HomeMy WebLinkAbout10/2/2003 AGENDA BACKUPCentral Contra Costa San:_ try District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 2, 2003 No.: 4.a. CONSENT CALENDAR
Type of Action: ACCEPT OFFER OF DEDICATION
Subject: ADOPT A RESOLUTION ACCEPTING PUBLIC SEWER IMPROVEMENTS
AND AN OFFER OF DEDICATION FROM JOSEPH P. GRILLO AND
VICTORIA GRILLO, JOB NO. 5503, PARCEL 2, ORINDA AREA, AND
AUTHORIZING STAFF TO RECORD THE EASEMENT ACCEPTANCE WITH THE
CONTRA COSTA COUNTY RECORDER
Submitted By: Molly Mullin, Initiating Dept /Div.: Engineering /Environmental
Engineering Assistant III Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
.h J P�V�—
M. KUM J. Miyamoto -Mills C. Swanson II / harles W. Ba ,
ISSUE: Board approval is required to accept offers of dedication, and to record
easement acceptances.
RECOMMENDATION: Adopt a resolution accepting public sewer improvements and
an offer of dedication at no cost to the District, and authorize recording.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS: None.
BACKGROUND: The District routinely accepts easements and public sewer
improvements through Board approval of resolutions to that effect. The recommended
resolution presented here will accept an easement (as shown on Attachment 1) that is
required for a recent public sewer extension at Crest View Court in the Orinda area.
The easement and public sewer improvements have been inspected by District staff
and deemed to be in compliance with District standards.
RECOMMENDED BOARD ACTION: Adopt a resolution accepting public sewer
improvements and an offer of dedication from Joseph P. Grillo and Victoria Grillo, Job
No. 5503, Parcel 2, Orinda area, at no cost to the District. Authorize recording of the
easement acceptance with the Contra Costa County Recorder.
Page 1 of 2
UAPosition PapersWullinTosPaper, IOD5503_2.doc 9/24/03 3:06 PM
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Page 2 of 2
1
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 2, 2003 No.: 4.b. CONSENT CALENDAR
Type of Action: CONFIRM PUBLICATION
subject: ADOPT A RESOLUTION CONFIRMING PUBLICATION OF DISTRICT
ORDINANCE NO. 227 — AN ORDINANCE TO AMEND DISTRICT CODE SECTION
6.12.090 SCHEDULE OF CAPACITY FEES, RATES AND CHARGES
Submitted By:
Joyce E. Murphy
Secretary of the District
Initiating Dept /Div.:
Administrative Department
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
v
harles W. Batfi,
eneral 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. 227.
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. 227 which was adopted by the Board at the
meeting of August 7, 2003, and which amends District Code Section 6.12.090 Schedule
of Capacity Fees, Rates and Charges, was published in the Contra Costa Times on
September 11, 2003. Proof of publication is attached.
RECOMMENDED BOARD ACTION: Adopt a resolution confirming the publication of
District Ordinance No. 227.
Page 1 of 3
S:WDMIN\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.
1 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:
September 11
all in the year of 2003
1 certify (or declare) under penalty of perjury that the
foregoing is true and correct.
Executed at Walnut Creek, California.
On th's 1 day of ptem 20
.% ..-..... ...............
Signat re
Contra osta Times
P 0 Bo 4147
Walnut Creek, CA 94596
(925) 935 -2525
Proof of Publication of:
(attached is a copy of the legal advertisement that
published)
:ORDINANCE No. 227
CENTRAL CONCTRAOCOSTA
SANITARY DISTRICT
TO AMEND DISTRICT CODE
"SCHEDULE OF CAPACITY
FEES RATES AND
CHARGES"
WHEREAS, these studies
werewere undertaken byy Dis
staff and culminated
in documents that are
fart of. the fsublic record,
22003 004 Capitalolmpro
mentaudgetand2003Cap-
ital .Improvement Plait ",
and the "'Capacity Fee
osa. dated June
WH3EREA5, it is reasonable
1 and necessary that all
users of the Districts
users served under 5p g-.
cial Discharae ei,! fe
j WHEREAS public meet-
ings for -, astrict staff to in-
formaly, discuss the pprro-
I?ram wl _pactereatee aus-
omers were held on July
1S and July 22, 2003, In the
District Board of Directors
Meeting Room; and
WHEREAS, a properly no-
ticed public hearingp re
-
Pr the' proposetl re
sions waseheld orrrr Auguusit
7,2003, and proper notice
was also given of the avail.
ability of the documents
noted above for ppublic In-
spection and rev iew prior
and said ,public hearing;
WHEREAS, amendment of
Chapter 6.12 of the District
Code is required to pro-
vide the enabllny authorl.
men thep %�sseed iCa pppbd-
ty Fee Program; -
NOW, THEREFORE, the
Board of Directors of the
Central Contra Costa Sant_ tory District does ordain
as follows:.
Section 1.
