HomeMy WebLinkAbout4/6/2006 AGENDA BACKUPCentral Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 6, 2006 No.: 3.a. CONSENT CALENDAR
Type of Action: ADOPT RESOLUTIONS; QUITCLAIM EASEMENT
subject: ADOPT RESOLUTIONS AUTHORIZING EXECUTION AND RECORDING OF
QUITCLAM DEEDS FOR SEWER EASEMENTS (DISTRICT PROJECT NO. 1560,
PARCELS 78 AND 102)
Submitted By: Initiating Dept /Div.:
Michael Penny, Associate Engineer Engineering / Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTT N:
y J. yamoto -Mills . Swanson A. Farrell arles i#e A-
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General
ISSUE: The Board of Directors' authorization by resolution is required to quitclaim
easements.
RECOMMENDATION: Adopt resolutions authorizing execution of Quitclaim Deeds to
Eva Amy Ryland, Trustee of the Eva Amy Ryland Trust Established September 1, 1987
(DP 1560 Parcel 78), and Barat Bisabri - Ershadi and Mino Shirinazd (DP 1560 Parcel
102) and authorize recording of the documents.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS: None.
BACKGROUND: The easement on Parcel 78 is not being utilized because sewer
service is being provided through another easement. The easement on Parcel 102 is
not being utilized because sewer service is now being provided directly to the street.
Staff has determined that the District no longer needs the easements. See Attachment 1
for a map showing the easements to be quitclaimed.
RECOMMENDED BOARD ACTION: Adopt resolutions authorizing the President of the
Board of Directors and the Secretary of the District to execute Quitclaim Deeds to Eva
Amy Ryland, Trustee of the Eva Amy Ryland Trust Established September 1, 1987
(Parcel 78), and Barat Bisabri - Ershadi and Mino Shirinazd (Parcel 102) on behalf of the
District, and authorize staff to record the documents.
Page 1 of 2
N: \ENVRSEC \Position Papers \Penny\2006 \1560 Quitclaim to Ryland and Ershadi & Shirinazd 4- 6- 06.doc
Bisabri - Ershadi/
Shirinazd J
Easemelgt to be quitclaim
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LOCATION MAP
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- EXISTING SEWER
-QUITCLAIMED AREA
Central
Sanitary District strictrita BISABRI - ERSHADI /SHIRINAZD, RYLAND Attachment
QUITCLAIMS 1
' DP 1560 PARCELS 102 AND 78
Page 2 of 2
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 6, 2006 No.: 3.b. CONSENT CALENDAR
Type of Action: ADOPT RESOLUTION
subject ADOPT A RESOLUTION DESIGNATING DISTRICT AGENTS TO APPLY
FOR AND OBTAIN STATE AND FEDERAL DISASTER RELIEF FUNDS
Submitted By: Initiating Dept. /Div.:
Curtis W. Swanson Engineering /Environmental Services
Environmental Services Division Manager
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
o,& [4p�r I
Swanson A. Farrell Charles . Ba s
General Mana er
ISSUE: The District needs to authorize staff as agents to apply for and obtain state and
federal disaster relief funds.
RECOMMENDATION: Adopt a resolution designating certain staff as agents to apply
for and obtain state and federal disaster relief funds.
FINANCIAL IMPACTS: Staff anticipates being able to obtain $30- 50,000 in disaster
relief funds. There will be minor administrative costs.
ALTERNATIVES /CONSIDERATIONS: If official agents are not designated, the District
cannot apply for or receive disaster relief funds. The Board may designate other agents
in addition to those listed in the attached resolution.
BACKGROUND: From time to time, California and the federal government declare
official disasters, which make disaster relief funds available to public agencies such as
the District. State and federal rules require that a public agency designate certain staff
as official agents to apply for and to provide necessary documentation to obtain disaster
relief funds.
On February 3, 2006, the President of the United States signed a federal major disaster
declaration (FEMA- 1628 -DR) authorizing the Federal Emergency Management Agency
(FEMA) to provide federal financial assistance for damages sustained by public
agencies during the 2005 -06 winter storms that occurred daring late December and
early January. The Governor of California proclaimed a state of emergency (CDAA
2006 -01) exists in Contra Costa County and many other counties as a result of the
2005 -06 winter storms.
Page 1 of 4
N:\ENVRSEMPosition Papers \Swanson\2006 \State and Federal Disaster Relief Funds 4- 6- 06.doc
POSITION PAPER
Board Meeting Date: April 6, 2006
subject ADOPT A RESOLUTION DESIGNATING DISTRICT AGENTS TO APPLY
FOR AND OBTAIN STATE AND FEDERAL DISASTER RELIEF FUNDS
The District suffered damages to sewer facilities at 13 locations in the service area. The
District has incurred costs to protect these facilities from further damage, and will incur
additional costs to make permanent repairs to these facilities. Some of these costs are
eligible for disaster relief funding. Staff proposes to apply for state and federal funds
that have been made available through the state and federal governments.
The proposed resolution (attached) designates the General Manager, Director of
Engineering, and Environmental Services Division Manager as official agents to apply
for and obtain state and federal disaster relief funds under the current and future
disaster declarations.
RECOMMENDED BOARD ACTION: Adopt a resolution designating certain staff as
agents to apply for and obtain state and federal disaster relief funds.
Page 2 of 4
NAENVRSEC \Position Papers \Swanson\2006 \State and Federal Disaster Relief Funds 4- 6- 06.doc
RESOLUTION NO.
RESOLUTION DESIGNATING DISTRICT AGENTS TO APPLY FOR AND OBTAIN
STATE AND FEDERAL DISASTER RELIEF FUNDS
WHEREAS severe winter storms during the 2006 New Year's weekend caused
damage to the District collection system that will require interim and long -term repairs;
and
WHEREAS Contra Costa County has been included in Federal Disaster
Declaration FEMA- 1628 -DR and California Emergency Declaration CDAA 2006 -01
making federal and state disaster relief funds available to public agencies for repairing
storm - related damage; and
WHEREAS there may be future disasters or emergencies when federal and state
disaster relief funds are made available to public agencies;
THEREFORE, the Board of Directors of the Central Contra Costa Sanitary
District resolves:
1. THAT the following District employees: General Manager, Director of
Engineering, and Environmental Services Division Manager are hereby
authorized to execute for, and on behalf of, Central Contra Costa Sanitary
District, a public entity established under the laws of the State of California,
an application and to file it in the Office of Emergency Services for the
purpose of obtaining certain federal financial assistance under P.L. 93 -288 as
amended by the Robert T. Stafford Disaster Relief and Emergency
Assistance Act of 1988, and /or state financial assistance under the Natural
Disaster Assistance Act for storm - related damage, which occurred in
December of 2005 and January of 2006.
NAENVRSEMPosition Papers \Swanson\2006 \Resolution for Emergency Relief 4- 6- 06.doc Page 1 of 2
2. THAT Central Contra Costa Sanitary District, a public entity established under
the laws of the State of California, hereby authorizes the previously named
agents to provide to the State Office of Emergency Services the assurances
and agreements required for all matters pertaining to such state disaster
assistance.
PASSED AND ADOPTED this 6th day of April 2006 by the Board of Directors of
the Central Contra Costa Sanitary District by the following votes:
AYES: Members:
NOES: Members:
ABSENT: Members:
Mario M. Menesini
President of the Board of Directors
Central Contra Costa Sanitary District
County of Contra Costa, State of California
COUNTERSIGNED:
Elaine R. Boehme, Secretary
Central Contra Costa Sanitary District
County of Contra Costa, State of California
APPROVED AS TO FORM:
Kenton L. Alm, District Counsel
Page 4 of 4
WENVRSEMPosition Papers \Swanson\2006 \Resolution for Emergency Relief 4- 6- 06.doc
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 6, 2006 No.: 3.c. CONSENT CALENDAR
Type of Action: AUTHORIZE TRAINING ATTENDANCE
Subject: AUTHORIZE THE ATTENDANCE OF HARRY WYLES, BUILDINGS
AND GROUNDS SUPERVISOR, AT AN INTRODUCTION TO
SUPERVISION TRAINING IN SAN FRANCISCO, CALIFORNIA,
FROM APRIL 17 - 21, 2006, AT A COST OF $1,500
Submitted By: Initiating Dept/Div.:
David Robbins Operations /Plant Operations
Plant Maintenance Superintendent
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
Z) " v 41 � 0 &Y-1, -
D. Robbins D Craig J. Kell ha4sB.
General Man,
ISSUE: Board of Directors' authorization is required for training if the cost exceeds
$1,000 and is not previously approved in the budget.
