HomeMy WebLinkAbout04/15/2004 AGENDA BACKUPCentral Contra Costa Sai.. .ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 15, 2004 No.: 4.a. CONSENT CALENDAR
Type of Action: ADOPT RESOLUTION, ACCEPT PUBLIC SEWER IMPROVEMENTS
OFFER OF DEDICATION
Subject: ADOPT A RESOLUTION ACCEPTING PUBLIC SEWER IMPROVEMENTS
AND AN OFFER OF DEDICATION FROM JOHN E. WEBER AND CHARLENE A.
WEBER, TRUSTEES OF THE 1994 JOHN EDWIN WEBER AND CHARLENE
ALICE WEBER REVOCABLE TRUST, IN THE TOWN OF DANVILLE, JOB 5248,
PARCEL 2, AND AUTHORIZING STAFF TO RECORD THE EASEMENT
ACCEPTANCE WITH THE CONTRA COSTA COUNTY RECORDER
Submitted By: Initiating Dept /Div.:
Molly Mullin, Engineering Assistant III Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACT N:
- Y� v
M. Mullin JJ Miyamoto -Mills C. Swanson A. Farr
General
ISSUE: A resolution of the Board of Directors is required to accept public sewer
improvements and offers of dedication, and to authorize staff to record documents.
RECOMMENDATION: Adopt a resolution accepting public sewer improvements and
offers of dedication, and authorizing staff to record the documents with the Contra
Costa County Recorder.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS: None.
BACKGROUND: The Board of Directors regularly accepts easements and public
sewer improvements by resolutions. The recommended resolution will accept an
easement that is required for a recent public sewer extension in Lackland Drive in the
Town of Danville (as shown on Attachment 1). Staff has reviewed the easement
documents, inspected the public sewer improvements, and determined that they are in
compliance with District standards.
RECOMMENDED BOARD ACTION: Adopt a resolution accepting Job No 5248 public
sewer improvements and an offer of dedication from John E. Weber and Charlene A.
Weber, TRE, for an easement in the Town of Danville (Job No. 5248, Parcel 2), and
authorizing staff to record the easement acceptances with the Contra Costa County
Recorder.
UAPosition Papers \Mullin \5248Accept IOD.doc Page 1 Of 2
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Central Contra Costa Attachment
Sanitary District ACCEPTANCE OF
EASEMENT DEDICATION z
MS 214-78 JOB 5248 — PARCEL 2
Page 2 of 2
Central Contra Costa San..ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 15, 2004 No.: 4.b. CONSENT CALENDAR
Type of Action: ADOPT RESOLUTION; ACCEPT PUBLIC SEWER IMPROVEMENTS
OFFER OF DEDICATION
subject: ADOPT A RESOLUTION ACCEPTING PUBLIC SEWER IMPROVEMENTS
AND AN OFFER OF DEDICATION FROM IVERSON HOMES, IN THE CITY OF
LAFAYETTE, JOB 5262, PARCELS 1 AND 2, AND AUTHORIZING STAFF TO
RECORD THE EASEMENT ACCEPTANCES WITH THE CONTRA COSTA
COUNTY RECORDER
Submitted By: Initiating Dept. /Div.:
Molly Mullin, Engineering Assistant III Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
5VII;AA� )11 v pa
M. Mullin J. Miyamoto -Mills c. Swanson
A. Fa ell
General
ISSUE: A resolution of the Board of Directors is required to accept public sewer
improvements and offers of dedication, and to authorize staff to record documents.
RECOMMENDATION: Adopt a resolution accepting public sewer improvements and
offers of dedication, and authorizing staff to record the documents with the Contra
Costa County Recorder.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS: None.
BACKGROUND: The Board of Directors regularly accepts easements and public
sewer improvements by resolutions. The recommended resolution will accept an
easement that is required for a recent public sewer extension off Iverson Drive in the
City of Lafayette (as shown on Attachment 1). Staff has reviewed the easement
documents, inspected the public sewer improvements, and determined that they are in
compliance with District standards.
RECOMMENDED BOARD ACTION: Adopt a resolution accepting Job No. 5262 public
sewer improvements and an offer of dedication from Iverson Homes, for an easement
in the City of Lafayette (Job No. 5262, Parcels 1 and 2), and authorizing staff to record
the easement acceptances with the Contra Costa County Recorder.
WPosition Papers\Mullin \5262Acceptl0D.doc Page 1 of 2
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Central Contra Costa Attachment
Sanitary District ACCEPTANCE OF
o- EASEMENT DEDICATION 1
MS 501-89 JOB 5262
Page 2 of 2
Central Contra Costa San -ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 15, 2004
No.: 4.c. CONSENT CALENDAR
Type of Action: ADOPT RESOLUTION; ACCEPT PUBLIC SEWER IMPROVEMENTS
OFFER OF DEDICATION
subject: ADOPT A RESOLUTION ACCEPTING PUBLIC SEWER IMPROVEMENTS
AND AN OFFER OF DEDICATION FROM BAY GLEN LIMITED PARTNERSHIP, A
CALIFORNIA LIMITED PARTNERSHIP, IN THE CITY OF LAFAYETTE, JOB 5404,
PARCEL 2, AND AUTHORIZING STAFF TO RECORD THE EASEMENT
ACCEPTANCE WITH THE CONTRA COSTA COUNTY RECORDER
Submitted By: Initiating Dept. /Div.:
Molly Mullin, Engineering Assistant III Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
S/ LW
M. 9611in J. Miyamoto -Mills . Swanson A. Farrell
General
ISSUE: A resolution of the Board of Directors is required to accept public sewer
improvements and offers of dedication, and to authorize staff to record documents.
RECOMMENDATION: Adopt a resolution accepting public sewer improvements and
offers of dedication, and authorizing staff to record the documents with the Contra
Costa County Recorder.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS: None.
BACKGROUND: The Board of Directors regularly accepts easements and public
sewer improvements by resolutions. The recommended resolution will accept an
easement that is required for a recent public sewer extension off South
Thompson Road in the City of Lafayette (as shown on Attachment 1). Staff has
reviewed the easement documents, inspected the public sewer improvements, and
determined that they are in compliance with District standards.
RECOMMENDED BOARD ACTION: Adopt a resolution accepting Job No. 5404 public
sewer improvements and an offer of dedication from Bay Glen Limited Partnership, a
California Limited Partnership, for an easement in the City of Lafayette (Job No. 5404,
Parcel 2), and authorizing staff to record the easement acceptances with the
Contra Costa County Recorder.
UAPosition Papers \Mullin \5404Acceptl0D.doc Page 1 of 2
24
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—E- NEW SEWER
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=' EASEMENT AREA
0
SUB BOUNDARY FEET
Central Contra Costa
Sanitary District
LAFAYETfE
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ACCEPTANCE OF
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JOB 5404
Page 2 of 2
F
Attachment
Central Contra Costa San..ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 15, 2004
Type of Action: HUMAN RESOURCES
NO-: 4.d. CONSENT CALENDAR
Subject: AUTHORIZE LEAVE OF ABSENCE WITHOUT PAY FOR DERHYL
HOUCK, MAINTENANCE TECHNICIAN III, MECHANICAL, THROUGH
JUNE 4, 2004
Submitted By: James M. Kelly Initiating Dept. /Div.
Director of Operations
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
/�,L �r i
J.
Operations/
Plant Operations
General
ISSUE: Board of Directors' authorization is required for leave without pay in excess of
30 days.
RECOMMENDATION: Authorize leave of absence without pay for Derhyl Houck,
Maintenance Technician III, Mechanical.
FINANCIAL IMPACTS: Minimal
ALTERNATIVES /CONSIDERATIONS: Deny leave of absence without pay.
BACKGROUND: Derhyl Houck, Maintenance Technician III, Mechanical, has been off
work since August 4, 2003, due to a serious medical condition. Mr. Houck applied for,
was granted, and used 12 weeks of Family Medical Leave. At the Board meeting of
January 15, 2004, the Board approved Mr. Houck to be on leave of absence without
pay until April 17, 2004.
