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Home My WebLink About9/16/2004 AGENDA BACKUPCentral Contra Costa San,.-ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: September 16, 2004 No.: 4.a. CONSENT CALENDAR Type of Action: ACCEPT GRANTS OF EASEMENTS; APPROVE QUITCLAIMS Subject: ACCEPT FIVE GRANTS OF EASEMENTS AND APPROVE TWO EASEMENT QUITCLAIMS RELATED TO THE LAFAYETTE SEWER RENOVATION PROJECT, DP 5166 Submitted By: Ricardo Hernandez Senior Engineering Assistant Initiating Dept /Div.: Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: t9A� � �b —aw — 6 i(.C.cr R. Hernandez C. Swanson A. FarrelP Xharies VV Batts, 444 -' General Manager ISSUE: Grants of Easements and Quitclaim Deeds must be approved by the Board. RECOMMENDATION: Accept the Grants of Easements and approve the Quitclaim Deeds. FINANCIAL IMPACTS: Compensation in the amount of $7,500 was paid for one easement; one was granted at no charge; and three were granted in exchange for paving improvements and payments of $250. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: The easements at 1 Hilldale Road and 1190 Upper Happy Valley Road are needed to accommodate a segment of sewer being relocated within these properties. The existing easements, for the old alignment, are being quitclaimed (see Map 1 attached). Compensation in the amount of $7,500 was paid for the easement at 1 Hilldale Road, and the easement at 1190 Upper Happy Valley Road was granted at no charge - the "after" condition was better than the "before" condition. The three easements at 961, 965, and 969 Yorkshire Court are for an existing sewer that was realigned within a private driveway (see Map 2 attached). Recorded easements in favor of CCCSD did not exist for this sewer and staff is now obtaining them as part of the renovation project. These easements were granted by the property owners in exchange for construction improvements in the form of wider paving over our sewer in the private driveway and payments of $250 to each of the three owners. Page 1 of 4 U: \Position Papers \Hernandez R \Lafayette Sewer Renovation.DOC POSITION PAPER Board Meeting Date: September 16, 2004 Subject: ACCEPT FIVE GRANTS OF EASEMENTS AND APPROVE TWO EASEMENT QUITCLAIMS RELATED TO THE LAFAYETTE SEWER RENOVATION PROJECT, DP 5166 RECOMMENDED BOARD ACTION: Adopt a resolution to accept Grants of Easements from Arthur H. McCain and Elma D. McCain; the Lawrence Revocable Trust dated April 1, 1992; Dorothy V. Walker; Charles Stone and Barbara Stone; Jack P. Libeu and Alice L. Schulman; and authorizing staff to record these with the County Recorder. Adopt a resolution authorizing the President of the Board and Secretary of the District to approve Quitclaim Deeds to Arthur H. McCain and Elma D. McCain; the Lawrence Revocable Trust dated April 1, 1992; and authorizing staff to record these with the County Recorder. UAPosition Papers \Hernandez R \Lafayette Sewer Renovation.DOC Page 2 of 4 EXISTING v EASEMENTS TO BE QUITCLAIMED 1190 UPPER HAPPY VALLEY RD 246 - 170 -017 R "Pvr- V N UPPE 0 80 160 FEET !r ,i SITE 24 Q� 1 C x ORINDA o 1 � 1 HILLDALE RD 246- 170 -025 --- NEW 5' EASEMENTS Central Contra Costa Sanitary District �--�AAW-Ako% S D, Prepared by Engineering Support Sectia TI ON ; P N. T. S. i i i i i i i i i i i i i i 1184 UPPER HAPPY VALLEY RD 246 -170 -018 LAFAYETTE SEWER RENOVATION PROJECT HILLDALE RD & UPPER HAPPY VALLEY RD EASEMENTS Page 3 of 4 i W 0 � J � J i i i i Attachment I MAP 1 Page 4 of Central Contra Costa Sang -Ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: September 16, 2004 No.: 4.b. CONSENT CALENDAR Type of Action: CONSIDER EMERGENCY WITHDRAWAL subject: CONSIDER A REQUEST FOR EMERGENCY WITHDRAWAL OF FUNDS FROM THE DEFERRED COMPENSATION PLAN submitted By: Debbie Ratcliff, Controller