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HomeMy WebLinkAbout7/20/2006 AGENDA BACKUPCentral Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: July 20, 2006 Type of Action: ADOPT RESOLUTIONS No.: 4.a. CONSENT CALENDAR subject: ADOPT RESOLUTIONS ACCEPTING A GRANT OF EASEMENT (DISTRICT PROJECT 5646; PARCEL 1 AND AUTHORIZING EXECUTION OF A QUITCLAIM DEED TO THE MANIS TRUST (3141 DIABLO VIEW ROAD, LAFAYETTE, DISTRICT PROJECT 1593; PARCEL 8) Submitted By: Initiating Dept/Div.: Molly Mullin, Engineering Assistant III Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: t4t&"� /I �; 4 low M . Pe Swanson A. Farrell General ISSUE: A resolution of the Board of Directors is required to accept or quitclaim easements and record documents. RECOMMENDATION: Adopt resolutions accepting a Grant of Easement, and authorizing execution of a Quitclaim Deed, and recording of the documents. FINANCIAL IMPACTS: A nominal fee of $500 was paid to the property owners for the adjusted easement size. ALTERNATIVES /CONSIDERATIONS: None BACKGROUND: Armen and Betty Manis at 3141 Diablo View Road, Lafayette, cooperated with the District to change the alignment of the public sewer on their property when it was replaced under District Project 5646, Vessing Road Sewer Renovations. This change is reflected in Attachment 1. The original sewer has been abandoned, and an easement has been granted for the new sewer. RECOMMENDED BOARD ACTION: Adopt resolutions accepting a Grant of Easement, and authorizing the President of the Board of Directors and the Secretary of the District to execute a Quitclaim Deed to The Manis Trust, on behalf of the District and recording of the documents with the Contra Costa County Recorder. Page 1 of 2 N: \ENVRSEC \Position Papers \Mullin\2006 \5646 Manis PP 7- 20- 06.doc Page 2 of 2 \ \ A+ BOYD RD GM FD SITE - - - -- \EW -- PLEASANT HILL - 680 - LOCATION MA N. T. S. QUITCLAIM EX. EASEMENT 7 ACCEPT NEW 10' EASEMENT MANIS 169 - 080 -025 N LEGEND: v N o $— NEW SEWER o —� EXISTING SEWER a 4FET Y Central Contra Costa Attachment Sanitary District ACCEPT /QUITCLAIM EASEMENTS N DP 5646 — PARCEL 1 / DP 1593 — PARCEL 8 1 s Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: July 20, 2006 No.: 4.b. CONSENT CALENDAR Type of Action: ADOPT RESOLUTIONS subject: ADOPT RESOLUTIONS ACCEPTING A GRANT OF EASEMENT (DISTRICT PROJECT 5646 — PARCEL 2), AND AUTHORIZING EXECUTION OF A QUITCLAIM DEED TO THE FUJIMOTO TRUST (1579 PLEASANT HILL ROAD, LAFAYETTE, DISTRICT PROJECT 1593 — PARCEL 9) Submitted By: Initiating DeptJDiv.: Molly Mullin, Engineering Assistant III Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: / PJ0%- M. Mullin M. y . Swanson A. Farrell Charles W. B General Man er ISSUE: A resolution of the Board of Directors is required to accept or quitclaim easements and record documents. RECOMMENDATION: Adopt resolutions accepting a Grant of Easement, and authorizing execution of a Quitclaim Deed, and recording of the documents. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: None BACKGROUND: Midori Fujimoto, 1579 Pleasant Hill Road, Lafayette, cooperated with the District to change the alignment of the public sewer on her property when it was replaced under District Project 5646, Vessing Road Sewer Renovations. This change is reflected in Attachment 1. The original sewer has been abandoned, and an easement has been granted for the new sewer. RECOMMENDED BOARD ACTION: Adopt resolutions accepting a Grant of Easement, and authorizing the President of the Board of Directors and the Secretary of the District to execute a Quitclaim Deed to The Fujimoto Trust on behalf of the District, and recording of the documents with the Contra Costa County Recorder. Page 1 of 2 N: \ENVRSEC \Position Papers \Mullin\2006 \5646 PP Fujimoto 7- 20- 06.doc Page 2 of 2 BOro FD Q-�3 GM ND SITE PLEASANT HILL 680 x LOCATI N MAP N. . S. I I I I I ACCEPT NEW 10' EASEME QUITCLAIM // EX. EASEMENT FUJIMOTO / 169- 080 -011 oe v N N y LEGEN , NEW SEWER 0 e0 1 E — EXISTING SEWER n —�i + pow EEr Y Central Contra Costa Attachment Sanitary