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HomeMy WebLinkAbout4/17/2003 AGENDA BACKUPCentral Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 17, 2003 No.: 3.a. CONSENT CALENDAR Type of Action: Accept Grant of Easement subject: ACCEPT A GRANT OF EASEMENT FROM CHARLES T. GREEN AND ROSALIND M. GREEN FOR THE SAN RAMON FORCE MAIN PROJECT, DP 5554 Submitted By: Ricardo Hernandez, Initiating DeptJDiv.: Engineering /Environmental Engineering Assistant Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: R ernandez H. Thom Swanson A. Farrell harles *Mage� Genera ISSUE: Easements must be accepted by the Board of Directors by resolution. RECOMMENDATION: Accept the Grant of Easement from Mr. and Mrs. Green. FINANCIAL IMPACTS: Compensation in the amount of $4,100 has been paid to the property owners. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: This is a post construction easement that is being acquired after construction of the pipeline. The subject pipeline crossed the flood control channel behind the San Ramon Pumping Station at an angle (map attached). Although the pipeline is entirely within the flood control channel, the underlying land is owned by the owners of the residential property to the north and adjacent to the pumping station. The channel is operated and maintained by the City of San Ramon via a drainage easement from the same owners. The City issued an encroachment permit to the District for installation of the pipeline. An agreement was reached with the owners for the subject easement at the amount indicated above. RECOMMENDED BOARD ACTION: Adopt a resolution accepting the Grant of Easement from Charles T. Green and Rosalind M. Green, and authorizing staff to record the Grant of Easement with the Contra Costa County Recorder. U: \Position Papers \Hernandez R \Green.ppr.doc 4/10/03 8:15 AM Page 1 of 2 Page 2of2 Central Contra Costa Sark.,Lary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 17, 2003 No.: 3.b. CONSENT CALENDAR Type of Action: INFORMATIONAL subject: ADVISE THE BOARD OF THE CLOSE OUT OF THE TREATMENT PLANT SEISMIC UPGRADE PROJECT (DP 7144) Submitted By: Initiating DeptJDiv.: Munawar Husain, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: IA- M. Husain B. Than rennan . Far II *Genreral . t s, M ager I SSUE: All Work has been completed on the Treatment Plant Seismic Upgrade Project (DP 7144) and this project can now be closed out. RECOMMENDATION: Closeout the project. FINANCIAL IMPACTS: This close out will result in $1,100,000 being returned to the Treatment Plant Program. Attachment 1 shows the project expenditures by category. ALTERNATIVES /CONSIDERATIONS: Not applicable. BACKGROUND: Improvements completed under this project included the strengthening of the internal divider walls in the aeration tanks, structural upgrade of clarifier feedwell rings, and the addition of pressure relief doors. Structural restraints were provided to various facilities throughout the treatment plant, including piping systems, overhead crane rails, raised computer floors in control rooms, fuel and chemical tanks, centrifuges, boilers, motor control centers and electric conduits and duct banks. Another major component of this project was the upgrade made to the electrical distribution system. This allows switching to alternate sources of power (onsite standby or cogeneration power) if the PG &E system is damaged. A new electrical switchgear building was built to house some of the new electrical equipment. Kaweah Construction Company commenced work on January 6, 1999. All contract work was completed and accepted by the Board on October 4, 2001. The original construction contract amount was $5,514,484. There were forty (40) construction change orders issued in the total amount of $225,345, resulting in a total amount of $5,739,829 paid to the construction contractor Kaweah Construction Company. LAPosition Papers \HUSAIN \7144 Closeout.doc Page 1 of 3 POSITION PAPER Board Meeting Date: April 17, 2003 subject: ADVISE THE BOARD OF THE CLOSE OUT OF THE TREATMENT PLANT SEISMIC UPGRADE PROJECT (DP 7144) The total authorized budget for the project was $8,917,000, which included a contingency of $992,516. The total project cost was $7,817,000, which is approximately 12.3 percent less than the budgeted amount. The project close out will result in $1,100,000 being returned to the Treatment Plant Program. RECOMMENDED BOARD ACTION: This item is presented to the Board of Directors for information. No action is necessary. LAPosition Papers \HUSAIN \7144 Closeout.doc Page 2 of 3 ATTACHMENT 1 EXPENDITURE SUMMARY TREATMENT PLANT SEISMIC UPGRADE PROJECT DISTRICT PROJECT 7144 ACTIVITY COST Total Budget $ 8,917,000 Construction Contracts $ 5,514,484 Change Orders $ 225,345 Change Orders % of Construction 4% Total Construction Amount $ 5,739,829 Engineering, Design, Construction Management, Administration $ 1,546,446 Engineering, Design, CM, Admin. - % of Construction 27% TOTAL PROJECT EXPENDITURES $ 7,817,000 TOTAL RETURN TO TREATMENT PLANT PROGRAM $ 1,100,000 LAPosition Papers \HUSAIN \7144 Closeout.doc Page 3 of 3 Central Contra Costa Say ,,tary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 17, 2003 No.: 3.c. CONSENT CALENDAR Type of Action: ESTABLISH A HEARING DATE Subject: SET MAY 22, 2003 AS THE DATE FOR A PUBLIC HEARING TO CONSIDER AN ORDINANCE TO AMEND CHAPTER 6.30 OF THE DISTRICT CODE, SCHEDULE OF ENVIRONMENTAL AND DEVELOPMENT - RELATED RATES AND CHARGES Submitted By: Russell B. Leavitt, Initiating Dept /Div.: Management Analyst Engineering /Environmental Services REVIEWED AND RECOMMEND D FOR BOARD ACTION: R. Leavitt . Swanson A. FaIT911 ISSUE: A public hearing is needed to revise the District Code. RECOMMENDATION: Establish May 22, 2003 as the hearing date. FINANCIAL IMPACTS: None ALTERNATIVES /CONSIDERATIONS: Not applicable. Charles VVvatts,f General Manage BACKGROUND: Chapter 6.30 of the District Code contains a schedule of fees for environmental and development - related services and charges. These fees and charges periodically are reviewed and revised to reflect the anticipated cost of providing services. The fees and charges reviewed this year involved the following services: • Development and Plan Review • Construction Inspection • Collection System Operations Activities • Right -of -Way • Source Control In keeping with past practice, the public will be provided an opportunity to comment on the proposed changes at the hearing, the date for which is the subject of this position paper. RECOMMENDED BOARD ACTION: Set May 22, 2003 as the date for a public hearing to consider an ordinance to amend Chapter 6.30 of the District Code, Schedule of Environmental and Development - Related Rates and Charges. U: \Position Papers \Leavitt\Title6 Fees &Charges.doc 4/10/03 9:08 AM Page 1 of 1 Central Contra Costa Sar,,,ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 17, 2003 No.: 4.a. HEARINGS Type of Action: CONDUCT A PUBLIC HEARING Subject: CONDUCT A PUBLIC HEARING TO RECEIVE COMMENTS ON A PROPOSED ORDINANCE TO AMEND DISTRICT CODE SECTION 6.20.300 SCHEDULE OF REIMBURSEMENT FEES TO ESTABLISH A REIMBURSEMENT FEE APPLICABLE TO PROPERTY WHICH COULD CONNECT TO PROJECT 5515 SEWERS (FINLEY LANE, ALAMO) Submitted By: Initiating Dept /Div.: Jarred Miyamoto - Mills, Principal Engineer Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: y J. Miyamoto -Mills C. Swanson A. arrell General ISSUE: When a reimbursement fee is proposed for a property, which could directly connect to a "standard facility," the District Code requires that a public hearing be held prior to the Board of Directors' consideration of the fee for adoption. RECOMMENDATION: Conduct a public hearing to receive comments on the proposed ordinance to amend District Code Section 6.20.300 Schedule of Reimbursement Fees to establish a reimbursement fee applicable to property which could directly connect to Project 5515 sewers. Adopt the ordinance. FINANCIAL IMPACTS: An administrative charge to recover District costs is paid by the installer for each fee collection transaction. ALTERNATIVES /CONSIDERATIONS: Not applicable. BACKGROUND: Project sewers listed in the subject are "standard facilities," as defined in the District Code. Mr. Ken Harvey, 1411 Finley Lane, was the installer of these facilities. To fairly and equitably distribute the cost for these facilities, the District Code provides for the installer to be reimbursed for the proportion of cost allocable to other