Office of -fhe Secretary pf
the District, which exhibit
is hereby Incorporated In
full herein by this refer.
ence. As of the effective
date of this Ordinance, Ca-
paclty Fees shall be charg-
ed at such rates and for
such cateoorles of users
as set fortfi in said amend.
ed Section 6.12.090.
Section 2.
This ordinance shall be a
general regulation asll pub
lished once in the Contra
Costa Times, a newspaper
of general circulation with
In the District, and shall
be effective on October 6,
2003.
PASSED AND ADOPTED by
the Board of Directors of
the Central Contra Costa
Sanitary District on the
7th dar of August 2003, by
the following vote:
AYES: Members: sonny-
Steele, Hockett, Lucily,
Menesinl, Ne)edly
! NM m None NOES: bers One
ABSENT: Members: None
/s/ James A. Neledly
President o7 the
Board of Directors
Central Contra Costa
tra County of ContrCo
i
State of California
/s/ Joyce E. Murphy
Secretary of the DTsMd
Central ontra.Costa
Sanitary District
County of Contra Costa
State of Callfomia
APPROVED a5 to form:
Counsel for the District
Le al CCT 8407
Publish September 11,
2003,
Page 2 of 3
RESOLUTION NO. 2003-
RESOLUTION CONFIRMING PUBLICATION OF DISTRICT ORDINANCE NO. 227
AN ORDINANCE TO AMEND DISTRICT CODE SECTION 6.12.090
SCHEDULE OF CAPACITY FEES, RATES AND CHARGES
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. 227 which was adopted on August 7, 2003, and
which amends District Code Section 6.12.090 Schedule of Capacity Fees, Rates and
Charges, 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 2 "d day of October, 2003 by the following vote:
AYES:
NOES
ABSENT
Members:
Members:
Members:
President of the Board of Directors,
Central Contra Costa Sanitary District,
County of Contra Costa, State of California
COUNTERSIGNED:
Secretary of the Central Contra Costa
Sanitary District, County of Contra
Costa, State of California
Approved as to Form:
Kenton L. Alm
District Counsel
Page 3 of 3
Central Contra Costa Sati.cary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 2, 2003 No.: 4.c. CONSENT CALENDAR
Type of Action: CONFIRM PUBLICATION
subject: ADOPT A RESOLUTION CONFIRMING PUBLICATION OF DISTRICT
ORDINANCE NO. 228 — AN ORDINANCE AMENDING DISTRICT CODE SECTION
6.30 SCHEDULE OF RATES AND CHARGES FOR VARIOUS ENVIRONMENTAL
AND DEVELOPMENT - RELATED SERVICES
Submitted By:
Joyce E. Murphy
Secretary of the District
Initiating Dept. /Div.:
Administrative Department
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
/6A -
larles W. Batt ,
ll neral 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. 228.
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. 228 which was adopted by the Board at the
meeting of August 7, 2003, and which amends District Code Section 6.30 Schedule of
Rates and Charges for Various Environmental and Development - Related Services, was
published in the Contra Costa Times on September 11, 2003. Proof of publication is
attached.
RECOMMENDED BOARD ACTION: Adopt a resolution confirming the publication of
District Ordinance No. 228.
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:
September 11
all in the year of 2003
I certify (or declare) under penalty of perjury that the
foregoing is true and correct.
Executed at Walnut Creek, Calif ia.
On this .1 1 day f Septe bar, ,2 3
............ ... ............a...............
Signature
Contra Cos Times
P O Box 4147
Walnut Creek, CA 94596
(925) 935 -2525
Proof of Publication of:
(attached is a copy of the legal advertisement that
published)
ORDINANCE NO. 228
AN ORDINANCE OF THE
CENTRAL CONTRA COSTA
SANITARY DISTRICT
AMENDING DISTRICT CODE
SECTION 6.30
SCHEDULE OF RATES AND
CHARGES FOR VARIOUS
ENVIRONMENTAL AND
DEVELOPMENT - RELATED
SERVICES
WHEREAS, the Board of Di-
rectors of the Central Con-
tra Costa Sanitary District
finds that It is necessary
to charge customers of
the District and users of
District services for the
reasonable cost of provid-
ing said services: and
new
ana inspections, and sep-
tic and grease hauler sam-
pling and treatment; and
WHEREAS, the Board finds
that the Schedule of Rates
and Charges for environ-
mental and development -
related services, as reflect-
ed in the Exhibit to this Or-
dinance represents the
reasonable cost of provid-
ina the services delineat-
e a within said Schedule of
Rates and Charges; and
WHEREAS, the Board of DI-
rectors finds that this ac-
tion is categorically ex-
empt from the California
Environmental Quality Act
(CEQA)pursuant to Sec-
tion 15273 (a)(1) and (3) of
the State CEQA Guide-
lines, in that the fees are
being charged merely to
relmburse the District for
staff costs and expenses;
THEREFORE, the Board of
Directors of the Central
Contra Costa Sanitary Dis-
trict does hereby ordain
as follows:
Section 2.