RECOMMENDATION: Authorize the attendance of Harry Wyles, Buildings and
Grounds Supervisor, at an Introduction to Supervision training course.
FINANCIAL IMPACTS: The estimated total cost for Mr. Wyles' attendance is $1,500.
There are adequate funds remaining in the Operations Department training budget to
cover the cost of his attendance.
ALTERNATIVES /CONSIDERATIONS: Do not attend this training course at this time.
BACKGROUND: Mr. Harry Wyles was recently promoted to the position of Buildings
and Ground Supervisor. Prior to joining the District, Mr. Wyles had some supervisory
experience in the private sector, and he served as provisional supervisor for the
Buildings and Grounds work group for several months. The proposed training is
provided by Graduate School, USDA (which provides contract training to the federal
government), in San Francisco, California, from April 17 - 21, 2006, at a cost of $1,500.
It covers a wide range of supervisory topics pertinent to today's public sector
supervisors. Many new District supervisors have attended this course, and have found
it to be comprehensive and beneficial to their jobs.
RECOMMENDED BOARD ACTION: Authorize the attendance of Harry Wyles,
Buildings and Grounds Supervisor, at an Introduction to Supervision training course in
San Francisco, California, from April 17 - 21, 2006, at a cost of $1,500.
N: \POSUP \Correspondence \Position Papers\2006 \HWyles USDA Course.doc Page 1 of 1
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 6, 2006 No.: 3,d. 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:
4D. ��"" Ratcli R. Mus aves
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 Paul Crouch for an emergency
withdrawal of $15,642, after taxes, 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: Paul Crouch, Maintenance Crew Leader, has requested an
emergency withdrawal from the Deferred Compensation Plan based on extreme
financial hardship caused by an extraordinary and unforeseeable circumstance arising
from a property casualty loss. The Deferred Compensation Plan Advisory Committee
has reviewed the request and determined that it meets the requirements for emergency
withdrawal in the amount of $15,642, after taxes.
RECOMMENDED BOARD ACTION: Approve the request by Paul Crouch for an
emergency withdrawal of $15,642, after taxes, from the Deferred Compensation Plan,
as recommended by the Deferred Compensation Plan Advisory Committee.
N:\ADMINSUP\ADMIN \POSPAPER \Crouch - Emergency Withdrawal.doc Page 1 of 1
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 6, 2006 No.: 5.a. Bids and Awards
Type of Action: AWARD CONSTRUCTION CONTRACT /AUTHORIZE AGREEMENT/
AUTHORIZE FUNDS
subject: AWARD A CONSTRUCTION CONTRACT TO D. W. NICHOLSON
CORPORATION AND AUTHORIZE A PROFESSIONAL SERVICES AGREEMENT
WITH MWH FOR THE CONSTRUCTION OF THE ULTRAVIOLET DISINFECTION
EXPANSION PROJECT, DISTRICT PROJECT 7240. APPROVE A
SUPPLEMENTAL AUTHORIZATION OF $4,184,000 FOR THE TREATMENT
PLANT PROGRAM OF THE 2005 -06 CAPITAL IMPROVEMENT BUDGET
Submitted By: Initiating Dept./Div.:
Ba T. Than, Senior Engineer Engineering / Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
.9-rr - of'�-
B. Than A. Farr
he Iles . Batts.
General Manager
ISSUE: On March 22, 2006, sealed bids were received and opened for construction of
the Ultraviolet Disinfection Expansion Project, District Project 7240. The Board of
Directors must award the contract or reject bids within 50 days of the bid opening.
Authorization of the Board of Directors is required for the General Manager to execute
professional service agreements in an amount greater than $50,000. Authorization by
the Board of Directors is required for the addition of funds to Capital Improvement
Program Budgets from the Sewer Construction Fund.
RECOMMENDATION: Award a construction contract and authorize a professional
service agreement. Authorize $4,184,000 from the Sewer Construction Fund for the
Treatment Plant Program of the 2005 -06 Capital Improvement Budget (CIB).
FINANCIAL IMPACTS: Approximately $4,184,000 including bid price, contingency,
and construction management.
ALTERNATIVES /CONSIDERATIONS:
1. Award of Contract - The alternative would be to reject all bids.
2. Professional Services - The professional services agreement with MWH is for
construction support services (shop drawing review and responding to design
clarifications). The District does not have the staff available to provide these
services. In addition, the construction support services are normally provided by
the design firm to maintain consistency and ensure that the design intent is met.
N: \TREATPLANT\7240 - UV Disinfection Expansion \Meetings - Board \7240 Award- FINALBTT.DOC
Page 1 of 6 3/31/2006 10:20 AM
POSITION PAPER
Board Meeting Date: April 6, 2006
subject: AWARD A CONSTRUCTION CONTRACT TO D. W. NICHOLSON
CORPORATION AND AUTHORIZE A PROFESSIONAL SERVICES AGREEMENT
WITH MWH FOR THE CONSTRUCTION OF THE ULTRAVIOLET DISINFECTION
EXPANSION PROJECT, DISTRICT PROJECT 7240. APPROVE A
SUPPLEMENTAL AUTHORIZATION OF $4,184,000 FOR THE TREATMENT
PLANT PROGRAM OF THE 2005 -06 CAPITAL IMPROVEMENT BUDGET
3. Budget Allocation - Reject supplemental authorization request for $4,184,000 in
unallocated funds, and delay the funding allocation for this project.
BACKGROUND: District staff evaluated treatment plant wet weather capacities and
recommended an increase in ultraviolet disinfection (UV) treatment capacity from 105
to 135 mgd (See Attachment 1 for Project Location). By increasing UV capacity, the
District will significantly reduce the need to bypass partially treated wastewater to the
holding basins and to potentially to Walnut Creek.
Pursuant to the Board's previous authorization and direction, Staff negotiated a license
agreement with Trojan Technologies for $160,000. This license agreement permits any
third party manufacturer named by the District to produce UV disinfection equipment to
match the existing components of the District's disinfection system.
Staff then negotiated a fixed price, sole source purchase order with IronBrook Partners
for the purchase and delivery of said ultraviolet disinfection equipment by the District's
chosen general contractor (to be determined by competitive bid). The pre- negotiated,
fixed price under the purchase order is $1,710,000.
Staff put the UV equipment installation contract out to competitive bid. Plans and
specifications for this project were produced by MWH and District staff. The Engineer's
estimate of construction costs was $3,550,000. The project was advertised on
February 25 and March 2, 2006. Six (6) bids, ranging from $2,923,350 to $3,520,500,
were received and publicly opened on March 22, 2006. The bidders included the pre -
negotiated equipment purchase price of $1,710,000 in their bids. A summary of these
bids is shown on Attachment 2. Staff conducted a commercial and technical evaluation
of these bids and has determined that D. W. Nicholson Corp. is the lowest responsive
and responsible bidder with a bid amount of $2,923,350.
District staff will perform construction management, contract administration, and
construction inspection. Staff recommends retaining MWH to provide support services
during construction for this project because MWH helped prepare the plans and
specifications and, therefore, has a solid understanding of the project design. The
construction support services include reviewing shop drawings and submittals,
responding to design questions, evaluating change order requests, and performing site
visits to verify compliance with the design intent. A construction support services
contract with a cost ceiling of $100,000 has been negotiated with MWH.
N: \TREATPLANT\7240 - UV Disinfection Expansion \Meetings - Board \7240 Award- FINALBTT.DOC
Page 2 of 6 3/31/2006 10:20 AM
POSITION PAPER
Board Meeting Date: April 6, 2006
subject: AWARD A CONSTRUCTION CONTRACT TO D. W. NICHOLSON
CORPORATION AND AUTHORIZE A PROFESSIONAL SERVICES AGREEMENT
WITH MWH FOR THE CONSTRUCTION OF THE ULTRAVIOLET DISINFECTION
EXPANSION PROJECT, DISTRICT PROJECT 7240. APPROVE A
SUPPLEMENTAL AUTHORIZATION OF $4,184,000 FOR THE TREATMENT
PLANT PROGRAM OF THE 2005 -06 CAPITAL IMPROVEMENT BUDGET
When the capital budget is prepared, estimates are made for funding authorizations
needed in the next fiscal year. These estimates include projecting in what fiscal year
construction projects will actually be awarded. It was expected that the UV project
would not be awarded until FY 2006 -07 and therefore the authorization included in the
FY 2005 -06 CIB is not adequate to fund the award of the project this year. Staff
requests that the Board of Directors approve a supplemental authorization from the
Sewer Construction Fund of $4,184,000 for the Treatment Plant Program in order to
proceed with award and initiating construction of the UV Disinfection Project in
FY 2005 -06 (See Attachment 3 for cost breakdown). The majority of the expenditures
on this project will occur in FY 2006 -07. The Ultraviolet Disinfection Expansion Project
is included in the Fiscal Year 2005 -06 Capital Improvement Budget, pages TP -116
through TP -118.