properties which connect to the sewers within 20 years of project acceptance by the District. Staff has drafted a proposed ordinance (Attachment 1) to establish a reimbursement fee for properties which connect to this project's sewers. Exhibit A of Attachment 1 shows the location of the project and the boundaries of properties, which could directly connect, to the project's sewers. The proposed reimbursement fee will be collected from property owners within the boundary of this area, if and when they connect their property to the sewer system. The collected fee will be held in a separate account, and disbursed to the installer of the project. U: \Position Papers \Miyamoto - Mills \PubHear -Reimb Fees PPR.doc 4/10/03 8:26 AM Page 1 of 7 POSITION PAPER Board Meeting Date: April 17, 2003 subject: CONDUCT A PUBLIC HEARING TO RECEIVE COMMENTS ON A PROPOSED ORDINANCE TO AMEND DISTRICT CODE SECTION 6.20.300 SCHEDULE OF REIMBURSEMENT FEES TO ESTABLISH A REIMBURSEMENT FEE APPLICABLE TO PROPERTY WHICH COULD CONNECT TO PROJECT 5515 SEWERS (FINLEY LANE, ALAMO) The calculation of the proposed reimbursement fee is summarized in Exhibit B of Attachment 1. This fee would be charged in addition to Capacity Fees (now $3,360 per Residential Unit Equivalent) and other District charges, such as those for permits, inspection and sewer service. The District Code requires that reimbursement fees be adjusted at least annually to account for the increase or decrease in value of the facilities due to inflation and depreciation. These fees may also be adjusted to account for differences between estimated and actual costs, and increases or decreases in the number of connections, which may connect to the facilities. However, once a particular property has connected to the public sewer, and the fees have been paid, the District will not collect any additional reimbursement fees for that connection, nor refund any excess reimbursement fees which might otherwise be occasioned by these adjustments. Appropriate notices have been posted, and published in the Contra Costa Times. In addition, individual letter notices were mailed to the owners of all affected properties, as required by the District Code. RECOMMENDED BOARD ACTION: Conduct a public hearing to receive comments on the proposed ordinance to amend District Code Section 6.20.300 Schedule of Reimbursement Fees to establish a reimbursement fee applicable to property which could directly connect to Project 5515 sewers. Adopt the ordinance. WPosition Papers \Miyamoto - Mills \PubHear -Reimb Fees PPR.doc 4/10/03 8:26 AM Page 2 of 7 ATTACHMENT 1 ORDINANCE NO. AN ORDINANCE TO AMEND DISTRICT CODE SECTION 6.20.300 SCHEDULE OF REIMBURSEMENT FEES TO ESTABLISH A REIMBURSEMENT FEE APPLICABLE TO PROPERTY WHICH COULD DIRECTLY CONNECT TO PROJECT 5515 SEWERS (FINLEY LANE, ALAMO) WHEREAS, the Central Contra Costa Sanitary District (District) Code Chapter 6.20 provides for reimbursement to installers of standard and special facilities from fees charged property owners when they apply to connect their property to the public sewer system; and WHEREAS, District Code Chapter 6.20 provides for the establishment of reimbursement accounts for constructed standard and special facilities; and WHEREAS, Project 5515 sewers, the location of which are shown on Exhibit A of this Ordinance, incorporated in full herein by this reference, are standard facilities as defined in District Code Chapter 6.20; and WHEREAS, a reimbursement fee has been calculated by the method specified in District Code Chapter 6.20, which calculation is summarized in Exhibit B of this Ordinance, incorporated in full herein by this reference; and WHEREAS, a properly noticed public hearing to receive comments on the proposed reimbursement fee was conducted at the Board of Directors' regularly scheduled meeting on April 17, 2003. NOW, THEREFORE, the Board of Directors of the Central Contra Costa Sanitary District does ordain as follows: WPosition PapersWiyamoto- MillsWttachment I PubHear Reimb Fees.doc April 10, 2003 Page 3 of 7 An Ordinance To Amend District Code Section 6.20.300 Schedule Of Reimbursement Fees To Establish A Reimbursement Fee Applicable To Property Which Could Directly Connect To District Project 5515 Finley Lane Sewers Section 1 A reimbursement fee applicable to properties which connect directly to Project 5515 sewers designated on Exhibit A is hereby established. Said reimbursement fee, which shall be consecutively added to District Code Section 6.20.300 Schedule of Reimbursement Fees, has been calculated in the manner set forth in District Code Chapter 6.20 and shown in Exhibit B of this ordinance. The reimbursement fee for properties which directly connect to Project 5515 shall be as follows: District Description of Facility Allowable Number Reimbursement Project Actual or of Fee Number Estimated Cost RUEs 5515 Finley Lane, Alamo $89,386.34 9 $9,931.82 Section 2 The reimbursement fee set forth herein shall be administered, adjusted and collected according to the provisions of District Code Chapter 6.20. Section 3 Exhibits A and B hereto shall not be incorporated into the District Code; however, copies of same shall be maintained in the District offices and made available for inspection during the periods where the subject reimbursement fee is in effect. Section 4 This ordinance shall be a general regulation of the District and shall be published once in the Contra Costa Times, a newspaper of general circulation within the District, and shall be effective on the eighth calendar day following such publication. UAPosition Papers \Miyamoto- MiIIs\Attachment I PubHear Reimb Fees.doc Page 4 of 7 An Ordinance To Amend District Code Section 6.20.300 Schedule Of Reimbursement Fees To Establish A Reimbursement Fee Applicable To Property Which Could Directly Connect To District Project 5515 Finley Lane Sewers PASSED AND ADOPTED by the Board of Directors of the Central Contra Sanitary District on the 17th day of April 2003, by the following vote: AYES: Members: NOES: Members: ABSENT: Members: ABSTAIN: Members: President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTER SIGNED: Secretary of the District, Central Contra Costa Sanitary District, County of Contra Costa, State of California APPROVED AS TO FORM: Kenton L. Alm, Counsel for the District Page 5of7 UAPosition Pape rs \Miyamoto- Mills\A tachment I PubHear Reimb Fees.doc LEGEND: 0 MANHOLE EXISTING SEWER LINE REIMBURSEMENT 8"-5260 SEWER LINE, PIPE SIZE, JOB NUMBER REIMBURSEMENT AREA BOUNDARY Central Contra Costa Sanitary District LOCATION MAP N.T.S. BOUNDARY MAP - PROJECT 5515 FINLEY LN, ALAMO, CA X N 0 40 80 120 FEET Paqe 6 of 7 EXHIBIT B Reimbursement Fee Calculation Project 5515 Finley Lane, Alamo Standard Facility Reimbursement Cost Construction $79,197.00 Engineering 7,460.00 District Fees 2.729.34 $89,386.34 Number of Potential Connections to Standard Facility 9 Residential Unit Equivalents (RUE) Standard Facility Reimbursement per RUE $89,386.34 / 9 RUE _ $9,931.82 / RUE Properties to which Standard Facility Reimbursement Fee may apply Street Address Assessor Parcel Number Number of RUE per Parcel Installer Waive Fee Potential Fee 1411 Finley Ln 192 - 030 -045 Two X 1420 Finley Ln 192 - 030 -021 One X 1427 Finley Ln 192 - 030 -056 One X 1430 Finley Ln 192 - 030 -022 One X 1435 Finley Ln 192- 030 -055 One X 1440 Finley Ln 192 - 030 -023 One X 1449 Finley Ln 192 - 030 -054 One X 1450 Finley Ln 192 - 030 -024 One X Page 7of7 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 17, 2003 No.: 4.b. HEARINGS Type of Action: CONTINUE HEARING DATE Subject: CONTINUE THE PUBLIC HEARING TO CONSIDER THE ESTABLISHMENT OF THE ARBOR LANE CONTRACTUAL ASSESSMENT DISTRICT NO. 2002 -4 UNTIL MAY 8, 2003 Submitted By: Russell B. Leavitt, Management Analyst Initiating Dept /Div.: Engineering /Environmental Services REVIEWED AND RECOMMEND 7R BOARD ACTION: (&�— pll�� - — R. Leavitt C. Swanson A. Farrell General ISSUE: A public hearing is required to establish the Arbor Lane Contractual `' Assessment District (CAD) No. 2002 -4 in Alamo. 