Mr. Houck requests extending his leave of absence without pay because his treating
physician estimates his required time off to be extended until at least June 4. If at that
time, Mr. Houck's physician recommends more time is needed for his recovery, the
Board will be notified.
RECOMMENDED BOARD ACTION: Authorize leave of absence without pay for
Derhyl Houck, Maintenance Technician III, Mechanical, through June 4, 2004.
Page 1 of 1
S: \Correspondence \Position Papers\2004 \Houck -Leave of Absence - June.doc
Central Contra Costa Sar...ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 15, 2004
No.: 6.a. BIDS AND AWARDS
Type of Action: CONSIDER BID RELIEF /AUTHORIZE AWARD /AUTHORIZE
AGREEMENT
subject: CONSIDER BID RELIEF TO JMB CONSTRUCTION INC. AND AUTHORIZE
AWARD OF CONSTRUCTION CONTRACT TO RANGER PIPELINES, INC. FOR
THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5, AND HAPPY VALLEY
ROAD SEWER RENOVATION PROJECT, DP 5659 AND 5692; AUTHORIZE THE
PRESIDENT OF THE BOARD OF DIRECTORS AND THE SECRETARY OF THE
DISTRICT TO EXECUTE A JOINT POWERS AGREEMENT WITH THE CITY OF
PLEASANT HILL FOR THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5,
DP 5659
Submitted By: Initiating Dept/Div.:
Michael J. Penny, Associate Engineer Engineering / Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
l S
(WA,
M. Penny ecki B. Brennan A. a Charles W8j
General Man,
ISSUE: On April 6, 2004, sealed bids were received and opened for construction`of the
Pleasant Hill Relief Interceptor, Phase 5, and Happy Valley Road Sewer Renovation
Project, DP 5659 and 5692. On April 8, 2004 JMB Construction Inc. asked for bid
relief. The Board of Directors must determine whether to grant relief of bid and to award
the construction contract to the second lowest bidder or reject bids within 50 days of the
bid opening. Board of Directors' authorization is required for agreements with other
public agencies.
RECOMMENDATION: Grant bid relief to JMB Construction Inc. and authorize award of
a construction contract to Ranger Pipelines Inc. Authorize the President of the Board of
Directors and the Secretary of the District to execute a Joint Powers Agreement with
the City of Pleasant Hill (City) for irrigation water line replacement and street
reconstruction along Patterson Boulevard as part of the Pleasant Hill Relief Interceptor,
Phase 5, and Happy Valley Road Sewer Renovation Project, DP 5659 and 5692.
FINANCIAL IMPACTS: Approximately $5,148,000 including bid price, design,
contingency, City's work and construction management. Approximately $600,000 will
be reimbursed by the City of Pleasant Hill if they decide to proceed with all their
projects.
ALTERNATIVES /CONSIDERATIONS: Alternatives include (1) reject the request for
relief of bid and award a construction contract to JMB Construction Inc., (2) grant relief
of bid request to JMB Construction Inc. and authorize award of a construction contract
to Ranger Pipelines Inc., or (3) reject all bids.
(:\Design \Position Papers\2004 \5659 -5692 BidRelief- Award- JPA.doc Page 1 of 15
POSITION PAPER
Board Meeting Date: April 15, 2004
subject. CONSIDER BID RELIEF TO JMB CONSTRUCTION INC. AND AUTHORIZE
AWARD OF CONSTRUCTION CONTRACT TO RANGER PIPELINES, INC. FOR
THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5, AND HAPPY VALLEY
ROAD SEWER RENOVATION PROJECT, DP 5659 AND 5692; AUTHORIZE THE
PRESIDENT OF THE BOARD OF DIRECTORS AND THE SECRETARY OF THE
DISTRICT TO EXECUTE A JOINT POWERS AGREEMENT WITH THE CITY OF
PLEASANT HILL FOR THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5,
DP 5659
BACKGROUND: Following preparation of the Facilities Plan Report, including the
routing study, the EIR for the Pleasant Hill Relief Interceptor project was certified in
1991. The Board approved a preferred project with detailed design starting in January
1992. Construction started January 1994 on the first two phases and was completed in
January 1995. Construction on Phase 3 was completed in January 1996. Construction
on Phase 4 was completed in March 2002.
Phase 5 (PHRI 5) of the project will extend the interceptor from the corner of Boyd
Road and Patterson Boulevard to the intersection of Oak Park Boulevard and Patterson
Boulevard in Pleasant Hill (see Attachment 1). An extension of the recycled water
system will be included with this phase. Approximately 3,900 feet of 30 -inch sewer,
2,000 feet of 12 -inch and 1,200 feet of 10 -inch reclaimed water pipe will be installed
with the PHRI 5 Project. The sewer and 12 -inch reclaimed water pipe will be installed
in Patterson Boulevard. The 10 -inch reclaimed water pipe will extend into Pleasant Oak
Park adjacent to Pleasant Hill Middle School to supply both the park and the school with
reclaimed water.
For bidding purposes the Happy Valley Road Sewer Renovation Project (see
Attachment 2) was added to the PHRI 5 Project. The Board rejected all bids for the
Happy Valley Sewer Renovation Project at the October 2, 2003 Board Meeting. The
low bid at the October 2, 2003, Board meeting for the Happy Valley Road Project was
$1,087,325; the new bid is for $551,807. Approximately 1,000 feet of 24 -inch, 850 feet
of 16 -inch, and 800 feet of 8 -inch sewer will be installed in Mount Diablo Boulevard and
Happy Valley Road in Lafayette.
The City of Pleasant Hill has requested the District to include in its PHRI 5 Project the
reconstruction of Patterson Boulevard and the replacement of an existing 3 -inch to 8-
inch irrigation water line. The City is acting on behalf of the Diablo Vista County Water
District for the irrigation water line work. District staff is negotiating with the City of
Pleasant Hill a Joint Powers Agreement (JPA) for construction of the road
reconstruction and irrigation water line replacement as part of the District's sewer
project. Under the agreement the City will pay for the construction of the road
reconstruction and irrigation line. The District will be responsible for design of the
sewer and reclaimed water line, project bidding, construction inspection, construction
management, and inspection. The JPA gives the City the option to withdraw from the
project after the bid opening. The construction contract gives the District the ability to
1ADesignTosition Papers\2004 \5659 -5692 Bid Relief-Award-J PA. doc Page 2 of 15
POSITION PAPER
Board Meeting Date: April 15, 2004
subject. CONSIDER BID RELIEF TO JMB CONSTRUCTION INC. AND AUTHORIZE
AWARD OF CONSTRUCTION CONTRACT TO RANGER PIPELINES, INC. FOR
THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5, AND HAPPY VALLEY
ROAD SEWER RENOVATION PROJECT, DP 5659 AND 5692; AUTHORIZE THE
PRESIDENT OF THE BOARD OF DIRECTORS AND THE SECRETARY OF THE
DISTRICT TO EXECUTE A JOINT POWERS AGREEMENT WITH THE CITY OF
PLEASANT HILL FOR THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5,
DP 5659
delete the City's portion of the work from the project without any financial impacts. It is
anticipated that the City will make a decision as to the extent of its participation no later
than May 19, 2004.
District staff prepared plans and specification. The Engineer's estimate for the
construction of the Pleasant Hill Relief Interceptor, Phase 5, and Happy Valley Road
Sewer Renovation Project, including the road reconstruction and irrigation line, is
$4,065,000. The project was advertised on March 8 and March 16, 2004. Seven
sealed bids ranging from $3,321,160 to $5,685,635 were received and publicly opened
on April 6, 2004. A summary of bids received is shown in Attachment 3. The apparent
low bid is from JMB Construction Inc. in the amount of $3,321,160.
On the afternoon of April 6, 2004, a representative of JMB Construction Inc. indicated to
District staff that JMB Construction Inc. had made a clerical error in preparing its bid.
