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HomeMy WebLinkAbout11/18/2004 AGENDA BACKUPCentral Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 18, 2004 No.: 4.a. CONSENT CALENDAR Type of Action: ACCEPT CONTRACT WORK subject: ACCEPT THE CONTRACT WORK FOR THE COW CREEK CROSSING RENOVATION PROJECT, DISTRICT PROJECT NO. 5672, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Submitted By: Initiating Dept. /Div.: Tom Godsey, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: 401Y - - 1, f/o T. Godsey cki B. Bren an A. Farrell *General atts, age ISSUE: Construction has been completed on the Cow Creek Crossing Renovation Project, District Project 5672, and work is now ready for acceptance. RECOMMENDATION: Accept the contract work for the Cow Creek Crossing Renovation Project, District Project 5672, 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: Within the Town of Danville, a sewer pipe crosses Cow Creek between St. Edward and St. Phillip Courts (see Attachment 1). The creek had eroded the east bank, and the manhole for this pipe was being undermined. This project re- graded the creek channel to its original configuration and installed riprap protection to minimize future undermining of this manhole. The construction consisted of the temporary re- routing of creek flow, re- grading of the creek channel, installation of riprap slope protection, and restoration of the area. On July 15, 2004, the Board authorized the award of a contract for the construction of the project to Pacific General Engineering, Inc. The Notice to Proceed was issued on September 13, 2004. The work was substantially completed on October 21, 2004. The remaining work consists of minor punch -list items, which do not affect project acceptance. Page 1 of 3 hDesign \Position Papers\20040P5672 Accept.DOC POSITION PAPER Board Meeting Date: November 18, 2004 subject. ACCEPT THE CONTRACT WORK FOR THE COW CREEK CROSSING RENOVATION PROJECT, DISTRICT PROJECT NO. 5672, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION The total authorized budget for the project is $77,000. The budget includes the cost of engineering design, District forces, testing services, contract services, etc. An accounting of the project costs will be provided to the Board at the time of project closeout. RECOMMENDED BOARD ACTION: Accept the contract work for the Cow Creek Crossing Renovation Project, District Project 5672, and authorize the filing of the Notice of Completion. Page 2 of 3 I: \Design \Position Papers\2004 \DP5672 Accept.DOC Central Contra Costa Attachment Sanitary District COW CREEK CROSSING RENOVATION Agent DISTRICT PROJECT 5672 age Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 18, 2004 No.: 4.b. CONSENT CALENDAR Type of Action: ACCEPT CONTRACT WORK subject: ACCEPT CONTRACT WORK FOR THE WALNUT CREEK SEWER RENOVATION PROJECT, PHASE 2, DISTRICT PROJECT NO. 5709 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: I &-mak (,�T Oc k W. Brennan A. Farrell h rles . Ba , General Man er ISSUE: Construction has been completed on the for the Walnut Creek Sewer Renovation Project, Phase 2, District Project No. 5709, and the work is now ready for acceptance. RECOMMENDATION: Accept the contract work for the for the Walnut Creek Sewer Renovation Project, Phase 2, District Project No. 5709, 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 Walnut Creek Sewer Renovation Project Phase 2, renovated or replaced several critical line segments identified in the City of Walnut Creek and unincorporated Contra Costa County area. Approximately 5,500 linear feet of 6, 8, and 10 -inch sewer lines in fourteen locations were renovated (see Attachment 1 for map). Five sites were located in public Right of Way, four in easements and private streets, and the remaining five were in both easements and public Right of Way. One site was located in downtown Walnut Creek. Because of a significant impact on traffic and local businesses, this site was constructed during the night. The District TV program has identified a number of other sites in Walnut Creek, and it is anticipated that there will be at least two additional phases of the Walnut Creek project. On May 20, 2004, the Board of Directors authorized the award of a contract for the construction of the project to D'arcy & Harty Construction Inc., of San Francisco. The Notice to Proceed was issued on June 11, 2004. The work was substantially completed in October 2004. I: \Design\Position Papers\2004 \5709 Accept Work.DOC Page 1 of 3 POSITION PAPER Board Meeting Date: November 18, 2004 Subject: ACCEPT CONTRACT WORK FOR THE WALNUT CREEK SEWER RENOVATION PROJECT, PHASE 2, DISTRICT PROJECT NO. 5709 AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION The total authorized budget for the project is $1,572,000. The budget includes the cost of contract administration, inspection, survey, office engineering and shop drawing review by District forces, testing services, and contractor services. An accounting of the project costs will