HomeMy WebLinkAbout2/17/2005 AGENDA BACKUPCentral Contra Costa Sara.�ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 17, 2005 No.: 4.a. CONSENT CALENDAR
Type of Action: ADOPT RESOLUTION
subject: ADOPT A RESOLUTION ACCEPTING AN OFFER OF DEDICATION AND
PUBLIC SEWER IMPROVEMENTS FROM RANDOLPH D. AND ROXANNE W.
LINDSAY, TRUSTEES, IN THE UNINCORPORATED AREA OF CONTRA COSTA
COUNTY NEAR THE CITY OF SAN RAMON, JOB 5402, PARCELS 2 AND 3, AND
AUTHORIZING STAFF TO RECORD THE DOCUMENTS WITH THE CONTRA
COSTA COUNTY RECORDER
Submitted By: Initiating Dept. /Div.:
Michael J. Penny, Associate Engineer Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
11�� (�6)-
nny J. Miy oto -Mills C. Swanson A. Farrell rle
I/,-- General
ISSUE: A resolution of the Board of Directors is required to accept offers of dedication
and public sewer improvements, and to record documents.
RECOMMENDATION: Adopt a resolution accepting an offer of dedication and public
sewer improvements, and authorizing recording of the document with the Contra Costa
County Recorder.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS: None.
BACKGROUND: The Board of Directors regularly accepts easements by resolution.
The recommended resolutions will accept an easement required for access to a public
sewer extension and accept an easement for the public sewer extension off of
Ashbourne Drive near the City of San Ramon (as shown on Attachment 1). Staff has
reviewed the easement documents and determined that they are in compliance with
District standards.
RECOMMENDED BOARD ACTION: Adopt a resolution accepting an offer of
dedication and public sewer improvements from Randolph D. and Roxanne W. Lindsay,
Trustees, of the easements offered in the Irrevocable Offer of Dedication (IOD)
IOD recorded October 23, 2001, Series 2001 - 0319470, and in the IOD recorded
October 23, 2001, Series 2001 - 0319469 at no cost to the District, accepting Job No.
5402, public sewer improvements, and authorize recording of the resolution with the
Contra Costa County Recorder.
Page 1 of 2
LIAPosition Papers\Penny \5402 (Dedication) \5402 - Pos Paper - Parcels 2 & IDOC
ASH,90U
V 30' ACCESS
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LEGEND:
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LINDSAY TRUSTEE
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Central Contra Costa Drawing No.
Sanitary District LINDSAY TRUSTEE
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EASEMENTS �
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Page 2 of 2
Central Contra Costa Sark..Lary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 17, 2005
Type of Action: ADOPT RESOLUTION
No.: 4.b. CONSENT CALENDAR
subject: ADOPT A RESOLUTION ACCEPTING IN PART AND REJECTING IN PART
OFFERS OF DEDICATION AND ACCEPTING PUBLIC SEWER IMPROVEMENTS
FROM SANDRA WIEDEMANN, IN THE UNINCORPORATED AREA OF CONTRA
COSTA COUNTY NEAR THE CITY OF SAN RAMON, JOB 5402, PARCELS 4
AND 5, AND AUTHORIZING STAFF TO RECORD THE EASEMENT ACCEPTANCE
WITH THE CONTRA COSTA COUNTY RECORDER
Submitted By: Initiating Dept. /Div.:
Michael J. Penny, Associate Engineer Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACT ON:
v
V'6
M. J. J. Miyamoto -Mills . Swanson A. Farrell ah—arles W. alts, neral Manager
ISSUE: A resolution of the Board of Directors is required to accept offers of dedication,
and to authorize staff to record documents.
RECOMMENDATION: Adopt a resolution accepting in part and rejecting in part an
offer of dedication, and authorizing staff to record the documents with the Contra Costa
County Recorder.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS: None.
BACKGROUND: The Board of Directors regularly accepts easements by resolution.
The recommended resolutions will accept easements for a public sewer extension off of
Ashbourne Drive near the City of San Ramon (as shown on Attachment 1). During
construction the sewer alignment in Parcel 5 was modified for constructability reasons.
The new alignment required a new sewer easement. District Counsel recommended
accepting part and rejecting part of the original offer of dedication. A new easement
description and offer of dedication was prepared. Staff has reviewed the easement
documents and determined that they are in compliance with District standards.
RECOMMENDED BOARD ACTION: Adopt a resolution accepting in part (Parcel 4)
and rejecting in part (Parcel 5) an offer of dedication from Sandra Wiedemann of the
easement offered in the Irrevocable Offer of Dedication (IOD) recorded October 23,
2001, Series 2001 - 0319472, at no cost to the District, accepting an offer of dedication
from Sandra Wiedemann of the easement offered in the IOD recorded January 29,
2002, Series 2002 - 0029836 -00, at no cost to the District, accepting Job No. 5402,
public sewer improvements, and authorizing staff to record the resolution with the
Contra Costa County Recorder.
U: \Position Papers \Penny \5402 (Dedication) \5402 - Pos Paper - Parcels 4 & 5.DOC Page 1 of 2
Page 2 of 2
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Page 2 of 2
Central Contra Costa Sak..tary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 17, 2005 No.: 4,c. CONSENT CALENDAR
Type of Action: ADOPT RESOLUTIONS
subject: ADOPT RESOLUTIONS AUTHORIZING EXECUTION AND RECORDING
OF A QUITCLAIM DEED TO CARLOS A. AND CRYSTAL S. VASQUEZ
(6215 ALHAMBRA AVENUE, PLEASANT HILL; DISTRICT PROJECT NO. 2064 -
PARCEL 1), AND ACCEPTING AN OFFER OF DEDICATION AND PUBLIC SEWER
IMPROVEMENTS (DISTRICT PROJECT NO. 5730 - PARCEL 1) FROM CARLOS A.