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. The Board scheduled the public hearing for March 20, 2003, and continued it until April 17, 2003. Due to a continuing design problem, the hearing needs to be continued to May 8, 2003. RECOMMENDATION: Continue the 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 until May 8, 2003. FINANCIAL IMPACTS: None ALTERNATIVES /CONSIDERATIONS: Not applicable BACKGROUND: The Board scheduled the public hearing for the Arbor Lane CAD No. 2002 -4 for March 20, 2003. Since scheduling the hearing, a design problem related to the sewer alignment has arose which could affect the cost of the project. On March 20, 2003, the Board continued the hearing until April 17, 2003. To allow additional time to resolve the design issue, the public hearing needs to be continued to a later date. r RECOMMENDED BOARD ACTION: Continue the 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 until May 8, 2003. T: \Planning \Leavitt \CADS\Arbor Lane \Continue Hearing Date.doc 4/9/03 2:10 PM Page 1 of 1 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS Board Meeting Date: April 17, 2003 Type of Action: AUTHORIZE AWARD POSITION PAPER No.: 6.a. BIDS AND AWARDS subject: AUTHORIZE AWARD OF CONTRACT FOR TELEVISION INSPECTION OF SANITARY SEWERS TO ROTO- ROOTER FOR THE TV INSPECTION PROGRAM PROJECT, DISTRICT PROJECT 5547- PHASE 2 Submitted By: Initiating Dept. /Div.: Tom Godsey, Associate Engineer Engineering Department /Capital Projects Division REVIEWED AND RECOMMENDED FOR BOARD ACTION. T. Godsey ilecki W. Brennan A. Farrell 76harles �V. General MI, ISSUE: On April 7, 2003, sealed bids were received and opened for a contract fc r the Television Inspection of Sanitary Sewers Project, District Project 5547- Phase 2. The Board of Directors must authorize award of the contract or reject bids within 50 days of bid opening. RECOMMENDATION: Authorize award of a television inspection contract. FINANCIAL IMPACTS: Approximately $356,270, including contingency and inspection management. Due to favorable unit pricing obtained in this bid, it may benefit the District to do additional TV inspection footage under this contract. ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended. BACKGROUND: This is the second year and second contract of the TV Inspection Program. In the first year of the program, 350,000 ft. of sewer pipes were TV inspected and the video data recorded to VHS tape and into a TV Inspection Log system. The program has discovered approximately 2 sewer stoppages, 6 spot repairs, 6 sewer cleaning schedule adjustments, and many structure repairs/ adjustments as part of the inspection. The pipe segment conditions have been incorporated into sewer renovation capital planning. The purpose to the TV Inspection Program is to inspect all existing sewers and develop a comprehensive assessment of the District's collection system. The TV Inspection Program will be a large scale, multi year effort to CCTV inspect the entire CCCSD collection system. A publicly bid CCTV inspection contract utilizing digital imaging and database software will be awarded each year. The contractor's data will be integrated 4/9/03 I: \Design \Position Papers \2003 \Award5547.wpd Page 1 of 4 M POSITION PAPER Board Meeting Date: April 17, 2003 subject: AUTHORIZE AWARD OF CONTRACT FOR TELEVISION INSPECTION OF SANITARY SEWERS TO ROTO- ROOTER FOR THE TV INSPECTION PROGRAM PROJECT, DISTRICT PROJECT 5547- PHASE 2 with existing CCTV inspection data. This second year of the program will complete the inspection of the Orinda area sewers. Six sealed bids were received and publicly opened on April 7, 2003. A summary of bids received is shown in Attachment 1. Capital Projects Division staff conducted a technical and commercial review of the bids and determined that the bid submitted by Roto- Rooter is the lowest responsible bid. The District will administer the television inspection contract and provide inspection and CCTV inspection data review. This project is included in the fiscal year 2002- 2003 Capital Improvement Budget (CIB) under the Collection System Renovation Program described on page CS -12 and CS -26. The funds required to complete this project, as shown in Attachment 2, are $356,270. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15262, since it will provide information for design of sewer improvements and will not have a legally binding effect on later activities. Authorization of the award of the contract will establish the Board of Directors' independent finding that the project is exempt from CEQA. RECOMMENDED BOARD ACTION: Authorize the award of a service contract in the amount of $336,270 for completion of the Television Inspection of Sanitary Sewers Project, DP 5547, Phase 2, to Roto- Rooter, the lowest responsible bidder. 4/10/03 [ADesign \Position Papers \2003 \Award5547.wpd Page 2 of 4 ATTACHMENT 1 Central Contra Costa Sanitary District SUMMARY OF BIDS LOCATION District Service Area ENGR. EST. $ 450,000 No. BIDDER BID PRICE (Name, telephone & address) 1 CalSierra Construction $ 402,650 Attn: Marco Lucich 5904 Van Alstine Avenue Carmichael, CA 95608 2 Down Stream Services, Inc. $ 427,000 Attn: John Henneman 2855 Progress Place Escondido, CA 92029 3 Pacific Liner $ 684,700 Attn: Juanita Thorsen 70 Union Way Vacaville, CA 94587 4 JCC Inc. $ 490,350 Attn: Ken Jones 3100 Dutton, Suite 154 -F Santa Rosa, CA 95407 5 National Plant Services $ 535,970 Attn: David Mordick 1933 Republic Avenue San Leandro, CA 94577 6 Roto - Rooter $ 336,270 Attn: Larry Fitch 195 Mason Circle Concord, CA 94520 BIDS OPENED BY Joyce Murphy DATE April 8. 2003 SHEET NO. 1 OF 1 Page 3 of 4 I: \Design \District Projects \5547 \Summaryof Bids. wpd ATTACHMENT 2 TELEVISION INSPECTION OF SANITARY SEWERS DISTRICT PROJECT NO. X5547- PHASE 2 ITEM DESCRIPTION TOTAL PERCENT OF ESTIMATED CONTRACT COST 1 Contract Cost $336,270 Contract Subtotal $336,270 2 Contract Administration /Inspection $25,000 7.4% 3 Prebid Expenditures $20,000 5.9% 4 Total Project Cost $381,270 13.3% 5 Funds Allocated to Date $25,000 6 Allocation Required to Complete Project $356,270 Page 4 of 4 I AC Ld-Vj Cn --L -4 C) W 0 Cl) 0 IX 0 2 0 90 =r CD MMI CD (♦ CD O 3 w 0 C: cn CD O 3 w tf",Ml� 0 0 0 CD 0 !y` CD m V on .0. CD 0 r--f- CD 19 O A n 0 CD CD �1 CD QL N CD CCDD cc 3 CD cn O O n O o' E CD �1 CD 0. 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"-< CD CD O cn cn =r CD cn CD CD 3 CD C: CD 0- cn ;hb MO% cn 0 CD I U) Q. 0 TELEVISION INSPECTION RATING SCHEDULE DEFECT CLASSIFICATION TORI F CLASS CODE DIVISION CODE TYPE CODE DESCRIPTION ADDITIONAL DESCRIPTION RATING A: L Lateral LATERAL T Tapped -in TYPE P Protruding L Light Minor 15 M Medium Difficult to pass 100 S Severe Flow restriction or impossible to pass 300 B: P Pipe Barrel C Cracked R Radial 50 STRUCTURAL B Broken S Spiral 100 M Multiple 300 L Longitudinal 500 H Holes; Brks Small piece missing 100 F Fractured Pipe broken, not significantly deformed 100 D Deformed Pipe is out of round 500 L Collapsed Pipe is caved in, cannot pass 1000 M Missing Wall sections missing - cavities 2000 J Joint O Open L Light Less than pipe wall thickness 20 F Offset M Medium Greater than pipe wall thickness 100 S Severe Difficult or impossible to pass 500 C Cracked R Radial 25 B Broken S Spiral 100 M Multiple 100 L Longitudinal 100 C: R Roots C Lat. Conn. L Light Any observance, flow is undisturbed 25 CONDITION J At Joint M Medium Alters or distorts normal flow 250 P In Pipeline S Severe Difficult or impossible to pass 400 D Debris S Sediment L Light Any observance, flow is undisturbed 10 G Grease M Medium Alters or distorts normal flow 50 L Scaling S Severe Difficult or impossible to pass 200 O Other Describe "Other" in comments A Alignment H Horizontal L Light Any observance, flow is undisturbed 10 M Medium Alters or distorts normal flow 200 S Severe Difficult or impossible to pass 500 S Sag L Light Flow below bottom of lens, depth 10 increase less than 10% of pipe diameter M Medium Flow level below top of lens, depth 100 increase from 10% to 25 % of pipe diameter S Severe Camera is underwater or depth increase 250 greater than 25% of pipe diameter I Infiltration C Lat. Conn. K Marks /Stains Evidence of Infiltration 15 J At Joint L Light Water seeps into line 50 P In Pipeline M Medium Water drips in line 100 S Severe Water runs or spouts into line 250 C Corrosion C Lat. Conn. L Light Surface is visibly rough 15 P In Pipeline M Medium Aggregate is clearly exposed 50 S Severe Rebar exposed or gone 250 E Soil Exposed Native soil is visible and holes 500 CONTINUOUS S Start Starting Station of defect DEFECT F Finish Finish Station of defect MISC. ST /FT Start Finish Televising AS Abandon Survey SR /FR Start/Finish Reverse Setup PT Photo Taken VO /VC Viewing Obstructed /Cleared MH Manhole PR Pressure Relief CU /CR Camera Underwater /Re- emerges DC Drop Connection PC Pipe Change Describe chan a in comments wj Av. X 0 CD U) 0 V-01 rFmq- l< 0 0 0 n CL VJ 0 cr (n C/) (n CD (n (n B CD I 0 (n c CD U) C/) CD CD 0 0 0 (n CD rf CD CD CD CL U) -m- 0 h cn CD CD Oil 0 CD 0 cn CD 0 0 :3 QL 0 0 =3 CD 0 0 r-f- 0 "WI C/) O Ld-%j 0 0-0 M 0 C: C: X < CD < CD (D 3 = (n (D �- "� cn cn U) =37 (n U) CD w CE) CD CD CD --h r-4a CD CD C. CD CD CD C7 cn cy, < a:) 0 al CD -0 C C CL CD D 0 0 cr < r4- 0 �o _. C —• � D 0 CD CL CD 0 U) -h _� 0 0 _u (n CD m 0 CD (n h x CD r-f- m CD 0 CL -4 C) Ldl cn 0 .2 1 s. Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 17, 2003 No.: 6.b. BIDS AND AWARDS Type of Action: AUTHORIZE AWARD Subject: AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO AMERICAN CONSTRUCTION & SUPPLY, INC., FOR THE CATHODIC PROTECTION IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 6141A Submitted By: Craig Mizutani Initiating Dept /Div.: Associate Engineer Operations / Plant Operations REVIEWED AND RECOMMENDED FOR BOARD ACTION. i 4C. J. Kel General ISSUE: On April 4, 2003, sealed bids were received and opened for the Cathodic Protection Improvements Project, District Project (DP) 6141A. The Board of Directors must authorize award of the contract or reject bids within 50 days of the bid opening. RECOMMENDATION: Authorize award of a construction contract to American Construction and Supply Company, Inc. FINANCIAL IMPACTS: Approximately $112,000 including bid price, contingency, and construction management. ALTERNATIVES /CONSIDERATIONS: Reject all bids. BACKGROUND: The sites for the annual refurbishment of the District's cathodic protection system this year are at the treatment plant, Fairview Pumping Station, Maltby Pumping Station, and the recycled water line along the Pleasant Hill Relief Interceptor pipeline (see Attachment 1). The design of the Cathodic Protection Improvements Project was done by V & A Consulting Engineers, Inc. (V & A). Project elements were identified in surveys of the cathodic protection system prepared by V & A. The engineer's estimate for construction cost for this project is $100,000. The project was advertised on March 7 and 14, 2003. Three (3) bids, ranging from $71,735 to $104,860, were received and publicly opened on April 4, 2003. A summary of these bids is shown in Attachment 2. Staff conducted a technical and commercial evaluation of these bids, and has determined that American Construction & Supply Company, Inc., is the lowest responsible bidder with a bid amount of $71,735. Construction management and construction contract administration will be performed by District staff. Staff recommends retaining V & A to provide construction support services during construction of this project because V & A and staff prepared the plans and S:\ Correspondence \POSPAPR\2003 \DP6141A.doc Page 1 of 5 POSITION PAPER Board Meeting Date: April 17, 2003 suviect: AUTHORIZE AWARD OF A CONSTRUCTION CONTRACT TO AMERICAN CONSTRUCTION & SUPPLY, INC., FOR THE CATHODIC PROTECTION IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 6141A specifications. Construction support services include reviewing shop drawings and submittals, responding to design questions, evaluating change order requests, and performing periodic site visits to verify compliance with the design intent. The allocation of funds required to complete this project, as shown in Attachment 3, is $170,000. The Cathodic Protection Improvements Project is included in the Fiscal Year 2002 -2003 Capital Improvements Budget on pages TP -99 through TP -100. Staff has determined that there are adequate funds in the Capital Improvement Budget and Plan for the 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 minor alterations to an existing public facility, with no increase in capacity. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. RECOMMENDED BOARD ACTION: Authorize award of a construction contract in the amount of $71,735 for the Cathodic Protection Improvements Project, DP 6141A, to American Construction & Supply Inc., the lowest responsible bidder, for the Cathodic Protection Improvements Project, DP No 6141A. S:\ Correspondence \POSPAPR\2003 \DP6141A.doc Page 2 of 5 WATER I A FAIRVIEW P.S. PACHECO 0 a: MARTINEZ �� �,o 9F w Q 0 J J W 0 M �o RP so -N- �o 0 1500 3000 FEET MALTBY P.S. e\ o TREATMENT PLANT 4 P.H. RELIEF INTERCEPTOR AVE CHILPANCINGO PKWY CONCORD co ASE Page 3 of 5 Q 9` O� 242 PLEASANT HILL BLVD u 9 Q o P�v � Central Contra Costa CATHODIC PROTECTION Attachment Sanitary District IMPROVEMENTS PROJECT District Project 6141A 1 Project Location ode t Page 3 of 5 ATTACHMENT 2 SUMMARY OF BIDS PROJECT NO.: 6141A DATE: April 4, 2003 PROJECTS NAME: CATHODIC PROTECTION IMPROVEMENTS PROJECT LOCATION: MARTINEZ, CA ENGINEER EST.: $100,000 No BIDDER BID PRICE Name & address 1 American Construction & Supply, Inc. $71,735 1038 Redwood Highway, Suite 2 Mill Valley, CA 94941 2 Biland Construction Co. 95,300 P.O. Box 2626 Walnut Creek, CA 94595 3 Corrpro Companies Inc. 104,860 2799 Miller Street San Leandro, CA 94577 -5619 4 FarWest Corrosion Control Co No Bid 1480 W. Artesia Blvd. Gardena, CA 90248 -3215 5 6 7 8 9 10 BIDS OPENED BY /s/ Joyce Murphy DATE April 4, 2003 SHEET NO. 1 OF 1 . SAProjects \6141A \SumofBids cathodic.doc Page 4 of 5 ATTACHMENT 3 CATHODIC PROTECTION IMPROVEMENTS DISTRICT PROJECT NO. 6141A POST -BID / PRE - CONSTRUCTION ESTIMATE ' Prebid expenditures include cathodic protection system survey S: \Projects \6141A \Estimate cathodic.doc Page 5 of 5 Percent of Estimated No Item Description Amount Construction Cost 1 CONSTRUCTION a. Construction Contract $ 71,735 b. Contingency at 20% $ 14.265 TOTAL CONSTRUCTION $ 86,000 100% 2 CONSTRUCTION MANAGEMENT a. District Forces - Construction Management/Resident Engineering $ 3,000 - Project Engineering /Operations Department $ 2.000 SUBTOTAL $ 5,000 6% b. Consultants - Construction Support Services $ 12,500 - Inspection $ 7,500 - Material and Construction Testing $ 1.000 SUBTOTAL $ 21,000 24% TOTAL CONSTRUCTION MANAGEMENT $ 26,000 30% 3 TOTAL CONSTRUCTION PHASE COST $ 112,000 130% 4 TOTAL PREBID EXPENDITURES' $ 90,000 105% 5 TOTAL ESTIMATED PROJECT COST $ 202,000 6 FUNDS AUTHORIZED TO DATE $ 170,000 7 ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT $ 32,000 ' Prebid expenditures include cathodic protection system survey S: \Projects \6141A \Estimate cathodic.doc Page 5 of 5 Actions Near -Term +Conditional Hiring Freeze +Review Temporary Employees +Reduce Non - Critical Overtime *Review Travel and Conference *Reduce Operating Costs +Defer Major Maintenance +Savings From Capital Projects i End of March Budget *Board will see May 8t' *Represents 75% Of Budget year *Does not account for end -of -year adjustments, late billings, etc. *Budgets based on Board Financial Planning and Policy Workshop Conditional Hiring Freeze *Immediate hiring freeze *Management and Personnel Committee to work together on critical positions *Board concurrence needed to hire ]anuary 91h - 17 Unfilled Positions, 9 budgeted Savings with benefits $1 million April 17th- 22 Unfilled Positions, 14 budgeted Savings as of April - $1+ million - offset by in benefits 2 Review of Temporary and Contract Employees ®Personnel Committee to approve any new temporary employees ®Continue use of summer students and co -ops January 91h - 7 Temporary positions, 1 Contract Employee April 171h — 9 Temporary positions — C50 clerical, and Construction Inspection Reduction in Non - Critical Overtime +Limit OT to critical operations and customer service functions *GM will report OT to Board Overtime report will be against budgeted line item Annual Budget $911,954 End of March — Budgeted $683k; Actual $613k Reduction $70,000 3 Review Travel & Conferences *Directors to oversee & reduce planned out -of -state travel +GM will report savings to Board Budget report will show savings in budgeted accounts End of March - Budget $185k; Savings $67k 1¢ Quarter — $48k 2 ^d Quarter - $33k 3.d Quarter - $21k Reduce Operating Costs :.:............. +Directors are re- evaluating budgeted expenses and purchases ©Some savings can be realized (but they are a minor part of the budget) +GM will report savings to Board Budget report will show savings in budgeted accounts Review total non -labor budget - $15 million, Out of $41million Annual Budget End of March — Budget $11m; savings $1.6 million Savings misleading at this point 4 Defer Major Maintenance *Operations management team to identify & analyze possible deferrals *Permit compliance, safety are