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HomeMy WebLinkAbout8/21/2003 AGENDA BACKUPCentral Contra Costa Sart try District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 21, 2003 No.: 3.a. CONSENT CALENDAR Type of Action: ACCEPT PETITIONS FOR FUTURE ANNEXATION subject: AUTHORIZATION FOR P.A. 03 -03 (ALAMO); P.A. 03 -04 (MARTINEZ); P.A. 03 -05 (ALAMO), P.A. 03 -06 (ALAMO) TO BE INCLUDED IN A FUTURE FORMAL ANNEXATION TO THE DISTRICT Submitted By: Initiating DeptdDiv.: Molly Mullin, Engineering Assistant III Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: '4/X4_._ D' VIP �'V�' M. Mullin irJ. Miyamoto -Mills C. Swanson K-1 Am General Manager ISSUE: Board action is required on the following listed properties to initiate the annexation process. RECOMMENDATION: Authorize Proposed Annexations 03 -03, 03 -04, 03 -05, 03 -06 to be included in future formal annexations. FINANCIAL IMPACTS: None related to this action. ALTERNATIVES /CONSIDERATIONS: Not applicable. BACKGROUND: The owners of the properties listed in Attachment 1 have petitioned for their properties to be annexed to the District, have abandoned their existing septic systems and connected to public sewer. The Board makes a preliminary and final approval of annexations. The preliminary annexation review and approval step creates a proposed annexation map, and allows Board review of any staff proposals for inclusion of adjacent parcels. Subsequent to proposed annexation approval and comments from the Board, the proposed annexations are arranged by area in small groups. Legal descriptions and plats are then created and submitted to the CCCSD Board of Directors and the Contra Costa County Local Agency Formation Commission (LAFCO) for final approval and implementation. RECOMMENDED BOARD ACTION: Authorize Proposed Annexations 03 -03, 03 -04, 03 -05, 03 -06 to be included in future formal annexations. U: \Position Papers \Mullin\Annexations8- 03.doc 8/12/03 9:46 AM Page 1 of 6 ATTACHMENT PROPOSED ANNEXATIONS 'PA Location Owners Address-and Remarks Lead No. Assessor's Parcel Agency Number 03 -03 Alamo Gerald R. Welch Both existing houses CCCSD (78D3) 1420 Finley Lane recently connected to Alamo, CA 94507 the public sewer system. Project is (0.46 Ac.) exempt from CEQA. Matthew W. & Michele L. General & Sandra Goodrich 1411 Finley Lane Alamo, CA 94507 (0.50 Ac.) 03 -04 Martinez Lloyd & Jane Carone Existing house CCCSD (44134) 2477 Reliez Valley Road recently connected to Martinez, CA 94553 the public sewer system. Project is (2.08 Ac.) exempt from CEQA. 03 -05 Alamo Lee B. & Robin T. Eisan Existing house CCCSD (77E5) 150 South Avenue recently connected to Alamo, CA 94507 the public sewer system. Project is (0.48 Ac.) exempt from CEQA. 03 -06 Alamo Francisco & Emily Existing house CCCSD (77E5) Cabrita, Tre recently connected to 2378 Saddleback Drive the public sewer Danville, CA 94506 system. Project is exempt from CEQA. (0.49 Ac.) WPosition Papers \Mullin\Annexations8- 03.doc 8/12/03 9:46 AM Page 2 of 6 ffA • \\ LOCATION MAP \ \ \ N.T.S. �\ \\ \\ i `I N]\ \ II -7\ \\ O\ 5P �JP 57-32, 1977 0-14— � s 1997 �2b�r 4 r 2L% Z 922��-�3 1982 a 1 5 0 1x77 p IVE —�' N EGEND: ANNEXATION N BOUNDARY o \ 80 160 N0. PREVIOUS o FEET DA NNEXAT N E � � n Y Central Contra Costa Attachment Sanitary District PROPOSED ANNEXATION CD ' P.A. 03 -03 - Page 3 of 6 N i A ALAMO \\ LOCATION MAP \ \ \ N.T.S. �\ \\ \\ i `I N]\ \ II -7\ \\ O\ 5P �JP 57-32, 1977 0-14— � s 1997 �2b�r 4 r 2L% Z 922��-�3 1982 a 1 5 0 1x77 p IVE —�' N EGEND: ANNEXATION N BOUNDARY o \ 80 160 N0. PREVIOUS o FEET DA NNEXAT N E � � n Y Central Contra Costa Attachment Sanitary District PROPOSED ANNEXATION CD ' P.A. 03 -03 - Page 3 of 6 Page 3 of 6 GPI ' , , , , , , , , , , \ \ N I , 5 ' , G' P ' i W& MARTINEZ N —V � ITE� LOCATION MAP �w T�1 CARONE 365 - 150 -078 ANNEX N.T.S. I 20 1968 In Page 4 of 6 6 0 0 0 0 0 E V� 2� U V Z � O 1964 REGENT PL Central Contra Costa Sanitary District Prepared by Engineering Support Section STONE ALAMO O 1 SITE r N i v,44j� 0 EI SAN 198-063 -016 ANNEX PJ< izo / Attachment Page 5 of 6 N LEGEND: ANNE ION BOUND Y NO. PREVIOUS o so DATE ANNEXATION E7 PROPOSED ANNEXATION P.A. 03 -05 PJ< izo / Attachment Page 