AND CRYSTAL S. VASQUEZ
Submitted By: Initiating Dept./Div.:
Michael J. Penny, Associate Engineer Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
nny J. Miyamoto -Mills . Swanson Farrell 4h W. alts,
dw'
General Manager
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,
accepting an offer of dedication and public sewer improvements, and authorizing
recording of the documents.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS: None.
BACKGROUND: Carlos A. and Crystal S. Vasquez, the property owners at
6215 Alhambra Avenue, Pleasant Hill (see Attachment 1), were required to relocate a
portion of the 8 -inch sanitary sewer on their property to accommodate the expansion of
the house. The District reviewed the plans for the sewer relocation and found them
acceptable. The property owner granted the District a 15- foot -wide easement over all
of the sewers within the property in exchange for the District quitclaiming the existing
10- foot -wide easement. Mr. and Mrs. Vasquez 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
Carlos A. and Crystal S. Vasquez (6215 Alhambra Avenue, Pleasant Hill) on behalf of
the District, accepting an offer of dedication from Carlos A. and Crystal S. Vasquez of
UAPosition Papers \Penny \5730 (Vasquez) \5730 Position Paper.DOC Page 1 of 3
POSITION PAPER
Board Meeting Date: February 17, 2005
subject ADOPT RESOLUTIONS AUTHORIZING EXECUTION AND RECORDING
OF A QUITCLAIM DEED TO CARLOS A. AND CRYSTAL S. VASQUEZ
(6215 ALHAMBRA AVENUE, PLEASANT HILL; DISTRICT PROJECT NO. 2064 -
PARCEL 1), AND ACCEPTING AN OFFER OF DEDICATION AND PUBLIC SEWER
IMPROVEMENTS (DISTRICT PROJECT NO. 5730 - PARCEL 1) FROM CARLOS A.
AND CRYSTALS. VASQUEZ
the easement offered in the IOD recorded September 22, 2004, Series 2004 - 0365353,
at no cost to the District, accepting Job No. 5730 public sewer improvements, and
authorizing recording of the documents with the Contra Costa County Recorder.
Page 2 of 3
UAPosition Papers \Penny \5730 (Vasquez) \5730 Position Paper.DOC
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. EXISTING \
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CARLOS A. AND
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6215 ALHAMBRA AVE
x-154 -680 -005 /
/
6215 ALHAMBRA AVE
EASEMENTS
Page 3 of 3
Drawing No.
1
Central Contra Costa Sari. ..ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 17, 2005 No.: 4,d, CONSENT CALENDAR
Type of Action: INFORMATIONAL
subject: ADVISE THE BOARD OF THE CLOSEOUT OF THE LABORATORY
IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 7172
Submitted By: Initiating Dept./Div.:
Don Berger, Associate Engineer Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACT N: A r
V11P_ U
D. Berger . Schmidt C. Swanson A A. Farrell axles . a ,
W General Man ger
ISSUE: All work has been completed on the Laboratory Improvements Project, District
Project 7172, and the project can now be closed out.
RECOMMENDATION: Close out the project.
FINANCIAL IMPACTS: This closeout will result in $1,857 being returned to the
Treatment Plant Program. Attachment 1 shows the project expenditures by category.
ALTERNATIVES /CONSIDERATIONS: Not Applicable.
BACKGROUND: The District's new laboratory building was completed in August 2001.
This replaced the old laboratory constructed in the mid- 1970's, which served the District
for 25 years. The need for the new laboratory become more critical over the years as
new environmental regulations increased the amount and complexity of analytical
testing that the District is required to perform.
This project also included remodeling the old laboratory to create a useable space for
other District activities. The main laboratory area was converted to the District's
Multi- Purpose Room (MPR), which is used for meetings and training activities. The old
microbiology laboratory, located across the hall, was converted to a new Management
Information System (MIS) center to centralize offices for MIS staff who were previously
located in separate areas of the Headquarters Office Building (HOB). The remodel of
the old laboratory space was completed in December 2001.
The Board authorized a construction contract to Arntz Builders on February 17, 2000,
which included construction of the new laboratory building and the remodel of the old
laboratory space. All contract work was completed and accepted by the Board on
February 7, 2002. The original contract amount was $4,310,791. There were 11
change orders issued for a total of $234,494.
Page 1 of 3
WPosition Papers \Berger\DP 7172 Close Out Lab PP.doc
POSITION PAPER
Board Meeting Date: February 17, 2005
subject. ADVISE THE BOARD OF THE CLOSE -OUT OF THE LABORATORY
IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 7172
The total authorized budget for the project was $6,602,000. The total project cost was
$6,600,143. The project closeout will result in $1,857 being returned to the Treatment
Plant Program.
RECOMMENDED BOARD ACTION: This item is presented to the Board of Directors
for information. No action is necessary.
Page 2 of 3
UAPosition Papers \Berger\DP 7172 Close Out Lab PP.doc
ATTACHMENT 1
EXPENDITURE SUMMARY
LABORATORY IMPROVEMENTS PROJECT
DISTRICT PROJECT 7172
ACTIVITY
COST
Total Budget
$6,602,000
Construction Contract
$4,310,791
Change Orders
$234,494
Chan a Orders % of Construction
5.4%
Total Construction Amount
$4,545,285
Design, Planning CM, Administration
$1,693,290
Analytical Testini Equipment
$281,960
Computer Network/Furniture /Office Equipment
$79,608
TOTAL PROJECT EXPENDITURES 1
$6,600,143
TOTAL RETURN TO CAPITAL PROGRAM 1$1,857
This item includes $27,779 to repair water damage to the laboratory that
resulted from leaks in dishwasher plumbing. A construction claim has been
filed with the contractor (Arntz Builders) to recover these costs.