be provided to the Board at the time of project closeout. It is appropriate to accept the contract work at this time. RECOMMENDED BOARD ACTION: Accept the contract work for the Walnut Creek Sewer Renovation Project, Phase 2, District Project No. 5709, by D'arcy & Harty Construction Inc., and authorize the filing of the Notice of Completion Page 2 of 3 hDesign \Position Papers\2004 \5709 Accept Work.DOC FEET Central Contra Costa Attachment Sanitary District WALNUT CREEK RENOVATIONS ' PHASE 2 CCCSD 5709 Page 3 of 3 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 18, 2004 No.: 4.c. CONSENT CALENDAR Type of Action: ACCEPT CONTRACT WORK subject: ACCEPT CONTRACT WORK FOR THE ACACIA PARALLEL FORCEMAIN PROJECT, DISTRICT PROJECT NO. 5727, 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: A. ntkowiak cki W. Brennan A. Farrell General ISSUE: Construction has been completed on the Acacia Parallel Forcemain Project, District Project No. 5727, and the work is now ready for acceptance. RECOMMENDATION: Accept the contract work for the Acacia Parallel Forcemain Project, District Project No. 5727, 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 Pumping Station Master Plan identified the need to add a second forcemain to the Acacia Pumping Station to increase station reliability. The project scope of work consisted of the installation of approximately 310 lineal feet of new 4 -inch forcemain from Acacia Pumping Station to an existing 8 -inch capacity sewer line. Other improvements included site paving and construction of a valve structure that allows operating staff to work safely outside of the wetwell. The project site is shown in Attachment 1. On May 6, 2004, the Board of Directors authorized the award of a contract for the construction of the project to Soares Pipeline, Inc., of Hayward. The Notice to Proceed was issued on June 7, 2004. The work was substantially completed in October 2004. Page 1 of 3 lADesign \Position Papers\2004 \DP5727Accept.DOC POSITION PAPER Board Meeting Date: November 18, 2004 subject: ACCEPT CONTRACT WORK FOR THE ACACIA PARALLEL FORCEMAIN PROJECT, DISTRICT PROJECT NO. 5727, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION The total authorized budget for the project is $166,000. The budget includes the cost of contract administration, inspection, survey, office engineering, shop drawing review by District forces, testing services, and contractor services. An accounting of the project costs will be provided to the Board of Directors at the time of project closeout. It is appropriate to accept the contract work at this time. RECOMMENDED BOARD ACTION: Accept the contract work for the Acacia Parallel Forcemain Project, District Project No. 5727, by Soares Pipeline, Inc., and authorize the filing of the Notice of Completion. Page 2 of 3 1ADesign \Position Papers\20040P5727Accept.DOC FLUSH KLEEN PUMPING STATION r N J NEW PARALLEL r FORCE MAIN CP // r ACACIA r STATIIONG ACACIA 2 ��e;oql PUMP ING ° STATION / 4 OR EXISTING EXISTING FORCE MAIN 8" GRAVITY EL PROJECT LOCATION o l',S TP � N 0 120 240 FEET lq z in LOWER ORINDA PUMPING STATION BRQgr�w OOO 0 ORINDA CROSSROAD PUMP STATION , Central Contra Costa Attachment Sanitary District ACACIA PARALLEL FORCE MAIN PROJECT ' DP 5727 Page 3 of 3 Central Contra Costa Sanitary District /Jai ` BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 18, 2004 No.: 4.d. CONSENT CALENDAR Type of Action: ACCEPT CONTRACT WORK subject: ACCEPT THE CONTRACT WORK FOR THE TREATMENT PLANT ELECTRICAL CABLE REPLACEMENT, DISTRICT PROJECT NO. 721,,AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Submitted By: Initiating DeptJDiv.: Alex Rozul, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: 0 _57T V' v ' / Gk A. Rozul B. Than W. Brennan A. Farrell General ISSUE: Construction has been completed on the Treatment Plant Electrical Cable Replacement, District Project No. 7214, and the work is now ready for acceptance. RECOMMENDATION: Accept the contract work for the Treatment Plant Electrical Cable Replacement, District Project No. 7214, 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: Power for the Treatment Plant's electrical system is distributed (fed) from the main substations to the local area substations through medium -high voltage electrical cables. These "feeders" cables were installed in the mid -1970s and were aluminum or copper with insulation that was not suitable for wet locations. In submersed conditions, the insulation was found to crack and fail catastrophically. Maintenance inspections uncovered areas that were candidates for premature failures that could seriously cripple the plant's electrical system. Seventy percent (70 %) of those cables were replaced in previous capital improvement projects. This project replaced the remaining medium -high voltage cables to maintain the reliability of the main electrical distribution system. Plans and specifications for this Project were produced by ATS Engineering Services (ATS) and District staff and were reviewed