Initiating DeptJDiv.: Administrative /Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION: D. Ratcli OV 1K. Muoraves Q kA bCharles W. Batts, General Manager ISSUE: Authorization by the Board of Directors is required for emergency withdrawal of funds from the Deferred Compensation Plan. RECOMMENDATION: Approve the request by Derhyl Houck for an emergency withdrawal of $7,000 per month for two months, effective October 1, 2004, from the Deferred Compensation Plan, as recommended by the Deferred Compensation Plan Advisory Committee. FINANCIAL IMPACTS: None ALTERNATIVES /CONSIDERATIONS: This request could be denied, however, this is not recommended as the request meets the requirements for emergency withdrawals as set forth by the Internal Revenue Service. BACKGROUND: Derhyl Houck, Maintenance Technician III, Mechanical, has requested an emergency withdrawal from the Deferred Compensation Plan based on extreme financial hardship caused by a sudden and continuing illness. The Deferred Compensation Plan Advisory Committee has reviewed the request and determined that it meets the requirements for emergency withdrawal in the amount of $14,000, paid equally over the months of October and November. RECOMMENDED BOARD ACTION: Approve the request by Derhyl Houck for an emergency withdrawal of $14,000, covering the months of October and November, 2004, from the Deferred Compensation Plan, as recommended by the Deferred Compensation Plan Advisory Committee. Page 1 of 1 S:WDMIMPOSPAPEMHouck Emergency Withdrawal 09- 16- 04.DOC Central Contra Costa Sat..cary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: September 16, 2004 No.: 4.c. CONSENT CALENDAR Type of Action: REJECT CLAIM subject: REJECT CLAIM FOR DAMAGES BY SUZANNE BROWN 1535 HOMESTEAD AVENUE, WALNUT CREEK submitted By. Randall M. Musgraves Initiating Dept. /Div.: REVIEWED AND RECOMMENDED FOR BOARD ACTION. f� M sgraves K. Alm Charles W."Batts, General Manager ISSUE: The District received a claim for alleged damages to the home of Ms. Suzanne Brown from Mr. Charles Merrill, attorney for Ms. Brown, for an unspecified amount. RECOMMENDATION: Reject the claim. FINANCIAL IMPACTS: There are no immediate financial impacts for rejection of the claim. ALTERNATIVES /CONSIDERATIONS: The alternative to this action is to negotiate a settlement with the claimant based on the claim. BACKGROUND: The District received a call on March 23, 2004 regarding an alleged sewage overflow under the home at 1535 Homestead Avenue, Walnut Creek. Staff attempted to work with Ms. Brown to remediate the situation. Significant delays and uncooperative actions by Ms. Brown halted all work to remedy the situation as of the writing of this position paper. Ms. Brown has obtained the services of Mr. Charles Merrill as her attorney to represent her. Little progress has been made to date to reach any final resolution of her claim. The District received a formal claim from Ms. Brown on August 31, 2004. RECOMMENDED BOARD ACTION: Deny the claim submitted by Ms. Suzanne Brown (via her attorney, Mr. Charles Merrill) and direct staff to send a rejection letter to the claimant and her attorney. S:\ADMIN\MURPHY\Agendas \BROWN- CLAIM- PP.DOC Page 1 Of 1 Zentral Contra Costa Sanit..ry District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: September 16, 2004 No.: 4.d. CONSENT CALENDAR Type of Action: AUTHORIZE PURCHASE Subject: AUTHORIZE THE PURCHASE OF AN AUTOCLAVE FOR THE LABORATORY AT A COST OF $8,500 Submitted By: Bhupinder H. Dhaliwal Initiating Dept. /Div.: Operations /Laboratory REVIEWED AND RECOMMENDED FOR BOARD ACTION: B. Dhaliwal J. Kel harles WlBafts, eneral Manager ISSUE: Board of Directors' approval is needed to purchase items greater than $5,000 when using funds from the Equipment Budget contingency. RECOMMENDATION: Approve purchase of a new autoclave for the Laboratory at a cost of $8,500. FINANCIAL IMPACTS: The Equipment Budget contingency will be depleted by $8,500. Of the original $60,000 contingency, $15,800 has been spent this fiscal year to date. If this purchase is approved, there will be $35,700 remaining in the contingency. ALTERNATIVES /CONSIDERATIONS: None BACKGROUND: The District's National Pollutant Discharge Elimination System (NPDES) Permit requires the Laboratory to perform microbiological analyses on effluent five days a week. The Recycled Water Permit requires microbiological analyses on Filter Plant effluent on a daily basis. The Laboratory uses two autoclaves to sterilize culture media. One of the two autoclaves serves as a backup if the primary autoclave malfunctions. The back -up autoclave is over 15 years old; its door has deteriorated to the point that the unit is currently out of service and is beyond economical repair. The Laboratory needs a back -up autoclave to sterilize bacteriological materials. The new autoclave would serve as the Laboratory's primary sterilizer, and the existing unit would serve as the back -up unit. RECOMMENDED BOARD ACTION: Authorize the purchase of an autoclave for the Laboratory at a cost of $8,500 with funds from the 2004 — 2005 Equipment Budget contingency. Page 1 of 1 & \Correspondence \Position Papers\2004\Autodave- Lab.doc Central Contra Costa San -ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: September 16, 2004 No.: 7.a. ENGINEERING Type of Action: AUTHORIZE AGREEMENT subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL SERVICES CONTRACT WITH INTERGRAPH MAPPING AND GEOSPATIAL SOLUTIONS FOR REPLACEMENT OF THE DISTRICT'S DIGITAL MAPPING SYSTEM, DISTRICT PROJECT 8206 Submitted By: Initiating Dept./Div.: Bill Clement, Engineering Support Engineering Supervisor REVIEWED AND RECOMMENDED FOR BOARD ACTION: -a- �� - ('v6 AA— B. Clement W. Brennan A. Farre W. Ers, Manager ISSUE: The Board of Directors' approval is required for the General Manager to execute professional services contracts for amounts greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute an agreement with Intergraph Mapping and Geospatial Solutions in the amount of $137,000 for the implementation of a replacement application for the District's digital mapping system, District Project 8206. FINANCIAL IMPACTS: The cost of the replacement system implementation contract will be $137,000. Engineering staff has reviewed the impact of this expenditure and has determined that there are adequate funds available. ALTERNATIVES /CONSIDERATIONS: The option of not replacing the existing system was discarded by staff due to the age and lack of support for the core software. The option to design and implement a system in -house was rejected because of staff expertise and workload limitations. No off - the -shelf software exists that provides the District specific functionality required to maintain the District sewer maps. Utilizing another consultant to perform the Geomedia implementation was considered but rejected, as Intergraph Mapping and Geospatial Solutions has acquired extensive background and working knowledge of the project. BACKGROUND: The digital mapping system consists of Geographic Information System (GIS) software that allows the District to more efficiently create maps that can be associated with database data. The mapping system is used to keep the hard -copy 200 -scale sewer system maps up -to -date, and to create the digital map data sets that go into the District's GDI (geographic data integration). The current software was purchased from Intergraph Corporation 14 years ago. The software was then significantly configured L: \Position Papers \ESG \8206.Auth.Agree.9- 2- 04. DOC Page 1 of 2 9/8/2004 