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: Staff recommends the following:
Award a construction contract in the amount of $2,923,350 for construction of the
Ultraviolet Disinfection Expansion Project, District Project 7240, to D.W.
Nicholson Corp., the lowest responsible and responsive bidder, and;
2. Authorize the General Manager to execute a professional service agreement not
to exceed $100,000 with MWH to review shop drawings and submittals, respond
to design questions, evaluate change order requests, and perform site visits to
verify compliance with the design intent, and;
3. Authorize Supplemental Authorization of $4,184,000 from the Sewer
Construction Fund for the Treatment Plant Program of the 2005 -06 Capital
Improvement Budget,
N: \TREATPLAN'R7240 - UV Disinfection Expansion \Meetings - Board \7240 Award- FINALBTT.DOC
Page 3 of 6 3/31/2006 10:20 AM
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Central Contra Costa ULTRAVIOLET DISINFECTION Attachment
Sanitary District
EXPANSION
District Project 7240
Project Location
Page 4 of 6
ATTACHMENT 2
SUMMARY OF BIDS
PROJECT NO.: 7240 /1.11traviolet Disinfection Expansion DATE: March 22, 2006
LOCATION: Martinez, California ENGINEER'S ESTIMATE: $3,550.000
NUMBER
BIDDER
Name, Address, Telephone No.
BID PRICE
D. W. Nicholson Corporation
$2,923,350
1
24747 Clawiter Road
Hayward, CA 94540
Kaweah Construction Company
$3,270,100
2
3960 Industrial Blvd, Suite 300
W. Sacramento, CA 95691
Valentine Corporation
$3,308,000
3
PO Box 9337
San Rafael, CA 94912
G. S. E. Construction Company, Inc.
$3,348,000
4
1020 Shannon Court
Livermore, CA 94550
Pacific Mechanical Corporation
$3,428,100
5
2501 Annalisa Drive
Concord, CA 94520
C. W. Roen Construction Company
$3,520,500
6
40 Oak Court
Danville, CA 94526
BIDS OPENED BY: /s/ Elaine Boehme DATE: March 22, 2006
N:\PESUP \Position Papers \Than \7240 Award -AEF FINAL.DOC
Page 5 of 6 3/29/2006 1:37 PM
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ATTACHMENT 3
ULTRAVIOLET DISINFECTION EXPANSION PROJECT
DISTRICT PROJECT NO. 7240
POST - BID / PRE - CONSTRUCTION ESTIMATE
Item Description
1 CONSTRUCTION
a. Construction Contract
b. Instrumentation and Programming (District Staff)
c. Contingency at 20%
TOTAL CONSTRUCTION
2 CONSTRUCTION MANAGEMENT BY DISTRICT STAFF
a. District Forces
- Construction Management and Inspection
- Project Engineering /Operations Department
SUBTOTAL
b. Consultants
-MWH
- Legal
SUBTOTAL
TOTAL CONSTRUCTION MANAGEMENT
3 TOTAL CONSTRUCTION PHASE COST
4 TOTAL PREBID EXPENDITURES
a. Prebid Expenditures
b. License Fee to Trojan Technologies, Inc.
SUBTOTAL
5 TOTAL DESIGN AND CONSTRUCTION MANAGEMENT COST
6 TOTAL ESTIMATED PROJECT COST
7 FUNDS AUTHORIZED TO DATE
8 ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT
Page 6 of 6
Amount
$2,923,350
$120,000
$610,650
$3,654,000
$345,000
$50,000
$395,000
$100,000
$35,000
$135,000
$530,000
$4,184,000
$240,000
$160,000
$400,000
$930,000
$4,584,000
$400,000
$4,184,000
% of Estimated
Construction
Cost
100%
11%
4%
15%
115%
25%
125%
Item 5.a
ULTRAVIOLET DISINFECTION
EXPANSION PROJECT
DP 7240
April 6, 2006
r S P-q
Central Contra Costa Sanitary District
Agenda
ULTRAVIOLET DISINFECTION EXPANSION PROJECT
• Scope of Project
• Commercial Terms
• Summary of Bids.
• Cost and Schedule
• Recommendations /Actions
Scope of Project
• Increase UV Disinfection Capacity to
135 mgd
• Add 6 Banks of UV in Two Reserved
Channels
• Match Existing Technology
• Allow Greater Final Effluent Flows
..
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§��
Commercial Terms
• Board Authorized A License Fee of
$160,000 To Trojan Technologies
• Board Authorized Negotiation with
IronBrook Partners On Sole Source
UV Equipment
• Staff Negotiated A $1,710,000 Fixed
Price For UV Equipment
Summary of Bids
• Six Bids Ranged From
- $2,932,350 To $3,520,500
• Engineering Cost Estimate
- $3,550,000
• Low Bid Submitted By DW Nicholson
Corp.
- Own Electrical Contractor
• Experience With DW Nicholson Corp.
Cost and Schedule
• DW Nicholson Corp.
• Contingency /Programming
• Design /CM
is Total Project Cost
$2,932,350
730,650
930,000
$4,584,000
Cost and Schedule
• Issue Notice Of Award: April 7, 06
• Issue Notice To Proceed: May 1, 06
• Project Completion: July 2007
Recommendations
• Award A Construction Contract to
DW Nicholson Corp.
• Authorize A Professional Engineering
Contract To MWH for Construction
Support Services
• Approve Supplemental Authorization
to Capital Improvement Budget
Questions?
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 6, 2006 No.: 7.a. ADM I N I STRAT I V E
Type of Action: AUTHORIZE CONTRACT
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A
REPROGRAPHICS SERVICES AGREEMENT WITH XEROX CORPORATION
Submitted By: initiating Dept /Div.: Admin /Communication Svcs.
Harriette Heibel,
Communication Services Manager
REVIEWED AND RECOMM_ _DED FOR BOARD ACTION:
l"
H.Helbel
General
ISSUE: Board of Directors' authorization is required for the General Manager to
execute professional service agreements over $50,000.
RECOMMENDATION: Authorize the General Manager to execute a Reprographics
Services contract with Xerox Corporation for five years.
FINANCIAL IMPACTS: The total estimated cost of this 5 -year contract is $1,475,400
(excluding tax), which includes monthly management fees, approximate variable usage
fees (number of copies made and supplies used). Not included are paper and binding
supplies or one -time equipment installation costs.
ALTERNATIVES /CONSIDERATIONS: Alternatives to executing this contract with
Xerox include 1) Awarding the contract to one of the other vendors who submitted a
proposal; and 2) Leasing the equipment for the copy center and the copier stations
through the District and hire employees to operate and maintain the copy center,
process mail, and service individual copier machines
BACKGROUND: Since 1996 the District has been contracting the Reprographic
Services Center (RSC) with outside vendors. Facilities management services include
the operation of a high - volume copy center; processing and delivering District mail to
both the Martinez and Walnut Creek facilities; and providing and maintaining copiers in
14 locations throughout the District. From 1996 -2001 the District contracted with IKON
Management Services. In 2001, the District awarded a 5 -year contract to operate the
RSC to Xerox Corporation. The existing contract with Xerox ends on June 30, 2006.
Page 1 of 3
H: AdminStuff\AdminDept \RSC Pos Paper.doc
POSITION PAPER
Board Meeting Date: April 6, 2006
subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A
REPROGRAPHICS SERVICES AGREEMENT WITH XEROX CORPORATION
A formal Request for Proposal (RFP) process was begun in February 2006, inviting
vendors to bid on the next 5 -year contract period. Prior to beginning the process, an
extensive District wide survey was conducted to assess future copier and document
handling needs for the various departments. Information gathered through the survey
was used to prepare the bidding documents.