by Montgomery Watson Harza (MWH). MWH also provided construction support services that included reviewing shop drawings and submittals. On April 1, 2004, the Board of Directors (Board) authorized the award of a contract for the construction of the project to Con J. Franke Electric, Inc. of Stockton. The Notice to L: \Position Papers \Rozul \7214Acceptance.DOC Page 1 of 2 POSITION PAPER Board Meeting Date: November 18, 2004 subiect: ACCEPT THE CONTRACT WORK FOR THE TREATMENT PLANT ELECTRICAL CABLE REPLACEMENT, DISTRICT PROJECT NO. 7214 AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Proceed was issued on April 26, 2004. The work was substantially completed on October 29, 2004. The remaining items of work consist of minor punch -list items, which do not affect the project acceptance. The total authorized budget for the project is $1,606,000. The budget includes the cost of engineering design, District forces, testing services, contractor services, etc. An accounting of the project costs will be provided to the Board at the time of project close- out. It is appropriate to accept the contract work at this time. RECOMMENDED BOARD ACTION: Accept the contract work for the Treatment Plant Electrical Cable Replacement, District Project No. 7214, and authorize the filing of the Notice of Completion. L: \Position Papers \Rozu1\7214Acceptance.DOC Page 2 Of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: NOVEMBER 18, 2004 No.: 4.e. CONSENT CALENDAR Type of Action: ACCEPT CONTRACT WORK/AUTHORIZE NOTICE OF COMPLETION Subject: ACCEPT CONTRACT WORK FOR THE TREATMENT PLANT SAFETY ENHANCEMENTS PROJECT, DISTRICT PROJECT NO. 7219, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Submitted By: Initiating DeptJDiv.: Clint Shima, Assistant Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: C. Shima B. Than W. Brennan A. Farrell *General ager ISSUE: All contract work has been completed on the Treatment Plant Safety Enhancements Project, District Project No. 7219, and the project is now ready for acceptance. RECOMMENDATION: Accept contract work. FINANCIAL IMPACTS: None related to this action. ALTERNATIVES /CONSIDERATIONS: Not applicable. Filing the Notice of Completion is covered under California Civil Code, Section 3093. BACKGROUND: The Treatment Plant Safety Enhancements, DP 7219, incorporates a number of Treatment Plant Maintenance Division safety- related work orders into one capital project to gain the advantage of economy of scale. The scope of work included: railing enhancement, concrete work, platform fabrication, ductwork, valve extension, davit arm placement, earthwork, and grating enhancement. The Board of Directors authorized the award of a construction contract for the work in the amount of $143,369 to Valentine Corporation on February 5, 2004. The Notice to Proceed was effective on March 15, 2004, and called for a completion date of June 23, 2004. The Contractor performed additional work for which a time extension was given. This extra work included laying crushed rock for maintenance access to the primary tanks, installing ladders for the standby generators, eliminating tripping hazards at the ultraviolet disinfection channel, installing additional davit arm mounts, and constructing viewing hatches for the sludge blending tank. It is appropriate to accept the contract work at this time. this project is $225,000. An accounting of the projec t Board of Directors at project close out. The total authorized budget for costs will be provided to the LAPosition Papers \Shima \7219 NOC.DOC Page 1 of 2 POSITION PAPER Board Meeting Date: November 18, 2004 Subject: ACCEPT CONTRACT WORK FOR THE TREATMENT PLANT SAFETY ENHANCEMENTS PROJECT, DISTRICT PROJECT NO. 7219, AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION RECOMMENDED BOARD ACTION: Accept Contract work for the Treatment Plant Safety Enhancements Project, District Project No. 7219, by Valentine Corporation, and authorize the filing of the Notice of Completion. L: \Position Papers \Shima \7219 NOC.DOC Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 18, 2004 No.: 4.f. CONSENT CALENDAR Type of Action: SET DATE FOR PUBLIC HEARING subject: ESTABLISH DECEMBER 16, 2004 AS THE DATE FOR A PUBLIC HEARING TO RECEIVE COMMENTS ON PROPOSED REIMBURSEMENT FEES FOR THE PROPERTIES WHICH COULD DIRECTLY CONNECT TO JOB 5694 (WINCHESTER LANE, MARTINEZ) AND JOB 5732 (ORCHARD ESTATES DRIVE, WALNUT CREEK). Submitted By: Initiating Dept /Div.: Michael J. Penny Engineering /Environmental Services Associate Engineer REVIEWED AND RECOMMENDED FOR BOARD ACTION: y J. Miyamoto -Mills C. Swanson A. Farrell le att , General ana r ISSUE: When a Reimbursement Fee is proposed for properties that could directly connect to a "standard facility" installed by private individuals, the District Code requires a public hearing be held prior to the Board of Directors' adoption of the fee. RECOMMENDATION: Establish the Board's regularly scheduled meeting on December 16, 2004 as the date for a public hearing