On April 8, 2004, within five (5) days of the bid opening, District staff received a letter
from JMB Construction Inc. indicating that a clerical error had been made with respect
to its bid; and, therefore, JMB Construction Inc. was requesting relief from its bid
proposal (see Attachment 4).
The letter explains that the Contractor had intended to input a figure of $40,000 into
their computer estimating program for Bid Item #4, Schedule D. The figure of $400,000
was incorrectly inputted into the estimating program (see asterisk on page 14 of 15).
Since this item was a credit (or deduct item) for reduced paving requirements, the error
caused their bid to be underestimated by $360,000.
Under California Public Contract Code Section 5103, a bidder may request relief of bid
within five (5) calendar days of bid opening in the event of a clerical or arithmetical error
in preparing the bid proposal. The law is stringent with regard to relief from bids and
allows relief to be granted by the awarding authority only under specific circumstances.
Specifically, the law states that:
"The bidder shall establish to the satisfaction of the court that:
a. A mistake was made.
I: \Design \Position Papers\2004 \5659 -5692 Bid Relief-Award-J PA. doc Page 3 of 15
POSITION PAPER
Board Meeting Date: April 15, 2004
subject CONSIDER BID RELIEF TO JMB CONSTRUCTION INC. AND AUTHORIZE
AWARD OF CONSTRUCTION CONTRACT TO RANGER PIPELINES, INC. FOR
THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5, AND HAPPY VALLEY
ROAD SEWER RENOVATION PROJECT, DP 5659 AND 5692; AUTHORIZE THE
PRESIDENT OF THE BOARD OF DIRECTORS AND THE SECRETARY OF THE
DISTRICT TO EXECUTE A JOINT POWERS AGREEMENT WITH THE CITY OF
PLEASANT HILL FOR THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5,
DP 5659
b. He or she gave the public entity written notice within five (5) days after the
opening of the bids of the mistake, specifying in the notice in detail how
the mistake occurred.
C. The mistake made the bid materially different than he or she intended it to
be.
d. The mistake was made in filling out the bid, and not due to error in
judgment or to carelessness in inspecting the site of the work, or in
reading the plans or specifications."
Under the above Public Contract Code, it appears to staff that the error, as explained
by JMB Construction Inc., may well have been a clerical error, and that relief may be
granted to JMB Construction Inc. The Board must evaluate the facts submitted and
determine whether there is an adequate basis to grant JMB Construction Inc. relief from
its bid due to a clerical error.
Staff conducted a commercial and technical evaluation of these bids and has
determined that in the event that JMB Construction Inc. is granted relief from its bid, the
second low bidder Ranger Pipelines Inc. is the lowest responsible bidder with a bid
amount of $4,110,061.
District staff will perform construction contract administration, inspection, survey, office
engineering, and shop drawing review. Construction of the Pleasant Hill Relief
Interceptor, Phase 5 Project, the Happy Valley Road Sewer Renovation Project, and
the Recycled Water Line Project is included in the fiscal year 2003 -2004 Capital
Improvement Budget (CIB). The funds required to complete this project as shown in
Attachment 5 are $5,148,000. The total cost of the Pleasant Hill Relief Interceptor,
Phase 5, Happy Valley Road Sewer Renovation Project, and the Recycled Water Line
Project is $5,173,000. The City of Pleasant Hill will reimburse approximately $600,000
depending on their level of participation. Staff has conducted a cash flow analysis of
the Sewer Construction Fund and concluded that adequate funds are available for this
project.
The California Environmental Quality Act (CEQA) requirements for the Pleasant Hill
Relief Interceptor, Phase 5, have been met by the Board's approval of the Final
Environmental Impact Report (EIR) for the Pleasant Hill Relief Interceptor Project at its
September 4, 1991, July 1, 1993, and March 2, 1995, meetings and the approval of the
I: \Design \Position Papers\2004 \5659 -5692 Bid Relief-Awa rd-J PA.doc Page 4 of 15
POSITION PAPER
Board Meeting Date: April 15, 2004
subject. CONSIDER BID RELIEF TO JMB CONSTRUCTION INC. AND AUTHORIZE
AWARD OF CONSTRUCTION CONTRACT TO RANGER PIPELINES, INC. FOR
THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5, AND HAPPY VALLEY
ROAD SEWER RENOVATION PROJECT, DP 5659 AND 5692; AUTHORIZE THE
PRESIDENT OF THE BOARD OF DIRECTORS AND THE SECRETARY OF THE
DISTRICT TO EXECUTE A JOINT POWERS AGREEMENT WITH THE CITY OF
PLEASANT HILL FOR THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5,
DP 5659
Negative Declaration for the Recycled Water Pipeline at its September 16, 1993,
meeting. The Final EIR requires the District to implement a Mitigation, Monitoring, and
Reporting Program. Staff has included sufficient funds to insure that the Mitigation,
Monitoring, and Reporting Program is adequately carried out.
For the Happy Valley Road Sewer Renovation Project, staff has concluded that this
project is exempt from CEQA under District CEQA Guidelines, Section 15301, since it
involves only alterations of existing facilities with negligible or no expansion of capacity.
Authorization of this project will establish the Board of Directors' independent finding
that the project is exempt from CEQA.
RECOMMENDED BOARD ACTION: Staff recommends the following for the Board's
approval:
1. Consider and grant bid relief to JMB Construction Inc., and direct staff to
return JBM Construction Inc.'s bid bond;
2. Authorize award of a construction contract in the amount of $4,110,061 for
the Pleasant Hill Relief Interceptor, Phase 5, and Happy Valley Road Sewer
Renovation Project, DP 5659 and 5692, to Ranger Pipelines Incorporated,
the lowest responsive and responsible bidder.
3. Authorize the President of the Board of Directors and the Secretary of the
District to execute a Joint Powers Agreement with the City of Pleasant Hill.
I: \Design \Position Papers\2004 \5659 -5692 Bid Relief-Award-J PA.doc Page 5 of 15
Central Contra Costa
Sanitary District
Prepared by Engineering Support Section
LGV GI�V.
PROJECT LOCATION
Central Contra Costa
Sanitary District
HAPPY VALLEY
SEWER RENOVATION
DP 5692
RD
PROJECT
Attachment
2
Page 7 of 15
ATTACHMENT 3
Central Contra Costa Sanitary District
SUMMARY OF BIDS
PROJECT NO. 5659 and 5692: Pleasant Hill Relief Interceptor, Phase 5, and Happy Valley Road
Sewer Renovation
DATE: April 6, 2004
LOCATION: Martinez, California
ENGINEER EST.: $4,065,000
NUMBER
BIDDER
(Name & Address)
BID PRICE
JMB Construction, Inc.
1
150 Executive Park Blvd., #4400
$ 3,316,210
San Francisco, CA 94134 -3309
Ranger Pipelines, Inc.
2
1296 Armstrong Avenue
$ 4,110,061
San Francisco, CA 94124
K.J. Woods Construction, Inc.
3
2625 Judah St., No. 2
$ 4,234,000
San Francisco, CA 94122
Mountain Cascade, Inc.
4
555 Exchange Court
$ 4,315,918
Livermore, CA 94550
McGuire and Hester
5
9009 Railroad Avenue
$ 4,429,372
Oakland, CA 94603
Pacific Underground Construction, Inc.
6
1817 Stone Avenue
$ 4,979,040
San Jose, CA 95125 -1311
Argonaut Constructors
7
1236 Central Avenue
$ 5,685,635
Santa Rosa, CA 95402
BIDS OPENED BY: /s/ Joyce E. Murphy
DATE: April 6, 2004 SHEET NO. 1 OF 1
I: \Design \Position Papers\2004 \5659 -5692 Bid Relief-Award-J PA.doc Page 8 of 15
ATTACHMENT 4
JNIB CONSTRUCTION, INC.