central issues *GM to report savings to Board Budget report will show savings in budgeted accounts Budgeted accounts - " Repairs and Maintenance" down $400k year to date, less by year end Also increases in Maint. Projects and Sewer Cleaning Postpone Capital Projects *Capital Program is flexible to balance cost and workload issues *$4 million to be deferred in current FY, $14m in future years *Evaluation presented at Board Financial Planning and Policy Workshop *Deferrals shown at Spring CIB workshop Near Term Budget Savings *Savings should exceed $1 million savings projection over FY 2002 -03 budget *Working to reduce future projections shown Board in January Workshop - *Staffing issues vs. savings exist *Future costs based on ten -year projections *Capital projects will bear the largest impact lain cost reductions at the District *Staff is still focused on "District Goals" Next Steps *Continue efforts on near -term savings *Incorporate savings in budget process . Budget against 10 -year plan projections . Include projected savings in budget report . Long -term goals as outlined in Board January Financial Planning Workshop *Provide Board with quarterly updates �-1 4,entral Contra Costa Sani,_.ry District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 17, 2003 No.: 10.a. BUDGET AND FINANCE Type of Action: RECEIVE ANNUAL REPORT Subject: RECEIVE THE 2002 ANNUAL REPORT OF THE DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE Submitted By: Debbie Ratcliff, Controller Initiating Dept /Div.: Administrative /Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION. D. Ratcliff RfluVfaves General ISSUE: The Deferred Compensation Plan Advisory Committee (Committee) respectfully submits its 2002 Annual Report. RECOMMENDATION: Receive the Annual Report of the Deferred Compensation Plan Advisory Committee for 2002 and provide any comments to staff. FINANCIAL IMPACTS: None ALTERNATIVES /CONSIDERATIONS: None BACKGROUND: The Board of Directors approved the establishment of the Committee in January 1982. The scope of activities of the Committee includes: • Establishing internal administrative procedures • Educating participants regarding the Plan • Reviewing emergency withdrawal requests • Reviewing investment performance of the Plan • Submission of an annual report to the Board of Directors and Plan participants The Committee is made up of the following Departmental representatives: Debbie Ratcliff, Controller — Chairperson David Rolley, Accounting Technician III — Administrative Michael Penny, Associate Engineer — Engineering Ron Galloway, Maintenance Crew Leader — Collection System Operations Bill McEachen, Associate Control Systems Engineer — Plant Operations RECOMMENDED BOARD ACTION: Receive the Annual Report of the Deferred Compensation Plan Advisory Committee for 2002 and provide any comments to staff. S:\ ADMIN\ POSPAPER \Annual.Report.2002.Def.Comp.doc Page 1 of 13 Central Contra Costa Sanitary District DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE ANNUAL REPORT JANUARY 2002 — DECEMBER 2002 The Deferred Compensation Plan Advisory Committee (the Committee) was established by the Board of Directors to facilitate the internal administration of the District's Deferred Compensation Plan. The scope of the Committee's activities encompass the following: • Establish internal District administrative procedures within the provisions of the Deferred Compensation Plan document. • Educate participants regarding the plan provisions by issuing a handbook which summarizes the Deferred Compensation Plan and responding to questions from participants. • Review accountability by the Program Administrators, Hartford Life Insurance Company (Hartford), National Deferred, and ICMA Retirement Corporation (ICMA) and respond to participants' queries regarding accuracy or propriety of account balances. • Review participants' requests for emergency withdrawal of funds and make recommendations for acceptance or denial Board of Directors. • Review investment performance of the Deferred Compensation Plan on an annual basis. During the period of January 2002 through December 2002, the Committee addressed all of the activities included in its scope of responsibilities through the conscientious efforts of all of the Committee members. The performance of Hartford, National Deferred, and ICMA in administering the Deferred Compensation Plan during the 2002 report is considered to be satisfactory. The performance results of the Hartford, National Deferred, and IMCA stock and bond investments for the calendar year 2002 follow. Page 2 of 13 S:\ADMIN\POSPAPER\Annual.Report.2002.Def.Comp.doc Please note the following when reviewing Plan results: • Market index benchmarks have been provided for comparative purposes only. These indexes reflect broad based changes in the market conditions based on average performance. Indices are unmanaged and reflect no fees or expenses and are not available for direct investment. • Rate of returns quoted by providers and fund managers include reinvestment of capital appreciation (depreciation), plus realized gain (losses), dividends and interest income. • All rate of return performance results are net of annual asset -based fees, which include fund manager fees and expenses, marketing fees and plan administrative fees. • In general, plan administrative fees are charged by the carriers and differ between the carriers. The basic plan administrative fees are as follows: National Deferred An annual plan administrative fee of .29 percent is deducted from the participants account and is based on the participant's account balance. ICMA As of April 2001, ICMA no longer charges a plan administrative fee. Hartford Depending on the fund, the 2002 plan administrative charge ranged from .75 percent to .90 percent of account balance. Effective March 8, 2003, the admin charge has decreased to .60 percent to .70 percent. The District is currently in the process of adopting a new contract with Hartford. Once it is finalized, the admin fee will decrease to .25 percent for all funds. For additional information on fee charges consult with your plan provider. The above information is general information. Additional fees may be incurred for other items such as transfers and withdrawals. See Attachment 1 to this report. Results shown represent past performance and are not a guarantee of future performance. Ask your Plan Representative for a current prospectus for each fund in which you are interested. The current prospectus presents more complete information about the fund including fund charges and expenses. Read it carefully before investing in that option under the Plan. Page 3 of 13 Helpful Definitions Blue Chip Company is used in the context of general stock market investments. Large and creditworthy company. Company renowned for the quality and wide acceptance of its products or services, and for its ability to make money and pay dividends. Dollar Cost Averaging or Constant Dollar Plan is a method of purchasing securities by investing a fixed amount of money at set intervals. The investor buys more shares when the price is low and fewer shares when the price is high, thus reducing the overall cost. Dow Jones Industrial Average or DJIA is the best known U.S. index of stocks. It is comprised of 30 actively traded blue -chip stocks, primarily industrials, including stocks that trade on the New York Stock Exchange. The Dow, as it is called, is an indicator of how the largest U.S. companies are performing. Measuring the Dow Jones Industrial Average is used to gauge the direction of the stock market. • Indexing is a passive instrument strategy consisting of the construction of a portfolio of stocks designed to track the total return performance of an index of stocks. • Lehman Brothers Bond Index is an unmanaged list of U.S. Treasury /Agency and investment grade corporate debt securities. It is used as a general measure of performance of fixed income securities. • MSCI Europe, Australia /Asia, and Far East or EAFE index is the European, Australian, and Far East stock index, computed by Morgan Stanley. This index is used to measure the general performance of the international market. • Mutual Funds are pools of money that are managed by an investment company and regulated by the Investment Company Act of 1940. The investment company purchases securities which become jointly owned by its shareholders. The fund's portfolio is managed by a professional money manager. They