During the proposal process, interested vendors were invited to tour the current copy
center, inspect the equipment, and ask questions related to the District's service needs.
Four vendors responded to the RFP.
An in -depth internal evaluation was conducted based on several criteria, including
merit of the proposal, knowledge /expertise of the service provider, overall service
strategy, reference checks, pricing, and the financial stability of the vendor. Based on
this first level of evaluation, staff concluded that two of the vendors best met our
requirements — Pinnacle Document Solutions and Xerox Corporation. The estimated
monthly management fee including copies for each of these vendors was:
Pinnacle Document Solutions $23,493
Xerox Corporation $24,590
Equipment demonstrations and vendor interviews were then conducted with the two
finalists. Through the interview process and further reference checking, it became
obvious that Pinnacle's specialty is as a copier dealer and providing customized
document management solutions. Pinnacle's facilities management experience is not
of the same size and scope as that required by the District. Pinnacle has no existing
accounts or trained staff that use either the high -speed copiers or software they
proposed. Additionally, their current financial stability is much weaker than their
competition.
Xerox has demonstrated experience with facility management at the District and
numerous other sites. The Xerox facilities management and support staffs are familiar
with the software and equipment proposed; they also have a proven backup plan for
both service and equipment. Additionally, their proposal does not rely on third party
vendors for the equipment and software they are proposing as Pinnacle's does. The
equipment and software being proposed includes digital features that will enable the
District to streamline their document sharing through the use of multifunction devices.
These devices not only make copies and serve as network printers, they also enable
Page 2 of 3
POSITION PAPER
Board Meeting Date: April 6, 2006
subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A
REPROGRAPHICS SERVICES AGREEMENT WITH XEROX CORPORATION
scanned documents to be faxed and emailed directly from the copy machine or a
desktop computer.
As a result of the evaluation, equipment demonstrations and interviews, it is staffs
recommendation to retain the Xerox Corporation for the next five years at an estimated
cost of $1,475,400. Although more service and better equipment will be provided
under this proposed contract than the current one, the cost estimate is nearly the same
as the previous Xerox proposal made five years ago. Should early termination of this
contract be required, contractual terms exist to allowing that action as well as an option
to purchase the equipment, should the District desire to do so.
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a
Reprographics Services Agreement with Xerox Corporation for five years.
Page 3 of 3
IA. Acdm it1 i S+Y -af` v 2
Reprographic Services
Request for Proposal Process
■ Overview of RFP Process
■ Evaluation Process
• Comparison between Proposals
• Staff Recommendation
7.A Admi ismtive
Overview of RFP Process
■ Used information gathered from Districtwide
survey to prepare bidding documents
■ 8 interested vendors toured copy center
■ 3 responsive vendors to RFP
____"niti_aljnnde_ ion _identified 2 finalists
■ Conducted site visits with equipment/software
demonstrations
■ Held vendor interviews with 2 finalists
7A Adminittntive
1
Evaluation Process
■ Merit of Proposal
■ Knowledge /expertise of vendor
■ Overall service strategy
■ Pricing
■ Financial stability
■ Reference checks
■ Equipment demonstrations
■ Vendor interview
7.A Admins=tiw
J
Comparison between Proposals
Vendor
Est. Mo. Mgmt. Fee'
Comments
Pinnacle Doc.
$23,493
■Minimal facilities mgmt. experience
Solutions
■Use of third party equipment /software
■ No existing staff trained on proposed
equipment or software
■ Weaker financial stability than
competitors
Xerox Corp.
$24,590
■Demonstrated experience in equipment
and service
■All equipment Is Xerox made
■ Strong financial stability
Oce"
$25,068
■Highest fees
■Copiers did not meet requirements
■Mathematical mistakes in pricing
7.A Admkivadw 'not induding tax
J
J
Recommendation: Retain Xerox
• Best overall strategy for providing service
• Competitive pricing
• Best document handling solutions
• No third -party equipment
• Extensive facilities management experience
• Track record of exemplary customer service
• Estimated 5 -year cost is nearly the same as
previous contract
7 ,A tratin
11 Year RSC & Paper Expenses
$400,000.00
$350,000.00
$300,000.00
$250,000.00
$200,000.00
$150,000.00
$100,000.00
$50,000.00
1996 - 2001 annual budget 2001 - current annual budget
5303.000 (Ind. Tax) $358,000 (Ind. Tax)
oe a
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IKON M RSC d Paper Xerox Paper Projected Q M RSC
Paw
3
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 6, 2006 No.: 8.a. ENGINEERING
Type of Action: CONTINUE HEARING
subject. CONTINUE THE APRIL 6, 2006 HEARING TO CONSIDER ADOPTION OF A
RESOLUTION OF NECESSITY TO ACQUIRE EASEMENTS THROUGH 190 AND
194 STRENTZEL LANE, MARTINEZ, FOR THE ALHAMBRA VALLEY TRUNK
SEWER PROJECT, DISTRICT PROJECT 5919, TO MAY 18, 2006
Submitted By: Initiating Dept. /Div.:
Ricardo Hernandez Engineering /Environmental Services
Senior Engineering Assistant
REVIEWED AND RECOMMENDED FOR BOARD ACTT N:
R. Hernan anny Swanson A. Farrell arles . Ba
General Mana er
ISSUE: A hearing to consider initiation of eminent domain (condemnation) proceedings
is scheduled for April 6, 2006, however, the hearing should be continued to allow
reconsideration of the original District - preferred sewer alignment.
RECOMMENDATION: Continue the April 6, 2006 hearing to consider adoption of a
Resolution of Necessity (RON) to acquire easements through condemnation for the
Alhambra Valley Trunk Sewer Project, DP 5919, to May 18, 2006.
FINANCIAL IMPACTS: None regarding this action.
ALTERNATIVES /CONSIDERATIONS: Staff believes that consideration of a RON is
premature at this time given the recently renewed negotiations with the National Park
Service (NPS) for the District - preferred alignment through the John Muir gravesite
property. If negotiations with the NPS fail or do not provide a right -of -way in time for this
project, condemnation of easements across adjacent private property may be required
for construction of the segment of the Alhambra Valley Trunk Sewer Project between
Strentzel Lane and Wanda Way. Other alternate alignments for this segment would
also require the acquisition of easements. The Board could also schedule the hearing
for a different date provided there is at least 15 days to notify the affected property
owners.
BACKGROUND: The subject easements are along an alternate route through private
property located at 190 and 194 Strentzel Lane in Martinez (map attached). The private
properties are adjacent to the NPS property where the District had originally proposed
to install the trunk sewer. During initial contacts with the NPS, NPS staff first indicated
that it was likely that the District would be granted a right -of -way permit across the John
Muir gravesite property; however, the NPS position was later reversed in subsequent
discussions where it was indicated that the right -of -way would not be granted. Based on
this information, the District started the process to acquire easements along an alternate
N: \ENVRSEC \Position Papers \Hernandez R\2006 \5919 Continue Hearing Alhambra Valley 4- 6- 06.doc page 1 of 3
POSITION PAPER
Board Meeting Date: April 6, 2006
subject: CONTINUE THE APRIL 6, 2006 HEARING TO CONSIDER ADOPTION OF A
RESOLUTION OF NECESSITY TO ACQUIRE EASEMENTS THROUGH 190 AND
194 STRENTZEL LANE, MARTINEZ, FOR THE ALHAMBRA VALLEY TRUNK
SEWER PROJECT, DISTRICT PROJECT 5919, TO MAY 18, 2006
alignment across private properties. In a letter dated March 7, 2006, however, NPS
staff stated that a right -of -way permit might be issued to the District, subject to
completion of NPS application procedures and favorable compliance with the National
Environmental Policy Act (NEPA). Staff is preparing the necessary documents and
reports to comply with NEPA provisions. -
The alignment through the NPS property is the District's preferred alternative. Since the
NPS is now considering issuance of a right -of -way permit, staff believes that it is
premature to initiate condemnation for easements along the alternate alignment across
190 and 194 Strentzel Lane while negotiating with the NPS. Therefore, staff
recommends that the hearing originally scheduled for April 6, 2006 be continued to May
18, 2006 since by that date the schedule to complete the NPS permit process will be
more clearly defined.