This Ordinance shall be a
general regulation of the
District and shall be pub-
lished in the Contra Costa
Times, a newspaper of
general circulation, pub.
lished and circulated with-
in the Central Contra Cos-
to Sanitary District and
shall be effective as of Oc-
tober 6, 2003.
PASSED AND ADOPTED by
the Board of Directors of
the Central Contra Costa
Sanitary District on the
7th day of August 2003, by
the following vote:
AYES: Members: Boney-
steele, Hockett, Lucey,
Menesini, Neledly
NOES: Members: None
ABSENT: Members: None
/s/ 1Pne et te resi n of h
Board of Directors
Central Contra Costa
Sanitary District
county StatContra o lifoma
Countersigned:
/s/ Joyce E. Murphy
Secretary of the
Central Contra Costa
Sanitary District, \County
of Contra Costa,
State of Califomla
Approved as to Form:
/s/ Kenton L. Alm
District Counsel
Legal CCT 8408
Publish September 11,
Page 2 of 3
RESOLUTION NO. 2003-
RESOLUTION CONFIRMING PUBLICATION OF DISTRICT ORDINANCE NO. 228
AN ORDINANCE TO AMENDING DISTRICT CODE SECTION 6.30
SCHEDULE OF RATES AND CHARGES FOR VARIOUS
ENVIRONMENTAL AND DEVELOPMENT - RELATED SERVICES
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. 228 which was adopted on August 7, 2003, and
which amends District Code Section 6.30 Schedule of Rates and Charges for Various
Environmental and Development - Related Services, 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 2 "d day of October, 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. Alm
District Counsel
Page 3 of 3
Central Contra Costa Sali,_.ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 2, 2003
Type of Action: REJECT ALL BIDS
No.: 6.a. BIDS AND AWARDS
Subject: REJECT ALL BIDS RECEIVED FOR THE CONSTRUCTION CONTRACT
FOR THE HAPPY VALLEY ROAD SEWER RENOVATION PROJECT, DISTRICT
PROJECT NO. 5692
Submitted By: Initiating Dept /Div.:
Tom Godsey, Associate Engineer Engineering / Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
19� 6::i�r P'6 —
T. Godsey ecki B. Brennan
_W_
A. Farrell
harles W atts,
General Manager
ISSUE: On September 23, 2003, sealed bids were received and opened for
construction of the Happy Valley Road Sewer Renovation Project, District Project (DP)
No. 5692. The Board of Directors must authorize award of the contract or reject bids
within 50 days of the bid opening.
RECOMMENDATION: Reject all bids received for the contract for construction of the
Happy Valley Road Sewer Renovation Project, DP 5692.
FINANCIAL IMPACTS: Minor costs associated with re- bidding the project at a later
date.
ALTERNATIVES /CONSIDERATIONS: Award the construction contract, which is not
recommended.
BACKGROUND: The District investigated pipe segments requiring frequent
maintenance in conjunction with the Collection System Master Plan update in 2000.
Several pipe segments were identified in the Master Plan update that required upsizing
for capacity related reasons. These same pipe segments also have root intrusion,
cracks and grade problems. Approximately 1,000 feet of 15 -inch diameter pipe will be
installed with open -cut construction, 100 feet of steel encased 15 -inch diameter pipe
with boring, and 1,300 feet of 15 -inch diameter pipe will be pipeburst into place.
Plans and specifications for the project were prepared by District staff. The project was
advertised on September 3 and 10, 2003. Three sealed bids ranging from $1,087,325
to $1,481,736 were received and publicly opened on September 23, 2003. A summary
of bids received is shown in Attachment 1. The Capital Projects Division staff
conducted a technical and commercial evaluation of these bids and has determined
that McNamara and Smallman Construction Inc. is the lowest responsible bidder with a
Page 1 of 3
l Design \Position Papers\2003 \5692AwardPP.doc
POSITION PAPER
Board Meeting Date: October 2, 2003
subject. REJECT ALL BIDS RECEIVED FOR THE CONSTRUCTION CONTRACT
FOR THE HAPPY VALLEY ROAD SEWER RENOVATION PROJECT, DISTRICT
PROJECT NO. 5692
bid amount of $1,087,325. However, the lowest bid received for this project is 117%
greater than the Engineer's estimate of $500,000. Staff reviewed and verified the
Engineer's estimate. Staff has determined that the reasons for the unfavorable bid are
the limited interest in the project by larger contractors, construction constraints caused
by the work being scheduled while school is in session, the close proximity of multiple,
parallel water lines on Mount Diablo Boulevard, and the lateness in the construction
�PRRIGJO
Staff recommends that all bids be rejected and that the project be re -bid next year.
Construction of the Happy Valley Road Sewer Renovation Project, District Project No.
5692 is included as part of the Collection Systems/Trunk Sewer Capacity Program
project in the fiscal year 2003 -2004 Capital Improvement Budget (CIB) on pages CS -72
through CS -76. Staff has conducted a cash flow analysis of the Sewer Construction
Fund and concluded that adequate funds are available for this project if the Board
decided to award this project.
RECOMMENDED BOARD ACTION: Reject all bids received for the contract for the
construction of the Happy Valley Road Sewer Renovation Project, District Project 5692.