Gen aral Engineering Contractor 150 Executive Park Blvd,, Suite 4400
Uc# 715324 San Francisco, CA 94134 -3305
(415) 330 -3100
Fax (415) 466 -1275
Ap ril 8, 2004
Ce atral Contra Costa Sanitary District
54119 ImLoff Place
bit irtinez, California 945534316
Co atract: Pleasant EHU Relief Interceptor, Phase 5 And Happy Valley
Road Sewer Renovation
Sun )Ject: Relief of Bid .Proposal
Asti ention: Michael Penny
I;►e, tr Mr. Penny,
JMB Construction by this letter formally request relief from our bid proposal on
die above referenced contract.
AR or examining our bid we have discovered a clerical error in our computation for Bid
Ina a #4, Schedule D. The intended figure of $40,000.00 was inputted incorrectly as
$ 4(1),000.00. This error was substantial and underestimated our bid by $360,000.00. For
tid, reason 7MB Construction seeks to withdraw its proposal on the subject contract from
cur sideration of award.
We apologize for any inconvenience to the CCCSD resulting from this matter.
W y Du have any questions regarding the above, please call me at (415) 330 3100.
S in .-erely,
4' e
TV1a Varet Burke
Pre ;ident
Page 9 of 15
JMB CONSTRUCTION IN
FACSIMILE TRANSMITTAL SHEET
P p ECE0dC
CCSD CAPITAL PROJECTS
-=m�
TC:
FROM:
1!ICHAEL PENNY
STEWART MITCHEU
Cew ANY:
DATE:
�CCSD
3/25/04
_
FAX 1 I"UMBF.R
TOTAL NO. OF PAGES INCLUDING COVER:
(925) 372 7892
5
PIIO1 h NUMBER
SENDEWS PHONE NUMBER
(925) 229 7120
�~
(415) 330 -3103
SENDERS FAX NUMBER
RI.
saow
(415) 468 -1183
n ow
Q U: LGENT ❑ FOR REVIEW ❑ PLEASE COMMENT ❑ PLEASE REPLY ❑ PLEASE RECYCLE
NO'I ES /COMMENTS:
MIC 4AEL,
FIND ATTACHED WORK SHEET AND SPREAD SHEET PERTAINING TO THE RELEVANT
BID [TEM.
I V ✓I :L BE OUT OF MY OFFICE UNTIL APPROXIMATELY I IAM, IF YOU REQUIRE ANY
Fux CHER INFORMATION JUST LEAVE A MESSAGE, AND I WILL RETURN YOUR CALL
AS SOON AS I GET BACK.
RF.G 4RDS,
STV VART
150 EXECUTIVE PARK BLVD. SUITE 4400, SAN FRANCISCO, CA 94134 -3309
Page 10 of 15
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Page 12 of 15
PLEv ISANT HILL RELIEF INTERCEPTOR
SC HE- ULE A - SEW RECLAIMED ER WORK
BID ITEM
SID ITEM DESCRIPTION
ESTIMATED
UNIT
UNIT PRICE
EXTENSION
0
QUANTITY
1
_
Mobiliiz Demobifiz for lump sum price
1
LS
$300,000.00
$300,000.00
2
Sheetir g, shoring, bracing
1
LS
$200,000.00
$200,000.00
3
Conetn ction schedule for LS
1
LS
$30,000.00
$30,000.00
NOTE: DID ITEMS 4 :14A APPLY TO THE PHRI, PHASE 5 ONLY
4
30 -inch diameter PVC lined trunk sewer furnished
3,533
LF
$275.00
$971,575.00
insUlo I complete by open cut trench
5
304nch diameter PVC lined trunk sewer furnished &
344
LF
$1,220.00
$419,680.00
installer 1 complete by tunnelling
5A
84nci ( ismeter PVC lined trunk sewer furnished &
16
LF
$300.00
$4,800.00
installer I complete by open cut trench
8
Provisk n & installation of tunnelling jacking &
2
EA
$16,OOD.00
$32,000.00
recetrei its furnished installed complete
7
Standai d Minch diameter PVC -lined trunk manholes
'oe
7
EA
$7,000.00
$49,000.00
for a lar er than 17' diameter
8
NOT U:IED
0
-
9
Provisic n & installation of slurry seal
780
SY
$7.00
$5,460.00
10
Abando iment and/or removal of existig sewers Wor
1
LS
$5,000.00
$5,000.00
strud;ur m
11
Hard ro * excavation, building foundation removal Wor
20
CY
$50.00
$1,000.00
cone iet, encased sewer removal
12
Ovenvo ovation ordered by the engineer & installation
20
CY
$100.00
$2,000.00
of lot. rK ationstabillzation material
13
Traffic control & signage, complete as shown,
1
LS
$75,000.00
$75,000.00
deacdbi d & se2cified
14
ProvWc n & installation of pavement patching, complete
100
SY
$50.00
$5,000.00
as shoo n & specified
14A
Provisic n & installation of ay of Pleasant Hill standard
500
LF
$40.00
$20,000.00
curb Al utter as described
NOTIc: DID ITEMS 18-23 APPLY TO THE RECLAIMED WATER LINE ONLY
15
12 -Ini %diameter PVC reclaimed wafer pipe furnished &
1,993
LF
$100.00
$199,300.00
In tal;ec complete by open cut trench as specified
16
10 -Irii:h diameter PVC reclaimed water pipe furnished &
1,219
LF
$50.00
$60,950.00
Instal ec complete by open cut trench s s eclfied
Mlsa:lla neous valves, hydrants, drains, SCAVs &
17
encloau as. & future service branches for the reclaimed
1
LS
$25,000.00
$25,000.00
water pi )e including all smaller diameter pipes & all
fittings, -umished & installed as specified
REW M eter & assembly & enclosures for the reclaimed
18
water pi )e including all smaller diameter pipes &
2
EA
$25,000.00
$50,000.00
fitting: L, irrnished & installed
19
Hard mi lk excavation, building foundation removal Wor
10
CY
$50.00
$500.00
oonomte encased sewer removal
20
Overe:zc ovation ordered by the engineer & installation
10
CY
$200.00
$2,000.00
of found etion stabilization material
Z1
Traffics c mtrol & slgnage, complete as shown,
1
LS
$25,000.00
$25,000.00
describe d & specified
22
Provicia r & installation of pavement patching, complete
60
SY
$50.00
$3,000.00
as show i & specified
23
Provi,.io r & installation of slurry seal, complete &
describe I as specified
780
SY
$7.00
$5,460.00
NOTE: 110) ITEMS 22 -24 APPLY TO THE HAPPY VALLEY
ROAD SEWER RENOVATION
24
24 - .Inch 1 lameter tn,nk sewer furnished & installed
co J06- b open-cut trench as specified
876
LF
$290.00
$254;040.00
24 -Inch r llameter HOPE trunk sewer furnished &
25
instalh3d complete inside 36 -inch HDPE casing as
99
LF
$450.00
$44,550.00
s cflec
Page 12 of 15
Page 13 of 15
16411d i outside diameter HOPE trunk sewer furnished
8
lnstsille d corn lete by i burstina
852
LF
$80.00
$68,160.00
27
8-irx:h dameter main sewer furnished & installed by
o i c it trench
279
LF
$150.00
$41,850.00
28
8-inc:h Nameter HDPE main sewer furnished & installed
co 3k•te by sli linin
539
LF
$40.00
$21,560.00
29
Standard 60 -Inch diameter PVC -lined trunk manholes
for x s lar than 17" diameter
5
$7,000.00
$35 ,000.00
30
Standa rd 48 -Inch diameter main manholeefor pipes
smalls, than 18" diameter, furnished & installed
e
$5,000.00
$40,000,00
31
Provisi. an & installation of slurry
0
SY
$20.00
$0.00
32
Loco tic n & verification of all active & inactive
house es & buildin sewer laterals
12
EA
$20000 .