Staff will also continue to negotiate with the owners of 190 and 194 Strentzel Lane in an
attempt to reach a mutual agreement to acquire easements across the two private
properties in the event that the NPS ultimately declines to grant a right -of -way permit. It
is possible that staff will recommend further continuance of the hearing, depending on
the progress of negotiations with NPS and the property owners along the alternate
alignment.
The property owners will be notified of the continued hearing date no less than 16 days
prior to the hearing, as required.
RECOMMENDED BOARD ACTION: Continue the April 6, 2006 hearing to consider
adoption of a Resolution of Necessity to acquire easements through 190 and 194
Strentzel Lane, Martinez for the Alhambra Valley Sewer Project, District Project 5919, to
May 18, 2006.
N: \ENVRSEC \Position Papers \Hernandez R\2006 \5919 Continue Hearing Alhambra Valley 4- 6- 06.doc Page 2 of 2
•
Page 3 of 3
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Agenda Item #8.a
LEGEND:
H TRUNK SEWER PRASE 1
TRUNK SEWER PHASE 2
0 200
F® ALHAMBRA VALLEY TRUNK SEWER
CCCSD DP 5919
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NATIONAL
PARK
SERVICE
:i iii: i "
IN REPLY REFER TO:
United States Department of the Interior
NATIONAL PARK SERVICE
Eugene O'Neill NHS
John Muir NHS
Port Chicago Naval Magazine NM
Rosie the Riveter WWII Home Front NHP
P.O. Box 280
Danville, CA 94526
L76 (JOMU -PLAN)
April 5, 2006
Mr. Charles W. Batts
General Manager
Central Contra Costa County Sanitary District
5019 Imhoff Place
Martinez, California 94553
Fax (925) 228 -4624
RE: Receipt of Right of Way Application to Construct Alhambra Valley Trunk Sewer
through John Muir National Historic Site, Martinez, District Project No.
5919.7/1.4
Dear Mr. Batts:
The National Park Service (NPS) received Central Contra Costa County Sanitary
District's (District) Right -of -Way Application dated March 17, 2006. We are currently
reviewing the application for completeness.
As for environmental review, based on the preliminary analysis it appears an
Environmental Assessment (EA) will be required for the project. The EA will have to
meet NPS standards as identified in NPS Director's Order 12- Conservation Planning,
Environmental Impact Analysis, and Decision Making. It appears that the District may
have already hired a consultant to work on the EA without consulting the NPS. Because
of potential conflict of interest, it is not acceptable to have a consultant for an NPS NEPA
action report to an applicant. The NPS is willing to review the qualifications of the
District consultant and may require a different consultant for the project. If the NPS
accepts the District selected consultant, she will be required to sign a waiver that
identifies the NPS as the client and states that she has no financial or other interests in the
project.
Thank you for working with the NPS on this project and please contact Deputy
Superintendent Rick Smith at (925) 943 -1531 to step up a meeting to discuss next steps.
Sincerely,
Martha Lee
Superintendent
cc: Curtis Swanson, CCCSD
Suzane Boyce Carlson, Dept. of the Interior Solicitor's Office
Central Contra Costa Sanitary District
likk BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 6, 2006 No.: 9.a. HUMAN RESOURCES
Type of Action: ADD ONE SENIOR HOUSEHOLD HAZARDOUS WASTE TECHNICIAN
POSITION (G -62) IN THE ENVIRONMENTAL SERVICES DIVISION OF THE
ENGINEERING DEPARTMENT
subject: HUMAN RESOURCES
Submitted By: Curtis Swanson, Initiating DeptJDiv.: Engineering /Environmental
Environmental Services Division Services Division
Manager
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
0%1
C. Swanson
A. Farrell
harles W atts,
General Manager
ISSUE: Board of Directors authorization is required to add new positions.
RECOMMENDATION: Authorize the addition of one Senior Household Hazardous
Waste Technician position (G -62, $4,516- $5,464) in the Environmental Services
Division of the Engineering Department.
FINANCIAL IMPACTS: The addition of a Senior Household Hazardous Waste
Technician position would increase salary and benefit costs by $98,630 annually.
ALTERNATIVES /CONSIDERATIONS: The Board could reject or modify the staffing
request.
BACKGROUND: The Household Hazardous Waste Supervisor and a Senior
Household Hazardous Waste Technician from the Household Hazardous Waste
Collection Facility (HHWCF) are currently on extended medical leaves of absence. The
Supervisor is seeking a disability retirement and the length of absence for the Senior
Technician is uncertain. The absence of both of these experienced employees will
adversely affect the operation of the HHWCF.
The HHWCF is currently staffed with five authorized positions: one HHW Supervisor,
two Senior HHW Technicians, and two HHW Technicians 1 /11. With the Supervisor and
one of the Senior Technicians out on extended leave, the remaining Senior Technician
will function as the provisional Supervisor for the foreseeable future. Staff proposes to
add a Senior HHW Technician position to oversee the daily operation of the HHWCF
and to back up the provisional Supervisor. The added position will be deleted when the
current incumbent returns to work.
Page 1 of 2
POSITION PAPER
Board Meeting Date: April 6, 2006
subject: ADD ONE SENIOR HOUSEHOLD HAZARDOUS WASTE TECHNICIAN
POSITION (G-62) IN THE ENVIRONMENTAL SERVICES DIVISION OF THE
ENGINEERING DEPARTMENT
RECOMMENDED BOARD ACTION: Authorize the addition of one Senior Household
Hazardous Waste Technician (G -62, $4,516 - $5,464) in the Environmental Services
Division of the Engineering Department.
Page 2 of 2
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 6, 2006 No.: 9.b. HUMAN RESOURCES
Type of Action: RECEIVE STAFFING PLAN
subject RECEIVE AND CONSIDER STAFFING PLAN FISCAL YEAR 2006 -2007
submitted By. Cathryn Freitas, Human Initiating DeptJDiv.:
Resources Manager Administration /Human Resources
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
kC.4 R. Musgrave
General
ISSUE: Staff has analyzed its personnel needs for Fiscal Year 2006 -2007 and is
submitting its requests for Board consideration at the April 6, 2006, Board Meeting.
Board approval is scheduled for the May 4, 2006, Board Meeting.
RECOMMENDATION: Receive and consider the Staffing Plan for Fiscal Year 2006-
2007.
FINANCIAL IMPACTS: The proposed Staffing Plan would increase annual salary and
benefit costs by $890,114, excluding any cost -of- living adjustments.
ALTERNATIVES /CONSIDERATIONS: Modify or reject proposed Staffing Plan.
BACKGROUND: Each department has reviewed its staffing requirements for Fiscal
Year 2006 -2007. The Staffing Plan includes departmental overviews, personnel actions
taken during. Fiscal Year 2005 -2006 to -date, requested changes and their justifications,
new job classification descriptions, and organizational charts reflecting current staffing
and proposed changes. To date, there have been 40 personnel actions during Fiscal
Year 2005 -2006.
The attached summary sheet highlights the effect of each department's staffing
requests on the number of total authorized positions in the District and the costs in
salaries and benefits. As shown in the summary, the total number of authorized regular
positions in the District will be six more than last year. Ten Co -op student positions are
requested for both six -month terms for Fiscal Year 2006 -2007, which is the same
number of positions as last year.
Page 1 of 4
H: \BUDGET \Receive Staffing Plan PP 2006.doc
POSITION PAPER
Board Meeting Date: April 6, 2006
Subject: RECEIVE AND CONSIDER STAFFING PLAN FISCAL YEAR 2006 -2007
The salaries and wages in the 2005 -2006 0 & M Departmental Budgets will increase
from the previous year due to cost -of- living salary adjustments and any merit and
longevity increases scheduled in 2006 -2007. Staff is recommending the salaries for
the eight Co -ops from four -year colleges remain at $18.00 an hour and the two
Co -ops from Diablo Valley College at $15.50 an hour.
The Staffing Plan was reviewed, discussed, and approved as delineated below by the
Personnel Committee at their March 9, 2006, meeting.
District staff will meet and confer with the appropriate bargaining units on those items
that are applicable prior to the Board adopting the Staffing Plan.
Administration
None
Operations
Collection System Operations
1. Add two Maintenance Crew Member 1 /11 (1: G -53, $3,645 - $4,408;
II: G -59, $4,203 - $5,085) positions.
2. Add one Pumping Stations Operator 1 /11 (1: G -59, $4,203 - $5,085;
II: G -62, $4,516 - $5,463) position.