Page 2 of 3
I: \Design \Position Papers\2003 \5692AwardPP.doc
ATTACHMENT 1
Central Contra Costa Sanitary District
SUMMARY OF BIDS
PROJECT NO. 5692, Happy Valley Rd Sewer Renovation Project DATE: July 8, 2003
LOCATION: Lafayette, California
ENGINEER EST.: $500,000
NUMBER
BIDDER
(Name & Address)
BID PRICE
1
McNamara and Smallman
$1,087,325
2
J. Howard Engineering
$1,162,660
3
California Trenchless
$1,481,736
4
5
6
7
8
9
BIDS OPENED BY: /s/ _`b4ww &Lawi
I: \Design \Position Papers\2003 \5692AwardPP.doc
DATE: September 24, 2003 SHEET NO. 1 OF 1
Page 3 of 3
Why use CWEA for training?
CWEA is an organization dedicated to
enhancing the education of wastewater
professionals, providing...
• Training in all aspects of wastewater
• Certification in various wastewater skills
• Dissemination of technical information
• Policies to protect the water environment
CWEA- Provides its members
value by:
• Opportunities for professional growth
• Education and Training
• Networking
• Opportunities for recognition
• Promotes professionalism within the industry
Training; To assist in fine tuning skills needed by wastewater
professionals, CWEA offers numerous outstanding statewide, regional,
and local section events.
Education: The voluntary technical certification program is administered
twice a year in six different disciplines: Collection Systems
Maintenance, Laboratory Analysis, Mechanical Technology, Electrical
and Instrumentation, Environmental Compliance Inspection, and
Industrial Waste Treatment Operation.
Networking: Through specialty conferences, board meetings, and
certification trainings, wastewater professionals can connect with one
another and keep updated within their profession.
Opportunities for Recognition: Professional accomplishment is
recognized through an awards program that presents more than 300
awards annually. Awards are given for distinguished service, significant
contributions to the field, and for leadership in the promotion of issues
affecting wastewater. CWEA also has a scholarship program that
annually awards money to students interested in wastewater careers.
Training Conference Highlights:
Training Topics included:
• Safety, Collection Systems, Asset Management,
Operator Training & Certification
• Sessions were very well attended
• 54 vendors displaying equipment
• Sessions were informative with high quality
speakers
• Needed contact hours and CEU's earned by
CWEA members
Value to Attendees:
• Updated on emerging regulations
• Exposure and training on new technology
• Training on applicable safety issues
• Networking between agencies
• Vendor and equipment exhibits
• Opportunity to earn required contact hours
and CEU's
Vendor and Eguipment exhibits:
Vendor and Equipment exhibits offer members a unique opportunity to
make contact with the providers of goods and services, and review new
products and services developed for utilization in the wastewater
industry.
Conference Attendance:
• Agencies = 144
• Vendor companies = 54
• Agency and Vendors represented = 198
• Range of attendees per agency (low of 1, high of 18)
• Total attendees for the NRTC 2002 = 631
• Total attendees for the NRTC 2003 = 567
CWEA Northern Regional Training
Conference Summary:
• Conference is a success by all measurements
• Employees earn valuable CEU's and contact hours
• Employees and agencies benefit by excellent training
• CWEA continues to provide value to the industry
and its members
Membership with CWEA offers people involved in the wastewater
industry additional professionalism that may be hard to find elsewhere.
By sending your employees to conferences or seminars held through
CWEA, it enhances their ability as professionals, which in turn makes
us a stronger agency, and keeps us on the cutting edge of technology.
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OUTFALL IMPROVEMENTS PROJECT
PHASE 5 D.P. 7197
Contractor
Construction Period
Notice To Proceed
Contract Completion
Date
Project Status
Change Orders
Power Engineering Contractor's
Alameda, CA
160 calendar days
May 14, 2003
October 21, 2003
*RWQCB permit flow shall be
returned to the Outfall on Oct. 2,
2003
90% complete
Seven (7) with a total value of
$367,000 (25% of the original
contract amount)
Outfall Improvement Summary
• Inspected and pressure tested 1524 joints
• Installed 305 new mechanical seals and re-
expanded and tightened 84 existing seals
• Installed 14 new thrust restraints
• Installed 2 new air relief valves
• Replaced the 72 -inch gravity valve
• Repaired the 60 -inch standby effluent pump
suction valve
• Refurbished two (2) 60 -inch valves at the filter
plant valve structure
• Manufactured and delivered a new outfall
structure slide gate
• Rehabilitated the inside surface of
approximately 200 feet of concrete pipe and 70
feet of steel pipe.
