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Home My WebLink About10/7/2004 AGENDA BACKUPCentral Contra Costa San:_ _ry District ' . BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 7, 2004 No.: 3.a. CONSENT CALENDAR Type of Action: ADOPT RESOLUTION Subject: ADOPT A RESOLUTION AUTHORIZING EXECUTION AND RECORDING OF A QUITCLAIM DEED TO DIABLO COUNTRY CLUB FOR A SEWER EASEMENT ABANDONED IN 2003 (DISTRICT PROJECT NO. 91, PARCEL 3 AND A PORTION OF PARCEL 44) Submitted By: Initiating Dept/Div.: Michael J. Penny, Associate Engineer Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION. M ISSUE: The Board of Directors' authorization by resolution is required to quitclaim easements and record documents. RECOMMENDATION: Adopt a resolution authorizing execution of a Quitclaim Deed to Diablo Country Club, and authorize recording of the documents. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: In 2002, Diablo Country Club requested that a portion of an existing public sewer within an easement on their property, which serves only their facilities, be abandoned and replaced with a private sewer and new public manhole and that the unused easement area be quitclaimed. Staff reviewed the proposal and found it to be acceptable since the easement is no longer needed. Diablo Country Club provided the District with a legal description and plat for the quitclaim. Staff has reviewed the quitclaim documents and determined that they are in compliance with District standards. Attachment 1 is a map showing the easement to be quitclaimed. RECOMMENDED BOARD ACTION: Adopt a resolution authorizing the President of the Board of Directors and the Secretary of the District to execute a Quitclaim Deed to Diablo Country Club (Club House Road, Diablo) on behalf of the District, and authorize recording of the documents with the Contra Costa County Recorder. Page 1 of 2 U: \Position Papers \Penny \Diablo Country Club Quitclaim.DOC Page 2 of 2 Central Contra Costa Sani,.ry District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 7, 2004 No.: 3,b. CONSENT CAUNRAR Type of Action: ADOPT RESOLUTIONS subject: ADOPT RESOLUTIONS AUTHORIZING EXECUTION AND RECORDING OF A QUITCLAM DEED TO BENTLEY SCHOOL (1000 UPPER HAPPY VALLEY ROAD, LAFAYETTE; DISTRICT PROJECT NO. X1529, PARCEL 10, AND DISTRICT PROJECT NO. 1538, PARCEL 7), AND ACCEPTING AN OFFER OF DEDICATION AND PUBLIC SEWER IMPROVEMENTS (DISTRICT PROJECT NO. 5592) FROM BENTLEY SCHOOL submitted By: Initiating Dept /Div.: Michael J. Penny, Associate Engineer Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION. v ny J. Mi amoto -Mills C. Swanson C rtes . Ba , General Mana r ISSUE: The Board of Directors' authorization by resolution is required to quitclaim easements, accept offers of dedication and public sewer improvements, and to record documents. RECOMMENDATION: Adopt resolutions authorizing execution of a Quitclaim Deed to Bentley School, accepting an offer of dedication and public sewer improvements, and authorize recording of the documents. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: The property owner, Bentley School, at 1000 Upper Happy Valley Road, Lafayette (see Attachment 1), requested that it be allowed to relocate a 15 -inch sanitary sewer on its property to allow additional buildings on their school site. The District reviewed the plans for the sewer relocation and found them acceptable. The property owner agreed to grant the District a 15- foot -wide easement over all of the sewers within their property in exchange for the District quitclaiming the existing 10- foot -wide easement, including areas where the existing sewer remained in place. The school made an Irrevocable Offer of Dedication (IOD) for the new easement prior to constructing the replacement sewer pipeline. Attachment 1 shows the locations of the existing easement to be quitclaimed and the new 15 -foot easement. RECOMMENDED BOARD ACTION: Adopt resolutions authorizing the President of the Board of Directors and the Secretary of the District