Plant Operations
3. Add one Plant Operator 1 /II (I: G -59, $4,203 - $5,085;
11: G -62, $4,516 - $5,463) position.
Engineering
4. Add one Senior Engineering Assistant (G -72, $5,729 - $6,935) position and
adopt the revised job classification description.
5. Add one Senior Source Control Inspector (G -69, $5,333 - $6,449) position.
Page 2 of 4
H: \BUDGET \Receive Staffing Plan PP 2006.doc
POSITION PAPER
Board Meeting Date: April 6, 2006
Subject: RECEIVE AND CONSIDER STAFFING PLAN FISCAL YEAR 2006 -2007
Secretary of the District
Co-op
None
6. Authorize the hiring of students to fill ten Co -op positions in 2006 -2007.
RECOMMENDED BOARD ACTION:
Receive and consider the Staffing Plan for Fiscal Year 2006 -2007 herein identified by
items 1 — 6. The Staffing Plan will be submitted for final approval at the May 4, 2006,
Board meeting.
Page 3 of 4
HABUDGET \Receive Staffing Plan PP 2006.doc
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Page 4 of 4
Central Contra Costa Sanitary District
` BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 6, 2006 No.: 9.c. HUMAN RESOURCES
Type of Action: HUMAN RESOURCES
subject: AUTHORIZATION TO HIRE SEASONAL EMPLOYEES
Submitted By: Cathryn Freitas, Initiating Dept. /Div.:
Human Resources Manager Administration /Human Resources
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
wr Awl"
C. F eitas sgrave
arles alts,
General Manager
ISSUE: District staff has assessed its needs for seasonal employees in 2006.
RECOMMENDATION: Authorize the hiring of twenty -six students for seasonal
employment.
FINANCIAL IMPACTS: The proposed seasonal staffing will cost approximately
$209,603.
ALTERNATIVES /CONSIDERATIONS: Authorize hiring fewer students for seasonal
employment.
BACKGROUND: Each year, the District hires students during the summer months for
seasonal maintenance, vacation relief, cleanup, and special projects; and during the
school year or semester breaks for additional assistance. Authorization was given for
twenty -four student positions last year. Authorization is requested for twenty -six
seasonal positions in Fiscal Year 2006 -2007.
It is recommended that the hourly rates for seasonal employees remain the same as
last year:
Student Positions Proposed Salary*
Clerical, Laborer (No experience necessary) $12.00
Technical (Drafting, Graphic Design) $13.50
Professional (Chemist, Engineering) $15.50
*For every year a student returns, add $1.00 per hour to a maximum of three additional summers. For
example, a student laborer who has worked here for the past two summers would receive $14.00 per
hour this summer. The extra dollar an hour recognizes the experience and serves as an incentive for
returning students.
H: \BUDGET \SEASONAL HELP 2006 PP.doc Page 1 of 3
POSITION PAPER
Board Meeting Date: April 6, 2006
Subject: AUTHORIZATION TO HIRE SEASONAL EMPLOYEES
The Staffing Plan was reviewed and recommended by the Personnel Committee at their
March 9, 2006, meeting.
Department Directors will be prepared to answer any questions regarding the following
requests:
Administration
The Administration Department is requesting two summer students position in 2006-
2007. This is one more than last year. One position is located in Communication
Services for technical support and the other will work for Safety and Risk Management
locating and organizing District keys.
Operations
The Operations Department is requesting twenty students, which is one more than last
year. Seven of the summer student laborer positions will provide vacation coverage in
Buildings and Grounds and do seasonal maintenance. The Plant is also requesting two
relief positions in the Laboratory, one Electrical Shop assistant, two clerical, one
laborer to assist the Mechanical Maintenance staff, one laborer to assist the Machine
Shop staff, and one Web information assistant to help build the Operations
Department's information site on the District's Intranet. In addition, the Collection
System Operations Division is requesting one clerical position to provide vacation
coverage, two laborers at the pumping stations, one laborer to assist the construction
and locating section, and one laborer to perform buildings and grounds maintenance.
Engineering
The Engineering Department requests authorization to hire three engineering assistant
summer student positions. This is one more than last year's request. Two positions will
be assigned to the District's Planning Section assisting in collection system piping
inventory and database work and the other position will be assigned to the Capital
Projects Division working on design projects for the collection system.
The Secretary of the District
The Secretary of the District is requesting one student to assist with records
management, large projects, switchboard backup, and vacation relief. This is one less
position than last year's request.
Page 2 of 3
HABUDGET \SEASONAL HELP 2006 PP.doc
POSITION PAPER
Board Meeting Date: April 6, 2006
subject: AUTHORIZATION TO HIRE SEASONAL EMPLOYEES
RECOMMENDED BOARD ACTION: Authorize the hiring of twenty -six students for
seasonal employment.
Page 3 of 3
H: \BUDGET \SEASONAL HELP 2006 PP.doc
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 6, 2006
No.: 9.d. HUMAN RESOURCES
Type of Action: ADOPT ADMINISTRATIVE POLICY
subject: ADOPT A POLICY ON HIRING DISTRICT RETIREES
submitted By: Initiating Dept. /Div.:
Cathryn R. Freitas, Human Administration
Resources Manager
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
ISSUE: Board approval is requested to adopt a District policy and procedure on hiring
District retirees.
RECOMMENDATION: Adopt a District policy and procedure on hiring District retirees.
FINANCIAL IMPACTS: There is no direct financial impact.
ALTERNATIVES /CONSIDERATIONS: The Board could (1) prohibit the hiring of
District retirees, (2) require Board approval, or (3) Board notification and review before
the hiring of a District retiree. In addition, the Board could also (4) delegate the
approval or review to a Board Committee, or (5) delegate the ability to hire a District
retiree to the General Manager.
BACKGROUND: In response to the Board Budget and Finance Committee's
comments on the District's current practice of hiring District retirees and their concern
of providing insufficient notification and review by the Board of Directors, staff has
prepared two policies for consideration. The Committee believes that the District's
hiring of retired employees should provide a "transparent" process to the public so that
there is no perceived conflict of interest or favoritism in such decisions. Staff believes
that occasionally it is in the District's best interest to be able to hire retirees for
legitimate business reasons. By bringing the hiring to the Board, or a Board Committee
prior to a commitment, the Board could provide staff guidance, as well as to provide
staff the opportunity to address any Board concerns. The DRAFT Policies outline such
practices, and include the requirement for Board notification.
The General Manager was requested by the Budget and Finance Committee to provide
two alternative DRAFT policies, one requiring Board approval, and one requiring Board
notification and review through the General Manager. Either policy will provide the
Page 1 of 6
POSITION PAPER
Board Meeting Date: April 6, 2006
subject. ADOPT A POLICY ON HIRING DISTRICT RETIREES
Board with the opportunity to discuss the merits of the alternatives and direct staff
before hiring of District retirees. The option the Board chooses will be included in the
District's Policy and Procedures manual.
RECOMMENDED BOARD ACTION: Adopt a District policy and procedure for hiring
District retirees.
Page 2 of 6
HAExec AsshDirector of AdminTosition Paper Hiring District Retirees 4 6 06 .doc
Board Approval version
' Central Contra Costa Sanitary District
HUMAN RESOURCES PROCEDURE
Effective Date: Sheet 1 of 2
Subject: POLICY AND PROCEDURE FOR HIRING DISTRICT RETIREES
Established by: Randall M. Musgraves, Director of Administration
The District occasionally may hire a retired employee for legitimate business reasons.
The District may wish to hire or contract with former District employees after retirement
for the overall benefit of the organization, such as to retain special knowledge or
expertise until a replacement is hired, to provide training to another employee, to
complete specific short -term tasks or projects, or to provide a short-term service
normally contracted for by the District. The intent of the District in hiring any District
retiree is to address a short-term need in a method beneficial and cost - effective to the
District, and not as a means for providing on -going employment or income.
The Contra Costa County Employee Retirement Association ( CCCERA) and the State
of California dictate many of the rules governing the hiring of District retirees. The
District may hire District retirees under one of the following procedures:
• District Temporaries -- The District policy for hiring District retirees as temporaries
is based on a CCCERA policy for member agencies. The policy permits the District
to hire retirees who receive pensions from the CCCERA for one hundred and twenty
days or nine hundred and sixty hours in a fiscal year.