$2,400.00
33
Re-con nection of existing 4 -inch & 6 -inch sewer laterals
12
EA
$500.00
$6,000.00
34
Abandc nment and/or removal of exlstig sewers Wor
structul e9
1
LS
$5,000.00
$5,000.00
35
Hard rc do excavation, building Foundation removal 8dor
concrgla encased sewer removal
20
CY
$50.00
$1,000.00
36
Overex;avation ordered by the engineer & installation
of foum lation stabilization material .
20
CY
$100.00
$2,000.00
37
Traffic oontrdl & signage, complete as shown,
describ bd & cifed
1
LS
$50,000.00
$50,000.00
38
ProvlsA in & installation of pavement patching (.7 foot
thtdc) �c om lete as shown & specified
30
SY
$100.00
$3,000.00
39
Provlsn a & installation of pavement patching (1.1 foot
thick, , c om k:te ash s ecified
10
SY
$500.00
$5,000.00
40
Remuvi : standard 48 "-inch diameter manhole, as
shown . 1, specified
13
1
EA
LS
$500.00
$5,000.00
$6,500.00
$5 000.00
41
Remove i & dispose of asbestos cement pipe
42
Point re pairs on 12" trunk sewer in Mount Diablo Blvd
60
LF
$150.00
$9,000.00
43
Recona •rud manholes (trunk & main)
2
EA
$2,000.00
$4,000.00
44
Point re asirs on 16" HDPE trunk sewer In Happy Valley
Road
LF
$ 150.00
$10,500.00
TOTAL SCHEDULE A:
SCH L )ULE B - IRRIGATION LINE FROM B
YD ROAD T
ROBE
TA AVE
$3,106,285.00
--
1
in—cl diameter PVC Irrigation water refurnished &
Instalec complete by open cut trench
60
LF
40
$2 400.00
2
44nci d smater PVC irrigation water refurnished &
instaliec corn late by open cut trench
6-inchd ameter PVC irrigation water refumis
1230
LF
40
$49,200.00
3
&
installec complete by open cut trench
380
LF
45
$17.100.00
4
84nctl d ameter P C irrigation water refumished &
installed corn lete by open cut trench
460
LF
50
$2-3,000,00
5
314 -IncA diameter PVC Irrigation service lateral,
fumishe f & installed complete
13
EA
750
$9.750.00
6
Misoelai:eous valves & fittings for the irrigation water
Air,ished & installed
TOTAL ; SCHEDULE B:
1
LS
$1000000
$10,000.00.
$111,450.00
SCH fj IULE C- IRRIGATION FROM ROBE
AVE TO L
N FELL
W DRIVE
34n&
dl ameter PVC irrigation water refurnished &
-
install+:d
4
complete by open cut trench
-inch di ameter PVC irrigation water refurnished &
750
LF
40
$30 000.00
2
installed
3/4inc;i
complete by open cut trench
dameter PVC Irrigation service lateral,
1240
LF
40
$49,600.00
3
fumishec
& installed complete
16
F�4
750
$12 000.00
Page 13 of 15
4
isoel-1 nexus valves & fittings for the irrigation water
pipe, ft mished & Installed
1
LS
2000
.$2,000.00
TOTAL SCHEDULE C:
$93,600.00
SC14E OULE D - REPAVEMENT OF PATTERSON
BLVD
I
-
Mob[W Dernobiliz to grind & pave Patterson Blvd
betwee i the months of AW05 & June'O&
I
LF
10000
$10.000.00 -
2
Tnndin j & removal of exlsflng AC Pavemebt to a depth
of 64nc h & roadbed modification to a depth of 14-inch
belmU driding depth on Patterson Blvd
13900
SY
15
$208,500.00
3
Provish in & installation of 24n AC base course & 24nch
of rul3birized surface course
13900
SY
17
$236,300.00.
4
CREDI* r for only installing a 14rich patch of final AC
over on ainal trench section in lieu of providing a I foot
trench 1 vith flinch AC patch on all trenches related to
the sent er & recycled water installment on Pattersm
1
LS
-400000
-$400.00().00
5
GRE or ' for providing a 1-inch patch over the trench
secb)n for all bid items in SCHEDULE 8 in lieu of
provi JIr jj a 1 -foot trench overcut with 4 Inches of AC
1
LS
-10000
-$10,000.00
6
CF19 7r - for providing a 14nch patch over the trench
section for all bid Items in SCHEDULE C in lieu of
OroviLir A a 1-foot trench overcut with 4 inches of AC
I
LS
-10000
-$10,000.00
'f4OTjj.
SCHEDULE D:
$34,800.00
§�qHEDYLE C - REMIRRIGATION LINE JOINT
TRENCH CREDIT
'CROE15-F
%r installing the REW line & irrigation line in a
int Ire Ich from REW sta 1544-00 to 170+65
1665
LF
-16
-$24.975.00
TOTAL SCHEDULE E;
-$24,975.00
$3,106,285.00
SUAWARY
SCHE DOLE A
SCHEDULE 5
$111, 50.00
$93,600.00
SCI-.IE DULE C
SCHEDULE D
$34,800.00
SCHIEWLE E
-$24,975.00
GFUND TOTAL
$3,3
Page 14 of 15
ATTACHMENT 5
PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5 AND HAPPY VALLEY ROAD
SEWER RENOVATION PROJECT
DISTRICT PROJECT NOS. 5659 AND 5692
POST - BID /PRECONSTRUCTION ESTIMATE
The City of Lafayette has offered to slurry seal the roads impacted by the District's construction with its
Contractor next year. Since the City gets better bids for slurry sealing, this arrangement saves the District
approximately $20,000.
2 This equipment will allow the Survey group to run two 1 -man survey teams, thus greatly increasing the
response time and efficiency during construction.
1ADesignTistrict Projects\5659\Precon Est for pp. DOC Page 15 of 15
PERCENT OF
ESTIMATED
ITEM DESCRIPTION
TOTAL
CONSTRUCTION
1
a. Construction Contract ............................... ...............................
$4,110,061
Sch. A — Sewer and REW ..... .....................$3,564,011
Sch. B — Irrigation Line Phase 1 ..................... $56,300
Sch. C — Irrigation Line Phase 2 ..................... $49,370
Sch. D — Pavement Reconstruction ...............$453,700
Sch. E — Joint Trench Credit .......................... - $13,320
b. Contingency @ 10 percent ....................... ...............................
$410,939
c. Permit Inspection Fees ............................. ...............................
$40,000
d. Payment to City of Lafayette in Lieu of Paving' ......................
$35,000
CONSTRUCTION TOTAL:
$4,596,000
100.0
2
Construction Management
- Construction Management .................. ...............................
$95,000
- Contract Administration /Inspection ..... ...............................
$170,000
- Office Engineering Services ............... ...............................
$30,000
- Record Drawings ................................ ...............................
$10,000
Community Relations .......................... ...............................
$20,000
- Arborist ............................................... ...............................
$5,000
- Surveying ............................................ ...............................
$50,000
- Survey Equipment for Line Staking2 ... ...............................
$50,000
- Collection System Operations ............ ...............................
$2,000
- Material Testing .................................. ...............................
$40,000
- Legal ................................................... ...............................
$5,000
- Geotechnical Engineer (to be named) ...............................
$10,000
SUBTOTAL CONSTRUCTION MANAGEMENT:
$487,000
10.6
3
TOTAL CONSTRUCTION PHASE COST (1 +2):
$5,083,000
110.6
4
TOTAL PRE -BID EXPENDITURES:
$90,000
2.0
5
TOTAL DESIGN & CONSTRUCTION MANAGEMENT COSTS:
$577,000
12.6
6
TOTAL ESTIMATED PROJECT COST (3+4):
$5,173,000
112.6
7
Funds Allocated to Date ................................ ...............................
$25,000
8
Additional Allocation Required to Complete Project .....................
$5,148,000
The City of Lafayette has offered to slurry seal the roads impacted by the District's construction with its
Contractor next year. Since the City gets better bids for slurry sealing, this arrangement saves the District
approximately $20,000.
2 This equipment will allow the Survey group to run two 1 -man survey teams, thus greatly increasing the
response time and efficiency during construction.