to execute a Quitclaim Deed to Bentley School (1000 Upper Happy Valley Road, Lafayette) on behalf of the District, Page 1 of 3 UAPosition Papers \Penny \Bentley School Quitclaim.DOC POSITION PAPER Board Meeting Date: October 7, 2004 subject ADOPT RESOLUTIONS AUTHORIZING EXECUTION AND RECORDING OF A QUITCLAM DEED TO BENTLEY SCHOOL (1000 UPPER HAPPY VALLEY ROAD, LAFAYETTE; DISTRICT PROJECT NO. X1529, PARCEL 10, AND DISTRICT PROJECT NO. 1538, PARCEL 7), AND ACCEPTING AN OFFER OF DEDICATION AND PUBLIC SEWER IMPROVEMENTS (DISTRICT PROJECT NO. 5592) FROM BENTLEY SCHOOL accepting an offer of dedication from Bentley School of the easement offered in the IOD recorded May 6, 2002, Series 2002 - 0160002 -00, at no cost to the District, accepting Job No. 5592, public sewer improvements, and authorize recording of the documents with the Contra Costa County Recorder. UAPosition Papers \Penny \Bentley School Quitclaim.DOC Page 2 of 3 LU �DEIV - LN �Q 4 2/ WI 0.- O.- 1 I I i , , , , — M\ ■• M E• ■+ I AV, ■p BENTLEY SCHOOL 1000 EL NIDO RANCH RD 248 -010 -014 EXISTING EASEMENT TO BE QUITCLAIMED SITE N. TJ S. LAFAYETTE N NEW 15' EASEMENT - -- 24 _LEGEND: -- -- 0 290 - FEET - - - -_ I Central Contra Costa b Sanitary District 0 BENTLEY SCHOOL EASEMENTS —e— NEW SEWER —9— EXISTING SEWER Page 3 of 3 Attachment 1 Central Contra Costa Sanmary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 7, 2004 No.: 3.c. CONSENT CALENDAR Type of Action: ACCEPT GRANTS OF EASEMENTS subject. ACCEPT GRANTS OF EASEMENTS RELATED TO THE LAFAYETTE SEWER RENOVATION PROJECT, PHASE 4, DP 5661 Submitted By: Initiating Dept./Div.: Ricardo Hernandez Engineering /Environmental Services Senior Engineering Assistant REVIEWED AND RECOMMENDED FOR BOARD A ON: I �^ R. Hemandez Swanson A C General Manag ISSUE: The Board must accept Grants of Easements by resolution. RECOMMENDATION: Accept the Grants of Easements. FINANCIAL IMPACTS: Easements granted by each property owner are in exchange for paving improvements and payments of $250 to each owner. ALTERNATIVES /CONSIDERATIONS: None BACKGROUND: The easements at Yorkshire Court are for an existing sewer that was realigned within a private driveway (see attached map). Recorded easements in favor of CCCSD did not exist for this sewer and staff is now obtaining them as part of the Lafayette Renovation Project, Phase 4. Three easements along this strip have already been obtained (accepted by the Board on September 16, 2004) and staff is working to finalize the remaining two. 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 owner. RECOMMENDED BOARD ACTION: Adopt resolutions accepting Grants of Easements from Ann Beemer Loar; and William B. Plummer and Jil Plummer; and authorizing staff to record these with the County Recorder. UAPosition Papers\Hemandez RWccept GOE Lafayette Sewer Reno.DOC Page 1 of 2 �y LAFAYETTE PAM G'( OOP•( 24 SITE r a N I � r N. . S. ►; E 8 M NEyy "SW ENT (u BEEMER - (SATE DR LOAR - -�__ ��AY OFF OF YORKSH RE YOHIRE �J CT NTS PLUMMER `\ ALREADY GRANTED CCCSD. 963 YORKSHIRE CT 0 1 120 V 240 61 P NEW E4SEA4ENT CI Central Contra Costa Attachment Sanitary District LAFAYETTE SEWER RENOVATION PROJECT ' YORKSHIRE COURT EASEMENTS MAP L n V Page 2 of 2 Central Contra Costa Sannary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 7, 2004 No.: 3.d. CONSENT CALENDAR Type of Action: ACCEPT CONTRACT WORK/AUTHORIZE NOTICE OF COMPLETION Subject: ACCEPT CONTRACT WORK FOR THE WALNUT CREEK NORTH MAIN STREET SEWER REPLACEMENT PROJECT, DISTRICT PROJECT 5700, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Submitted By: Initiating Dept/Div.: Munawar Husain, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: T U'l, M. Husain T. Pi W. Brennan A. Farrell Charles Wit General Man; ISSUE: Construction has been completed on the Walnut Creek North Main Street Sewer Replacement Project, District Project 5700, and the work is now ready for acceptance. RECOMMENDATION: Accept contract work for the Walnut Creek North Main Street Sewer Project, D.P. 5700, by McGuire and