5 of 6 C) EISAN ~ 6 R_--_'T PL m E LOCn2N MAP RD LAI El Page 5of5 N Z�LEGENDA:\ ANNE ION BOUND PREVIOUS 0 60 120 ANNEXATION Attachment PROPOSED ANNEXATION Page 5of5 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 21, 2003 No.: 3.b. CONSENT CALENDAR Type of Action: ACCEPT CONTRACT WORK Subject: ACCEPT THE CONTRACT WORK FOR THE ROSSMOOR SEWER IMPROVEMENTS PROJECT, PHASE 8, DISTRICT PROJECT 5638, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Submitted By: Initiating Dept. /Div.: David Baldi, Sr. Engineering Assistant Engineering /Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION. D. Baldi ilecki . Br nan A. Farrell arles Batts General Mana r ISSUE: Construction has been completed on the Rossmoor Sewer Improvements Project, Phase 8, District Project 5638, and the work is now ready for acceptance. RECOMMENDATION: Accept the contract work for the Rossmoor Sewer Improvements Project, Phase 8, District Project 5638, and authorize the filing of the Notice of Completion. FINANCIAL IMPACTS: None related to this action. ALTERNATIVES /CONSIDERATIONS: Not applicable. Filing the Notice of Completion is advisable under the California Civil Code Section 3093. BACKGROUND: An agreement regarding the District taking over maintenance of private sewer mains within the Rossmoor community was approved by the Board of Directors in 1995. Under terms of this agreement, new manholes, rodding inlets, and necessary repairs were made to the existing private sewers so they could be accepted by the District. Thus far, seven phases of construction have been completed from 1995 through 2002. The eighth phase of construction consisted of the installation of 570 feet of 6 -inch sewer pipe, 290 feet of 8 -inch sewer pipe, 24 manholes, 3 cleanouts, and 1 rodding inlet in various areas of Rossmoor. On May 22, 2003, the Board of Directors authorized the Award of Contract for construction of the project to D. R. Lemings Construction. The Notice to Proceed was issued on June 4, 2003. The work was substantially completed on July 30, 2003. There were no change orders issued with this project. The remaining items of work consist of minor punchlist items, which do not affect the project acceptance. 8/12/03 cPD -GL- Page 1 of 3 POSITION PAPER Board Meeting Date: August 21, 2003 Subject: ACCEPT THE CONTRACT WORK FOR THE ROSSMOOR SEWER IMPROVEMENTS PROJECT, PHASE 8, DISTRICT PROJECT 5638, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION The total authorized budget for the project is $421,000. The budget includes the cost of engineering design, District forces, testing services, geotechnical services, contractor services, etc. An accounting of the project costs will be provided to the Board at the time of project closeout. It is appropriate to accept the contract work at this time. RECOMMENDED BOARD ACTION: Accept the contract work for the Rossmoor Sewer Improvements Project, Phase 8, and authorize the filing of the Notice of Completion. 8/12/03 CPS -GL- Page 2 of 3 Y Central Contra Costa Attachment Sanitary District ROSSMOOR SEWER IMPROVEMENT PROJECT o ' � N PHASE 8 age Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 21, 2003 No.: 3.c. CONSENT CALENDAR Type of Action: INFORMATIONAL Subject: ADVISE THE BOARD OF DIRECTORS OF THE CLOSEOUT OF THE DEWATERING MODIFICATIONS AND UPGRADE PROJECT, DISTRICT PROJECT NO. 6151. Submitted By: Douglas J. Craig, Initiating Dept. /Div.: Plant Operations Operations / Plant Operations Division Manager REVIEWED AND RECOMMENDED FOR BOARD ACTION: D raig J. elly ha es W. a is General Manag ISSUE: Modifications and upgrades have been completed on the District's four Alfa -Laval Separation, Inc. centrifuges, Dewatering Modifications and Upgrade Project, District Project 6151, and this project can now be closed. RECOMMENDATION: Close out the project. FINANCIAL IMPACTS: The closeout will result in approximately $36,000 being returned to the Treatment Plant program. ALTERNATIVES /CONSIDERATIONS: Not applicable. BACKGROUND: On May 18, 2000, the Board of Directors adopted a resolution approving the Dewatering Modifications and Upgrade Project for the District's four Alfa -Laval centrifuges and authorized the General Manager to execute