to receive comments on proposed Reimbursement Fees for properties which could connect to the "standard facilities" identified as Job 5694 (Winchester Lane, Martinez) and Job 5732 (Orchard Estates Drive, Walnut Creek). FINANCIAL IMPACTS: None related to this action. ALTERNATIVES /CONSIDERATIONS: Not Applicable. BACKGROUND: The design and construction of "standard facilities" for Job 5694 and Job 5732 were paid for by private individuals. After a project is completed by the installer and accepted by the District, the installer contributes the project to the District for public use. Non - installer properties may connect to the contributed public sewers. The District Code provides for a Reimbursement Fee to the installer, so the installer may recover a portion of the cost for the contributed facility. The proposed Reimbursement Fees would be collected from property owners when they connect to the sewer system. The collected fees would then be disbursed to the installers of the projects. Page 1 of 3 U: \Position Papers \Penny \SET HEARING DATE - WINCHESTER & ORCHARD ESTATES.DOC POSITION PAPER Board Meeting Date: November 18, 2004 subject. ESTABLISH DECEMBER 16, 2004 AS THE DATE FOR A PUBLIC HEARING TO RECEIVE COMMENTS ON PROPOSED REIMBURSEMENT FEES FOR THE PROPERTIES WHICH COULD DIRECTLY CONNECT TO JOB 5694 (WINCHESTER LANE, MARTINEZ) AND JOB 5732 (ORCHARD ESTATES DRIVE, WALNUT CREEK). The District Code requires that a notice of public hearing be mailed to owners of properties to which the fee could be applicable at least ten days in advance of the date set for the hearing. The notice is to include a general description of the reimbursement fee program, a description of the facility which gives rise to the proposed fee, and the amount of the proposed fee. RECOMMENDED BOARD ACTION: Establish the Board's regularly scheduled meeting on December 16, 2004 as the date for a public hearing to receive comments on proposed Reimbursement Fees for properties which could connect to the "standard facilities" identified above. Page 2 of 3 U: \Position Papers \Penny \SET HEARING DATE - WINCHESTER & ORCHARD ESTATES.DOC 0 N Z 00 OWINCHESTER LN, MAMNEZ (JOB 5694) OORCHARD ESTATES DR WALNUT CREEK (JOB 5732) Central Contra Costa Sanitary District REIMBURSEMENT PROGRAM JOB LOCATIONS Page 3 of 3 Attachment 1 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 18, 2004 No.: 4.g. CONSENT CALENDAR Type of Action: HUMAN RESOURCES Subject: AUTHORIZE MEDICAL LEAVE OF ABSENCE WITHOUT PAY FOR STEVEN PLUNKETT, UTILITY WORKER THROUGH JANUARY 27, 2005 Submitted By: James M. Kelly Initiating Dept /Div.: Operations/ Director of Operations Plant Operations REVIEWED AND RECOMMENDED FOR BOARD ACTION. Wreit J. Kell Z. *General a ag r ISSUE: Board of Directors' authorization is required for a medical leave of absence without pay in excess of 30 days. RECOMMENDATION: Authorize medical leave of absence without pay for Steven Plunkett, Utility Worker FINANCIAL IMPACTS: Minimal ALTERNATIVES /CONSIDERATIONS: Deny medical leave of absence without pay BACKGROUND: Steven Plunkett, Utility Worker, has been off of work since September 3, 2004, due to a serious medical condition that may be work - related. Mr. Plunkett applied for, was granted, and used 12 weeks of Family Medical Leave. We request that Mr. Plunkett be granted a medical leave of absence without pay until January 27, 2005. Mr. Plunkett's status will likely be known by that time, and further Board action will be requested if appropriate. RECOMMENDED BOARD ACTION: Authorize medical leave of absence without pay for Steve Plunkett, Utility Worker, through January 27, 2005. Page 1 of 1 S: \Correspondence \Position Papers12004 \Plunkett -Leave of Absence.doc Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 18, 2004 No.: 4.h. 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 Dept /Div.: Administrative /Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION. D. Ratrl,. " A Vgraves General 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 effective December 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 $7,000. RECOMMENDED BOARD ACTION: Approve the request by Derhyl Houck for an emergency withdrawal of $7,000 for the month of December, 2004, from the Deferred Compensation Plan, as recommended by the Deferred Compensation Plan Advisory Committee. SAADMIMPOSPAPEMHouck Emergency Withdrawal 11- 18- 04.130C Page 1 Of 1 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 18, 2004 No.: 4. i . CONSENT CALENDAR Type of Action: REJECT CLAIM subject: REJECT CLAIM FOR DAMAGES BY GREGGORY AND FRANCOISE HANSEN, DBA: ASPEN BUILDING TECHNOLOGIES, 1042 BROWN AVENUE, LAFAYETTE, CA. Submitted By: Kimberly Greer Initiating Dept. /Div.: Administrative Safety and Risk Management Administrator REVIEWED AND RECOMMENDED FOR BOARD ACTION: K. Greer 1K. kfdsgraves Charles General ISSUE: The District received a claim for damages due to a sanitary sewer overflow in the amount of $30,346.67. 