offer investors a variety of goals depending on the fund and can invest in equity, debt, cash, real estate, options and futures. NASDAQ or National Association of Securities Dealers Automatic Quotation System is an electronic quotation system that provides price quotations to market participants about the more actively traded common stock issues in the over the counter market. This market is comprised of securities not listed on a stock or bond exchange. Large technology stocks have a major effect on this index value. The NASDAQ market is an over the counter market for U.S. stocks and includes approximately 4,000 common stocks in the system. Standard & Poor's 500 or S &P 500 is an index of blue chip stocks, which measures changes in stock market conditions based on the average performance of 500 widely held common stocks. The S &P 500 is one of the most widely used benchmarks of U.S. equity performance. This index tracks industrial, transportation, financial and utility stocks with heavy emphasis on industrial companies. Treasury Bill or T Bill is a discounted government security that matures in one year or less. It is a negotiable debt obligation issued by the U.S. government. Page 4 of 13 CCCSD Deferred Comp ,stribution BY ADMINISTRATOR AND INVESTMENT TYPE CCCSD Deferred Comp Distribution BY ADMINISTRATOR December 31, 2002 NATIONAL HARTFORD DEFERRED $8,387,238 $10,106,311 18.9% 22.7% ICMA 401(a) $5,944,105 iiiap 13.4% ICMA 457 $19,960,862 45.0% NATIONAL DEFERRED ■ ICMA 457 0 ICMA 401(a) 0 HARTFORD CCCSD Deferred Comp Distribution BY INVESTMENT TYPE December 31, 2002 STOCK ■BONDS O SAVINGS Page 5 of 13 CALENDAR °YEAR ENDED DECEMBER 31, 2002 NATIONAL INVE67MENT TYPE % DEFERRED ICMA 457 ICMA 401(a) HARTFORD TOTAL STOCK" 53.9% $5,762,340 $10,661,925 $4,287,342 $3,205,950 $23,917,557 BONDS 3.3% 768,344 282,352 77,890 360,019 1,488,605 SAVINGS 42.8% 3,575,627 9,016,585 1,578,873 4,821,269 18,992,354 TOTAL INVESTMENTS '° 100.0% $10,106,311 $19,960,862 $5,944,105 $8,387,238 $44,398,516 CCCSD Deferred Comp Distribution BY ADMINISTRATOR December 31, 2002 NATIONAL HARTFORD DEFERRED $8,387,238 $10,106,311 18.9% 22.7% ICMA 401(a) $5,944,105 iiiap 13.4% ICMA 457 $19,960,862 45.0% NATIONAL DEFERRED ■ ICMA 457 0 ICMA 401(a) 0 HARTFORD CCCSD Deferred Comp Distribution BY INVESTMENT TYPE December 31, 2002 STOCK ■BONDS O SAVINGS Page 5 of 13 CCCSD Deferre pomp Stocks and Mutual Fu ;s Calendar Year Ended December 31, 2002 Rate of Return ( %) MSCI Europe, Australia /Asia, and Far East (EAFE) - 15.64% Dow Jones Industrial Average - 16.76% Standard & Poor's 500 - 22.10% National Deferred - Source: Performance Results of "Core List" Mutual Funds (without Plan Charges), less .29% National Deferred plan administration fee as of 12/31102. Income Fund of America -4.66% Vanguard Wellington Fund* -7.19% Fidelity Puritan Fund* -8.20% Templeton Foreign Fund -8.93% Fidelity Contrafund -9.92% Mutual Beacon Fund - 11.70% DFA U.S. Micro Cap Portfolio - 13.56% EuroPacific Growth Fund - 13.90% Investment Company of America - 14.76% Washington Mutual Investors - 15.14% Janus Adviser Capital Appreciation Fund - 16.14% Vanguard Windsor II* - 17.15% Fidelity Equity Income Fund - 17.45% Gartmore Total Return Fund - 17.67% Fidelity Growth & Income Fund* - 18.37% Scudder Dreman High Return Equity -18.81% Federated Kaufmann Fund - 21.70% Growth Fund of America -22.31% Vanguard Institutional Index - 22.32% Vanguard 500 Index Fund* - 22.44% American Century Ultra Fund - 23.44% Fidelity Magellan Fund* - 23.95% Vanguard Primecap* - 24.85% Neuberger & Berman Partners Trust - 25.20% Janus Worldwide Fund - 26.30% Janus Fund - 27.85% Dreyfus Premier Third Century Fund - 29.66% PBHG Growth Fund - 30.64% Invesco Small Company Growth Fund - 31.67% Invesco Dynamics Fund - 33.37% Vanguard US Growth* - 36.09% Invesco Technology Fund -47.51% * Rate of return was obtained from the fund manager, less .29% National Deferred plan administration fee. Page 6 of 13 CCCSD Deferrer ;omp Stocks and Mutual Fu. s Calendar Year Ended December 31, 2002 Rate of Return ( %) MSCI Europe, Australia /Asia, and Far East (EAFE) - 15.64% Dow Jones Industrial Average - 16.76% Standard & Poor's 500 - 22.10% National Deferred (cont'd)- source: Performance Results of "Core List" Mutual Funds (Without Plan Charges), less .29 %. National Deferred plan administration fee as of 12/31102. Gartmore Investor Destinations Funds Conservative 0.23% Moderately Conservative -4.53% Moderate - 9.84% Moderately Aggressive - 14.72% Aggressive - 18.69% The Gartmore Investor Destinations Funds are designed to provide diversification and asset allocation across several types of investments and asset classes. Info only: (Existing balances will remain in the phased -out funds until moved by the participant.) Vanguard Wellesley Fund* 4.35% American Century Balance Fund* -9.81% Fidelity Independence Fund* -16.11% Fidelity Overseas Fund* - 19.74% American Century Select Fund* - 23.06% American Century Growth Fund* - 26.42% * Rate of return was obtained from the fund manager, less .29% National Deferred plan administration fee. Page 7 of 13 CCCSD Deferre( :omp Stocks and Mutual Fu, s Calendar Year Ended December 31, 2002 Rate of Return ( %) MSCI Europe, Australia /Asia, and Far East (EAFE) - 15.64% Dow Jones Industrial Average - 16.76% Standard & Poor's 500 - 22.10% ICMA - Source: ICMA Retirement Corporation Fund Performance Report as of 12/31/2002. Vantagepoint Funds VP Equity Income - 14.96% VP Asset Allocation - 15.80% VP International - 16.08% VP Overseas Index Class II - 16.59% VP Mid /Small Company Index Class II - 18.30% VP Broad Market Index Class II - 21.39% VP 500 Stock Index Class II - 22.17% VP Growth & Income - 22.93% VP Growth - 24.26% VP Aggressive Opportunities - 38.47% T VP Conservative Growth -6.66% VP Traditional Growth - 12.64% VP Long Term Growth -18.01% VP All Equity Growth - 24.07% Vantagepoint Funds (VP) are certain funds available through ICMA. These funds are sponsored by the ICMA Retirement Corporation and registered with the U.S. Securities and Exchange Commission. Page 8 of 13 CCCSD Deferrer ;omp Stocks and Mutual Fu s Calendar Year Ended December 31, 2002 Rate of Return ( %) MSCI Europe, Australia /Asia, and Far East (EAFE) - 15.64% Dow Jones Industrial Average - 16.76% Standard & Poor's 500 - 22.10% ICMA (cont'd) - Source: ICMA Retirement Corporation Fund Performance Report as of 12/31/2002. VantageTrust Mutual Fund Series VT PIMCO Total Return ** 9.91% VT PIMCO High Yield ** -1.09% VT T. Rowe Price Small Cap Val ** -2.02% VT Fidelity Puritan -7.91% VT Fidelity Contrafund -9.63% VT American Century Value - 12.69% VT T. Rowe Price Small Cap Stock -14.41% VT Calvert Social Investment * * - 14.93% VT Gabelli Value - 15.95% VT Putnam International - 17.03% VT Lord Abbett Large Co Value - 18.79% VT American Century Ultra - 23.15% VT Fidelity Magellan - 23.66% VT Janus Adv Series Worldwide ** - 26.00% VT Putnam Voyager - 26.53% VT MFS Large Company Growth - 28.39% VT Invesco Small Company Growth - 31.38% Neuberger & Berman Socially Responsive ** N/A VT Fidelity Growth & Income Fund * ** N/A VT Fidelity Blue Chip * ** N/A Vanguard Wellington * ** N/A VantageTrust Mutual Fund Series (VT) invests in a third -party mutual fund which is not affiliated with the ICMA Retirement Corporation. ** Effective July 2002, new funds available and assets remaining in Neuberger Berman Socially Responsive were transferred to VT Calvert Social Investment Fund. * ** During September 2002, ICMA Retirement Corporation closed three funds. Any assets remaining in these funds at the time of their closing were redirected, respectively, to VP Growth & Income Fund, the VT MFS Large Company Growth and VT Fidelity Puritan. Page 9 of 13 CCCSD Deferrek ;omp Stocks and Mutual Fu. s Calendar Year Ended December 31, 2002 Rate of Return ( %) J, 1 MSCI Europe, Australia /Asia, and Far East (EAFE) - 15.64% Dow Jones Industrial Average - 16.76% Standard & Poor's 500 - 22.10% Hartford - Source: Investment Choices Performance Plan Summary Statement as of 12131/2002. Skyline Special Equities -8.07% Fidelity Advisor Balanced -9.75% Calvert Social Balanced - 12.94% American Century Value - 13.43% Hartford Advisers - 14.56% Putnam International New Opportunities - 14.79% Hartford Dividend and Growth - 14.99% Hartford International Opportunities - 18.67% Fidelity Advisor Growth & Income - 19.66% American Century Income & Growth - 20.06% Hartford Capital Appreciation - 