sole- source contracts for various portions of the project with Alfa -Laval Separation, Inc., the manufacturer of the District's centrifuges. After 12 years of operation, one of the four centrifuges failed and required significant reconditioning. Because of the long lead -time for repairs and the condition of the remaining three centrifuges, it was recommended that all four centrifuges be reconditioned and upgraded to include recent improvements in control technology. Reconditioning of the centrifuges was completed in Houston, Texas. After the centrifuges were reconditioned, new direct - current, back -drive controllers were installed on -site along with other control system improvements. The project also included the purchase of a complete spare rotating assembly, one spare main -drive motor, one spare back -drive motor, and new centrifuge covers. S:\ Correspondence \POSPAPR \2003 \DP6151.doc Page 1 of 3 POSITION PAPER Board Meeting Date: August 21, 2003 Subject: ADVISE THE BOARD OF DIRECTORS OF THE CLOSEOUT OF THE DEWATERING MODIFICATIONS AND UPGRADE PROJECT, DISTRICT PROJECT NO. 6151. It is appropriate to accept the contract work at this time. The total authorized budget for this project is $1,299,000. An accounting of this project is shown in Attachment 1. RECOMMENDED BOARD ACTION: This item is presented to the Board of Directors for information. No action is necessary. Page 2 of 3 S:\Correspondence\POSPAPR\2003\DP615l.doc Dewatering Modifications and Upgrade Project District Project No. 6151 ATTACHMENT ACTIVITY COST ALFA -LAVAL SEPARATION, INC. • Upgrade and Reconditioning (4 units) $ 424,000 • Electrical Equipment and Start-up Services $ 160,000 • Spare Rotating Assembly $ 470,000 • Centrifuge Covers $ 151,000 CALIFORNIA ELECTRIC • Spare Backdrive and Main Drive Motors $ 33,000 MISCELLANEOUS • District Labor, Equipment, and Minor Parts $ 25,000 TOTAL PROJECT EXPENDITURES $1,263,000 TOTAL AUTHORIZED $1,299,000 TOTAL RETURN TO TREATMENT PLANT PROGRAM $ 36,000 S:\ Correspondence \POSPAPR\2003 \6151 Close Out Attach 1.doc Page 3 of 3 Central Contra Costa SanlLary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 21, 2003 No.: 3.d. CONSENT CALENDAR Type of Action: CONFIRM PUBLICATION subject: ADOPT A RESOLUTION CONFIRMING PUBLICATION OF DISTRICT ORDINANCE NO. 226 — AN ORDINANCE TO AMEND DISTRICT CODE CHAPTER 9.08 TO CLARIFY RESPONSIBILITIES FOR INSTALLATION AND MAINTENANCE OF BACKWATER OVERFLOW PREVENTION DEVICES Submitted By: Joyce E. Murphy Secretary of the District Initiating Dept. /Div.: Administrative Department REVIEWED AND RECOMMENDED FOR BOARD ACTION. xu-4-4141441 . urphy General Manager ISSUE: Section 6490 of the Health and Safety Code of the State of California provides that District ordinances shall be published once in a newspaper of general circulation within the District, and provides that an Order of the Board of Directors of the District to the effect that the ordinance has been published shall constitute conclusive evidence that publication has been properly made. RECOMMENDATION: Adopt a resolution confirming the publication of District Ordinance No. 226. FINANCIAL IMPACTS: None related to this issue. ALTERNATIVES /CONSIDERATIONS: Establishes presumption that the ordinance was correctly published and therefore would be deemed procedurally valid by a court. BACKGROUND: District Ordinance No. 226 which was adopted by the Board at the meeting of July 17, 2003, and which amends District Code Chapter 9.08 to clarify responsibilities for installation and maintenance of Backwater Overflow Prevention Devices, was published in the Contra Costa Times on July 23, 2003. Proof of publication is attached. RECOMMENDED BOARD ACTION: Adopt a resolution confirming the publication of District Ordinance No. 226. Page 1 of 3 S:\ADMIN\MURPHY\Resolutions \POSITION PAPER.CONFIRM.PUB.doc PROOF OF PUBLICATION (2015.5 C.C.P.) STATE OF CALIFORNIA County of Contra Costa I am a citizen of the United States and a resident of the County aforesaid; I am over the age of eighteen years, and not a party to or interested in the above - entitled matter. I am the Principal Legal Clerk of the Contra Costa Times, a newspaper of general circulation, printed and