UAPosition Papers\Berger\DP 7172 Attachment 1.D0C
Page 3 of 3
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 17, 2005 No.: 6.a. BIDS AND AWARDS
Type of Action: AUTHORIZE AWARD
Subject: AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO GELCO
SERVICES, INC., FOR THE 2005 CURED -IN -PLACE -PIPE PROJECT,
DISTRICT PROJECT 5706
Submitted By: Initiating Dept /Div.:
Tom Godsey, Associate Engineer Engineering Department/Capital Projects
Division
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
�M — (, <'fe) Rr-r 0)
Godsey ' ecki fkW. Brennan A. Farrell) Charle
�V General I
ISSUE: On February 2, 2005, sealed bids were received and opened for the `
construction of the 2005 Cured -In -Place -Pipe Project, District Project 5706. The Board
of Directors must authorize award of the contract or reject bids within 50 days of bid
opening.
RECOMMENDATION: Authorize award of a construction contract.
FINANCIAL IMPACTS: Approximately $854,828, including design, bid price,
contingency, and construction management.
ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended.
BACKGROUND: The District's 1,500 miles of collection sewers have pipe segments
that range in age from new to approximately 100 years old. Some of these pipe
segments are at the end of their useful life.
The District implemented the sewer renovation program in 1991. Since that time an
annual allowance for this program has been included in the Capital Improvement
Budget and Plan. This program is an ongoing series of projects. Candidate sewer line
segments are identified, evaluated, and placed on a priority list for replacement and /or
renovation. The 2005 Cured -In -Place -Pipe Project will renovate or replace several
critical line segments identified in the City of Orinda, Town of Danville, unincorporated
Contra Costa County area, and the City of Concord.
The 2005 Cured -In -Place =Pipe Project will line approximately 2,500 linear feet of
8 -, 10 -, 15 -, 24 -, 30 -, and 33 -inch sewer lines in eight (8) locations (see Attachment 1
for map). The smaller diameter sewers have maintenance and reliability issues while
the larger diameter ( >24 inch) sewers have failed linings. Four (4) sites are located in
L \Design \Position Papers\2005 \5706 Award Contract.doc Page 1 of 5 2/9/05
POSITION PAPER
Board Meeting Date: February 17, 2005
subject AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO GELCO
SERVICES, INC., FOR THE 2005 CURED -IN -PLACE -PIPE PROJECT,
DISTRICT PROJECT 5706
Moraga Way and four (4) in easements. The cured -in- place -pipe (CIPP) method of
pipe lining renovates sewers with minimal excavation and disruption.
District staff prepared the plans and specifications. The Engineer's estimate for
construction is $800,000. The project was advertised on December 24, 2004, and
December 29, 2004. Two (2) sealed bids, one at $615,690 and one at $779,468, were
received and publicly opened on February 2, 2005. A summary of bids received is
shown in Attachment 2. Capital Projects Division staff conducted a technical and
commercial review of the bids and determined that the bid submitted by Gelco Services,
Inc., at $615,690, is the lowest responsible bid.
The District will administer the construction contract and will provide inspection, office
engineering, and shop drawing review. This project is included in the fiscal year 2004-
2005 Capital Improvement Budget (CIB) on pages CS 21 -23. The funds required to
complete this project, as shown in Attachment 3, are $854,828. The total cost of the
2005 Cured -In -Place Pipe Project is anticipated to be $929,828. Staff has conducted a
cash -flow analysis of the Sewer Construction Fund and calculated that adequate funds
are available for this project.
Staff has concluded that this project is exempt from the California Environmental
Quality Act (CEQA) under District CEQA Guidelines, Section 15301, since it involves
only alteration of an existing facility with negligible or no expansion of capacity.
Authorization of the construction contract for this project will establish the Board of
Directors' independent finding that the project is exempt from CEQA.
RECOMMENDED BOARD ACTION: Authorize the award of a construction contract in
the amount of $615,690 for completion of the 2005 Cured -In -Place -Pipe Project, District
Project 5706 to Gelco Services, Inc., the lowest responsible bidder.
I: \Design \Position Papers\2005 \5706 Award Contract.doc Page 2 of 5 2/9/05
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Central Contra Costa
Sanitary District
Prepared by Engineering Support S—ic
2005 CIPP PROJECT
CCCSD DP No.5706
LOCATION MAP
Drawing No.
Page 3 of 5
ATTACHMENT 2
CENTRAL CONTRA COSTA SANITARY DISTRICT
SUMMARY OF BIDS
PROJECT NO.: 5706 DATE: February 2, 2005
PROJECTS NAME: 2005 CIPP PROJECT
LOCATION: MARTINEZ, CALIFORNIA ENGINEER EST.: $800,000
No
BIDDER
Name & address
BID PRICE
Gelco Services Inc.