• Refurbished three (3) steel 72 -inch flange
coupling adapters
• Sealed leaks in the concrete pipe at various
locations by injecting a specialized grout
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Central Contra Costa Sart,cary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 2, 2003 No.: 8-a.. ADM I N I STRAT I V E
Type of Action: ACCEPT PURCHASING POLICIES
subject: ACCEPT PURCHASING POLICIES GOVERNING THE PROCUREMENT OF
GOODS AND SERVICES FOR THE CENTRAL CONTRA COSTA SANITARY
DISTRICT
Submitted By: Randall Musgraves, Initiating Dept. /Div.: Administrative /Purchasing
Director of Administration
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
gner . M graves Alm �° `� Charles alts,
General Manager
ISSUE: California Government Code requires all public agencies to have a written
procurement policy in place. A written procurement policy enables District staff to
perform procurement activities in accordance with all applicable state and local laws
and with the highest ethical standards of business conduct. Most of the District's
existing procurement policy has not been comprehensively updated since 1988. Staff
is requesting the Board's acceptance of the modified Purchasing Policies that direct the
procurement of the District goods and services.
RECOMMENDATION: Accept the Purchasing Policies.
FINANCIAL IMPACTS: There are no financial impacts associated with this action.
ALTERNATIVES /CONSIDERATIONS: The alternatives for the Board to consider are
to continue with the current policies or to accept the proposed policies.
BACKGROUND: On March 3, 1983, the District Board of Directors adopted Chapter
2.36 PURCHASING AND MATERIALS POLICY of the District Code, attached. To carry
out the intent of the Purchasing and Materials Policy adopted by the Board, a
Purchasing Procedures Manual was developed setting forth standards, guidelines, and
procedures for use by District staff. This manual has been modified through the years,
although not comprehensively, to comply with changes in the law and District practices.
In 1995 a Process Redesign Team comprised of District staff from throughout the
District, issued a final report on goods and services requisitioning at the District. One
of the recommendations was to provide employees with updated Purchasing Policies
and Procedures. Employees expressed a need for clarity and consistency regarding
purchasing procedures and practices. The draft Purchasing Policies and Procedures
Manual, provided to the Board under separate cover, is the culmination of that effort
and directly responds to the employees' request. In addition, a District Purchasing
User Guide has been developed for use by employees.
S:\ADMINWURPHY\ Miscellaneous \PurchasingPoliciesPP.doc 9/25/2003 2:38 PM Page 1 of 10
POSITION PAPER
Board Meeting Date: October 2, 2003
subject: ACCEPT PURCHASING POLICIES GOVERNING THE PROCUREMENT OF
GOODS AND SERVICES FOR THE CENTRAL CONTRA COSTA SANITARY
DISTRICT
The draft Purchasing Policies and Procedures Manual is comprised of twenty -two
chapters. Chapters Two through Nineteen and Chapter Twenty -two each begin with a
policy statement, in addition to providing detailed information relating to each policy
statement. Attachment II consolidates these policy statements into one document for
easier review by the Board. The Manual provides information on requisitioning
procedures, bidding requirements, procurement practices, and the receiving of goods
and /or services for District use. The Policies and Procedures reflect the requirements
of applicable state and local laws, as well as good business practices, and work to
promote the cost - effective procurement of goods and services for the District. The
intent of the Policies and Procedures is to provide District employees and others with
clear and practical answers to the most commonly asked questions about the District
Purchasing Policy approved by the Board and set forth in the District Code, by offering
simple explanations of the most important purchasing concepts, in a manner that
should be readily understood by non - purchasing personnel.
The Policies and Procedures Manual will provide District employees with the
informational tools that they need to ensure success in their procurement efforts and
will assist employees in understanding their responsibilities in the purchasing process
by clearly specifying the procedures to be used in obtaining the materials, goods and
services necessary in carrying out their responsibilities to the communities and citizens
the District serves. Once the Purchasing Policies are accepted by the Board, all
District staff involved in procuring goods and services will be provided with training on
the new procurement policies.
Staff will provide an overview of the Purchasing policies, procedures, and practices at
the September 29, 2003 Budget and Finance Committee Meeting and the October 2,
2003 Board Meeting. Staff will be available to answer any questions the Board may
have. If additional information is requested or further research needed to address
Board concerns, staff would obtain the additional information and return to the Board
for final consideration.
RECOMMENDED BOARD ACTION: Adopt resolution accepting Central Contra Costa
Sanitary District Purchasing Policies as set forth on Attachment II.
Page 2 of 10
S: WDMINWURPHYMscellaneous Turchasing Policies PP. doc 9/25/2003 2:38 PM
RESOLUTION NO.
A RESOLUTION BY THE BOARD OF DIRECTORS
TO ADOPT PURCHASING POLICIES
WHEREAS, pursuant to Section 2.36.010(A) of the Central Contra Costa
Sanitary District Code, "It is the Central Contra Costa Sanitary District's policy to
perform procurement activities in conformance with all applicable laws and with the
highest ethical standards of business conduct;" and,
WHEREAS, pursuant to Section 2.36.010(B) of the Central Contra Costa
Sanitary District Code, "The District's administrative department's purchasing and
materials section will contract for purchase, rent or lease materials, supplies and
equipment, and secure services for the District's use with the objective that such goods
and services will be available at the proper time, in the proper place, in quantity, quality,
and price so as to receive maximum value; and to maintain inventories of goods at
minimum levels consistent with the user department's needs while allowing the
maximum conservation of the District's funds;" and,
WHEREAS, consistent with, and in order to implement, the District Code set forth
above, the District has prepared and submitted to the Board of Directors a proposed
Purchasing Policies and Procedures Manual; and
WHEREAS, the Board of Directors has determined that it is in the best interest of
the District and the many vendors, suppliers, consultants and contractors who do
business with the District, for the Board to adopt the redrafted Purchasing Policies and
approve the implementation of those Policies through use of the Procedures Manual,
both dated October 2, 2003.