It is District practice to hire retirees on a temporary basis only when a position is
vacant within the hiring Department. The retiree is paid the hourly base salary of
the step and range at which he /she was assigned upon retirement from the District.
Note that the base salary excludes longevity pay or other contractual benefits
accorded to regular, full -time employees.
When employment may last more than one hundred and twenty days or nine - hundred
and sixty hours per fiscal year and /or the retiree wishes to continue employment in a
capacity other than as a District temporary, the retiree has the following two options:
• Independent Contractor — The retiree may become an independent contractor
under the laws of the State, i.e. establish her /his own working hours, provide his /her
HUMAN RESOURCES PROCEDURE sheet 2 of 2
own vehicle, equipment, and tools, not be supervised by District staff, contract for a
project or number of hours, etc. (The District retains oversight of the final work
product); also under the District Purchasing Policy and Procedures s /he must have
evidence of personal liability insurance, unless waived, or
Contract Employee — Retirees who do not wish to meet the requirements of self -
employment may work for a private firm that contracts for work with the District. For
example, a retiree may be hired by a consulting firm that would assign the
employee to provide services to the District but not be a District employee.
The CCCERA only limits the amount of time a District retiree may work for any of the
CCCERA member agencies. A retiree may supplement his /her income by working for
himself or herself, or any private corporation or public institution not affiliated with the
CCCERA without any restriction on working hours or income.
Board Notification version
' Central Contra Costa Sanitary District
HUMAN RESOURCES PROCEDURE
Effective Date: Sheet 1 of 2
Subject: POLICY AND PROCEDURE FOR HIRING DISTRICT RETIREES
Established by: Randall M. Musgraves, Director of Administration
The District occasionally may hire a retired employee for legitimate business reasons.
The District may wish to hire or contract with former District employees after retirement
for the overall benefit of the organization, such as to retain special knowledge or
expertise until a replacement is hired, to provide training to another employee, to
complete specific short -term tasks or projects, or to provide a short-term service
normally contracted for by the District. The intent of the District in hiring any District
retiree is to address a short-term need in a method beneficial and cost - effective to the
District, and not as a means for providing on -going employment or income.
The Contra Costa County Employee Retirement Association ( CCCERA) and the State
of California dictate many of the rules governing the hiring of District retirees. The
District may hire District retirees under one of the following procedures:
• District Temporaries — The District policy for hiring District retirees as temporaries
is based on a CCCERA policy for member agencies. The policy permits the District
to hire retirees who receive pensions from the CCCERA for one hundred and twenty
days or nine hundred and sixty hours in a fiscal year.
It is District practice to hire retirees on a temporary basis only when a position is
vacant within the hiring Department. The retiree is paid the hourly base salary of
the step and range at which he /she was assigned upon retirement from the District.
Note that the base salary excludes longevity pay or other contractual benefits
accorded to regular, full -time employees.
When employment may last more than one hundred and twenty days or nine - hundred
and sixty hours per fiscal year and /or the retiree wishes to continue employment in a
capacity other than as a District temporary, the retiree has the following two options:
HUMAN RESOURCES PROCEDURE Sheet 2 of 2
Independent Contractor — The retiree may become an independent contractor
under the laws of the State, i.e. establish her /his own working hours, provide his /her
own vehicle, equipment, and tools, not be supervised by District staff, contract for a
project or number of hours, etc. (The District retains oversight of the final work
product); also under the District Purchasing Policy and Procedures s /he must have
evidence of personal liability insurance, unless waived, or
Contract Employee — Retirees who do not wish to meet the requirements of self -
employment may work for a private firm that contracts for work with the District. For
example, a retiree may be hired by a consulting firm that would assign the
employee to provide services to the District but not be a District employee.
The CCCERA only limits the amount of time a District retiree may work for any of the
CCCERA member agencies. A retiree may supplement his /her income by working for
himself or herself, or any private corporation or public institution not affiliated with the
CCCERA without any restriction on working hours or income.
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 6, 2006 No.: 9.e. HUMAN RESOURCES
Type of Action: Human Resources
subject: RECEIVE REPORT ON RETIREMENT SURVEY
Submitted By: Cathryn Freitas, Initiating Dept. /Div.: Administration/
Human Resources Manager Human Resources
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
C tMuUgres-
C (4*General Ma
ISSUE: The Memoranda of Understanding between the District and its bargaining
units, MS /CG and the Employees' Association, Public Employees' Union, Local One,
require that a retirement survey of Bay Area wastewater agencies be conducted by staff
in the third year of the contracts. The results of the survey will be presented at this
meeting.
RECOMMENDATION: Receive the report.
FINANCIAL IMPACTS: None. The report reflects the current contractual obligations of
the District.
ALTERNATIVES /CONSIDERATIONS: If the Board wishes to provide direction to its
negotiators for action to be taken beyond receiving the report, a Closed Session has
been scheduled for this purpose.
BACKGROUND: Staff conducted a survey of retirement compensation and benefits at
the East Bay public water and wastewater agencies traditionally used by the District for
labor relations survey purposes. The Board Personnel Committee received the report
(copies were distributed to the Board) and heard a staff presentation at its meeting of
March 9, 2006. The Committee found that the District ranks in the middle of the survey
agencies in total compensation.
RECOMMENDED BOARD ACTION: Receive the report and provide direction, if any,
to staff in Closed Session.
Page 1 of 1
H:\ Backup\ FILES \PERSMISC \RetireSurvey.pp.doc
RETIREMENT SURVEY
Three Types of Retirement Plans
"CCCSD'1037Ac
"CCVVD&EBMUD'Se|f-funded
Four Retirement Rates
^CCCGD8EBMUD—Z�,br,55
°CCVVD-2 � 7 5]���5
°Union San —2s�l,�S5
"DDSD&DSRSD—%^ZV,Qj,55
Three Bases for Salary
F CCCSD, CCWD, DSRSD, Union San —
twelve highest months
* EBMUD — twenty -four highest months
c DDSD — thirty-six highest months
Employer Contribution
By Percent Of Salary
CCCSD — 36.06%
CCWD — 20.43 — 22.43%
DDSD — 34%
DSRSD — 16.25%
EBMUD — 25.08%
Union San — 17.45%
Employee Contribution
By Percent Of Salary
CCCSD — 4% avg.
CCWD — 6.28 — 8 %, 3 -1% for mgt.
DDSD — 0%
DSRSD — 8% reimbursed (2% ee.)
EBMUD — 6.83% (4/06)
Union San — 2%
Sick Leave Credit: Hour for Hour
CCCSD — 65% for Tier I
40% for Tier II incentive
CCWD — 35 -55% incentive /no credit
EBMUD — Double credit
Vacation Buy -out
CCCSD — Up to two years of vacation
accruals can be cashed out and applied
to retirement.
Social Security
CCCSD & Union San are not in Social
Security (6.25 %)
DSRSD reimburses for Social Security
Retiree Benefits
CCCSD — Medical, dental, reduced life
Tier I (100 %)
Tier II (50% at age 65)
r CCWD — Medical, reduced life
DDSD — Medical
DSRSD — Medical, dental (100% at 20 yrs.)
EBMUD - $550 /mo., medical, dental
Union San - $300 /mo. (10 yrs.)
Retiree Cost of Living
CCCSD & DDSD — 3% max.
E CCWD — 2.5% this year
DSRSD & Union San — 2% max.
EBMUD — 3 -5% depending on 85%
funding
Longevity
CCCSD — 2_5 %x`_3,4 years
DDSD — 2.5`<'b dj Q years, ?_a xo;a_15
years
EBMUD — 2.75 %Ce) ?O years
Shift Differential — Varying Amounts
CCCSD — 5% swing, 7.5% grave
CCWD — 2% day, 4% swing, 6% 24 hr.
DDSD — 5% swing, 7% grave
DSRSD - $32 /shift (in mediation)
EBMUD — 10% day /swing, 150/o grave
i Union San — 5% swing, 7% grave,
If alone, 7.5% swing, 10% grave
Deferred Compensation
CCCSD - 6.20/c in lieu of Social Security
CCWD — Avg. of 3 %. None to clerical
DDSD — 10% match to professional /mgt
DSRSD — 50% match to mid -r Sgt, 25%
to general, $7000 to mgt
s EBMUD — None
Union San- $92.32/mo. for 457 or
$54 /mo to unclassified
Cafeteria Plan
CCCSD - $100 general, $220 MS /CG,
$425 mgt
CCWD - $50 /mo. for def. comp. or med.