$615,690.00
2
Pacific Liners
$779,468.55
3
4
BIDS OPENED BY /s/
DATE
SHEET NO. 1 OF 1
I: \Design \Position Papers\2005 \5706PP Attachment 2.DOC Page 4 of 5
ATTACHMENT 3
2005 CIPP Project
DISTRICT PROJECT NO. 5706
PROJECT BUDGET
ITEM
DESCRIPTION
TOTAL
PERCENT
OF
ESTIMATED
CONSTRUC
TION COST
1
Construction Cost
$615,690
2
Contingency at 20%
$123,138
Construction Subtotal
$738,828
100.0%
3
Project Management
$25,000
Contract Administration
$16,000
Project Inspection
$42,000
Construction Management Subtotal
$83,000
11.2%
4
Office Engineering
$5,000
Record Drawings
$2,000
Collection System Operations /Pumping
$4,000
Stations
Permits /Inspection by Others
$5,000
Materials Testing
$2,000
Public Relations
$5,000
Miscellaneous Subtotal
$23,000
3.1%
Construction Management Total
$106,000
14.3%
5
Prebid Expenditures
$85,000
11.5%
6
Total Project Cost
$929,828
125.9%
7
Funds Allocated to Date
$75,000
8
Allocation Required to Complete Project
$854,828
I: \Design \Position Papers\2005 \5706PP Attachment IDOC Page 5 of 5
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Central Contra Costa San,,ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 17, 2005 No.: 6.b. BIDS AND AWARDS
Type of Action: AUTHORIZE AWARD
subject: AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO K. J. WOODS
CONSTRUCTION, INC., FOR THE CONTRA COSTA BLVD SLIPLINING PROJECT,
PHASE 2, DISTRICT PROJECT NO. 5931
Submitted By: Initiating Dept. /Div.:
Sasha Mestetsky, Associate Engineer Engineering / Capital Projects
FOR BOARD ACTION:
A. Mest isky ' cki IfIL W. Brennan
�4
A. Farrell
rtes W. Batts,
eral Manager
ISSUE: On February 2, 2005, sealed bids were received and opened for the
construction of the Contra Costa Blvd Sliplining Project, Phase 2, District Project
No. 5931. The Board of Directors must authorize award of the contract or reject bids
within 50 days of the bid opening.
RECOMMENDATION: Authorize award of a construction contract.
FINANCIAL IMPACTS: Approximately $1,752,400 including design, bid price,
contingency, and construction management.
ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended.
BACKGROUND: The first phase of this project installed approximately 1500 feet of
30 -inch slipline pipe inside the existing 36 -inch RCP sewer in Contra Costa Boulevard
between Golf Club Road and Taylor Boulevard in Pleasant Hill.
The Contra Costa Boulevard Sliplining Project, Phase 2, will install 8,000 feet of slipline
pipe inside the existing 36 -inch and 33 -inch sewer in Contra Costa Boulevard between
Chilpancingo Parkway and Gregory Lane in Pleasant Hill. The existing sewer shows
severe corrosion with some exposed circumferential rebar.
District staff prepared the plans and specifications for the project. The Engineer's
estimate for construction of Phase 2 is $1,500,000. This project was advertised on
January 11 and 17, 2005. Three (3) sealed bids ranging from $1,318,000 to
$1,593,386 were received and publicly opened on February 2, 2005. Capital Projects
Division Staff conducted a technical and commercial review of the bids and determined
that K. J. Woods Construction, Inc., is the lowest responsive bidder with a bid amount
of $1,318,000. K. J. Woods has completed similar projects and the pipe supplier has
L: \Position Papers \Mestetsky \5931 - Authorize Award.DOC Page 1 of 5 2/9/05
POSITION PAPER
Board Meeting Date: February 17, 2005
subject: AUTHORIZE AWARD OF CONSTRUCTION CONTRACT TO K. J. WOODS
CONSTRUCTION, INC., FOR THE CONTRA COSTA BLVD SLIPLINING PROJECT,
PHASE 2, DISTRICT PROJECT NO. 5931
submitted documentation indicating that K. J. Woods is a competent installer. A
summary of bids received is shown in Attachment 2.
The District will administer the construction contract and will provide inspection, survey,
office engineering, and shop drawing review. The improvements to the Contra Costa
Blvd sewers are included in the fiscal year 2004 -2005 Capital Improvement Budget
(CIB) on pages CS- 18 -19. The funds required to complete this project, as shown in
Attachment 3, are $1,677,400. The total cost of Contra Costa Blvd Sliplining Phase 2 is
anticipated to be $1,752,400. Staff has conducted a cash flow analysis of the Sewer
Construction Fund and concluded that adequate funds are available for this project.
Staff has concluded that this project is exempt from the California Environmental
Quality Act (CEQA) under District CEQA Guidelines, Section 15301, since it involves
only alterations of existing facilities with negligible or no expansion of capacity.
Authorization of the construction contract for this project will establish the Board of
Directors' independent finding that the project is exempt from CEQA.
RECOMMENDED BOARD ACTION: Authorize award of a construction contract in the
amount of $1,318,000 for the construction of the Contra Costa Blvd Sliplining Project,
Phase 2, District Project No. 5931, to K. J. Woods Construction, Inc., the lowest
responsive bidder.
L: \Position Papers \Mestetsky \5931 - Authorize Award. DOC Page 2 of 5 2/9/05
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Central Contra Costa Drawing No.
Sanitary District CONTRA COSTA BLVD SLIPLINING PROJECT
PHASE 2,CCCSD DP No. 5931
Awl LOCATION MAP
Paae 3 of 5
ATTACHMENT 2
CONTRA COSTA BLVD SLIPLINING, PHASE 2
DISTRICT PROJECT NO. 5931
SUMMARY OF BIDS
PROJECT NO. 5931, Contra Costa Blvd Sliplining, Ph. 2 DATE: Feb. 2, 2005
PROJECT LOCATION: Pleasant Hill, California ENGINEER EST.: $1,500,000
NUMBER
BIDDER
(Name & Address)
BID PRICE
1
K. J. Woods Construction Inc.
$1,318,000
2
California Trenchless, Inc.