1ADesignTistrict Projects\5659\Precon Est for pp. DOC Page 15 of 15
Pleasant Hill Relief
Interceptor, Phase 5 and
Happy Valley Road Sewer
Renovation Projects
Board Report
April 15, 2004
Project Descriptions
Joint Powers Agreement
➢Bid Results
➢Bid Relief Request
➢Board's Options
➢Questions
Pleasom Hill Relief Ini arceptor
FY
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SEWER ABANDONMENT
Central Contra Costa
Sanitary District PLEASANT HILL RELIEF INTERCEPTOR
PHASE 5 PROJECT
CCCSD PROJECT 5569
1
..V. PROJECT LOCATION
I Central Contra Costa
Sanitary District
HAPPY VALLEY RD
SEWER RENOVATION PROJECT
DP 5692
Attachment
2
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0 400 800 LEGEND:
FEET SEWER LINE
RECLAIMED WATER LINE
•••• SEWER ABANDONMENT
Central Contra Costa
n Sanitary District
AVE
PLEASANT HILL RELIEF INTERCEPTOR
PHASE 5 PROJECT
CCCSD PROJECT 5569
4/ O
2
1
ATTACHMENT 4
Central Contra Costa Sanitary District
SUMMARY OF BIDS
PROJECT NO. 5659 and 5692, Pleasant Hill Relief Interceptor, Phase 5 and Happy Valley Road
Sewer Renovation Project
DATE: April 6, 2004
LOCATION: Martinez, California
ENGINEER EST.: $4,065,000
NUMBER
BIDDER
(Name & Address)
BID PRICE
JMB Construction, Inc.
1
150 Executive Park Blvd., #4400
$ 3,316,210
San Francisco, CA 94134 -3309
Ranger Pipelines, Inc.
2
1296 Armstrong Avenue
$ 4,110,061
San Francisco, CA 94124
K.J. Woods Construction, Inc.
3
2625 Judah St., No. 2
$ 4,234,000
San Francisco, CA 94122
Mountain Cascade, Inc.
4
555 Exchange Court
$ 4,315,918
Livermore, CA 94550
McGuire and Hester
5
9009 Railroad Avenue
$ 4,429,372
Oakland, CA 94603
Pacific Underground Construction, Inc.
6
1817 Stone Avenue
$ 4,979,040
San Jose, CA 95125 -1311
Argonaut Constructors
7
1236 Central Avenue
$ 5,685,635
Santa Rosa, CA 95402
8
BIDS OPENED BY: /s/ Joyce E. Murphy DATE: April 6, 2004 SHEET NO. 1 OF 1
Paving, Credit Bid Items
JMB Construction
Ranger Pipelines
K. J. Woods
Mountain Cascade
McGuire & Hester
Pacific Underground
Argonaut Constructors
Engineer's Estimate
$400)000
$76)700
$70)000
$80,000
$40,000
$
$70,000.
Issues.
a) Mistake Made
b) Written Notice Given Within 5 Days
c)
Bid Materially
Different
Than Intended
d)
Mistake Made
in Filling
Out Bid Form
OPTIONS
1) Grant Bid Relief, Award Contract
to Ranger Pipelines
2) Reject Bid Relief, Award
Contract to JMB Construction
3) Reject All Bid
Staff Recommendations
1) Grant Bid Relief to JMB
Construction
2) Award Contract to Ranger
Pipelines
3 Authorize Execution of JPA with
The City of Pleasant Hill
QUESTIONS?.
Central Contra Costa Sar...ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 15, 2004 No.: g,a. REAL PROPERTY
Type of Action: AUTHORIZE AGREEMENT
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH DAVID DEUTSCHER COMPANY FOR PROFESSIONAL PROPERTY
MANAGEMENT SERVICES
Submitted By: Randall M. Musgraves Initiating Dept. /Div.: Administration
�7�9/� i %��T6`I �7:7�ddi Jiil �►`I ►]��1�d:7��1 L'7J [��L�1►`l�
-4
graves . A m
General
ISSUE: Authorization of the Board of Directors is requested for the General Manager to
execute a professional services agreement for property management with David
Deutscher Company.
RECOMMENDATION: Authorize the General Manager to execute a professional
services agreement for property management with David Deutscher Company.
FINANCIAL IMPACTS: The contract with David Deutscher Company, a local property
management firm, for services is based upon the overall lease income of the properties.
This arrangement would stimulate the maximum lease income compatible with District
facilities and requirements. Staff believes that even with the most advantageous lease
agreements for all District lease parcels, annual property management expenses would
be approximately $20,000; there would also be annual lease commissions on newly
leased District property.
ALTERNATIVES /CONSIDERATIONS: Continue with the current property lease
arrangements where the Director of Administration or his staff oversees lease
agreements and property management for the District. As an ancillary duty, this has a
lower administrative cost, but would limit the District's ability to act expeditiously on
possible business or lease opportunities.
A second alternative to this agreement would be to use another real estate firm for
property management of existing lease property and to develop new lease
arrangements. There appears to be no economic advantage to using another firm
without the existing experience and knowledge of District properties.
BACKGROUND: The Board has expressed interest in increasing the lease income
from District property provided that the lease use is compatible with District functions.
The District owns various parcels of property around the Treatment Plant perimeter that
act as "buffer" zone, as well as buildings at 4737 Imhoff Place and the existing County
Page 1 of 2
POSITION PAPER
Board Meeting Date: April 15, 2004
subiect: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH DAVID DEUTSCHER COMPANY FOR PROFESSIONAL PROPERTY
MANAGEMENT SERVICES
Animal Control facility. Presently most of the District's lease property is underutilized in
the present real estate market; the Lagiss property is used for cattle grazing at $600
annually, and the Kiewit property was used for horse grazing at $1 per month. There is
also existing lease income from the spaces at 4737 Imhoff Place, and existing property
leases with County Quarry and Contra Costa Topsoil.
The amount of the property management contract with David Deutscher Company is
under the limit normally requiring Board approval, but staff felt it was appropriate to
have the Board actively involved in this process. As leases are negotiated, the Board
will be kept informed and approve the final lease documents. David Deutscher
Company was selected as the property management firm due to his extensive history
with the District, his aid in recent property evaluations, and his reputation as a property
manager in the community. District staff has reviewed the rate and terms of the contract
and found them favorable compared with similar firms. The District contacted others in
the field as to the reasonableness of fees, including Mr. Michael Clancy, President of
the Contra Costa County Board of Realtors and Mr. Jerry Davis, previous Acting
Director of Administration.
The contract runs for one year, with automatic renewal annually, unless either party
wishes to end the contract. While the annual cost of this property management
agreement is subject to several factors, the expense to the District is between 1 to 4%
of the lease amount; there is also an annual commission associated with new leases
that is part of the lease negotiation process. Such agreement terms are designed to
encourage the maximization of lease income to the District, compatible with District
operations.
The Real Estate Committee is recommending approval of the contract by the Board.
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute the
property management contract with David Deutscher Company.
Page 2 of 2
Central Contra Costa Sark..ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 15, 2004 No.: g,b. REAL PROPERTY
Type of Action: GRANT EASEMENT; AMEND EXISTING EASEMENTS
subject: APPROVE GRANTING OF PERMANENT AND TEMPORARY EASEMENTS
TO SFPP, L.P., FOR THE PURPOSE OF CONSTRUCTING, OPERATING, AND
MAINTAINING A PETROLEUM PIPELINE; AMEND EXISTING SFPP, L.P.,
EASEMENTS; APPROVE THE ASSOCIATED PURCHASE AGREEMENT
Submitted By: Ricardo Hernandez, Initiating Dept ✓Div.:
Senior Engineering Assistant Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD A ION:
R. Hernandez H Thom C. Swanson
A. Farrell
General
ISSUE: The Board of Directors must approve Grants of Easements.
RECOMMENDATION: Approve the Grants of Easements to SFPP, L.P. for the
installation of a petroleum pipeline. Also, approve the Easement Modification
Agreement and the Purchase Agreement controlling these transactions.