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 pay the claim as submitted and subrogate against the City of Lafayette. BACKGROUND: The District responded to a sanitary sewer overflow that occurred on July 7, 2004. Emergency cleanup services were provided through a District cleaning contractor. The District received the claim for damages on October 26, 2004. Upon further investigation it is believed that a paving contractor, performing work under contractor for the City of Lafayette, dropped debris into the line which caused the line to plug and thus overflow. RECOMMENDED BOARD ACTION: Deny the claim submitted by Greggory and Francoise Hansen and direct staff to send a rejection letter to the claimant(s). Page 1 of 1 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 18, 2004 No.: 7.a. ENGINEERING Type of Action: AUTHORIZE CHANGE ORDER Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CHANGE ORDER GREATER THAN $50,000 TO K. J. WOODS CONSTRUCTION INC. ON THE M3 SAG RENOVATION PROJECT (DP5630) Submitted By: Initiating Dept /Div.: Andrew Antkowiak/ Associate Engineer Engineering /Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: ntkowiak cki W. Brennan 711 1 A. Farrell General ISSUE: Authorization of the Board of Directors is required for the General Manager to execute a construction change order in an amount greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute a construction change order greater than $50,000 to K. J. Woods Construction Inc. on the M3 Sag Renovation Project, District Project 5630. FINANCIAL IMPACTS: The cost of the construction change order is estimated not to exceed $180,000 to dispose of contaminated soil to a Class II landfill. ALTERNATIVES /CONSIDERATIONS: On prior projects, the contaminated soil excavated from the sewer trench would be placed back in the trench as a backfill material in order to avoid the cost of disposal. In this situation, the excavated soil was unsuitable for backfill due to its poor compaction characteristics. Using the soil as backfill would have created continuous road settlement issues. With upcoming rain events projected, disposal to a Class II landfill was the only viable alternative available. BACKGROUND: The existing 36 -inch gravity sewer in Waterbird Way in Martinez (called the M3 line) was constructed in very soft soil (Bay Mud) and settled several feet creating a debris trap and high levels of hydrogen sulfide upstream of the sag. The M3 Sag Renovation Project was designed to relocate the existing 36 -inch pipe into stable soil in the public roadway. The plans for the M3 Sag Renovation Project required relocating of approximately 300 feet of existing 36 -inch pipe into stable soil in Waterbird Way. See Attachment 1 for project location. During the design phase, initial potholing was done to verify the limits of the sag. The groundwater from the potholing was tested at the District laboratory. The test results did not show signs of contamination; therefore, no additional soil testing L \Design \Position Papers\2004 \DP5630 Change Order.DOC Page 1 of 3 POSITION PAPER Board Meeting Date: November 18, 2004 subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CHANGE ORDER GREATER THAN $50,000 TO K. J. WOODS CONSTRUCTION INC. ON THE M3 SAG RENOVATION PROJECT (DP5630) was performed, and the costs of soil disposal in a Class II landfill was unanticipated. If soil testing had been done and the contamination identified during the design phase, these additional costs would have been included in the original bid price. On September 9, 2004, K.J. Woods Construction Inc. (K.J.Woods) performed test potholes to allow the District to verify the elevations of existing pipe. During excavation of the potholes, K.J. Woods noticed a layer of black soil that looked potentially contaminated. The soil was sent to a laboratory for testing. On October 1, 2004 the District received the results. The results showed that the material is non - hazardous, but has elevated levels of vanadium. The elevated vanadium levels required disposal at a Class II landfill. To verify the extent of the soil contamination, a second series of tests were performed on the soil excavated in the roadway. The District received the test data on October 11, 2004. The data showed elevated levels of vanadium and mercury; therefore, all of the trench material had to be disposed of at a Class II landfill. Since the project site was next to a drainage ditch, the California Department of Fish and Game permit required the construction to be finished by October 31, 2004. No suitable temporary storage area for the contaminated soil was available, so District staff informed the Board of Directors at the October 7, 2004, meeting that staff had directed the Contractor to begin off hauling the contaminated material to a Class II landfill. Since the disposal of large quantities of material at a Class II landfill was not included in the specifications, the Contractor needs to be compensated on a change order basis. Staff has negotiated unit price costs with the contractor, K.J. Woods. It is anticipated that the change order will be just under $180,000. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a construction change order greater than $50,000 to K. J. Woods Construction Inc., on the M3 Sag Renovation Project, District Project 5630. (:\Design \Position Papers\2004 \DP5630 Change Order.DOC Page 2 of 3 Mti Central Contra Costa Attachment Sanitary District M3 SAG RENOVATION PROJECT t CCCSD D.P. 5630 7 Page 3 of 3 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 18, 2004 No.: 7,b. ENGINEERING Type of Action: AUTHORIZE AMENDMENT Subject: AUTHORIZE THE PRESIDENT OF THE BOARD OF DIRECTORS AND THE SECRETARY OF THE DISTRICT TO EXECUTE AN AMENDMENT TO A JOINT POWERS AGREEMENT WITH THE CITY OF PLEASANT HILL FOR THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5, DISTRICT PROJECT 5659 Submitted By: Initiating Dept. /Div.: Tad J. Pilecki, Principal Engineer Engineering /Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: A0 Q�_ ilecki B. Brennan A. rbffdll General Man ISSUE: Board of Directors' authorization is required for agreements with other public agencies. RECOMMENDATION: Authorize the President of the Board of Directors and the Secretary of the District to execute an amendment to the Joint Powers Agreement (JPA) with the City of Pleasant Hill (City) to remove the paving /road reconstruction of Patterson Boulevard from the District's projects. FINANCIAL IMPACTS: $166,800 will be paid to the City of Pleasant Hill in order that the District meets its paving obligation under the JPA. This is the same amount the District would have spent on paving under the original JPA. The District will save $10,000 - $15,000 in expenditures associated with inspection, contact administration, and change orders by having the City of Pleasant Hill complete this work. ALTERNATIVES /CONSIDERATIONS: The JPA provides for either the City or the District to delete the paving /road reconstruction of Patterson Boulevard from the District's project. The Board could decide not to contribute to the paving projects or reduce the District's contribution, but this alternative is not recommended. BACKGROUND: At the April 15, 2004 Board meeting, the Board authorized the President of the Board and the Secretary of the District to sign a JPA with the City of Pleasant Hill. The JPA incorporated a replacement irrigation water line owned by Diablo Vista Irrigation District, complete road reconstruction and repairs of Patterson Boulevard. Under the terms of the JPA, the District would pay one half of the paving costs ($166,800) and the City would pay half of the paving costs and 100 percent of the road reconstruction and irrigation water line replacement. The $166,800 is based on one half of the bid item for repaving and reflects actual anticipated damage to the roadway by the District project. L: \Position Papers \Pilecki \5659 Agreement.doc Page 1 of 2 11/9/2004 11:21 AM POSITION PAPER Board Meeting Date: November 18, 2004 subject. AUTHORIZE THE PRESIDENT OF THE BOARD OF DIRECTORS AND THE SECRETARY OF THE DISTRICT TO EXECUTE AN AMENDMENT TO A JOINT POWERS AGREEMENT WITH THE CITY OF PLEASANT HILL FOR THE PLEASANT HILL RELIEF INTERCEPTOR, PHASE 5, DISTRICT PROJECT 5659 Recently, the City of Pleasant Hill approached the District with a request to defer the paving /reconstruction of Patterson Boulevard until the middle of 2005. The Contra Costa Water District wants to replace an existing water line in Patterson Boulevard from Oak Park Boulevard to Boyd Road, on the opposite side of the same road in which the District installed its new sewer line. The District contractor, Ranger Pipelines, is ready to start the reconstruction /paving now. The City wants to reconstruct/pave Patterson Boulevard after the water line is installed to preserve the integrity of the new roadway. District staff has negotiated an amendment to the JPA with the City, under which the City will take over the responsibility for design, bid, and construction of the Patterson Boulevard improvements under a separate project. The District would meet its paving obligation by reimbursing the City for $166,800, the same amount that would have been spent on paving under the original JPA. Staff believes this is an equitable cost - sharing arrangement. A detailed discussion of the cost - sharing arrangements has been provided to the Board under a separate White Paper. Under the terms of the Amendment to the JPA, the District and City will be sending a joint letter to the impacted residents explaining the status of the paving /reconstruction of Patterson Boulevard. RECOMMENDED BOARD ACTION: Authorize the President of the Board of Directors and the Secretary of the District to execute an amendment to the Joint Powers Agreement with the City of Pleasant Hill. L: \Position Papers\Pilecki \5659 Agreement.doc Page 2 of 2 11/9/2004 11:21 AM Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 18, 2004 No.: 7,c. ENGINEERING Type of Action: AUTHORIZE AGREEMENT subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH MONTGOMERY WATSON HARZA TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR THE DESIGN OF THE ULTRAVIOLET DISINFECTION EXPANSION PROJECT, DISTRICT PROJECT 7240 Submitted By: Initiating DeptJDiv.: Ba T. Than, Senior Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: TT [An Wk B. Than W. Brennan A. Farrell General ISSUE: Board of Directors' authorization is required for the General Manager to execute professional engineering services contracts for amounts greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute an agreement with Montgomery Watson Harza to provide design services for the Ultraviolet Disinfection Expansion Project, District Project 7240, in the amount of $300,000. FINANCIAL IMPACTS: The estimated design cost for this project, including District staff, is $330,000. A detailed estimate of the construction cost will be completed after the project design; the total project cost is expected to be in the range of $2,500,000. When the construction scope of work and estimate are available, a budget for the engineering services during construction will be negotiated with Montgomery Watson Harza. ALTERNATIVES /CONSIDERATIONS: An alternative would be to design the project using in -house engineering. This project requires specialized expertise, which is not available at the District at this time. BACKGROUND: The existing ultraviolet disinfection facility (UV) was completed and operational in the second quarter of 1997. UV equipment was installed in six (6) of eight (8) hydraulic channels; the remaining spare two (2) channels were constructed for future expansion. Montgomery Watson Harza (MWH) provided design and construction support for the original Ultraviolet Disinfection Facilities Project, DP 7100. L: \Position Papers \Than \7240 Execute Agreement.DOC Page 1 of 2 11/8/2004 11:26 AM POSITION PAPER Board Meeting Date: November 18, 2004 subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH MONTGOMERY WATSON HARZA TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR THE DESIGN OF THE ULTRAVIOLET DISINFECTION EXPANSION PROJECT, DISTRICT PROJECT 7240 The current UV capacity is about 90 million gallons per day (mgd). District staff evaluated the wet weather capacities for both bypass and secondary treatment, and recommended an increase in secondary treatment capacity to 135 mgd. By increasing our secondary treatment capacity through expansion of the UV capacity, the District will significantly reduce or possibly eliminate the need to bypass wastewater to the basins and to Walnut Creek. The detailed flow analysis was presented to the Board on September 16, 2004, as well as during the 2004 Capital Planning Workshop on November 4, 2004. MWH satisfactorily performed the design and construction support of the original Ultraviolet Disinfection Facilities Project, DP 7100. The MWH staff proposed for this project is the same staff the District used for the original UV project. This MWH staff has extensive hydraulic, electrical and instrumentation knowledge of our existing system. MWH has unique experience and was selected for the original project through the formal proposal process. Therefore, staff recommends selecting MWH for this follow -up work. Staff has negotiated a contract with MWH in an amount not to exceed $300,000 for the design only. MWH will be also needed to provide support during the construction. The amount of this contract will be negotiated at that time. The Ultraviolet Disinfection Expansion Project is included in the Fiscal Year 2004 -05 Capital Improvement Budget, pages TP -98 through TP -100. The design for the project will start this month and will be completed by May 2005. Following the bidding and awarding processes, construction of the expansion of the ultraviolet disinfection system will commence in Fall 2005. At its October 11, 1993 meeting, the District Board of Directors found the Ultraviolet Disinfection Project to be exempt from the California Environmental Quality Act (CEQA). A Notice of Exemption was filed with the Contra Costa County Clerk. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a professional engineering services agreement with Montgomery Watson Harza in the amount of $300,000, for the design of the Ultraviolet Disinfection Expansion Project, District Project 7240. L: \Position Papers \Than \7240 Execute Agreement.DOC Page 2 of 2 11/8/2004 11:26 AM Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 18, 2004 No.: 8.a. COLLECTION SYSTEM Type of Action: APPROVE AGREEMENT Subject: APPROVE AN AGREEMENT WITH DUBLIN SAN RAMON SERVICES DISTRICT FOR WASTEWATER INTERCONNECTIONS Submitted By: Initiating Dept /Div.: James M. Kelly, Operations /Plant Operations Director of Operations REVIEWED AND RECOMMEND F OARD ACTION. J. Kell K. Alm General ISSUE: Board approval is required for agreements with other public agencies. RECOMMENDATION: Authorize the General Manager to execute an agreement with Dublin San Ramon Services District for