EBMUD - $750 /yr. for IRS 125 plan
Comparison of 20 Years of Service
at Age 55
Agency
,' Basic
Rank
Enhanced
Rank
CCCSD
$2400,
5
$3165
3
CCWD 1$2700
4
$2700
5
DDSD
1$3013
3
$3059
4
DSRSD
$3355
1
! $3405
1
EBMUD 1$2365
6
$2365
6
Union San
$3180
2
$3226
2
Staff Recommendation
Receive Retirement Survey report
- Take no further action at this time
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 6, 2006
No.: 1O.a. REAL PROPERTY
Type of Action: AUTHORIZE LEASE AGREEMENT
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A FIVE YEAR
LEASE AGREEMENT WITH COUNTY QUARRY PRODUCTS, LLC, FOR A CLEAN
FILL OPERATION ON PROPERTY LOCATED OFF IMHOFF DRIVE
Submitted By:
James M. Warrington,
Materials Manager
Initiating Dept. /Div.:
Purchasing & Administration
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
ISSUE: Board approval is required to enter into long -term property leases.
RECOMMENDATION: Authorize the General Manager to execute a five -year lease
agreement with County Quarry Products, LLC for a clean fill operation on the property
located off Imhoff Drive known as the Kiewit property.
FINANCIAL IMPACTS: The lease agreement is anticipated to net the District
approximately $1,000,000 over a five year period.
ALTERNATIVES /CONSIDERATIONS: The Board could direct staff to reject the lease
agreement and not pursue the clean fill operation, continue to negotiate with County
Quarry Products for changes to the lease agreement, or negotiate with the other
proposers.
BACKGROUND: On June 2, 2005, the Board adopted Resolution 2005 -055,
determining that the Kiewit property is currently unnecessary for the performance of the
District's purpose and function, and that short-term leasing of the site for compatible
uses would be of benefit to the District. Staff presented the Board with three proposals
for a clean fill operation on the Kiewit property at the September 1, 2005 Board
meeting. Staff was directed to negotiate with County Quarry Products, who had
submitted the proposal most favorable to the District. Due to the fact the District has
never undertaken a clean fill operation and the agreement is somewhat complex, it has
taken a substantial amount of time to draft, negotiate and finalize the agreement.
However, negotiations were conducted in good faith and in a professional manner,
which resulted in an agreement consistent with the District's Request For Proposal and
County Quarry Products' proposal. Authorized representatives of County Quarry
Products signed the lease agreement and returned it to the District on March 29, 2006.
Page 1 of 3
POSITION PAPER
Board Meeting Date: April 6, 2006
subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A FIVE YEAR
LEASE AGREEMENT WITH COUNTY QUARRY PRODUCTS, LLC, FOR A CLEAN
FILL OPERATION ON PROPERTY LOCATED OFF IMHOFF DRIVE
In summary the terms of the lease are as follows.
1. County Quarry will be responsible to obtain all necessary permits and comply
with all laws, codes and ordinances. They will front all costs associated with
preparing the property to receive clean fill.
2. The term of the lease agreement is five years with a 60 day written notice by
either party to terminate the lease.
3. County Quarry Products will run the daily operations and ensure compliance
with all permits and legal requirements for the clean fill operation.
4. Soil testing protocol provisions are included to protect the District from
receipt of hazardous material on the property during clean fill operations.
5. The District will receive monthly documentation of clean fill delivery, revenue
and costs.
6. The District has the right to enter the premise at any time as well as audit any
and all documentation pertaining to this operation.
7. The District anticipates approximately $1,000,000 in revenue for the leasing
of the clean fill operation representing a sixty -five percent (65 %) share to the
District and a thirty -five percent share to County Quarry Products split.
8. The District and County Quarry Products will split (50% for each) the costs
associated with preparing the property to receive clean fill if the project
cannot move forward due to unanticipated permitting or regulatory agency
denial.
9. A Performance and Premise Clean -Up Bond of $500,000 for the first year is
required. The amount of the Bond will be adjusted annually reflecting the
percentage of the clean fill operation, which has been successfully
completed. County Quarry Products is required to have $5 million for both
general and automobile liability and $1 million in worker's compensation.
The District will purchase an additional $4 million pollution liability insurance
policy, approximately $60,000 premium, for the term of the lease.
Two issues of concern previously expressed deal with potential contamination of the
property and traffic congestion. County Quarry Products' experience running a similar
operation and a soil testing protocol designed to identify hazardous materials give the
District reasonable protection from receipt and disposal of hazardous material. In
Page 2 of 3
POSITION PAPER
Board Meeting Date: April 6, 2006
subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A FIVE YEAR
LEASE AGREEMENT WITH COUNTY QUARRY PRODUCTS, LLC, FOR A CLEAN
FILL OPERATION ON PROPERTY LOCATED OFF IMHOFF DRIVE
addition, District staff has reviewed the testing protocol and find it is adequate to
identify hazardous materials. The Lease requires all queuing of trucks to be off Imhoff
Way and on the clean fill site. Separately, staff has been working with County Quarry
to provide for off street queuing for existing truck traffic. Separate lease arrangements
based on market rates will be submitted to the Board at a later date to address creation
of a truck staging area on the Kiewit property.
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a five -
year lease agreement with County Quarry Products, LLC for a clean fill operation on
the property located off Imhoff Drive known as the Kiewit property.
Page 3 of 3
Agenda Item # 10a
KIEWIT CLEAN FILL LEASE AGREEMENT
• On June 2, 2005, the Board adopted Resolution 2005 -055, determining that the
Kiewit property is currently unnecessary for the performance of the District's
purpose and function
• Staff presented the Board with three proposals for a clean fill operation on the
Kiewit property at the September 1, 2005 Board meeting was directed to
negotiate with County Quarry Products, who had submitted the proposal most
favorable to the District.
1.
Evans Brothers
2.
Ghilotti Brothers
3.
County Quarry
• County Quarry is uniquely qualified to perform the requested services due to:
1. They are finishing up a similar operation off Evora Road
2. Their company operation is located across the street from the Kiewit
property
3. They have leased they 7 acre property strengthening the District's
influence over them
A summary the terms of the lease is presented in the Position Paper.
KIEWIT CLEAN FILL LEASE AGREEMENT
1. County Quarry will be responsible to obtain all necessary permits and comply
with all laws, codes and ordinances. They will pay all costs associated with
preparing the property to receive clean fill. .
2. The District and County Quarry Products will split (50% for each) the costs
associated with preparing the property to receive clean fill if the project cannot
move forward due to permitting or regulatory agency denial.
3. The term of the lease agreement is five years with a 60 day written notice by
either party to terminate the lease.
4. County Quarry Products will run the daily operations and ensure compliance
with all permits and legal requirements for the operation.
5. The District is reasonably protected from receipt and disposal of hazardous
material through County Quarry Products' experience running a similar
operation and by County Health Department approved testing protocol and
plan. District staff have reviewed the testing protocol and find it is adequate
to protect the District against the receipt of hazardous materials.
6. The District will receive monthly documentation of clean fill delivery, revenue
and costs. (Managed by Jim Warrington)
7. The District has the right to enter the premise at any time as well as audit any
and all documentation pertaining to this operation.
8. The District anticipates receiving approximately $1,000,000 in revenue for the
leasing of the clean fill operation representing a sixty -five percent (65 %) to the
District and a thirty -five percent (35 %) to County Quarry Products split.
9. A Performance and Premises Clean -Up Bond of $500,000 for the first year is
required. The amount of the Bond will be adjusted annually reflecting the
percentage of land available for clean fill material.
10. County Quarry Products is required to have $5 million for both general liability
and automobile and $1 million in worker's compensation. The District will
purchase an additional $4 million pollution liability insurance policy,
approximately $60,000 premium, for the term of the lease.
KIEWIT CLEAN FILL LEASE AGREEMENT
• The lease agreement is only for the clean fill operation. As the Board
knows, staff has been working with County Quarry Products' to
address truck traffic. A separate lease agreement at market rate will
be submitted to the Board at a later date addressing a truck staging
area on the Kiewit property. This will provide additional lease revenue
to the District.
RECOMMENDED BOARD ACTION: Authorize the General Manager
to execute a five -year clean fill operation lease agreement with County
Quarry Products, LLC for the property located off of Imhoff Drive
known as the Kiewit property.