Hester, 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 required under California Civil Code Section 3093. BACKGROUND: The Walnut Creek North Main Street Sewer Replacement Project, DP 5700, replaced existing sewer lines on North Main Street between Civic Drive and North Main Street. Work included construction of 1,640 feet of new 8 -inch and 12 -inch sanitary sewer lines by open -cut method, construction of seven new manholes, reconnection of laterals, abandonment of existing sewer lines, and paving. Work was performed during night hours (See Attachment 1 for map). On March 18, 2004, the Board of Directors authorized the award of a construction contract for this work in the amount of $324,657 to McGuire and Hester. The contractor was issued a Notice to Proceed, which was effective March 30, 2004, with a required contract completion date of May 16, 2004. The District had beneficial use of the work on May 19, 2004. All contract work is complete at this time. It is appropriate to accept the contract work at this time. The total authorized budget for this project is $491,000. An accounting of the project costs will be provided to the Board of Directors at project close -out. RECOMMENDED BOARD ACTION: Accept contract work for the Walnut Creek North Main Street Sewer Project, D.P. 5700, by McGuire and Hester, and authorize the filing of the Notice of Completion. L: \Position Papers \HUSAIN \5700 Acceptance.doc 9/24/2004 1:21 PM Page 1 of 2 Central Contra Costa Sanitary District WALNUT CREEK ' NORTH MAIN STREET PROJECT D.P. 5700 Attachment Page 2 of 2 Contra Costa County Employees' �____ _Retirement Association Overview Summary Rates are effective 3uly 1, 2005 Rate increase = 6.25% of employee compensation or a 20% CCCSD increased cost totaling $1.2 million Unfunded Actuarial Accrued Liability went from $27.3 to $30.4 million CCCS D Cost for CCC E RA S Millions 6 5 4 3 i 0 2001 -2002 2002 -2003 3003 -2004 2004 -2005 2005 -2006 Eck) 1 Employer Contribution Rate Reconciliation (From 12/31/02 to 12/31/03 for Total Plan) Change in Actuarial Assumptions * Change in salary scale 1.69% + Effect of Investment (gain) /loss 0.24% * Delay in implementation 0.14% Salary increase more than 0.75% expected 0.34% Change in normal cost 0.50% +r Change in benefit 0.11% + Change in actuarial assumptions 4.54% Other (0.03 %) Total 6.25% Change in Actuarial Assumptions * Change in salary scale 1.69% Unused sick leave conversion 0.70% * Investment return assumption 0.86% Safety disability mortality 0.28% Change in withdrawal rate 0.34% Other 0.67% Total 4.54% PAI CCCSD Unfunded Actuarial Accrued Liability 35 30.4 �1illions 30 71 20 15 10 5 0 2002 2003 CCCERA Investment Income Millions 5700 SOO 0500 5a ;ao 5400 �. $300 $zoo W $100 do — (s(oo) ($200) (5300) — -- -- - - -- 1997 1998 1999 200o 2001 2002 2003 R1 Distribution of Excess Earnings (over the past twenty -two years) T* Employer COLA Benefit Costs $ 201,000,000 Employee COLA Benefit Costs $ 109,000,000 0 Buy down of Employer Basic Contribution $ 159,000,000 Enhanced BeneFts -2010 @ 55 and 3010 @ 50 $ 100,000,000 * Paulson Settlement $ 90,000,000 Retiree Health Insurance Reimbursement to County $ 83,000,000 * $200 1month Retiree Benefit prior to 1983 $ 23,000,000 All Other $ 99,000,000 Total $ 864,000,000 CCCERA PERCENT FUNDING OF SYSTEM i loo 89 88 89 90 Percentage 80 _ 70 i 60 50 40 30 20 10 1998 1999 2000 2001 2002 2003 4 Safety min Safety Tier .e a-!"" Teri Enhancement 2 °s lrD 55 1.6795! SS Social Security Adjustment Grouping of Like Retirement Benefits A Bethel Island Municipal Improvement District Central Contra Costa Sanitary District Contra Costa County Employee's Retirement Association * Diablo Water District + Local Agency Formation Commission (LAFCO) k Ironhouse Sanitary District In -Home Supportive Services Authority (IHSS) Children & Families Commission * CCCSD represents 67% of total payroll. CCCERA vs. CalPERS Rate (% Of Employee Compensation) 2002 -2003 2003 -2004 2004 -2005 2005-2006 Contra Costa Co Retirement i *Questions? inty Employees' Association Overview BOARD REPORT LOWER ORINDA PUMPING STATION RENOVATIONS D.P. #5448 OCTOBER 7, 2004 \ C6 !