published at 2640 Shadelands Drive in the City of Walnut Creek, County of Contra Costa, 94598. And which newspaper has been adjudged a newspaper of general circulation by the Superior Court of the County of Contra Costa, State of California, under the date of October 22, 1934. Case Number 19764. The notice, of which the annexed is a printed copy (set in type not smaller than nonpareil), has been published in each regular and entire issue of said newspaper and not in any supplement thereof on the following dates, to -wit: July 23 all in the year of 2003 + certify (or declare) under penalty of perjury that the foregoing is true and correct. Executed at Contra Costa Times P O Box 4147 Walnut Creek, CA 94596 (925) 935 -2525 SUMMARY OF ORDINANCE NM 226 AN ORDINANCE TO AMEND CENTRAL CONTRA COSTA SANITARY DISTRICTS DIS- TRICT CODE CHAPTER 9.08 TO CLARIFY RESPONSIBILP TIES FOR INSTALLATION AND MAINTENANCE OF BACKWATER OVERFLOW PREVENTION DEVICES The amendment specifies that property owners are responsible to Install and maintain backwater over- flow prevention devices. Specifically, property own- ers are responsible fo: - Install and maintain backwater overflow pre- vention devices on all side sewers connected to Dis- trict public sewers, unless the District grants an exception; Confirm that existing backwater overflow pre- vention devices are Instal- led at an elevation that rotects their property m damage; Adjust the elevation of existing. backwater over- t., when Im- provements on the proper- ty result in the device be- ing at an improper elevation; ........................ Properly Install a back- water overflow preven- tion device when maid �wnnecrlon w 0 t's s Districewer system; - Pro perty install a back- water overflow preven- tion device when a repair Is made to a side sewer that lacks a device; Proof of Publication of: (attached is a copy of the legal advertisement that published) Property owners who fail to compv with the provi- sions of these District Code amendments are lia- ble for all damage that re- sults from missing or ter im- 9 perly Installed backwa- overflow prevention devices. A process for property owners to request excep- tion from the require- ments Is provided in the Code amendment Any- one granted an exception assumes the risk for prop- erty damage from a sewer age overflow event The exception will be record- ed the prroperty. deed for The amendment to the Dis- trict Code is effective Au- gust 1, 2003. Ordinance No. 226 amend- ing the District Code was V1 17, 2003 byd� Board of Directors of the Central Contra Costa Sanitary District A complete copy of the adopted Dlstrpct Code amendment is available for review at the District offices at 5019 Imhoff Place, Martinez, Califor- nia. Joyce E. Murphy Secretary Central Contra Costa Legal July 23, 2003 Page 2 of 3 RESOLUTION NO. 2003- RESOLUTION CONFIRMING PUBLICATION OF DISTRICT ORDINANCE NO. 226 AN ORDINANCE TO AMEND DISTRICT CODE CHAPTER 9.08 TO CLARIFY RESPONSIBILITIES FOR INSTALLATION AND MAINTENANCE OF BACKWATER OVERFLOW PREVENTION DEVICES WHEREAS, Section 6490 of the Health and Safety Code of the State of California provides that District ordinances shall be published once in a newspaper of general circulation within the District, and provides that an Order of the Board of Directors of the District to the effect that the Ordinance has been published shall constitute conclusive evidence that publication has been properly made. NOW, THEREFORE, be it resolved by the Board of Directors of the Central Contra Costa Sanitary District as follows: THAT District Ordinance No. 226 which was adopted on July 17, 2003, and which amends District Code Chapter 9.08 to clarify responsibilities for installation and maintenance of Backwater Overflow Prevention Devices, has been properly published once since its adoption in a newspaper of general circulation within Contra Costa County. PASSED AND ADOPTED by the Central Contra Costa Sanitary District Board of Directors this 21St day of August, 2003 by the following vote: AYES: Members: NOES: Members: ABSENT: Members: COUNTERSIGNED: Secretary of the 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. 