$1,517,815
3
McGuire & Hester
$1,593,386
BIDS OPENED BY: /s/ Joyce Murphy DATE: 2/2/05
L: \Position Papers \Mestetsky \5931 - Authorize Award.DOC Page 4 of 5 2/9/05
1. Construction
ATTACHMENT 3
CONTRA COSTA BLVD SLIPLINING, PHASE 2
DISTRICT PROJECT NO. 5931
POST -BID / PRE - CONSTRUCTION ESTIMATE
ITEM DESCRIPTION
Contract
Contingency at 15%
2. Construction Management
Construction Project Management
Contract Administration
Construction Inspection
3. Consultant Services
Materials Testing
4. Engineering and Other Services During Construction
District Forces
Public Relations
Office Engineering Services
Record Drawings
Operations Department
Other Services
City of Pleasant Hill Encroachment Permit
5. Prebid Expenditures (Planning and Design)
6. Total Project Cost
7. Funds Allocated to Date
8. Allocation Required to Complete Project
$ 5,000
Subtotal $ 5,000
$
3,000
PERCENT OF
5,000
$
CONSTRUCTION
$
TOTAL
CONTRACT COST
22,000
$
1,318,000
$
$
197,700
1,752,400
Subtotal $
1,515,700
100%
$
43,639
$
11,187
$
111,874
Subtotal $
166,700
11%
$ 5,000
Subtotal $ 5,000
$
3,000
$
5,000
$
2,000
$
1,000
$
22,000
Subtotal $
33,000
$
32,000
$
1,752,400
$
75,000
$
1,677,400
L: \Position Papers\Mestetsky \5931 - Authorize Award.DOC Page 5 of 5 2/9/05
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Central Contra Costa Sari._ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 17, 2005 No.: 6.c. BIDS AND AWARDS
Type of Action: AUTHORIZE AWARD OF CONTRACT
Subject: EXEMPT PROJECT FROM PUBLIC BIDDING; AUTHORIZE AWARD OF
CONTRACT WITH AQUA- SCIENCE ENVIRONMENTAL TOXICOLOGY
CONSULTANTS TO FURNISH AND INSTALL A FLOW- THROUGH BIOASSAY
FACILITY; TREATMENT PLANT BIOASSAY TRAILER IMPROVEMENTS,
DISTRICT PROJECT 7230
Submitted By: Initiating Dept./Div.:
Nathan Hodges, Assistant Engineer Engineering /Capital Projects
Ba T. Than, Senior Engineer
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
z
N. Hod es /B. han W. Brennan A� *D.a r K. Alm Charles
f
General
ISSUE: Board authorization is required to exempt projects from public bidding and
award contracts over $50,000.
RECOMMENDATION: 1) Exempt the Treatment Plant Bioassay Trailer Improvements
Project, District Project 7230, from public bidding requirements. 2) Authorize the Award
of the Contract to Aqua- Science Environmental Toxicology Consultants for the
furnishing, installation, and start-up of a flow- through bioassay facility for the lump sum
of $98,032.
FINANCIAL IMPACTS: Expenditure of approximately $130,000, including construction
contract, contingency and construction management, will be required to complete the
project.
ALTERNATIVES /CONSIDERATIONS: The Board may decide not to replace the flow -
through bioassay facility.
BACKGROUND: The District's National Pollutant Discharge Elimination System
(NPDES) permit requires that a monthly flow- through bioassay be conducted. The
current flow- through bioassay system and trailer were installed in 1992 by Aqua -
Science as a sole- source contract. Refer to Attachment 1 for the bioassay location.
The existing trailer has reached the end of its useful life. In addition, the existing
bioassay- testing unit has had problems maintaining the temperature of the water.
Laboratory staff is also anticipating a new bioassay protocol for juvenile rainbow trout
fish, which will require colder temperatures, and the existing bioassay could not be
accommodated. Staff determined that it is appropriate to replace the unit now. This
project will install a new flow- through bioassay facility to meet the current and future
L: \Position Papers \Hodges \7230 Authorize Award.doc Page 1 of 4 2/9/05
POSITION PAPER
Board Meeting Date: February 17, 2005
subject: EXEMPT PROJECT FROM PUBLIC BIDDING; AUTHORIZE AWARD OF
CONTRACT WITH AQUA- SCIENCE ENVIRONMENTAL TOXICOLOGY
CONSULTANTS TO FURNISH AND INSTALL A FLOW- THROUGH BIOASSAY
FACILITY; TREATMENT PLANT BIOASSAY TRAILER IMPROVEMENTS,
DISTRICT PROJECT 7230
requirements of the testing protocols. The new trailer will be the same size as the
current trailer and include new laboratory equipment to support bioassay testing.
A thorough investigation of the scientific equipment industry showed that Aqua- Science
Environmental Toxicology Consultants (located in Davis, California) is the only known
supplier of trailer- contained complete bioassay laboratories, which meet our permit
requirements. Aqua- Science will provide a complete and functional flow- through
bioassay facility entirely contained within the provided trailer. There is no other
competitive product available. Furthermore, District staff contacted other government
agencies that confirmed that Aqua- Science was the only supplier of this unique turnkey
bioassay facility. Staff has determined that Aqua- Science is the only source for this
equipment, and no equivalent products are available. Staff recommends that the Board
make a finding that this bioassay testing facility may only be procured through Aqua -
Science Environmental Toxicology Consultants and also recommends that the Board
exempt this project from competitive public bidding pursuant to Public Contract Code
Section 3400 (b)(3). Counsel for the District was consulted and supports this
recommendation.
The scope of the proposal includes all equipment, installation, and start-up for a lump
sum price of $98,032. The total cost for this project is estimated to be $130,000 (see
Attachment 2). The Treatment Plant Bioassay Trailer Improvements Project is included
in the Fiscal Year 2004 -05 Capital Improvement Budget, pages TP -35 through TP -37.
Staff has determined that there are adequate funds in the Capital Improvement Budget
and Plan for the project.
Staff has concluded that this project is except from the California Environmental Quality
Act (CEQA) under District CEQA Guidelines Section 15302, since it involves the
replacement of an existing facility at the same location with substantially the same
purpose and capacity as the structure replaced. Approval of this project will establish
the Board of Director's independent finding that this project is exempt from CEQA.