� .� � / 5 § § 2\ § � 4w �z— $ � k � ! § �~ 2� « 06 / J(k @ \ � � _m Yd WE! � \~ CL « � LU m 0 0 � � 0 O BACKGROUND • WHY DO WE NEED TO RENOVATE • DISTRICTS OLDEST PUMPING STATION • HYDRAULIC CAPACITY AT THE LIMIT • OUTDATED ELECTRICAL AND MECHANICAL EQUIPMENT • SCOPE OF WORK • CONTACTOR - PACIFIC MECHANICAL CORPORATION • PROJECT AWARD DATE - DECEMBER 4, 2004 • CONSTRUCTION CONTRACT AMOUNT - $5,696,000 • SCHEDULED COMPLETION DATE - DECEMBER 31, 2005 � ��' � �'I�r 'I �� `.,'. t. ��.. "M�'��'N .ran M1' tit'siL j P iI&IIIA � < • * 7ty fir' w� s: IWa a °r +l54. ssr�srIL {w Yri• 400 ILA imp SIAOR to 10 Olo piss ��`.:►0 'Role -; pow 30*kk§4k Isis • r vamp m TOP DECK OVER PUMP ROOM AND WET WELL EXTENSION 0 I 1A Lao.. VW 0 I 1A t�;1 . t r� /yr'� VALVE VAULT AND PIPING FUTURE MILESTONES • COMPLETION OF DRY WEATHER SYSTEM - MARCH 2005 • COMPLETION OF WET WEATHER SYSTEM - OCTOBER 2005 • BOTH DRY AND WET WEATHER SYSTEM COMPLETELY OPERATIONAL - DECEMBER 2005 PROJECT CHALLENGES • LIMITED SPACE / MAINTAINING OPERATION • PROXIMITY TO THE CREEK • UNKNOWN UNDERGROUND STRUCTURES • ELECTRICALANSTRUMENTATION SUBCONTRACTOR • STANDBY GENERATOR • PROXIMITY TO ORINDA COUNTRY CLUB GOLF COURSE as r ni.�R � ,. y ( ,,a�<i �g sy""��°� O�.a�!' "i • � � � ,� . t � 1 \,� rya xr 4 S{ 2 Vi.. FINANCIAL UPDATE • CONSTRUCTION CONTRACT AMOUNT - $5,696,000 • WORK COMPLETED TO DATE - $1,411,000 • CHANGE ORDERS TO DATE - $399000 Central Contra Costa San-mary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 7, 2004 No.: 6. a. ADMINISTRATIVE Type of Action: APPROVE RESOLUTION subject: CONSIDER ADOPTION OF A RESOLUTION SUPPORTING PROPOSITION 1A TO PROTECT LOCAL TAXPAYERS AND PUBLIC SAFETY SERVICES Submitted By: Joyce E. Murphy Initiating Dept. /Div.: Administrative Secretary of the District REVIEWED AND RECOMMENDED FOR BOARD ACTION: I � � tNv K. Alm General Manager ISSUE: Proposition 1A is an initiative that is on the November ballot that will limit the State's ability to take and use funds originally committed to local government. RECOMMENDATION: Adopt a resolution supporting Proposition 1A. FINANCIAL IMPACTS: None associated with this action. ALTERNATIVES /CONSIDERATIONS: Modify the proposed resolution or decline to support Proposition 1A. BACKGROUND: Over the past 12 years, the State Legislature has shifted more than $40 billion in property taxes to the State from cities, counties, special districts and redevelopment agencies. Beginning in 1992 -1993, the State of California reduced the District's historic property tax revenues by 40 percent to help meet the State's educational funding obligations. As a result, property tax revenue that would have been received by the District from fiscal year 1992 -1993 through fiscal year 2002 -2003 was reduced by approximately $46,000,000. In 2002 -2003, the District's annual receipt of property tax revenue totaled $8,800,000 million. If all this remaining property tax revenue were diverted by the State, the District would need to increase the Sewer Service Charge by $57 per residential unit equivalent (RUE) to make up the lost revenue as the monies are a necessary and important funding source of the District's Capital Improvement Program and are needed for protection of public health and the environment and used for capital projects to improve treatment and collection system reliability and safety, meet regulatory requirements, and reduce sewage overflows. The current budget crisis in the State of California made it likely that the remainder of the property tax revenue received by local government, including Central Contra Costa Sanitary District, was in jeopardy. Local government representatives worked with Governor Schwarzenegger and the State Legislature. Concessions were made on all sides and a deal was reached. Page 1 of 4 POSITION PAPER Board Meeting Date: October 7, 2004 subject: CONSIDER ADOPTION OF A RESOLUTION