District ACCEPT /QUITCLAIM EASEMENTS 0 DP 5646 — PARCEL 2 /DP 1593 — PARCEL 9 1 Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: July 20, 2006 No.: 4.c. CONSENT CALENDAR Type of Action: ADOPT RESOLUTIONS subject: ADOPT RESOLUTIONS ACCEPTING A GRANT OF EASEMENT (DISTRICT PROJECT 5646 — PARCEL .3), AND AUTHORIZING EXECUTION OF A QUITCLAIM DEED TO THE CONSTANCE P. REYES TRUST (1575 PLEASANT HILL ROAD, LAFAYETTE, DISTRICT PROJECT 1593 — PARCEL 10) Submitted By: Initiating Dept. /Div.: Molly Mullin, Engineering Assistant III Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: M. Mullin M. nny . Swanson M A. Farrell General ISSUE: A resolution of the Board of Directors is required to accept or quitclaim easements and record documents. RECOMMENDATION: Adopt resolutions accepting a Grant of Easement, and authorizing execution of a Quitclaim Deed, and recording of the documents. FINANCIAL IMPACTS: $2500 was paid for the new easement. ALTERNATIVES /CONSIDERATIONS: None BACKGROUND: Nancy Reyes, having power of attorney for Constance P. Reyes, at 1575 Pleasant Hill Road, Lafayette, cooperated with the District to change the alignment of the public sewer on her property when it was replaced under District Project 5646, Vessing Road Sewer Renovations. This change is reflected in Attachment 1. The original sewer has been abandoned, and an easement has been granted for the new sewer. RECOMMENDED BOARD ACTION: Adopt resolutions accepting a Grant of Easement, and authorizing the President of the Board of Directors and the Secretary of the District to execute a Quitclaim Deed to The Constance P. Reyes Trust, on behalf of the District, and recording of the documents with the Contra Costa County Recorder. Page 1 of 2 N: \ENVRSEC \Position Papers \Mullin\2006 \5646 PP Reyes 7- 20- 06.doc I ms QUITCLAIM EX. EASEMENT ACCEPT NEW 10' EASEMENT REYES 169 - 080 -012 J eoro FD GM FD SITE PLEASANT HILL 680 - -- —� I N. T. S. _1 RD ALL 0 N 0 N P E EGEND: 0 SEWER E —�- EXISTING SEWER o so iso a FEET Central Contra Costa Attachment Sanitary District ACCEPT /QUITCLAIM EASEMENTS a ' DP 5646 — PARCEL 3 / 1 DP 1593 — PARCEL 10 Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: July 20, 2006 No.: 4.d. CONSENT CALENDAR Type of Action: ADOPT RESOLUTIONS subject: ADOPT RESOLUTIONS ACCEPTING A GRANT OF EASEMENT (DISTRICT PROJECT 5646 — PARCEL 4), AND AUTHORIZING EXECUTION OF A QUITCLAIM DEED TO THE GUTZWILLER FAMILY TRUST (1567 PLEASANT HILL ROAD, LAFAYETTE, DISTRICT PROJECT 1593 — PARCEL 11) Submitted By: Initiating Dept. /Div.: Molly Mullin, Engineering Assistant III Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: M. Mullin y C. Swanson A. Farrell Charles General ISSUE: A resolution of the Board of Directors is required to accept or quitclaim easements and record documents. RECOMMENDATION: Adopt resolutions accepting a Grant of Easement, and authorizing execution of a Quitclaim Deed, and recording of the documents. FINANCIAL IMPACTS: $4200 was paid for the new easement. ALTERNATIVES /CONSIDERATIONS: None BACKGROUND: Warren and Peggy Gutzwiller, 1567 Pleasant Hill Road, Lafayette, cooperated with the District to change the alignment of the public sewer on their property when it was replaced under District Project 5646, Vessing Road Sewer Renovations. This change is reflected in Attachment 1. The original sewer has been abandoned, and an easement has been granted for the new sewer. RECOMMENDED BOARD ACTION: Adopt resolutions accepting a Grant of Easement, and authorizing the President of the Board of Directors and the Secretary of the District to execute a Quitclaim Deed to The Gutzwiller Trust on behalf of the District, and recording of the documents with the Contra Costa County Recorder. Page 1 of 2 N: \ENVRSEC \Position Papers \Mullin\2006 \5646 PP Gutzwiller 7- 20- 06.doc Page 2 of 2 eom RD GM VD SITE PLEASANT HILL 680 OCATION MAP .e N. T. S. QUITCLAIM EX. EASEMENT ACCEPT NEW 10' GUTZWILLER EASEMENT 169 - 080 -029 RD N� N �p,SP "' pL E LEGEND: v 0 NEW SEWER 0 80 i —o- EXISTING SEWER a FEET Y Central Contra Costa paw. Sanitary