NOW THEREFORE the Board of Directors does resolve as follows:
1. That the Board adopts the Purchasing Policies, dated October 2, 2003,
submitted by the District staff effective immediately; and
2. That the Purchasing Policies shall be afforded with the full force and effect
as all other policies adopted by the Board and said Policies shall remain in effect until
further action of the Board; and
3. That the Board approves the use of the Procedures Manual to implement
the Board's adopted Policies, and delegates to the General Manager the authority to
modify the Procedures Manual, consistent with the Board's adopted Policies, in order to
maintain the consistency of the Procedures with current law and to address changing
operational needs; and
Page 3 of 10
Resolution No.
Resolution Adopting Purchasing Policies
Page 2 of 2
4. That all previous purchasing policies and procedures of the District shall
be superseded by the Purchasing Policies and Procedures Manual which are the
subject of this Resolution and dated October 2, 2003.
PASSED AND ADOPTED this 2nd day of October 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. Alm
District Counsel
Page 4 of 10
2.36.010
Attachment I
Chapter 2.36
PURCHASING AND MATERIALS POLICY
Sections:
2.36.010 Policy.
2.36.010 Policy. A. It is the Central Contra Costa
Sanitary District's policy to perform procurement activities
in conformance with all applicable laws and with the highest
ethical standards of business conduct.
B. The District's administrative department's purchas-
ing and materials section will contract for purchase, rent
or lease materials, supplies and equipment, and secure ser-
vices for the District's use with the objective that such
goods and services will be available at the proper time, in
the proper place, in quantity, quality, and price so as to
receive maximum value; and to maintain inventories of goods
at minimum levels consistent with the user department's
needs while allowing the maximum conservation of the Dis-
trict's funds.
Page 5 of 10
Attachment II
Central Contra Costa Sanitary District
Purchasing Policy Statements
These Policy Statements are set forth in the Purchasing Policies and Procedures
Manual presented to the Board for adoption at the October 2, 2003 Board of Directors
meeting. This attachment consolidates the Purchasing Policy Statements into one
document for easier review by the Board.
Chanter Two — Ethical Considerations
The Central Contra Costa Sanitary District Code Section 2.36.010A states:
"It is the Central Contra Costa Sanitary District's policy to perform
procurement activities in conformance with all applicable laws and with the
highest ethical standards."
Preservation of the District's reputation for the fair, honest and consistent treatment of
suppliers can best be preserved if procurement is done solely on the merits of the
transaction. All District personnel should conduct themselves in such a manner as to
foster public and Board confidence in the integrity of the District's procurement
operation.
Chapter Three — Approvals and Authorizations
All signature authority must be delegated in writing and approved by the Department
Director, the District's Controller and the General Manager.
Chapter Four— Introduction to Purchasing Procedures
Procurements are not District obligations unless the procurements comply with the
guidelines, procedures and policies approved by the Board of Directors.
Chapter Five — Special Purchases and Procedures
Various types of goods and materials require special processing or approvals. The
District has established various processes and procedures to address the procurement
of specialized goods, materials and services.
Chapter Six - Remled Product Procurement
It is the policy of the District to utilize recycled products and recyclable products when
feasible, thereby diverting materials from the solid waste stream. Emphasis shall be
placed on the purchase of products manufactured with post- consumer recycled
material.
Page 6 of 10
Chanter Seven — Vendor Relations and Vendor Performance
It is essential that a professional, business -like relationship of mutual trust and
confidence exist between the District and its vendors.
The following concepts and processes are considered basic and fundamental to the
District's vendor relationship policy:
a. Vendors will be accorded prompt, courteous, fair and equal treatment.
b. The District will not take advantage of vendor errors.
c. Purchasing shall not make, nor be asked to make unreasonable or unnecessary
demands on vendors.
Chapter Etaht — Fair and QQen Competition
The District requires that competitive pricing be secured for all contracts for goods or
services greater than $3,500. This is done to ensure that the goods or services
acquired by the District are at the lowest cost to the ratepayers. The foundation for
effective fair and open competition is equal treatment of each vendor.
Subject to the provisions of "Exemptions to Competitive Pricing" in this Chapter as well
as Chapter Four— Introduction to Purchasing Procedures and Chapter Twelve — District
Projects, no department shall draft, or cause to be drafted, any Request for Quotation,
Invitation to Bid or Request for Proposal in such a manner as to limit the bidding,
directly or indirectly, to any one bidder. As such, vendors will not be allowed to dictate
the specifications and thereby limit the bidding to only their company's product.