FINANCIAL IMPACTS: SFPP will compensate the District $300,000 for the subject
easements.
ALTERNATIVES /CONSIDERATIONS: The Board could decline to grant the
easements. SFPP has the power of eminent domain and could initiate condemnation
proceedings to obtain the required easements.
SFPP has agreed to relocate the proposed and existing pipelines in the future if
requested by the District, provided the District pays 75% of the construction costs and
provides replacement easements, and simultaneously requires PG &E to relocate its
existing pipelines that parallel the existing SFPP pipelines.
The Board's Real Estate Committee reviewed the proposed transaction at their
March 31, 2004 meeting. The Committee recommended approval of the Grant of
Easement and related agreements.
The District's General Counsel has reviewed the documents associated with this
transaction and the Plant Operations Department has reviewed the design plans for
possible conflicts with treatment plant operations.
BACKGROUND: SFPP, L.P., a subsidiary of Kinder Morgan Energy Partners, L.P., is
proposing to construct and operate a new 20 -inch petroleum pipeline to carry gasoline,
UAPosition Papers \Hernandez R\Nccept SFPP PRDOC Page 1 Of 4
POSITION PAPER
Board Meeting Date: April 15, 2004
subject: APPROVE GRANTING OF PERMANENT AND TEMPORARY EASEMENTS
TO S FPP, L.P., FOR THE PURPOSES OF CONSTRUCTING, OPERATING, AND
MAINTAINING A PETROLEUM PIPELINE; AMEND EXISTING SFPP, L.P.,
EASEMENTS; APPROVE THE ASSOCIATED PURCHASE AGREEMENT
diesel fuel, and jet fuel from the existing SFPP Concord Station to the existing SFPP
Sacramento Station. The proposed 60 -mile long pipeline is intended to meet increasing
demands that will exhaust existing capacity by the year 2006. Increased capacity will
help meet the demand for petroleum products (including fuel for military installations) in
the Sacramento, Roseville, Chico, and Reno areas (Exhibit A - route map).
SFPP currently operates two 8 -inch diameter pipelines through the District's Basin A
North and Lagiss property. The alignment of the new pipeline (Exhibit B — Proposed
Alignment) would parallel the two existing SFPP pipelines, an 8 -inch Shaw fuel line,
24 -inch PG &E gas line, and 22 -inch PG &E gas line.
For its proposed project, SFPP is requesting a Grant of Easement for a permanent,
10 -foot wide easement, a Grant of Temporary Easements for construction easements
(100 -feet wide total), Easement Modification Agreement to add a relocation clause to its
existing easement, and an associated Purchase Agreement. These documents, except
the Purchase Agreement, will be recorded with the County Recorder. The Grant of
Temporary Easements will be quitclaimed back to the District at the end of construction.
Staff has negotiated a purchase price of $300,000 for the proposed 10 -foot wide
permanent easement. SFPP has agreed to a relocation clause in the new Grant of
Easement and to add a similar clause to the existing easements.
The environmental impacts of the project were addressed in the Final Environmental
Impact Report (EIS) for the SFPP, L.P. Concord to Sacramento Petroleum Products
Pipeline, State Clearinghouse No. 2002022010 CSLC EIR No. 711, prepared for this
project and certified by the California State Lands Commission on November 13, 2003.
The EIR concluded that the project's construction, operation, and maintenance impacts
on CCCSD property are not expected to be significantly adverse and will be minimized
through implementation of the mitigation measures identified for these impacts.
Approval of this authorization will establish the Board of Directors' independent findings
that, as a Responsible Agency, it has considered the environmental effects of the
project relevant to this approval, as described in the EIR, and that no significant effects
would result from this action.
RECOMMENDED BOARD ACTION: Adopt a Resolution to approve the Grant of
Easements and the Grant of Temporary Easements to SFPP, L.P.; approve the
Easement Modification Agreement; and, authorize the recording of both documents
with the County Recorder. Additionally, authorize the President of the Board and
Secretary of the District to sign these documents, including the Purchase Agreement
between the District and SFPP.
Page 2 of 4
U: \Position Papers \Hernandez MAccept SFPP PP.DOC
Page 3 of 4
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Central Contra Costa Sab..cary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 15, 2004
No.: 11.a. BUDGET AND FINANCE
Type of Action: REVIEW SELF - INSURANCE FUND BUDGET FOR FISCAL YEAR
2004 -05
subject: REVIEW THE FINANCIAL STATUS AND BUDGET OF THE SELF -
INSURANCE FUND AND APPROVE THE ALLOCATION OF $250,000 TO THE
FUND FROM THE 2004 -05 O &M BUDGET
Submitted By:
Randall M. Musgraves, Director of
Administration
Initiating Dept. /Div.:
Administrative /Safety & Risk Management
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
lm._ 4Lt & -
RAolusfaves . A
General
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 2004 -05 SIF Budget and authorize the allocation
of $250,000 to the fund from the 2004 -05 O &M Budget.
FINANCIAL IMPACTS: The impact of this action requires the allocation of $250,000
from the 2004 -05 O &M Budget to the SIF.
ALTERNATIVES /CONSIDERATIONS: The alternatives to this action are to provide
less funds than recommended, to not fund the SIF, decrease the fund balance, or to
increase the fund balance by transferring more than $250,000.
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 eighteen
year history.
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 was established for funding specific risks:
Page 1 of 8
POSITION PAPER
Board Meeting Date: April 15, 2004
subject. REVIEW THE FINANCIAL STATUS AND BUDGET OF THE SELF -
INSURANCE FUND AND APPROVE THE ALLOCATION OF $250,000 TO THE
FUND FROM THE 2004 -05 0 &M BUDGET
• SUB -FUND A: GASB -10 Actuarially -based risks. These include general liability
and automobile liability risks. Under the requirements of GASB -10, 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 in 2002 that projected losses
for these risks. The actuarial estimate of $437,360 in 2003 -04 was identified as
the expected recommended funding level for liability of these risks. There is no
reason to change this projection at this time due to the small amount of
outstanding claims, past and current. 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. An actuarial study is required every two years
to comply with GASB 10 requirements. The actuarial study was completed by
Advanced Risk Management Techniques in September 2002 and will be
performed for the fiscal year ending June 30, 2004.
The annual average expense for Sub -fund A over the past three years has been
$685,000 offset by an average revenue of $375,000 for a net draw down of
reserves of $310,000 annually. This has reduced the reserves available for
future funding to a reserve level of approximately $234,000, Sub -Fund C, at the
end of fiscal year 2004 -05. The District will either begin to draw down on the
$2,450,000 Sub -fund B reserve for employment and /or pollution claims, or fund
the approximately $80,000 needed in fiscal year 2005 -06 from the General
Fund. This assumes claims of approximately $150,000.
• 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.
Page 2 of 8
POSITION PAPER
Board Meeting Date: April 15, 2004
subject: REVIEW THE FINANCIAL STATUS AND BUDGET OF THE SELF -
INSURANCE FUND AND APPROVE THE ALLOCATION OF $250,000 TO THE
FUND FROM THE 2004 -05 0 &M BUDGET
• SUB -FUND C: Non - GASB -10 risks. This Sub -Fund 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 this Sub -Fund 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 three years. Staff is anticipating an
approximate increase in General Liability insurance premiums of fifteen percent
and a five percent increase in Property insurance premiums.
This Sub -Fund 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 $984,000 ending June 30, 2004 and $234,000 ending June 30, 2005.
Exhibits II, III & IV (attached) present the projected Fund A, Fund B and Fund C
2004 -05 budget summary.
Exhibit I presents a recent financial history and projection of the SIF and shows that the
total reserves are projected at $3,871,000 ending June 30, 2004. This is a decrease of
$428,000 over the total SIF reserves of $4,299,000 at the beginning of the 2003 -04
budget year. Although not specifically required under GASB 10, the District's actuarial
report commented on the 2003 -04 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
2004 -05.
