan (► A. Farrell Charles . Batts,
►lhl�, Genera tanager
ISSUE: Board approval of the Lafayette Sewer Renovation Project, Phase 4, District
Project 5166, is required prior to the filing of a Notice of Exception under the District's
California Environmental Quality Act (CEQA) Guidelines.
RECOMMENDATION: Approve the Lafayette Sewer Renovation Project, Phase 4,
District Project 5166.
FINANCIAL IMPACTS: The total project cost is anticipated to be $1,500,000; however,
this position paper only approves the project for CEQA/Permitting and does not award a
construction contract.
ALTERNATIVES /CONSIDERATIONS: The Board of Directors may delay or decline to
approve the project. If these renovations are not constructed, the condition of these
sewers will continue to decline and may result in multiple maintenance issues.
BACKGROUND: The District's 1,500 miles of collection sewers has pipe segments
that range in age from new to over 100 years old. Some of these pipe segments are at
the end of their useful life. This is evidenced by high maintenance costs and increases
in call -outs by Collection System Operations Division (CSOD). Over 300 miles of small
diameter sewers were constructed more than 40 years ago throughout the District, and
the majority of sewers within the City of Lafayette fall into this category.
The District implemented the sewer renovation program in 1991. Since that time an
annual allowance for this program has been included in the Capital Improvement
Budget and Plan. This program is an ongoing series of projects. Candidate sewer line
segments are identified, evaluated, and placed on a priority list for replacement and /or
renovation. The Lafayette Sewer Renovation Project will renovate or replace the most
critical line segments identified in the City of Lafayette.
k Design \Position Papers\2003 \DP5166.doc Page 1 of 3
POSITION PAPER
Board Meeting Date: February 20, 2003
sub /ect: APPROVE PHASE 4 OF THE LAFAYETTE SEWER RENOVATION
PROJECT, DISTRICT PROJECT 5166 FOR CEQA/PERMITTING PURPOSES
The Lafayette Sewer Renovation, Phase 4, project will reconstruct the sewers in
seventeen (17) sites, of which, there are nine (9) easement sites. A total of 11,800
linear feet of 6- to 10 -inch sewers are to be replaced /rehabilitated with 6,300 LF in
streets and 4,800 LF in easements (see Attachment 1 for map). This project is similar to
the previous Lafayette Sewer Renovation Project Phases 3 in that there is a high
percentage of sewer easement work that will involve close cooperation with customers
for site access and restoration. The plans and specifications for this project will be
prepared by District staff.
Approval of a project and direction to file a Notice of Exemption is normally considered
by the Board at the time of award of a Construction Contract. New permitting
requirements from agencies such as Fish and Game, BART, and Caltrans require that
completed CEQA documentation be submitted with the permit application. Since this
permit application process can be time consuming, Board approval of the project and
direction to file a Notice of Exemption is needed at this time.
The improvements to the Lafayette sewers are included in the fiscal year 2002 -2003
Capital Improvement Budget (CIB) on pages CS -12 through CS -15. Staff has
conducted a cash flow analysis of the Sewer Construction Fund and concluded that
adequate funds are available for this project.
Staff has concluded that this project is exempt from the California Environmental
Quality Act (CEQA) under District CEQA Guidelines, Section 15301, since it involves
only alterations of existing facilities with negligible or no expansion of capacity.
Authorization of this project will establish the Board of Directors' independent finding
that the project is exempt from CEQA.
RECOMMENDED BOARD ACTION: Approve the Lafayette Sewer Renovation
Project, District Project 5661, and direct staff to file a Notice of Exemption with the
Contra Costa County Clerk.
Page 2 of 3
I: \Design \Position Papers\2003 \DP5166.doc
Y Central Contra Costa Attachment
Sanitary District LAFAYETTE SEWER RENOVATION
PHASE 4
a 1
' CCCSD JOB NO. 5661
Page 3 of 3
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 20, 2003 No.: 11.a. BUDGET AND FINANCE
Type of Action: Appoint District Auditor
subject APPOINT THE DISTRICT'S INDEPENDENT AUDITOR TO PERFORM THE
EXAMINATION OF THE FINANCIAL STATEMENTS FOR FISCAL YEARS 2002 -03
THROUGH 2005 -06 WITH THE OPTION OF A ONE YEAR EXTENSION.
Submitted By: Initiating Dept. /Div.:
Debbie Ratcliff, Controller Administrative /Finance & Accounting
REVIEWED AND RECOMMENDED FOR BOARD ACTION.,
D. Ratcliff R. us aves /_ harles Batts,
f'� General Manager
ISSUE: It would be appropriate for the Board of Directors to appoint the District's
independent auditor to perform the examination of the financial statements for fiscal
years 2002 -03 through 2005 -06 with the option of a one year extension.
RECOMMENDATION: Appoint Vavrinek, Trine, Day & Co., Certified Public
Accountants, as the District's independent auditor for fiscal years 2002 -03 through
2005 -06 with the option of a one year extension, as recommended by the selection
committee.
FINANCIAL IMPACTS: The audit fee for Hood and Strong for fiscal year 2001 -02 was
$37,500. Additional fees were charged for work requested by the District which was
outside the scope of the audit. Vavrinek, Trine, Day & Co. has proposed a fee of
$25,000 for fiscal year 2002 -03. This is a $12,500 savings for auditing services the first
year.
ALTERNATIVES /CONSIDERATIONS: The firm of Hood & Strong could be extended
another year, although this is not recommended.
BACKGROUND: The Board of Directors has followed the practice of rotating the
District's auditor after four or five successive annual audits. Hood & Strong however,
served as the District's auditor for the last seven fiscal years, 1995 -96 through 2001 -02,
due to their excellent performance. The selection of a successor auditing firm was
&\ADMIMRATCLIFRAppoint Auditor Position Paper.doc Page 1 of 2
POSITION PAPER
Board Meeting Date: February 20, 2003
subiect: APPOINT THE DISTRICT'S INDEPENDENT AUDITOR TO PERFORM THE
EXAMINATION OF THE FINANCIAL STATEMENTS FOR FISCAL YEARS 2002 -03
THROUGH 2005 -06 WITH THE OPTION OF A ONE YEAR EXTENSION.
enhanced by the involvement of the Board Budget and Finance Committee, with the
selected firm being recommended to the Board of Directors for appointment.
Requests for proposals were sent to seventeen public accounting firms. The following
four firms submitted proposals:
Vavrinek, Trine, Day & Co. -- Pleasanton, CA
Odenberg, Ullakko, Muranishi & Co. -- San Francisco, CA
Charles Z. Fedak & Co. -- Cypress, CA
Macias, Gini & Co. -- Walnut Creek, CA
The four proposals were reviewed by a selection committee composed of Board Budget
and Finance Committee Members Gerald Lucey and Jim Nejedly, assisted by Randall
Musgraves and Debbie Ratcliff. Client references were contacted by District staff.
Representatives of the four firms were interviewed by the selection committee on
February 4, 2003. After considering the results of the interview, the written proposals,
and client references, the firm of Vavrinek, Trine, Day & Co. was selected for
recommendation to the full Board of Directors.
RECOMMENDED BOARD ACTION: Appoint Vavrinek, Trine, Day & Co., Certified
Public Accountants, as the District's independent auditor for fiscal years 2002 -03
through 2005 -06, with the option of a one year extension.
Page 2 of 2
&\ADMIN RATCLIFRAppoint Auditor Position Paper.doc