9:53 AM Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: September 16, 2004 No.: 7,b. ENGINEERING Type of Action: APPROVE AGREEMENT subject. APPROVE AN AGREEMENT WITH CONTRA COSTA WATER DISTRICT TO PROVIDE OPERATION AND MAINTENANCE SERVICES FOR THE RECYCLED WATER DISTRIBUTION SYSTEM Submitted By. Initiating Dept /Div.: Curtis Swanson, Division Manager Engineering /Environmental Services REVIEW AND RECOMMENDED FOR BOARD ACTION: QW �' &#, � lzk&.1, C. Swanson A. Farrell r j J. P rl harles W. Batts, d� General Manager ISSUE: Board approval is required for agreements with other public agencies. RECOMMENDATION: Authorize the General Manager to execute an agreement with Contra Costa Water District (CCWD) to provide operation and maintenance services for the Recycled Water Distribution System. FINANCIAL IMPACTS: The annual cost of pipeline maintenance services and repairs has averaged $60,000 over the past three years. This cost depends on the number of emergency repairs that must be made. ALTERNATIVES /CONSIDERATIONS: The routine operation and maintenance services and emergency repair services could be provided by other means, such as: 1. Hire and train additional staff within the Central Contra Costa Sanitary District ( CCCSD) Collection System Operations Division (CSOD). 2. Retain the services of one or more private plumbing and /or construction contractors. 3. Retain the services of another water agency or other type of public agency. BACKGROUND: CCCSD owns and operates approximately 10 miles of recycled water distribution pipelines and related appurtenances. The distribution system conveys recycled water from the CCCSD treatment facility to twenty -one (21) customers in Pacheco, Concord, and Pleasant Hill. So far, operation and maintenance of the Recycled Water Distribution System, including emergency repairs, have been handled by CSOD staff and contractors. Page 1 of 2 UAPosition Papers \Swanson \Recycled Water- CCWD.doc POSITION PAPER Board Meeting Date: September 16, 2004 subject: APPROVE AN AGREEMENT WITH CONTRA COSTA WATER DISTRICT TO PROVIDE OPERATION AND MAINTENANCE SERVICES FOR THE RECYCLED WATER DISTRIBUTION SYSTEM The size and age of the distribution system has reached a point where additional resources need to be devoted to routine maintenance and planned repairs. In addition, a contingency plan must be developed for emergency leak repair. Staff evaluated options for providing the required operation and maintenance resources, and determined that a water agency could provide the most cost - effective operation and maintenance services since the Recycled Water Distribution System more closely resembles a potable water distribution system than a gravity wastewater collection system. Because of the potential need for emergency repairs, a water agency with wide range of equipment and trained personnel that can respond in a short time frame is desirable. Staff requested proposals for routine and emergency operation and maintenance services from CCWD and East Bay Municipal Utility District ( EBMUD). One proposal was received from CCWD. EBMUD declined for workload reasons. Staff has determined that CCWD is capable of providing the desired services. A cost reimbursement agreement has been negotiated defining the scope of services, hourly rates, equipment charges, response times, and other conditions. The scope of services to be provided includes repairing leaks, connecting new users, monitoring cathodic protection systems, exercising valves, and calibrating water meters. CCCSD will be the first responder to a leak or emergency situation. CCCSD staff will shut down the distribution system, assess the emergency, and notify CCWD. Depending on the nature of the emergency, CCWD will respond within 1 to 24 hours after being notified by CCCSD. The term of the agreement is for one year with an option to extend the agreement for up to three one -year periods. The Board Recycled Water Committee reviewed and endorsed the proposed approach for operation and maintenance services on September 8, 2004. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an agreement with CCWD to provide operation and maintenance services for the Recycled Water Distribution System. Page 2 of 2 UAPosition Papers \Swanson \Recycled Water- CCWD.doc 1 CCCSD ' TREATMENT, ' 680 Fields �Cq -- Una CC AD i CONCORD PL�EASA`NT .�' HILL( RR PLEASANT: OAKS PARK PLFASANVHILL - -� aRiMr &w - - -""' PLENSAM ILL MIDDLE SCN L '.0 ELEMENTARN,SCNOOL CCCSD RECYCLED WATER SYSTEM _ PIPELINE LEGEND 680 ti"p Emhg �4 ees P Hex enir�'ce " W ALNUT RMUD i! CREEK 1 M CCWD PROPOSED RATE SCHEDULE • Direct hourly rates Cost of living increase between 3% and 5% effective April 2005 • 34% for taxes and benefits • 53% for indirect costs • Vehicle and equipment rates 2 COMPARISON OF �r. HOURLY RATES Job CCWD CCCSD CCCSD Contractor Rate Classification (w /benefits (benefits (fully loaded) (typical) and only) overhead) Crew Leaders $57 — 63/hr $481hr $75/hr $761hr (Superintendent) Multi-Skilled $531hr $45/hr $70/hr $62 /hr Equipment Op. (Equipment Op.) (Equipment Op.) (Equipment Op.) Maintenance $51 /hr $42/hr $651hr $49 /hr Worker (Maim. Crew (MainL.Crew (Laborer) $79/hr - -- Member) Member) Utility Worker $44 /hr $35/hr $55/hr Similar to Laborer O &M Supervisor $75 /hr $64/hr $100/hr - -- (Field Ops (Field Ops Supervisor) Supervisor) Construction Insp. $631hr $501 hr $79/hr - -- Central Contra Costa Sani_.ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: September 16, 2004 No.: 7.c. ENGINEERING Type of Action: AUTHORIZE AMENDMENT TO AGREEMENT subject: AUTHORIZE THE PRESIDENT OF THE BOARD OF DIRECTORS AND THE SECRETARY OF THE DISTRICT TO EXECUTE AN AMENDMENT TO THE GENERAL AGREEMENT FOR RECYCLED WATER BETWEEN CENTRAL CONTRA COSTA SANITARY DISTRICT AND CONTRA COSTA WATER DISTRICT Submitted By: Initiating Dept /Div,: Ann E. Farrell, Director of Engineering Engineering /Environmental Services Division REVIEWED AND RECOMMENDED FOR BOARD ACTION: ary_�,_ 41"A_ A. Fa II K. Alm Charles & Batts, General Manager ISSUE: The Board of Directors' authorization is required for amendments to agreements with other public agencies. RECOMMENDATION: Authorize the Board President and the Secretary of the District to execute an amendment to the General Agreement for Recycled Water between Central Contra Costa Sanitary District ( CCCSD) and Contra Costa Water District (CCWD). FINANCIAL IMPACTS: Any financial impacts will be negotiated as part of a project specific agreement. This amendment adds language to the General Agreement that provides for consideration of avoided costs, which may improve the economics of certain recycled water projects during negotiation of project- specific agreements. ALTERNATIVES /CONSIDERATIONS: Alternatives include: 1) Allow the agreement to continue for another ten years with no amendments, or 2) terminate the agreement. BACKGROUND: A General Agreement for Recycled Water (General Agreement) was made on November 2, 1994 with CCWD. This General Agreement created the framework for negotiating project- specific agreements for recycled water projects. One such agreement has been negotiated for the Pleasant Hill Zone 1 Project. Subsequently, CCCSD has proposed other projects, but project- specific agreements have not been successfully negotiated. Page 1 of 3 WPosition Pape rs\Fa rrel l\CCWD Recycled Water.DOC POSITION PAPER Board Meeting Date: September 16, 2004 subject. AUTHORIZE THE PRESIDENT OF THE BOARD OF DIRECTORS AND THE SECRETARY OF THE DISTRICT TO EXECUTE AN AMENDMENT TO THE GENERAL AGREEMENT FOR RECYCLED