RECOMMENDED BOARD ACTION: 1) Find that the Bioassay Facility Trailer is
available only from Aqua- Science Environmental Toxicology Consultants; 2) Exempt
the Treatment Plant Bioassay Trailer Improvement Project, District Project 7230, from
public bidding requirements; 3) Authorize the Award of the Contract to Aqua- Science
Environmental Toxicology Consultants for the furnishing, installation, and start-up of a
flow- through bioassay facility for the lump sum of $98,032.
L: \Position Papers \Hodges \7230 Authorize Award.doc Page 2 of 4
0
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FEET
/
PROJECT
SITE
/7
Central Contra Costa Attachment
Sanitary District BIOASSAY TRAILER IMPROVEMENTS
&to
District Project 7230 1
' Project Location
V
Page 3 of 4
ATTACHMENT 2
TREATMENT PLANT BIOASSAY TRAILER IMPROVEMENTS
DISTRICT PROJECT NO. 7230
CONSTRUCTION COST ESTIMATE
NO.
ITEM DESCRIPTION
ESTIMATED
COST ($)
PERCENT OF
ESTIMATED
CONSTRUCTION
COST
1
Construction
a. Construction Contract
98,032
b. Contingency at 15 %
14,968
Total Construction
113,000
100
2
Construction Management
District Forces
Construction Management/Resident
Engineering/inspection
8,000
Project Engineering /Operations
Department
4,000
SUBTOTAL
12,000
11
Total Construction Management
12,000
11
3
Total Construction Phase Cost
125,000
111
4
Total Prebid Expenditures
5,000
4
5
Total Design and Construction Management Cost
17,000
15
6
Total Estimated Project cost
130,000
7
Funds Authorized to Date
100,000
8
Additional Allocation Needed to Complete Project
30,000
L: \Position Papers \Hodges \7230 Attachment 2.doc Page 4 of 4
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Central Contra Costa Sark. +ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 17, 2005 No.: 8.a. ENGINEERING
Type of Action: AUTHORIZE AGREEMENT
subject: AUTHORIZE THE PRESIDENT OF THE BOARD OF DIRECTORS AND THE
SECRETARY OF THE DISTRICT TO EXECUTE AN AGREEMENT WITH THE CITY
OF LAFAYETTE FOR PAVEMENT RESTORATION AS PART OF THE PLEASANT
HILL RELIEF INTERCEPTOR, PHASE 5, AND HAPPY VALLEY ROAD SEWER
RENOVATION PROJECT, DISTRICT PROJECT 5659 AND 5692
Submitted By: Initiating Dept. /Div.:
Edgar Lopez, Assistant Engineer Engineering Department/Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
E. Lopez M. Husain T. i t; lAl. Brennan Farrell Cha4Mager
f"`� Gen
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 agreement with the City of Lafayette (City) for
pavement restoration as part of the Pleasant Hill Relief Interceptor, Phase 5, and
Happy Valley Road Sewer Renovation Project, District Project 5659 and 5692.
FINANCIAL IMPACTS: The District will contribute $28,226 to the City of Lafayette's
Pavement Restoration Program. This is the amount the District would have expended if
the District's Contractor performed the slurry sealing.
ALTERNATIVES /CONSIDERATIONS: Reject the Agreement and slurry seal the
streets with the District's Contractor. Since the City is already planning to slurry seal a
portion of the same roadway, proceeding with a separate slurry sealing operation would
impact the same residents twice, and this is not recommended.
BACKGROUND: The City of Lafayette's encroachment permit requirements do not
allow utility construction in newly paved or slurry sealed streets unless the utility
includes slurry sealing the street sections as part of the pavement restoration. To
reduce public impact and pavement restoration, the initial design of the Happy Valley
Sewer Renovation Project included trenchless technology. District staff had to change
several street sections of the project to open- trench construction, due to unforeseen
conditions. These unforeseen conditions delayed the project past the start of the
school year, and any slurry sealing operation would significantly impact traffic and
inconvenience the public.
In order to leave the public roads in good condition, meet permit requirements, and
reduce public impacts, District staff has negotiated an agreement with the City to
LAPosition Papers \Lopez \5659- 5692Authorize Award.doc Page 1 of 3 2/9/05
POSITION PAPER
Board Meeting Date: February 17, 2005
subject. AUTHORIZE THE PRESIDENT OF THE BOARD OF DIRECTORS AND THE
SECRETARY OF THE DISTRICT TO EXECUTE AN AGREEMENT WITH THE CITY
OF LAFAYETTE FOR PAVEMENT RESTORATION AS PART OF THE PLEASANT
HILL RELIEF INTERCEPTOR, PHASE 5, AND HAPPY VALLEY ROAD SEWER
RENOVATION PROJECT, DISTRICT PROJECT 5659 AND 5692
include the portion of Happy Valley Road and Mt. Diablo Boulevard impacted by the
District's project (see attached map) in the City's 2005 slurry sealing project. Under the
proposed agreement, the City's contractor will do all of the slurry sealing of the sewer
trench sections. The City will also be responsible for project bidding and construction
management. For these services, the District will pay the City an amount of $28,226.
This is the amount the District would have expended if the District's Contractor
performed the slurry sealing.
RECOMMENDED BOARD ACTION: Authorize the President of the Board of Directors
and the Secretary of the District to execute an agreement with the City of Lafayette for
pavement restoration as part of the Pleasant Hill Relief Interceptor, Phase 5, and
Happy Valley Road Sewer Renovation Project, District Project 5659 and 5692.
LAPosition Papers \Lopez \5659- 5692Authorize Award.doc Page 2 of 3 2/9/05
LI
i
LAFAYETTE
PROJECT
AREA
Y Central Contra Costa Drawing No.