20.42% Fidelity Advisor Growth Opportunities -23.01% Hartford Index - 23.14% American Century Ultra Fund - 23.80% Scudder Growth & Income - 24.17% Janus Twenty - 24.66% Hartford Stock - 24.93% Janus Worldwide - 26.64% Putnam Vista - 31.26% Page 10 of 13 CCCSD Deferred Comp Bond Performance Calendar Year Ended December 31, 2002 Rate of Return ( %) Lehman Brothers Bond Index 10.27% National Deferred - Source: Performance Results of "Core List' Mutual Funds (Without Plan Charges), less .29 %. National Deferred plan administration fee as of 12/31/02. Vanguard Total Bond Market Index Bond Fund of America Scudder High Income Plus Fund ICMA - Source: ICMA Retirement Corporation Fund Performance Report as of 12/31/2002. Vantagepoint Fund VP Core Bond Index Class II 8.08% 5.84% -1.30% 9.88% Vantagepoint Funds (VP) are certain funds available through ICMA. These funds are sponsored by the ICMA Retirement Corporation and registered with the U.S. Securities and Exchange Commission. Hartford - Source: Investment Choices Performance Plan Summary Statement as of 12/31/2002. Hartford Bond Hartford Mortgage Securities Putnam High Yield Advantage 9.10% 7.19% -1.42% Page 11 of 13 CCCSD Deferred Comp Saving Performance 90 Day T -Bill National Deferred - Average annual yield rate. Stable Value Fund 5 YR CDs 3 YR CDs Liquid Savings ICMA - Source: ICMA Retirement Corporation Fund Performance Report as of 12131/2002. VP U.S. Government Securities VP Money Market .� .. -.. IN u..- 1 -.i .. VP Savings Oriented Plus Fund (401a) Plus Fund (457) Calendar Year Ended December 31, 2002 Rate of Return ( %) 1.70% 1 4.84% 3.71% 2.93% 0.75% 8.76% 1.32% -1.38% 4.76% 4.76% Vantagepoint Funds (VP) are certain funds available through ICMA. These funds are sponsored by the ICMA Retirement Corporation and registered with the U.S. Securities and Exchange Commission. Hartford - Source: Investment Choices Performance Plan Summary Statement as of 12/31/2002. General Account 4.43% Money Market 0.56% Page 12 of 13 CENTRAL CONTRA COSTA SANITARY DISTRICT SUMMARY OF FEES - ATTACHMENT 1 AS OF MARCH 2003 FEES CHARGED BY PROVIDERS (Based on account balance) Plan Fees Annual Plan Administrative Fee Fund Expenses Stable Value Fund, 3 &5 YR CD's, and Liquid Savings Fee Plus Fund Management Fee (Savings) General Account (Savings) Model Portfolio Fund Fee (Total Fee Charged) FEES CHARGED BY THE FUND MANAGERS Fund Fee PROVIDERS NATIONAL DEFERRED ICMA HARTFORD* 0.29% NONE .60% -.70%** 0.40% N/A N/A N/A 0.50% N/A N/A N/A 0.00% N/A 1.00-1.20% N/A 0.05-1.95% 0.27-1.40% 0.43-1.51% These expenses are charged by the fund managers which include Advisory Fees, 12b -1 Fees, Operating Expenses and Other Fees charged by the individual funds. These fees and expenses differ for each fund invested. As a general rule, the higher the potential reward, the higher the risk, the higher the fee. The reverse is also generally true, the lower the potential reward, the lower the risk, the lower the fee. Example of fees on an annual basis: Assume you are a plan participant and you invest in the American Century Ultra Fund, depending on the provider you choose, you would pay the following annual asset -based charges: NATIONAL nFFFRRFn ICMO HARTFARn* Plan Fees Plan Administration Fee 0.29% 0.00% 0.70% Fund Expenses Fund Fee (% charged by American Century) Total Annual Cost .98% .98% .98% 1.27% .98% 1.68% * The District is currently in the process of adopting a new agreement with Hartford. Once it is finalized, the new plan administrative fee will decrease to .25% for all funds. ** Administration fee currently differs for each fund invested. H: \DEFERREDCOMP \2002 \SUMMARY2.WPD Page 13 of 13 Central Contra Costa San. -.iry District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 17, 2003 No.: 10.b. BUDGET AND FINANCE Type of Action: APPROVE EQUIPMENT BUDGET Subject: APPROVE THE 2003 -2004 EQUIPMENT BUDGET FOR INCLUSION IN THE 2003 -2004 DISTRICT BUDGET Submitted By: Debbie Ratcliff, Controller Initiating Dept /Div.: Administrative /Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION., D. Ratcliff R y graves General ISSUE: The District's 2003 -2004 Equipment Budget is submitted for approval. RECOMMENDATION: Approve the 2003 -2004 Equipment Budget for inclusion in the 2003 -2004 District Budget to be adopted at the June 19, 2003, Board Meeting. FINANCIAL IMPACTS: The 2003 -2004 Equipment Budget totals $477,050 which is an overall decrease of 9.7% from last year's budget. ALTERNATIVES /CONSIDERATIONS: The Board could decide not to adopt the Equipment Budget. BACKGROUND: The 2003 -2004 Equipment Budget was submitted for review at a Board Capital Projects Committee Meeting /Board Workshop on March 27, 2003 and is scheduled for approval by the Board on April 17, 2003. The Committee did not suggest any changes to the submitted Equipment Budget. The approved 2003 -2004 Equipment Budget will be scheduled for adoption with the 2003 -2004 Staffing Plan, Operations and Maintenance, Self- Insurance Fund, and Capital Improvement Budgets at the June 19, 2003, Board Meeting RECOMMENDED BOARD ACTION: Approve the 2003 -2004 Equipment Budget for inclusion in the 2003 -2004 District Budget to be adopted at the June 19, 2003, Board Meeting. Page 1 of 1 S:\ADMIN\POSPAPER\03-04.Equip.Budget.doc Central Contra Costa Sa,.dtary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 17, 2003 No.: 10.C. BUDGET AND FINANCE Type of Action: REVIEW SELF - INSURANCE FUND BUDGET FOR FISCAL YEAR 2002 -03 subject: REVIEW THE FINANCIAL STATUS AND BUDGET OF THE SELF - INSURANCE FUND AND APPROVE THE ALLOCATION OF $225,000 TO THE FUND FROM THE 2003 -04 O &M BUDGET Submitted By: Randall M. Musgraves, Director of Administration Initiating Dept. /Div.: Administrative /Safety & Risk Management REVIEWED AND RECOMMENDED FOR BOARD ACTION: fp sgraves r Charles W. Batts, General Manageg ISSUE: The Self- Insurance Fund (SIF) is to be reviewed each year by the Board of Directors with the staff presenting funding recommendations for the upcoming fiscal year. RECOMMENDATION: Receive the 2003 -04 Self- Insurance Fund Budget and authorize the allocation of $225,000 to the fund from the 2003 -04 0 &M Budget. FINANCIAL IMPACTS: The impact of this action requires the allocation of $225,000 from the 2003 -04 O &M Budget to the Self- Insurance Fund. ALTERNATIVES /CONSIDERATIONS: The alternatives to this action are to provide less funds than recommended, to not fund the Self Insurance Fund or to increase the fund balance. BACKGROUND: The District has self- insured most of its liability and some of its property risks since July 1, 1986, when the Board approved the establishment of the Self- Insurance Fund. The SIF has effectively funded District losses over its seventeen year history and it remains financially sound. In 1994, a new Government Accounting Standards Board Statement No. 10 (GASB -10) set forth requirements on how public agencies must fund their self- insured risks. To assure compliance with GASB -10, the District restructured the SIF into three sub - funds. Each of the three (3) sub -funds were established for funding specific risks: Page 1 of 8 POSITION PAPER Board Meeting Date: April 17, 2003 Subject: REVIEW THE FINANCIAL STATUS AND BUDGET OF THE SELF - INSURANCE FUND AND APPROVE THE ALLOCATION OF $225,000 TO THE FUND FROM THE 2003 -04 O &M BUDGET • SUB -FUND A: GASB -10 Actuarially -based risks. These include general liability and automobile liability risks. Under the requirements of GASBA 0, risks that could be actuarially studied must be funded based on an actuarial study which must be done every two years. General liability and automobile liability are readily studied throughout the insurance and self- insurance world to determine funding levels for these liabilities. The District obtained an actuarial review of its self- insured general liability and automobile liability last year that projected losses for these risks. The actuarial estimate of $379,710 for 2001 -02 increased slightly to $437,360 in 2002 -03. There is no reason to change this projection for the 2003 -04 budget at this time due to the small amount of outstanding claims. Sub -Fund A was established to insure these risks based on the District having a $10,000,000 excess liability policy with a $500,000 self- insured retention. Budget planning for the 2003 -04 fiscal year has resulted in an allocation of $440,000 to Sub -Fund A as recommended by the actuarial study completed by Advanced Risk Management