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ADM I N I STRAT I V E Type of Action: BUDGET & FINANCE Subject: AUTHORIZE FINAL SETTLEMENT PAYMENT TO THE CONTRA COSTA COUNTY EMPLOYEES' RETIREMENT ASSOCIATION FOR THE LIABILITY GENERATED AS A RESULT OF THE PAULSON LAWSUIT Submitted By: Debbie Ratcliff, Controller Initiating Dept /Div.: Administrative /Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION: 2 �2 D. ;% .: raves General ISSUE: Board authorization is requested for the final payment of $1,606,116 to the Contra Costa County Employees' Retirement Association ( CCCERA). This obligation was generated from the settlement agreement of the Paulson lawsuit and represents the final calculation of the liability. RECOMMENDATION: Staff recommends that the Board authorize final payment of $1,606,116 for the liability associated with the settlement agreement of the Paulson lawsuit. FINANCIAL IMPACTS: This action will result in a reduction of the reserve balance in the Running Expense Fund in 2003 -2004 fiscal year. The full and final payment relieves the District of its liability resulting from the lawsuit. ALTERNATIVES /CONSIDERATIONS: The Board could choose to pay the liability over the next twenty years at an interest rate of eight percent annually or obtain Pension Obligation Bonds at an approximate interest rate of six percent. BACKGROUND: On July 2, 1996, several retirees filed a class action suit (Paulson litigation) against the Contra Costa County Employees' Retirement Association ( CCCERA). On May 27, 1997, CCCERA cross - claimed against the District and other member agencies. The Paulson litigation asked for uniform treatment of pay differentials for determining an employee's "final compensation" across all participating agencies. At the time the lawsuit was filed, each participating agency defined elements of compensation as they chose. Pensions are calculated as a percentage of a retiree's final compensation, thus, the lawsuit was asking for a uniform definition of final compensation. While the Paulson litigation was heating up, three retirees and an employee association brought suit against Ventura County and its Retirement Board to have certain additional pay differentials considered a part of compensation for purposes of calculating retiree pensions. The Supreme Court ruled on August 14, 1997, that "compensation" included all earnings paid to an employee in cash, except overtime. SAADMIMPOSPAPEMCCCERA final settlement payment.DOC Page 1 of 2 POSITION PAPER Board Meeting Date: August 21, 2003 Subject AUTHORIZE FINAL SETTLEMENT PAYMENT TO THE CONTRA COSTA COUNTY EMPLOYEES' RETIREMENT ASSOCIATION FOR THE LIABILITY GENERATED AS A RESULT OF THE PAULSON LAWSUIT. One month after the Ventura County decision, several retirees filed yet another class action suit against CCCERA demanding that their pensions be calculated in accordance with the Ventura County decision. During the year ended December 31, 1999, Contra Costa County Employees' Retirement Association ( CCCERA) settled its litigation related to the Paulson lawsuit. On October 14, 1999 the court approved the settlement agreement which all parties had signed, including the District. As part of the settlement agreement, $90 million of excess earnings had been set aside by the CCCERA Board to cover part of the anticipated liability. No additional contributions to fund the benefit increases were required until all claims were processed and the real cost of the increased benefits was known. Also, as part of the settlement agreement, CCCERA would provide increased benefits for qualifying retirees who retired on or before September 30, 1997. Retiree's pensions would be recalculated to add the differentials includable under the Ventura County decision to receive three years worth of payments of retroactive pension increases, dating back from September 1, 1997 to September 1, 1994. The CCCERA staff recently completed the calculation of the benefit payments to the retiree's and the actuary has finalized the cost for each employer. As of January 1, 2003, the total Paulson Settlement liability totaled $149.3 million and is offset by the $90 million, plus interest, previously set aside. A balance of $34.2 million is now