Sanitary District HAPPY VALLEY ROAD
1 SEWER RENOVATION PROJECT
' 1
n
CCCSD PROJECT 5692
Page 3 of 3
Central Contra Costa Sani..ary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 17, 2005 No.: 9.a. TREATMENT PLANT
Type of Action: ACCEPTANCE OF ANNUAL REPORT
Subject: BOARD ACCEPTANCE OF THE 2004 RECYCLED WATER QUALITY
AND DISTRIBUTION REPORT
Submitted By: Initiating Dept. /Div.:
Bhupinder S. Dhaliwal, Operations /Plant Operations
Laboratory Superintendent
REVIEWED AND RECOMMENDED FOR BOARD ACTION.,
t-B Dhaliwal D. Berger . Craig J. Kel Ch rtes Bat
General anaq
ISSUE: The Central Contra Costa Sanitary District's (District) 2004 Recycled Water
Quality and Distribution Report has been prepared for submission to the California
Regional Water Quality Control Board ( RWQCB), San Francisco Bay Section. This
annual report is presented for Board of Directors' information and acceptance.
RECOMMENDATION: Accept the 2004 Recycled Water Quality and Distribution
Report.
FINANCIAL IMPACTS: None
ALTERNATIVES /CONSIDERATIONS: None
BACKGROUND: The District distributed about 190 million gallons of recycled water to
various customers in the District's service area. The recycled water quality met all
applicable RWQCB recycled water quality requirements, except for one low dissolved -
oxygen concentration (out of 366 measurements). Excessive microbial growth in the
filter media is the suspected cause of the abnormal low dissolved oxygen. Chlorination
of the filter media eliminated the problem.
Upon acceptance of this report by the Board of Directors, the report will be submitted to
the RWQCB.
RECOMMENDED BOARD ACTION: Accept the 2004 Recycled Water Quality and
Distribution Report.
SACorrespondence \Position Papers\2005\2004 Recycle Water Report.doc Page 1 of 1
21171a5
9,Q,
2004 RECYCLED WATER
QUALITY AND
DISTRIBUTION REPORT
Douglas I Craig
Board Meeting
February 17, 2005
ANNUAL REPORT
SUBMITTAL
Separate Submittal
Standard Format
Improved Tracking and Compiling of
Recycled Water Data
RECYCLED WATER
v,'21 Customers
✓ 190 Million Gallons per Year
✓ Peak Month: July — 34 Million Gallons
1
RECYCLED WATER QUALITY
✓ No Significant Permit Violations
✓ One Permit Excursion — Dissolved
Oxygen
./Correction by Disinfecting Filters
RECOMMENDATION
✓ Accept the 2004 Recycled Water
Quality and Distribution Report
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 17, 2005 No.: ll.a. BUDGET AND FINANCE
Type of Action: RECEIVE BUDGET REVIEW
subject: RECEIVE THE 2004 -2005 OPERATIONS AND MAINTENANCE BUDGET
REVIEW FOR THE SIX MONTHS ENDED DECEMBER 31, 2004
Submitted By:
Debbie Ratcliff, Controller
Initiating Dept. /Div.:
Administrative Department
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
D. Rat9v RAALigraves
General
ISSUE: A report of the results of a comparative review of actual and budgeted
Operations and Maintenance (O &M) revenues and expenses for the first six months of
the 2004 -2005 fiscal year as well as full year projections are provided in this Position
Paper. In addition, any significant variances from budget for the first six months and
any significant full year projected variances are discussed.
RECOMMENDATION: Receive the 2004 -2005 Operations and Maintenance Budget
Review for the six months ended December 31, 2004 and full fiscal year projections.
FINANCIAL IMPACTS:
Six -Month Review: For the first six months ended December 31, 2004, total O &M
revenues are $18,860,098 compared to a budget of $18,174,828 for a positive variance
of $685,270 or 3.8 %. Total O &M expenses for the first six months are $19,881,340
compared to a budget of $21,680,798 for a positive variance of $1,799,458 or 8.3 %.
The six -month status reflects the financial results at a certain point in time, as of
December 31, 2004, and looks optimistic.
Annualized Projections: The projected O &M revenues for the full year are $42,244,400
compared to a budget of $42,140,100 for a positive variance of $104,300 or 0.25 %.
Total projected O &M expenses for the full year are $42,673,454 compared to a budget
of $43,890,914 for a favorable variance of $1,217,460 or 2.77 %. This favorable
variance is due to cost savings in labor expense of $668,044, employee benefits
$467,350, chemicals $75,000, hauling and disposal $45,660, outside services
$183,580, and other expenses $284,554 partially offset by an unfavorable variance of
$249,400 for utilities and $171,173 for repairs and maintenance. These savings reflect
staffs continued focus to obtain cost reductions through their efforts to manage vacant
positions and reduce costs wherever possible.
G: \FINANCE \6mopp. DOC
Page 1 of 5
POSITION PAPER
Board Meeting Date: February 17, 2005
subject. RECEIVE THE 2004 -2005 OPERATIONS AND MAINTENANCE BUDGET
REVIEW FOR THE SIX MONTHS ENDED DECEMBER 31, 2004
ALTERNATIVES /CONSIDERATIONS: None
BACKGROUND:
Six -Month Review: The table on Attachment A compares actual O &M revenue and
expense for the first six months of the fiscal year to the six -month budget. Significant
variance explanations are included on the table.
Annualized Projections: Attachment B compares full year O &M projections to budget.
Anticipated significant projected variances from the annual 2004 -2005 O &M Revenue
and Expense budget are listed below:
Revenue:
Total O &M Revenue is projected to be $104,300 higher than budgeted
mainly due to higher than expected Sewer Service Charge revenue as a
result of adjustments and corrections reported to the County offset by
lower than anticipated revenue from the city of Concord.