Techniques in 2002. • SUB -FUND B: GASB -10 Non - actuarially -based risks. These include employment related and pollution related risks. GASB -10 requires that all potential risks, including employment related and pollution related, be adequately and soundly funded even though these risks are not actuarially reviewed. An actuarial study was not required for these risks since losses for employment related and pollution related risks are often predicted with less accuracy because these types of cases occur infrequently but may result in extremely high costs and losses. With guidance from risk management and insurance specialists, the District established Sub -Fund B at $2,450,000 to fund employment related and pollution related risks based on the purchase of the above mentioned excess liability insurance policy. The liability policies provide limited coverage in the areas of pollution and employment related risks. A further review by staff indicated that allocating $2,450,000 to Sub -Fund B in fiscal year 2003 -04 is appropriate. Page 2 of 8 POSITION PAPER Board Meeting Date: April 17, 2003 sub /ect: REVIEW THE FINANCIAL STATUS AND BUDGET OF THE SELF - INSURANCE FUND AND APPROVE THE ALLOCATION OF $225,000 TO THE FUND FROM THE 2003 -04 O &M BUDGET • SUB -FUND C: Non - GASB -10 risks. Sub -Fund C covers risk management program insurance premiums, potential losses from uninsurable risks, and the costs of initiating claims and lawsuits against others who have damaged the District. The District established Sub -Fund C to finance non - GASB -10 risks under our risk management program. Specific costs include: insurance premiums for a $10,000,000 excess liability policy; and insurance premiums for insuring District properties for fire, explosion, water damage, etc. for losses above $500,000. This Sub -Fund has used its reserves to offset the significant increases in premiums for the past two years. Staff is anticipating an approximate increase in General Liability insurance premiums of twenty -five percent and a ten percent increase in Property insurance premiums. As stated before, this is due to hardening market conditions among insurance companies in an effort to recover losses for the past several years. Sub -Fund C should be maintained at a level to support these defined costs as well as to cover the required $250,000 property damage self- insured retention and provide adequate funds to replenish Sub -Fund A or B and was initially established at a level above $2,000,000. Sub -Fund C is projected to be at a level of $1,480,300 ending June 30, 2003 and $709,000 ending June 30, 2004. Exhibits II, III & IV (attached) present the projected Sub -Fund A, Sub -Fund B and Sub - Fund C 2003 -04 budget summary. Exhibit I (attached) presents a recent financial history and projection of the SIF and shows that the total reserves are projected at $4,310,000 ending June 30, 2003. This is a decrease of $276,000 over the total SIF reserves of $4,586,000 at the beginning of the 2002 -03 budget year. Although not specifically required under GASB 10, the District's actuarial report commented on the 2002 -03 program year proposed funding levels for Sub -Fund B. The actuary report stated that the funding levels were prudent and within industry standards and therefore it is recommended to maintain the same funding levels for 2003 -04. The 2003 -04 SIF budget estimates total revenues of $307,100 and total expenses of $1,018,000, which will bring the projected 2003 -04 total SIF to $3,600,000 on June 30, 2004. The budgeted revenues include a recommended allocation of $225,000 from the 2003 -04 O &M budget to the SIF. The $225,000 allocation would help maintain the SIF at a funding level as directed and approved by the Board. Budgeted revenues do not Page 3 of 8 POSITION PAPER Board Meeting Date: April 17, 2003 Subject: REVIEW THE FINANCIAL STATUS AND BUDGET OF THE SELF - INSURANCE FUND AND APPROVE THE ALLOCATION OF $225,000 TO THE FUND FROM THE 2003 -04 O &M BUDGET include any recovery from prior insurance coverage but only interest earned on the fund. In summary, the funding reserves for the SIF, as established by GASBA 0, is the sum of Sub -Fund A and Sub -Fund B which totals $2,830,000; as well as the Sub -Fund C amount of $1,480,000 to achieve the total SIF of $4,310,000 on June 30, 2003. Therefore, in keeping with the Board's direction last year, staff recommends that $225,000 be allocated from the O &M budget to maintain the SIF at its current level and provide prudent reserves for funding District losses. RECOMMENDED BOARD ACTION: Receive the proposed 2003 -04 Self- Insurance Fund Budget and approve the allocation of $225,000 from the 2003 -04 O &M Budget. Page 4 of 8 Revenues SIF Allocation from O &M Fund Insurance Allocation from HHW Subrogation Recovery Interest Income Total Revenue Expenses Claims Adjusting Insurance Consulting Loss Payments Legal Services Technical Services Insurance Premiums Total Expenses Revenue Over Expense Reserves Beginning of Year Revenue over Expense End of Year Uncommitted Reserves CENTRAL CONTRA COSTA SANITARY DISTRICT SELF - INSURANCE FUND (SIF) July 1, 1998 - June 30, 2004 Actual Actual Actual Actual Projected Budget 1998 -1999 1999 -2000 2000 -2001 2001 -2002 2002 -2003 2003 -2004 $ 100,000 150,000 175,000 200,000 225,000 225,000 - 58,374 16,916 20,175 22,000 28,000 36,118 17,640 30,865 84,371 5,000 5,000 294,754 290,683 292,813 159,625 104,100 49,100 430,872 516,697 515,594 464,172 356,100 307,100 - - - - 1,000 1,000 - - - - - 2,000 347,692 63,189 401,638 269,267 160,000 325,000 73,183 43,942 77,909 42,024 15,000 75,000 38,594 12,977 235,038 113,891 50,000 115,000 284,902 223,204 218,734 251,977 406,000 500,000 744,371 343,312 933,318 677,159 632,000 1,018,000 (313,499) 173,385 (417,724) (212,988) (275,900) (710,900) 5,356,715 5,043,216 5,216,601 4,798,877 4,585,889 4,309,989 (313,499) 173,385 (417,724) (212,988) (275,900) (710,900) $ 5,043,216 5,216,601 4,798,877 4,585,889 4,309,989 3,599,089 Actuarial Reserves - GASB 10 (Fund A) 675,000 901,000 1,066,924 379,710 440,000 440,000 Non- Actuarial Reserves - GASB 10 (Fund B) 2,450,000 2,450,000 2,450,000 2,450,000 2,450,000 2,450,000 Non -GASB 10 Reserves (Fund C) 1,918,216 1,865,601 1,281,953 1,756,179 1,419,989 709,089 Total Reserves $ 5,043,216 5,216,601 4,798,877 4,585,889 4,309,989 3,599,089 Change in Reserves $ 173,385 $(417,724) $(212,988) $ (275,900) $(710,900) Exhibit I Page 5 of 8 SELF - INSURANCE FUND Projected 2002 -2003 and Budget 2003 -2004 SUB -FUND A: GASB -10 ACTUARIALLY BASED RISKS GENERAL LIABILITY AND AUTOMOBILE LIABILITY 2002 -2003 2003 -2004 Actuarial Reserves - GASB 10 - Beginning of Year $ 379,710 $ 440,000 Revenues: O &M - - Subrogation Recovery 5,000 5,000 Interest 28,000 15,000 Total Revenues Expenses: Losses Legal Technical Insurance Premiums Total Expenses Revenue over Expense Reserves: Transfer from Sub -Fund C 33,000 20,000 150,000 5,000 40,000 250,000 50,000 100,000 195,000 400,000 (162,000) (380,000) 222,290 380,000 Total Reserves Projected End of Year $ 440,000 $ 440,000 Exhibit 11 Page 6 of 8 SELF - INSURANCE FUND Projected 2002 -2003 and Budget 2003 -2004 SUB -FUND B: GASB -10 NON - ACTUARIALLY BASED RISKS EMPLOYMENT RELATED AND POLLUTION RISKS 2002 -2003 2003 -2004 Beginning Reserves $ 2,450,000 $ 2,450,000 Revenues: O &M - - Recovery - - Interest 65,000 23,000 Total Revenues 65,000 23,000 Expenses: Losses 10,000 75,000 Legal 5,000 5,000 Technical 5,000 5,000 Insurance Premiums - - Total Expenses Revenue over Expense Reserves: Transfer (to) /from Sub -Fund C Total Reserves Projected End of Year 20,000 85,000 45,000 (62,000) (45,000) 62,000 $ 2,450,000 $ 2,450,000 Exhibit III Page 7 of 8 SELF - INSURANCE FUND Projected 2002 -2003 and Budget 2003 -2004 SUB -FUND C: NON GASB -10 RISKS RISK MANAGEMENT PROGRAM INSURANCE PREMIUMS AND COSTS OF INITIATING CLAIMS /LAWSUITS AGAINST OTHERS Beginning Reserves Revenues: O &M Subrogation Recovery Insurance Recovery Interest Total Revenues Expenses: Insurance Consulting Services Claims Adjustment Losses Legal Technical Insurance Premiums Total Expenses Revenue over Expense Reserves: Transfer (to) /from Sub -Funds A & B Total Reserves Projected End of Year 2002 -2003 2003 -2004 $ 1,756,179 $ 1,419,989 225,000 225,000 22,000 28,000 11.100 11.100 258,100 264,100 - 2,000 1,000 1,000 5,000 20,000 5,000 10,000 406,000 500,000 417,000 533,000 (158,900) (268,900) (177,290) (442,000) $ 1,419,989 $ 709,089 Exhibit IV Page 8 of 8