WATER BETWEEN CENTRAL CONTRA COSTA SANITARY DISTRICT AND CONTRA COSTA WATER DISTRICT The General Agreement has a ten -year term and automatically renews unless either party sends a written notice of termination at least one year, but not less than six months, prior to the end of the ten -year term. On April 22, 2004, CCCSD requested that CCWD discuss amendments to the agreement prior to CCCSD allowing the existing agreement to automatically renew for a new ten -year term. CCCSD felt that it was important to clarify and add to the agreement to attempt to improve the provisions for reaching project- specific agreements. The staffs from both Districts have met and have developed a series of amendments for consideration by both Boards of Directors. The current edited version of the agreement is enclosed under separate cover for your information. Additional minor edits may occur prior to the Board meeting and will be provided to you at that time if they are determined to be of significance. 1) The term section of the General Agreement has been modified from ten years to five years. Because the water situation in California is in flux and because this negotiation has not led to the resolution of all issues, it is believed by staff that a reduced term is desirable. This will provide for renewed negotiations in five years. Also, an amendment section has been added to facilitate the negotiation of amendments during the term of the agreement. There was no amendment section in the original agreement. 2) The discussion of cost and revenue for development of future projects has been replaced verbatim with that developed by Delta Diablo Sanitation District (DDSD) in their negotiations with CCWD. This language allows for the consideration of water supply benefits when negotiating project- specific agreements. It also allows for consideration of other items, such as the value of CCCSD effluent. Finally, it specifically includes CCWD's bonded indebtedness in the considerations. CCCSD has requested a caveat be added which states that CCCSD does not agree that all of CCWD's bonded indebtedness can be considered for the purposes of calculating duplication of services costs. These costs would be subject to negotiation as part of a project- specific agreement. 3) The insurance requirements in the current agreement are out of date. The insurance section has been amended to say that each District will procure the appropriate insurance to meet the requirements in place at the time of negotiation of each project- specific agreement. 4) The Dispute Resolution paragraph has been amended to include mediation as a first step should a disagreement occur. Mediation can be followed by binding arbitration, if necessary. The original agreement provided only for binding 1JAPosition PapersTarrelACCWD Recycled Water.DOC Page 2 of 3 AMENDMENTS TO GENERAL AGREEMENT FOR RECYCLED WATER BETWEEN CENTRAL CONTRA COSTA SANITARY DISTRICT AND CONTRA COSTA WATER DISTRICT BOARD PRESENTATION SEPTEMBER 16, 2004 T:Wdmin \Farrell \ReW 9- 16- 04.doc GENERAL AGREEMENT FOR RECYCLED WATER BETWEEN CENTRAL CONTRA COSTA SANITARY DISTRICT ( CCCSD) AND CONTRA COSTA WATER DISTRICT (CCWD) BACKGROUND • MADE NOVEMBER 2, 1994 TEN -YEAR TERM (NOVEMBER 2, 2004) • PROJECT - SPECIFIC AGREEMENT FOR PLEASANT HILL ZONE 1 SIGNED NOVEMBER 22, 1995 (21 USERS, 180 MILLION GALLONSIYEAR) • AMENDED NOVEMBER 2, 1999, TO TRANSFER OWNERSHIP OF REMAINING NAX PLANT FACILITIES TO CCCSD FOR $5,000 • AUTOMATICALLY EXTENDS FOR TEN YEARS UNLESS TERMINATED BY EITHER PARTY • CCCSD REQUESTED DISCUSSION PRIOR TO EXTENDING OR TERMINATING T:\Admin \Farrell \ReW 9- 16- 04.doc DISCUSSION HIGHLIGHTS • LANGUAGE DEVELOPED BY DELTA DIABLO SANITATION DISTRICT (DDSD) TO CONSIDER AVOIDED COSTS IS FAVORABLE AND SHOULD BE INCORPORATED • MEDIATION SHOULD BE ADDED ... LANGUAGE FROM DDSD AGREEMENT UTILIZED • INSURANCE SECTION UPDATED • SEVERAL WATER CODE SECTIONS REFERENCED AND LANGUAGE ADDED TO PROTECT CCCSD • AGREEMENT TERM REDUCED TO FIVE YEARS T:1Admin \Farrell\ReW 9- 16- 04.doc AREAS WHERE WE AGREE TO DISAGREE • HOW MUCH BONDED INDEBTEDNESS ( LOS VAQUEROS) CAN LEGITIMATELY BE COUNTED AS DUPLICATION OF SERVICES COSTS AND, HENCE, BE REIMBURSEABLE? • CAN EITHER DISTRICT CHARGE THE OTHER FOR USE OF EXISTING FACILITIES? T:\Admin \Farrell \ReW 9- 16- 04.doc CONCLUSIONS • HEALTHY DIALOGUE HAS OCCURRED • AMENDMENTS IMPROVE THE GENERAL AGREEMENT • ALL ISSUES NOT RESOLVED • FIVE -YEAR TERM PROVIDES OPPORTUNITY TO REVISIT IN FIVE YEARS T:1Hdmin \Farrell \ReW 9- 16- 04.doc Central Contra Costa San.,ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: September 16, 2004 No.: 7,d. ENGINEERING Type of Action: ACCEPT CONTRACT WORK subject: ACCEPT CONTRACT WORK FOR THE MORAGA AND ORINDA CROSSROADS PUMPING STATION RENOVATION PROJECT, DISTRICT PROJECT NO. 5237, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Submitted By: Initiating Dept. /Div.: Andrew Antkowiak, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: tkowiak W. Brennan A. Farrell Oharies W. B6fts, �v✓ General Manager ISSUE: Construction has been completed on the Moraga and Orinda Crossroads Pumping Station Renovation Project, District Project No. 5237, and the work is now ready for acceptance. RECOMMENDATION: Accept the contract work for the Moraga and Orinda Crossroads Pumping Station Renovation Project, District Project No. 5237, and authorize the filing of the Notice of Completion. FINANCIAL IMPACTS: None related to this action. ALTERNATIVES /CONSIDERATIONS: Not Applicable. Filing the Notice of Completion is advisable under the California Civil Code, Section 3090. BACKGROUND: The District's 1989 Pump Station Master Plan identified the need to renovate the Orinda and Moraga Pumping Stations to meet long range operating goals. The renovation of the Orinda and Moraga Pumping stations was done in several phases. The current project was the last phase of the renovation and consisted of complete replacement of the mechanical and electrical equipment, and addition of extensive instrumentation, control and monitoring systems On March 16, 2000, the Board of Directors (Board) authorized the award of a contract for the construction of the project to GSE Construction Company, Inc. of Livermore. The Notice to Proceed was issued on April 7, 2000. The work was substantially completed in December 2001. As part of the project new pumps manufactured by Morris Pump Company were installed at both pumping stations. After the pump installation the District performed vibration testing and discovered that all six pumps at both pumping stations exceeded vibration limits specified in the Contract Documents. Morris Pumps Company tried to L: \Position Papers\Antkowiak \5237 NOC.DOC Page 1 of 2 9/8/2004 9:51 AM MORAGA AND ORINDA CROSSROADS PUMP UPDATE •MORRIS PUMPS PROVIDED VIA THE CONSTRUCTION CONTRACT HAD SERIOUS VIBRATION PROBLEMS • THERE WAS A LENGTHY PROCESS TO RESOLVE THIS ISSUE WHICH LED TO A SETTLEMENT WITH MORRIS PUMPS IN FEBRUARY OF 2004 MORRIS PUMPS LOADED ON TRUCK SETTLEMENT AGREEMENT TERMS • $ 100,000 ALREADY PAID TO CCCSD • $83,600 PAYABLE TO CCCSD WITHIN TEN DAYS OF RETURN OF ALL EQUIPMENT TO MORRIS PUMPS • MORRIS PUMPS PRESIDENT CONFIRMS PAYMENT WILL BE SENT ON SEPTEMBER 17,2004 VIA FEDEX NEW PUMPS • PROVIDED BY CORNELL • SUBSTANTIAL IMPROVEMENT OVER THE MORRIS PUMPS • SIX PUMPS NOW INSTALLED • APPROPRIATE TO NOWACCEPT CONTRACT WORK CORNELL PUMPS • NINETY PERCENT OF THE PURCHASE PRICE STILL HELD BY THE DISTRICT • STILL WORKING TO FULLY MEET CCCSD VIBRATION SPECIFICATION • CORNELL APPEARS TO BE CLOSE TO CORRECTING THIS