wastewater interconnections. FINANCIAL IMPACTS: Minimal. ALTERNATIVES/CONSIDERATIONS: None BACKGROUND: During the San Ramon Pumping Station Renovations Project, District Project No. 5460, a temporary interconnection was constructed to allow flow to be diverted from the pumping station to Dublin San Ramon Services District's (DSRSD) collection system. This interconnection was very useful during construction, and was considered as a potential permanent emergency diversion point. When this consideration was proposed, DSRSD stated that it would be willing to enter into a long- term interconnection agreement. While it would take a series of unusual conditions for the interconnection to be used, a long -term connection would reduce the possibility of an overflow from the San Ramon Pumping Station. Based on greatly reducing the possibility of a pumping station overflow, District staff has worked with DSRSD staff to develop a long -term agreement. The agreement is for five years with automatic annual renewals thereafter. The interconnection would normally remain open to provide backup for the pumping station. DSRSD may wish to install an alarm in its collection system to ensure that use of the interconnection does not cause an overflow of the DSRSD collection system; the District would reimburse DSRSD its actual cost to install the alarm. The District would also pay DSRSD its additional cost for accepting flow from the District. & \Correspondence \Position Papers\2004 \DSRSD WW Interconnections.doc Page 1 of 2 POSITION PAPER Board Meeting Date: November 18, 2004 Subject: APPROVE AN AGREEMENT WITH DUBLIN SAN RAMON SERVICES DISTRICT FOR WASTEWATER INTERCONNECTIONS The agreement establishes procedures for other interconnections. While no additional interconnection is foreseen at this time, one could be established under this agreement if needed for a construction project, spill, emergency response, etc. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an agreement with DSRSD for wastewater interconnections. Page 2 of 2 S:\Correspondence \Position Papers\2004 \DSRSD WW Interconnections -CMdoc Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 18, 2004 NO.: 10.a. BUDGET AND FINANCE Type of Action: APPROVE FINANCIAL REPORT Subject: APPROVE THE COMPREHENSIVE ANNUAL FINANCIAL REPORT AS OF JUNE 30, 2004 FOR SUBMISSION TO THE GOVERNMENT FINANCE OFFICERS ASSOCIATION. Submitted By: Debbie Ratcliff Initiating Dept./Div.: Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION. 4 D. RaW07 A. Wsgraves General ISSUE: Board approval is requested to submit a Comprehensive Annual Financial Report (CAFR) to the Government Finance Officers Association of United States and Canada (GFOA) for review. RECOMMENDATION: Review and approve the June 30, 2004 CAFR for GFOA submission. FINANCIAL IMPACTS: There is an application fee for submission of a CAFR for review based on total revenues of the entity applying. The District fee is $415 based on this sliding fee schedule. ALTERNATIVES /CONSIDERATIONS: None for the current year. BACKGROUND: The GFOA is a professional association of state /provincial and local finance officers in the United States and Canada, and has served the public finance profession since 1906. The association's members are dedicated to the sound management of government financial resources and the GFOA provides input to the Governmental Accounting Standards Board (GASB). The GFOA sponsors the Certificate of Achievement for Excellence in Financial Reporting Program. The Finance and Accounting Division has prepared the District's GAFR as of June 30, 2004. The District was awarded a Certificate of Achievement for Excellence in Financial Reporting by the GFOA for reports submitted for the 2000, 2001, 2002, and 2003 fiscal years. The Certificate of Achievement is the highest form of recognition for excellence in state and local government financial reporting. In order to be awarded a Certificate of Achievement, a government must publish an easily readable and efficiently organized comprehensive annual financial report. The CAFR includes ten years of historical financial and statistical data. This report must satisfy both generally accepted accounting principles and applicable legal requirements. Page 1 of 2 SAADMINTOSPAPEMCAFR 11- 04.doc POSITION PAPER Board Meeting Date: November 18, 2004 Subject. APPROVE THE COMPREHENSIVE ANNUAL FINANCIAL REPORT AS OF JUNE 30, 2004 FOR SUBMISSION TO THE GOVERNMENT FINANCE OFFICERS ASSOCIATION. A Certificate of Achievement is valid for a period of one year only. We believe our current comprehensive financial report continues to meet the Certificate of Achievement Program's requirements and we are asking approval to submit it to the GFOA to determine its eligibility for another certificate. The Board Finance Committee reviewed a draft of the June 30, 2004 CAFR and recommended two minor word changes. RECOMMENDED BOARD ACTION: Approve the CAFR for submission to the GFOA. Page 2 of 2 S:WDMIMPOSPAPER\CAFR 11- 04.doc