Expense:
Salaries: Salaries and Wages expense is projected to be $668,044 or
3.9% lower than budgeted due to actively managing the filling of positions
to reduce costs without reducing service. The District is currently seeking
to fill all budgeted positions for the upcoming construction and high
maintenance activity season.
Benefits: Benefit costs are projected to be $467,350 lower than budget
for the full fiscal year. Salary savings allow us to have lower salary- driven
benefit costs such as retirement and deferred compensation. Fixed
charge benefits such as medical and dental are also less if employees are
hired later into the fiscal year than originally budgeted.
Chemicals: Chemicals expense is projected to be $75,000 under budget
due to effective control of chemical usage.
Utilities: Utilities expense is projected to be $249,400 higher than
budgeted due to anticipated substantial increases in natural and landfill
gas costs for the second half of the fiscal year.
Repairs & Maintenance: Repairs & Maintenance expense is projected to
be $171,173 over budget due to unanticipated expenditures for metal
work on the furnace and a major centrifuge overhaul as opposed to a
minor overhaul budgeted, substantially increasing expense.
GAFINANCE \6mopp.DOC Page 2 of 5
POSITION PAPER
Board Meeting Date: February 17, 2005
subject RECEIVE THE 2004 -2005 OPERATIONS AND MAINTENANCE BUDGET
REVIEW FOR THE SIX MONTHS ENDED DECEMBER 31, 2004
Hauling & Disposal: Hauling & Disposal expense is projected to be
$45,660 lower than budgeted as a result of a lower than expected
customer volume for household hazardous waste and due to an increased
use of District staff for janitorial work previously done by contractors.
Outside Services: Outside Services expense is projected to be $183,580
lower than budgeted mainly due to the continued reduction in the use of
outside consultants and less- than - anticipated use of temporary labor
services.
Materials & Supplies: Materials & Supplies expense is projected to be
$38,150 higher than budgeted due to a regulatory need to replace high -
sulfur fuel oil with more expensive low- sulfur fuel oil.
Other Expenses: Other Expenses is projected to be $284,554 lower than
budgeted primarily due to savings of $200,000 from an uncontested
election in November, 2004. Additional savings projected from publication
of one Pipeline versus two budgeted as well as no Prop 218 mailing that
was budgeted for.
The Revenue over Expense results for the 2004 -2005 O &M budget anticipated a
decrease to the O &M Fund balance of $1,750,814. Based on favorable revenue
results and reduced O &M expenses, the full year projections indicate that the
O &M Fund balance will decrease by $429,054.
10 -Year Financial Plan: These full year O &M projections are more favorable
than the projections that were shown to the Board at the Financial Planning
Workshop on January 27, 2005. The full year projections for revenue are
$957,200 higher than the projections shown at the Workshop due to higher
Sewer Service Charge revenue from adjustments and corrections reported to the
County and a higher volume of permit and inspection fees than previously
anticipated. The full year O &M expense projections for fiscal year 2004 -2005
indicate that the District's O &M expenses will be slightly lower by approximately
$52,000 from previous projections.
RECOMMENDED BOARD ACTION: Receive the 2004 -2005 Operations and
Maintenance Budget Review for the six months ended December 31, 2004 and
projections for the full fiscal year.
Page 3 of 5
GAFINANCE \6mopp.DOC
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ATTACHMENT B
Central Contra Costa Sanitary District
Revenue & Expense Account Summary
Projected for the Year Ending June 30, 2005
Variance
Variance
Projected
Budget
Amount
%
REVENUES:
Sewer Service Charge
32,272,400
31,883,400
389,000
1.22%
City of Concord
7,100,000
7,550,000
(450,000)
-5.96%
Other
2,872,000
2,706,700
165,300
6.11%
Total Revenues
42,244,400
42,140,100
104,300
0.25%
EXPENSES:
Total Labor Charges
16,462,838
17,130,882
668,044
3.90%
Employee Benefits
11,760,000
12,227,350
467,350
3.82%
Directors Fees & Expenses
50,000
50,000
0
0.00%
Chemicals
1,052,000
1,127,000
75,000
6.65%
Utilities
4,254,250
4,004,850
(249,400)
-6.23%
Repairs & Maintenance
2,928,176
2,757,003
(171,173)
-6.21%
Hauling & Disposal
941,400
987,060
45,660
4.63%
Professional & Legal
425,000
376,995
(48,005)
- 12.73%
Outside Services
1,866,500
2,050,080
183,580
8.95%
Self- Insurance
250,000
250,000
0
0.00%
Materials & Supplies
1,519,000
1,480,850
(38,150)
-2.58%
Other Expenses
1,164,290
1,448,844
284,554
19.64%
Total Ex enses
42,673,454
43,890,914
1,217,460
2.77%
To/(From) Reserves
(429,054)
(1,750,814)
1,321,760
Page 5 of 5
21i�loS
//, a
2004 -2005
OPERATIONS &MAINTENANCE
SIX MONTH
BUDGET REVIEW
SABUDGET\2004 -2005 O &M 6 mo Budget Review.doc
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PROJECTED FULL -YEAR EXPENSE VARIANCES
FAVORABLE VARIANCES:
+ Salaries & Wages under budget due to actively managing
the filling of positions to reduce costs
• Benefits under budget in line with salary savings.
• Other Expenses under budget due to no election expense
• Outside Services under budget due to reduction in the use of
outside consultants
UNFAVORABLE VARIANCES:
• Utilities over due to anticipated substantial increases in
natural and landfill gas
• Repairs and Maintenance over due to unanticipated metal
work on furnace and major centrifuge overhaul
SABUDGET\2004 -2005 O &M 6 mo Budget Review.doc
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