SUPPORTING PROPOSITION 1A TO PROTECT LOCAL TAXPAYERS AND PUBLIC SAFETY SERVICES Proposition 1A is a bipartisan measure that would restrict the ability of the Legislature to take and use local government revenues for State purposes. Proposition 1A allows for flexibility in the event of a future state fiscal emergency. The State may borrow local government funds, only if the Governor declares a fiscal necessity and 2/3 of the Legislature approves. All funds must be repaid within three years. While the actual details have not yet been finalized, the plan calls for special districts to give up $350 million in property taxes this year and again next year. The breakdown will be $225 million from enterprise districts and $125 million from non - enterprise districts. Enterprise districts will give up 40 percent of their property taxes, not to exceed 10 percent of their total revenues. Non - enterprise districts will give up 10 percent of their property taxes. Because of the West Nile virus outbreak, Mosquito and Vector Control districts were exempted from the formula. This will shift approximately $15 million to other districts, possibly enterprise districts. If the $350 million is not entirely raised by the proposed 40 percent and 10 percent share of property taxes, the share from enterprise districts will be increased to make up the shortfall, with the "not - to- exceed 10 percent of total revenues" provision remaining in place. RECOMMENDED BOARD ACTION: Consider adoption of the attached Resolution Supporting Proposition 1A to Protect Local Taxpayers and Public Safety Services, and direct staff to forward a copy of this resolution to Yes on 1A - Californians to Protect Local Taxpayers and Public Safety. Page 2 of 4 CENTRAL CONTRA COSTA SANITARY DISTRICT RESOLUTION NO. 2004- A RESOLUTION SUPPORTING PROPOSITION 1A TO PROTECT LOCAL TAXPAYERS AND PUBLIC SAFETY SERVICES WHEREAS, state government annually shifts more than $5.2 billion in local property tax funds statewide from cities, counties and special districts, costing local governments more than $40 billion in lost revenues over the past 12 years; and WHEREAS, these continual shifts by the state of local property tax funds and other funding dedicated to local governments has seriously reduced resources available for local fire and paramedic response, law enforcement, public health and emergency medical care, roads, parks, libraries, transportation, sanitary sewers, and other essential local services; and WHEREAS, these funding shifts also add pressure for local governments to increase fees and taxes to maintain basic local service levels; and WHEREAS, this drain of local resources has continued even during periods when the state's budget has been overflowing with surpluses; and WHEREAS, Proposition 1A is a historic measure that will appear on the November 2004 statewide ballot that would limit the state's ability to take and use local government funding; and WHEREAS, by protecting local government funding, Prop 1A would protect local public safety, healthcare and other essential local services; and WHEREAS, Prop 1A will not raise taxes and, in fact, will help reduce pressure for local fee and tax increases by limiting state shifts of local government funding; and WHEREAS, Prop 1A does not reduce funding for schools or any other state program or service, and Prop 1A was carefully written to allow flexibility in the event of a state budget emergency; and WHEREAS, Prop 1A is supported by a bipartisan, diverse coalition including Governor Schwarzenegger, Democrat and Republican leaders, local government officials, public safety representatives, healthcare, business, labor and community leaders. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Central Contra Costa Sanitary District, that strong support is expressed for Proposition 1A, the statewide ballot initiative that will restrict the state from further taking local government revenues; and Page 3 of 4 Central Contra Costa Sanitary District Resolution No. 2004- BE IT FURTHER RESOLVED, that Central Contra Costa Sanitary District officials and staff are authorized to provide impartial informational materials on the initiative as may be lawfully provided by this local government's representatives, and that no public funds shall be used to campaign for or against the initiative; and BE IT FURTHER RESOLVED, that a copy of this resolution be sent to Yes on 1A - Californians to Protect Local Taxpayers and Public Safety PASSED AND ADOPTED this 7th day of October 2004, 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 4 Central Contra Costa Sar,._.ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: October 7, 2004 No.: 7.a. ENGINEERING Type of Action: AUTHORIZE AGREEMENT subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH SUNGARD HTE, INC. FOR THE PURCHASE AND IMPLEMENTATION OF ITS "CUSTOMER INFORMATION SYSTEM" UTILITY BILLING DATABASE SOFTWARE FOR ADMINISTRATION OF THE SEWER SERVICE CHARGE PROGRAM AND RECYCLED WATER CUSTOMER BILLING Submitted By: Jarred Miyamoto -Mills Initiating Dept/Div.: Principal Engineer Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION. �y J. Miyamoto -Mills Swanson A. Farrell M. Greenawalt ar es W. alts, General Manage ISSUE: The Board of Directors' authorization is required for execution of agreements in amounts greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute an agreement with Sungard HTE, Inc. (HTE) for the purchase and implementation of its "Customer Information System" (CIS) utility billing database software for administration of the Sewer Service Charge (SSC) Program and recycled water customer billing. FINANCIAL IMPACTS: The proposed budget for implementation of the CIS software is $152,000. This amount includes purchase of the software, installation on the District's IBM AS 400 financial information system computer, conversion of the existing Sewer Billing database, start-up testing, training of District staff, the first year of application updates and upgrades, and a ten percent (10 %) allowance for contingencies. ALTERNATIVES /CONSIDERATIONS: In lieu of implementing CIS, the District could continue to maintain and use its existing custom Sewer Billing software for SSC and the spreadsheet -based recycled water billing system. The existing software would require substantial customized modification to work with HTE's new web -based Naviline user interface that is being implemented for the rest of the District's financial management software applications. The Naviline user interface provides for navigation by mouse (rather than by keystroke) within the HTE financial management software. BACKGROUND: In 1994, the District engaged HTE to write customized software for SSC billing to run on the District's IBM AS 400 financial information system computer. Custom software was necessary since an acceptable off- the -shelf application meeting the District's specific sewer billing and, water use database requirements was not available at the time. For the last ten years, the custom software has been used to UAPosition PapersWliyamoto- Mills \Sungard HTE.DOC Page 1 of 2 POSITION PAPER Board Meeting Date: October 7, 2004 Subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN-AGREEMENT WITH SUNGARD HTE, INC. FOR THE PURCHASE AND IMPLEMENTATION OF ITS "CUSTOMER INFORMATION SYSTEM" UTILITY BILLING DATABASE SOFTWARE FOR ADMINISTRATION OF THE SEWER SERVICE CHARGE PROGRAM AND RECYCLED WATER CUSTOMER BILLING successfully collect District SSC revenue (for example, 2004 -05 SSC revenue will be about $45 million). The District recently received a proposal from HTE, our financial management software provider, to replace the current custom SSC Billing software with its off - the -shelf CIS product. The CIS software would be provided in lieu of custom upgrading necessary to allow current SSC Billing software to work effectively with the new Naviline web -based user interface being implemented on the District's financial management software. Standard features of CIS will enable better data