It is generally the District's policy that vendors or consultants who are paid to design
part or all of a project, write product specifications, prepare bid or proposal documents,
and /or evaluate bids or proposals, or the like, may not also participate as bidders or
consultants to sell the District the subject product or service either directly or through
business partners, associates or affiliates. The District reserves the right to waive this
requirement when the following conditions are met: (1) it is in the best interest of the
District to do so (2) District Counsel has been consulted and (3) full disclosure is made
to the District's General Manager.
It is imperative that no vendor is given an advantage over the others. Therefore, vendor
offers will be kept confidential during the quotation or bidding process. A vendor is not
entitled to know the bids of the competitors so he /she can undersell the competition.
Chapter Nine — Specification Deveto ment
All specifications shall seek to promote overall economy and functionality for the
purposes intended and to encourage competition in satisfying the District's needs and
shall not be unduly restrictive or luxurious.
In order that the District receive the best quality of goods and services at the most
advantageous price, the Purchasing Division will not issue bids for any article of a
Page 7 of 10
specific brand, nor any patented apparatus or appliance, when such requirements
would prevent competition on the part of dealers or manufacturers of other articles of
equal value, utility or merit. This means simply that Purchasing will not exclude
competition by insisting on a particular manufacturer's product when other products of
equal quality and functionality are available. This policy does not apply to those items
upon which the District has standardized, for those items of a proprietary nature or for
those times when it is deemed necessary or critical to match existing items.
If a specific product is required, the requisitioning department must justify in writing to
the Purchasing Manager, that the product desired has significant features that are
lacking in other goods or services marketed by competitors. Purchasing will not procure
a brand or model that differs from that specified by the requisitioning department unless
the department agrees that an "equal" unit is satisfactory. However, if it is not
satisfactory, the requisitioning department must clearly state why it is not and may be
asked to justify the rejection in writing.
Note: Specifications and drawings developed for a District construction project must be
stamped by a registered engineer licensed to work in that particular field.
Chapter Ten — Scone of Work Development
It is the District's policy that clear, complete and logical Scopes of Work are developed
to enable District consultants to understand the District's needs and aid District
personnel in the administration of the agreement.
Chanter Eleven - Quotations
It is the District's policy to seek two quotes, as possible, when the value of the goods,
services, materials, equipment and supplies is estimated to be between $3,501 and
$15,000. The quotes shall be obtained in writing, by fax, or e-mail or from a reliable
price list.
Three quotes, as possible, will be obtained when the value of the goods, services,
materials, equipment and supplies is estimated to be greater than $15,000. The quotes
shall be in writing. (This policy does not apply to District Projects. The policy for District
Projects, is found in Chapter Twelve of this manual).
Chapter Twelve — District Proieots
District Projects of $15,000 or less do not require that a formal sealed bid process be
initiated. However, a minimum of two written quotes will be obtained when the
estimated value of the procurement is greater than $3,500.
In accordance with the California Public Contract Code, District Projects with a value
greater than $15,000 require that a formal sealed bid process be initiated.
Any District Project that includes consultant - provided labor requires that the prevailing
rate of per diem wages be paid for work valued at more than $1,000.
Page 8 of 10
Chapter Thirteen — Rectuest far Proposals
It is the District's policy to obtain the best available materials goods, equipment and
specialized services for the ratepayer's money and to conduct a fair and equitable
selection process that complies with Federal, State and local laws and regulations.
Chapter Fourteen — Consultant Selection
It is the District's policy to obtain the best available professional services for the
ratepayer's money and to conduct a fair and equitable selection process that complies
with Federal, State and local laws and regulations.
Choot1er Fifteen — Contract and Agreement Developrnent
Proper and adequate development of contracts and agreements is essential to
protecting the interests of the District.
Chapter Sixteen — Contract Administration
Project Managers have the responsibility for ensuring that contract requirements are
being met in a way that supports the best interests of the District.
Chapter Seventeen — Insurance and Bonds
Vendors, contractors and consultants providing services, materials or construction to
the District are required to indemnify and defend the District for claims arising from their
performance of the contract and supply proof of insurance coverage, at or greater than
District standards, to the District. The proof the District requires is usually in the form of
certificates of coverage and endorsements as provided by the contractor's insurance
broker and /or carrier. All insurance requirements made of the contractor must appear in
the contract, and in the case of a competitive bid, they should also be included in the
Invitation to Bid or Request for Proposal.
Chapter Eighteen — Cost Control Methods
It is the District's policy that departments plan their purchases, issue non - restrictive
specifications and encourage competition in an effort to control costs to the District.
Chapter Nineteen — Receiving Procedures
Goods, supplies, equipment and materials purchased by the District are to be shipped
to the Materials Services Building (MSB) located at the Treatment Plant in Martinez, the
Household Hazardous Waste Collection Facility in Martinez or to the Collection System
Operations Division (CSOD) in Walnut Creek.