The 2004 -05 SIF budget estimates total revenues of $323,100 and total expenses of
$1,073,000, which will bring the projected 2004 -05 total SIF to $3,121,000 on June 30,
2005. The budgeted revenues include a recommended allocation of $250,000 from the
2004 -05 0 &M budget to the SIF. The $250,000 allocation would help maintain the SIF
at a funding level as directed and approved by the Board. Budgeted revenues do not
include any recovery from prior insurance coverage but only interest earned on the
fund.
Page 3 of 8
POSITION PAPER
Board Meeting Date: April 15, 2004
subject: REVIEW THE FINANCIAL STATUS AND BUDGET OF THE SELF -
INSURANCE FUND AND APPROVE THE ALLOCATION OF $250,000 TO THE
FUND FROM THE 2004 -05 O &M BUDGET
In summary, the funding reserves for the SIF, as established by GASB -10 is the sum of
Sub -Fund A and Sub -Fund B which totals $2,887,000 as well as Sub -Fund C of
$234,000 to achieve the total SIF of $3,121,000 on June 30, 2005. Therefore, in
keeping with the Board's direction last year, staff recommends that $250,000 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 2004 -05 Self- Insurance
Fund Budget and approve the allocation of $250,000 from the 2004 -05 O &M Budget.
Page 4 of 8
CENTRAL CONTRA COSTA SANITARY DISTRICT
SELF - INSURANCE FUND (SIF)
July 1, 1999 - June 30, 2005
Actual Actual Actual Actual Projected Budget
Revenues
-
-
-
-
-
1,000
SIF Allocation from O &M Fund
150,000
175,000
200,000
225,000
225,000
250,000
Insurance Allocation from HHW
58,374
16,916
20,175
25,246
28,000
30,000
Subrogation Recovery
17,640
30,865
84,371
-
50
5,000
Interest Income
290,683
292,813
159,625
95,046
60,300
38,100
Total Revenue
516,697
515,594
464,172
345,292
313,350
323,100
Expenses
Claims Adjusting
-
-
-
-
-
1,000
Insurance Consulting
-
-
-
-
2,000
2,000
Loss Payments
63,189
401,638
269,267
157,884
175,000
325,000
Legal Services
43,942
77,909
42,024
9,321
30,150
75,000
Technical Services
12,977
235,038
113,891
58,463
50,000
115,000
Insurance Premiums
223,204
218,734
251,977
406,340
484,000
555,000
Total Expenses
343,312
933,318
677,159
632,007
741,150
1,073,000
Revenue Over Expense 173,385 (417,724) (212,988) (286,715) (427,800) (749,900)
Reserves
Beginning of Year 5,043,216 5,216,601 4,798,877 4,585,889 4,299,174 3,871,374
Revenue over Expense 173,385 (417,724) (212,988) (286,715) (427,800) (749,900)
End of Year Reserves 5,216,601 4,798,877 4,585,889 4,299,174 3,871,374 3,121,474
Uncommitted Reserves
Actuarial Reserves - GASB 10 (Fund A)
901,000
1,066,924
379,710
437,360
437,360
437,360
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)
1,865,601
1,281,953
1,756,179
1,411,814
984,014
234,114
Total Reserves
5,216,601
4,798,877
4,585,889
4,299,174
3,871,374
3,121,474
Change in Reserves
$ 173,385
$(417,724)
$ (212,988)
$ (286,715)
$ (427,800)
$(749,900)
Exhibit I
Page 5 of 8
SELF - INSURANCE FUND
Projected 2003 -2004 and Budget 2004 -2005
SUB -FUND A: GASB -10 ACTUARIALLY BASED RISKS
GENERAL LIABILITY AND AUTOMOBILE LIABILITY
2003 -2004 2004 -2005
Actuarial Reserves - GASB 10 - Beginning of Year $ 437,360 $ 437,360
Revenues:
O &M
Subrogation Recovery
Interest
Total Revenues
Expenses:
Losses
Legal
Technical
Insurance Premiums
Total Expenses
Revenue over Expense
Reserves:
Transfer from Sub -Fund C
50
5,000
7,500
5,200
7,550
10,200
175,000
30,000
50,000
250,000
50,000
100,000
255,000 400,000
(247,450) (389,800)
247,450 389,800
Total Reserves Projected End of Year $ 437,360 $ 437,360
Exhibit 11
Page 6 of 8
SELF - INSURANCE FUND
Projected 2003 -2004 and Budget 2004 -2005
SUB -FUND B: GASB -10 NON - ACTUARIALLY BASED RISKS
EMPLOYMENT RELATED AND POLLUTION RISKS
2003 -2004 2004 -2005
Beginning Reserves $ 2,450,000 $ 2,450,000
Revenues:
O &M - -
Recovery - -
Interest 41,000 30,200
Total Revenues 41,000 30,200
Expenses:
Losses - 75,000
Legal - 5,000
Technical - 5,000
Insurance Premiums - -
Total Expenses
Revenue over Expense
Reserves:
Transfer (to) /from Sub -Fund C
Total Reserves Projected End of Year
85,000
41,000 (54,800)
(41,000) 54,800
$ 2,450,000 $ 2,450,000
Exhibit III Page 7 of 8
SELF - INSURANCE FUND
Projected 2003 -2004 and Budget 2004 -2005
SUB -FUND C: NON GASB -10 RISKS
RISK MANAGEMENT PROGRAM INSURANCE PREMIUMS AND
COSTS OF INITIATING CLAIMS /LAWSUITS AGAINST OTHERS
2003 -2004 2004 -2005
$ 1,411,814 $ 984,014
Revenues:
O &M 225,000 250,000
Subrogation Recovery - -
Insurance Recovery from HHW Partners 28,000 30,000
Interest 11,800 2,700
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
264,800 282,700
2,000 2,000
- 1,000
150 20,000
- 10,000
484,000 555,000
486,150 588,000
(221,350) (305,300)
(206,450) (444,600)
Total Reserves Projected End of Year $ 984,014 $ 234,114
Exhibit IV
Page 8 of 8
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Central Contra Costa San. _.pry District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 15,2004 No.: ll.b. BUDGET AND FINANCE
Type of Action: APPROVE EQUIPMENT BUDGET
subject: APPROVE THE 2004 -2005 EQUIPMENT BUDGET FOR INCLUSION IN THE
2004 -2005 DISTRICT BUDGET
Submitted By:
Debbie Ratcliff, Controller
Initiating Dept. /Div.:
Administrative /Finance & Accounting
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
General
ISSUE: The District's 2004 -2005 Equipment Budget is submitted for approval.
RECOMMENDATION: Approve the 2004 -2005 Equipment Budget for inclusion in the
2004 -2005 District Budget to be adopted at the June 19, 2003, Board Meeting.
FINANCIAL IMPACTS: The 2004 -2005 Equipment Budget totals $603,220, which
includes a contingency amount of $60,000.
ALTERNATIVES /CONSIDERATIONS: The Board could decide not to approve the
Equipment Budget.
BACKGROUND: The 2004 -2005 Equipment Budget was submitted for review at a
Board Capital Projects Committee Meeting /Board Workshop on March 24, 2004, and is
scheduled for approval by the Board on April 15, 2004. Based on Board member
comments and additional research, two items have been deleted from the Equipment
Budget: the Bulk Fluid Storage Delivery System and the Diesel Emission Test
Equipment. This is a reduction of $25,100.
The approved 2004 -2005 Equipment Budget will be scheduled for adoption with the
2004 -2005 Staffing Plan, Operations and Maintenance, Self- Insurance Fund, and
Capital Improvement Budgets at the June 17, 2004, Board Meeting.
RECOMMENDED BOARD ACTION: Approve the 2004 -2005 Equipment Budget for
inclusion in the 2004 -2005 District Budget to be adopted at the June 17, 2004, Board
Meeting.
Page 1 of 1
S:\ADMIN\ POSPAPER \04- 05.Equip.Budget.doc