access and coordination in the District's GDI mapping system improving customer service when staff responds to billing inquiries. Periodic upgrading and updating of the existing custom software to ensure that it continues to interface effectively with the District's financial management software (as it is upgraded and updated) would be more expensive than maintaining the standard, off - the -shelf CIS software module. In addition, using an HTE- standard application module would provide the advantage of joining with other users of the module through the HTE User's Group (HUG) to influence the specifics and priority of future HTE - provided upgrades and updates included in the annual maintenance agreement. Also, training staff to use a standard module is simpler and less expensive than for custom software. A $71,580 lump -sum agreement has been negotiated with HTE for delivery and installation of the CIS application module and the first year of updates /upgrades. Installation and configuration of the software, staff training and conversion of the existing database is to be on a cost - reimbursement basis with a cost ceiling of $66,600. A ten percent (10 %) allowance for contingencies will be included in the overall project budget for a total estimated project cost of $152,000. Purchase and implementation of this software was listed in the MIS Master Plan that was reviewed by the Board at the last CIP Financial Workshop. Although it was originally scheduled for 2005 -06, staff recommends that it be implemented now for proper coordination with the Naviline conversion work. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an agreement with Sungard HTE, Inc. for the purchase and implementation of its CIS utility billing database software for administration of the SSC Program and recycled water customer billing. U: \Position Papers\Miyamoto- Mills \Sungard HTE.DOC Page 2 Of 2 October 7, 2004 8.a. CORRESPONDENCE Page 1 of 2 Note receipt of letter advising that the District will receive the National Purchasing Institute, Inc. Achievement of Excellence in Procurement Award National Purchasing Institute, Inc. September 21, 2004 Chuck Batts, General Manager Central Contra Costa Sanitary District 509 Imhoff Pl. Martinez, CA 94553 Subject: Achievement of Excellence in Procurement Award Dear Mr. Batts: Achievement of Excellence in Procurement® P.O. Box 530669 Henderson, NV 89053 -0069 Tel: (702) 260 -7114 Fax: (702) 260 -7052 www.nationaipurchasinginstitute.org The Achievement of Excellence in Procurement award is designed to recognize organizational excellence in procurement. The award is achieved by those organizations that demonstrate excellence in procurement by obtaining a high score on a rating of standardized criteria. The program is designed to measure innovation, professionalism, e- procurement, productivity, and leadership attributes of the procurement function. The Achievement of Excellence in Procurement is sponsored by the National Purchasing Institute (NPI), the California Association of Public Purchasing Officers (CAPPO), Florida Association of Public Purchasing Officers (FAPPO), the Institute of Supply Management (ISM), and the National Institute of Governmental Purchasing (NIGP). It is my pleasure to notify you that the Procurement Department for the Central Contra Costa Sanitary District has earned the 91h Annual Achievement of Excellence in Procurement Award for 2004. A beautiful trophy, which has developed into the AEP icon, will be presented at several locations or mailed in mid - November, in accordance with your previous instructions. Congratulations on the Achievement of Excellence in Procurement Award. Sincerely, Wayne A. Casper, C.P.M. Director of Procurement City of Tucson * *and ** Chairperson Achievement of Excellence in Procurement Award Committee cc: Diane Wagner, Purchasing & Materials Manager Achievement of Excellence in Procurement Award Committee ISM" tom. institute for supply management Certified Purchasing Manager - The Competitive Edge