Page 9 of 10
Chapter Twenty — Payment Procedures
Invoices for goods, services, materials and equipment procured by the District will be
processed in such a manner and time as to maximize discount terms. District
employees authorized to approve invoices for payment are responsible for auditing the
invoice to insure that the District has been invoiced properly.
Chapter Twenty-Two — Sun3lus Equipment
Disposition of surplus District property will be accomplished through the Purchasing
Division. Property will be disposed of by the following methods:
a. Make available to other departments
b. Trade -in on new equipment.
c. Sale at public auction.
d. Sale by sealed bids.
e. Junking (using as spare parts).
f. Sale as scrap.
g. Donation to non - profit organization.
Page 10 of 10
Central Contra Costa Sanitary District
Purchasing Policies Overview
. Staff was unable to complete the review
with the Budget and Finance
Committee.
. Staff is requesting to hold this item
over.
Why are we here?
To provide the Board with a brief overview of
Purchasing and Materials Services Division.
. To provide a summary of the changes to the
District's Purchasirg Policies.
. Board action will be required to adopt District
Purchasing Policies, after Committee review.
Purchasing and Materials
Services Division Philosophy
To ensure that goods and services are
available in a timely and cost effective
manner.
Goals
. Reduce costs through competitive pricing on
goods and services with high payback.
. Improve cost effectiveness of purchasing and
warehousing activities.
. Improve staff productivity.
. Comply with legal requirements and reduce
risk.
Strategy
. Decrease the time to complete
purchasing transactions.
. Automate contract document process.
. Increase on -line ordering, where appropriate.
. Increase usage of procurement card
Strategy
. Clarify District Purchasing Policies,
Procedures and Practices to reduce
confusion and errors.
. Update District's Policies and Procedures
(1988).
. Develop Purchasing User Manual.
. Provide District -wide training.
7
Strategy
. Improve response time and reduce
District risk.
. Implement Annual Contracts.
. Obtain insurance prior to work performed.
. Update contract language.
. Review Blanket Purchase Order need and
usage.
Key Changes to Purchasing
Policies
. Organizes Policies and Procedures
around specific topics. Expands
discussion on procurement topics.
. Requires 2 verbal quotations for items
exceeding $3,500 and 3 written quotes
when exceeding $15,000.
. 80% of Purchase Orders are less than $3,500
and comprise $1 million of the $10 million total.
Key Changes to Purchasing
.Policies
. Provides Field Purchase Order as a
means by which managers and
supervisors can expedite the purchase
of goods /materials less than $3,500.
3
Key Changes to Purchasing
Policies
Establishes the Procurement Card
purchase transaction limit at $500 for
general employees. Managers,
Supervisors and key personnel may
have higher limits.
Implementation Schedule
Four Phases
• Phase I (Complete, pending adoption)
. Update Policies and Procedures.
. Develop User Manual.
. Modify Procurement Card Program.
. Develop Annual (Master) Contracts.
• Phase II (October)
. Obtain agreement from District Management
and Board.
` Implementation Schedule
• Phase III (November- December)
. Train employees, supervisors and managers.
. Work with employees for compliance (OJT).
. Monitor process for continuous improvement.
• Phase IV (On- going)
. Audit processes to ensure compliance and
success for all customers.
:.
Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 2, 2003 NO -: 9.a. ENGINEERING
Type of Action: ACCEPT REPORT
Subject ACCEPT THE FACILITIES PLAN FOR WASTEWATER UTILITY SERICE TO
ALHAMBRA VALLEY, DISTRICT PROJECT NO. 5919
Submitted By: Initiating Dept /Div.:
Curtis Swanson, Division Manager Engineering /Environmental Services
7 ND RECOMMENDED FOR BOARD ACTION:
C. Swanson A. Farre
Charles W. alts,
General Manager
ISSUE: The Board typically accepts or adopts facilities plans for sewering areas within
either the District service area or District sphere of influence.
RECOMMENDATION: Accept the report.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS:
The Board could direct staff to revise and resubmit the report.
BACKGROUND: District staff prepared a draft report entitled "Facilities Plan for
Wastewater Utility Service to Alhambra Valley." The draft report was presented to the
Board on September 18, 2003. The plan evaluates several alternatives to provide
sewer service to the Alhambra Valley. The existing homes in the Valley are on septic
tank systems. The plan concludes that a gravity sewer is the best long -term alternative
for wastewater utility services.
A 23 -lot subdivision has been proposed for a large parcel in the Alhambra Valley. The
developer has requested information about sewer alternatives from the District to aid in
preparation of the Environmental Impact Report (EIR) for the proposed development.
If accepted by the Board, staff will complete the report and distribute the report to the
developer and others as requested. Staff will use the report to respond to future
inquiries about extending the public sewer system into the Alhambra Valley.
RECOMMENDED BOARD ACTION: Accept the Facilities Plan for Wastewater Utility
Service to Alhambra Valley, District Project No. 5919.
WPosition Papers\ SwansonWlhambraValleyFacPlan .doc Page 1 of 1
#Adjustment made to gravity sewer cost
estimate