owed to CCCERA from employers. The District's share is calculated to be $1,606,116. The District has three options. A full payment can be made for the above amount and thereby end the District's liability for this litigation. The second option is to pay the amount over the next years, not to exceed twenty years, at an 8% annual interest rate. Paying the liability over twenty years would add an additional $1,359,814 in interest. The third option is to add the balance to the District's total Unfunded Actuarial Accrued Liability (UAAL), currently $21 million but estimated as high as $56 million, and obtain Pension Obligation Bonds at an approximate 6% interest expense. Options 2 and 3 are the more costly to the District. If the District Board decides to pay the amount with installment payments, a separate contract with CCCERA will be required. The liability is related to retirees and is therefore NOT impacted by the District's recent benefit improvement to 2% @ 55. Staff is recommending full payment of the $1,606,116. The payment will impact the 2003 -2004 expenses and ultimately will reduce the Running Expense Fund's balance. In other words, the expense will come from the fund balance. RECOMMENDED BOARD ACTION: Staff recommends that the Board authorize full and final payment of $1,606,116 for the liability associated with the settlement agreement of the Paulson lawsuit. SAADMIMPOSPAPEMCCCERA final settlement payment.DOC Page 2 of 2 w W � � Q O J O_ O ~ J Q H (L O� O� r _A 3 N C N IL ti P- 0) r A N N O C d c� c C. CL Ame N ev N E .m v N N O V C O V Q i+ C d L �a w c L c N C d E V d N N L L V C d s ea w �a c as L N d N N C N m .N 3 J C O ev N C d CL 0 v c c CD v N � d • N O ea L � v O .N 3 N O C ++ L L m s as I& A, O H Z D O V Q r Z `w r f+ Q O .N C O v e� Flq C O N C O G. E O 'a as L d i v L t v C m E CL O •L V d V x a w U O 'O cn O 00 N W N O c O m rn ll J H 2 0 R .L r� J vI Q J Z W D J Q ti o� o� L d E CL O co 1 3 �a U) m m L f+ _ d 4) t .4+ L 4) CL Dil m i+ _ L d m 4) V _ _ O N N _ 4) d N CL m O L v _ _ m .> v � o L L aN a E '3 E d d d 00 0 Z 2 ui W Q r w w J H W U) N O ti C d N � M O _ = d CL V 0 _i L � � L m � 3a) 0 o C O _ C1 .a •� O O � O O CL v ev O Ca O L C d ca C Ri O CD >, O� C C L O as Q m cx L m •E °- >, IL 0 4) d m .a � � tip a N A, A W O L v can' Q V = w Central Contra Costa SanlLary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 21, 2003 No.: 7.a. ENGINEERING Type of Action: AUTHORIZE CHANGE ORDER Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER ON THE OUTFALL IMPROVEMENTS PROJECT, PHASE 5 (DP 7197) Submitted By: Initiating Dept./Div.: Alex Rozul, Associate Engineer Engineering /Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: A.O'ozul E Than ennan A.Parr'eif General ISSUE: Authorization by the Board of Directors is required for the General Manager to execute a construction contract change order in an amount greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute a change order in an amount up to $250,000. FINANCIAL IMPACTS: The cost for installing the additional seals (175) will be partially offset by savings in a contract bid item for ground water control resulting in an estimated net increase of $77,000 to the contract amount. Currently there is adequate funding within the project budget. ALTERNATIVES /CONSIDERATIONS: Do not approve the change order. Approximately 175 joints that failed the pressure test will not be sealed resulting in an outfall pipe that leaks. The Regional Water Quality Control Board may consider a leaking outfall pipe as a violation of the District's NPDES permit. BACKGROUND: The Outfall Improvements Project, Phase 5, required pressure testing the outfall pipe joints and sealing joints that failed the test with an internal mechanical seal. The contract specifications stated approximately 150 pipe joints would require sealing. Completed joint pressure tests indicate 325 joints failed the test and require sealing. District staff is currently negotiating the costs for the additional 175 new joints seals and estimates the cost to install these additional seals will not exceed $250,000. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a change order in an amount not to exceed $250,000 for the installation of additional internal mechanical seals. L: \Position Papers \Than \7197CO - avr.doc Page 1 of 1 Near Term Budget Savings Savings over budget based on anticipated loss of ad valorem tax revenues August 21, 2003 Near Term Budget Savings ® Durin December 2002 State Budget Update, the Board expressed concern over District finances in light of the State deficit ® Board requested staff recommendations to control budgeted costs *Staff instituted "Near Term Budget Response" to reduce expenses during current fiscal year ® Board received feedback through committees Near Term Budget Savings ®Staff projected $1 to $1.5 million from actions Actual budget savings N $3 million ®January 7 "Financial Workshop" incorporated $1 million saving per year in Scenario four, based on "Near Term Budget Response" projections ®Savings projected into budget year 2005- 2006 ® Future capital budgets incorporated $14 million in deferred capital projects 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 End of Budget Fiscal Year 2002 -03 *Final audited results in September *Represents 100% of Budget year ®Accounts for all end -of -year adjustments, late billings, etc. ®Budgets reflects projections from Board Financial Planning and Policy Workshop 2 Conditional Hiring Freeze ®Immediate hiring freeze ®Management and Personnel Committee to work together on critical positions *Board concurrence needed to hire January 9th- 17 Unfilled Positions Savings with benefits $1 million June 3011- 22 Unfilled Positions Savings as of June -$1.3 million -7% - offset by in benefits (- $60,000) Review of Temporary and Contract Employees *Personnel Committee to approve any new temporary employees ®Continue use of summer students and co -ops January 9t"- 7 Temporary positions, 1 Contract Employee June 301 - 9 Temporary positions -CSO clerical, and Buyer, Construction Inspection, Plant maintenance Reduction in Non - Critical Overtime *Limit OT to critical operations and customer service functions *GM will report out OT to Board Overtime report against budgeted `Overtime' line item - Annual Budget $911,954 End of Year — Budget Actual $741k Reduction $171,000 - 20% savings 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 Year - Budget $254,491 - Actual $163,851 Savings - $90,640 N 35% savings 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 Year - Actual $13.6m; savings $1.6 million Defer Major Maintenance ®Operations management team to identify & analyze possible deferrals ®Permit compliance, reliability, safety are central issues ®GM to report savings to Board Budget report will show savings In budgeted accounts Budgeted accounts — $2.7 million " Repairs and Maintenance" Savings -$108k - Increased Maint. Projects and Sewer Cleaning al 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 +Actual $6 million in savings *Evaluation presented at Board Financial Planning and Policy & CIB Workshops *Project deferrals shown at Spring CIB workshop Near Term Budget Savings +Savings exceed $1+ million savings projection over FY 2002 -03 budget *Working to reduce future projections shown in January Board Financial Workshop *Staffing issues vs. savings and cost +Capital projects will bear the largest impact in cost reductions at the District +Staff remains focused on "District Goals" Future Budgeting Concerns Revenue side +Lost of Ad Valorem Tax revenue +Economic recovery Expense side +Impact of employee benefit costs +Future energy costs +Regulatory impacts — O &M and capital 9 Next Steps ®Continue efforts on savings ®Incorporate savings in budget process • 10 -year plan projections • Include projected savings in budget projections where possible • Long -term goals outlined for Board in January Financial Planning Workshop District Goals ®Customer Service — positive feedback *Regulatory compliance- outstanding compliance history- water, air, programs +Responsible rates — 50"' percentile, no public /business concerns ®Organization- respect of peers, public, community and regulators Savings against budget Questions, concerns, and comments 0 M Cl) O U O Cf) N z O w W z z0^ Qoo w z 4° 5w z� > w w 0U OU) LL W JJ CO ..-. 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