District ACCEPT /QUITCLAIM EASEMENTS DP 5646 — PARCEL 4 /DP 1593 — PARCEL10 1 s Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: July 20, 2006 No.: 4.e. CONSENT CALENDAR Type of Action: HUMAN RESOURCES subject: AUTHORIZE LEAVE OF ABSENCE WITHOUT PAY FOR ELAINE JACOBS, HOUSEHOLD HAZARDOUS WASTE SUPERVISOR, THROUGH OCTOBER 31, 2006 Submitted By: Initiating Dept./Div.: Ann E. Farrell, Director of Engineering Engineering /Environmental Services Division REVIEWED AND RECOMMENDED FOR BOARD ACTION: A. Farrell C. Freitas Charles W. Ba General Man er ISSUE: The Board of Directors' authorization is required for leave without pay in excess of 30 days. RECOMMENDATION: Authorize leave of absence without pay for Elaine Jacobs, Household Hazardous Waste Supervisor. FINANCIAL IMPACTS: Minimal. ALTERNATIVES /CONSIDERATIONS: Not approve the leave of absence without pay. If, however, Ms. Jacobs is not granted a disability retirement and is unable to return to work, this action would prompt Ms. Jacob's employment to be terminated. BACKGROUND: Elaine Jacobs, Household Hazardous Waste Supervisor, has been off work since March 25, 2006, due to a serious medical condition. Ms. Jacobs applied for, was granted, and used 12 weeks of Family Medical Leave. Ms. Jacobs is pursuing a disability retirement and has requested a leave of absence until the disability retirement is granted. In anticipation of Ms. Jacob's retirement, District staff will concurrently begin the recruitment for her replacement. RECOMMENDED BOARD ACTION: Authorize leave of absence without pay for Elaine Jacobs, Household Hazardous Waste Supervisor, through October 31, 2006. N: \ENVRSEC \Position Papers \Farrell \Jacobs LOA 7- 20- 06.130C Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: July 20, 2006 No.: 6.a. BIDS AND AWARDS Type of Action: AWARD CONSTRUCTION CONTRACT /AUTHORIZE EXECUTION OF CONTRACT DOCUMENTS /AUTHORIZE AGREEMENT Subject: AWARD A CONSTRUCTION CONTRACT TO F. D. THOMAS FOR A NEGOTIATED COST OF $419,125 IN ACCORDANCE WITH PUBLIC CONTRACT CODE SECTION 20805 FOR THE A -LINE INTERCEPTOR REHABILITATION PROJECT, DISTRICT PROJECT NO. 5806; APPROVE AN AMENDMENT TO THE CONTRACT WITH V &A CONSULTING ENGINEERS, INC.; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE DOCUMENTS Submitted By: Initiating Dept. /Div.: Paul Seitz, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION. P ;; �P P. Seitz A. Ozull T. i ecki MEMO" General ISSUE: On June 22, 2006, no public bids were received for the construction of the A -Line Interceptor Rehabilitation Project, District Project No. 5806. Public Contract Code Section 20805 allows the District to dispense with competitive bidding and award the contract on a negotiated basis when no bids are received. The Board of Directors' authorization is required for the General Manager to execute professional services agreements in an amount greater than $50,000. RECOMMENDATION: Award a construction contract for a negotiated price, and authorize the General Manager to execute the Contract Documents and Consultant Agreement. FINANCIAL IMPACTS: Approximately $647,000, including design, negotiated price, contingency, and construction management. ALTERNATIVES /CONSIDERATIONS: Reject the negotiated cost and rebid the project next year, which is not recommended. BACKGROUND: In September 2004, V &A Consulting Engineers Inc. (V &A) was retained for the inspection of the A -Line Relief Interceptor from Buchanan Fields Golf Course to the treatment plant. This inspection revealed that the PVC lining protecting portions of the pipe at the joints and in various structures had failed. In addition, while N: \PESUP \Cbradley \Position Pape rs\2006\J u ly\DP5806 Award Position Paper.doc Page 1 of 5 POSITION PAPER Board Meeting Date: July 20, 2006 Subject: AWARD A CONSTRUCTION CONTRACT TO F. D. THOMAS FOR A NEGOTIATED COST OF $419,125 IN ACCORDANCE WITH PUBLIC CONTRACT CODE SECTION 20805 FOR THE A -LINE INTERCEPTOR REHABILITATION PROJECT, DISTRICT PROJECT NO. 5806; APPROVE AN AMENDMENT TO THE CONTRACT WITH V &A CONSULTING ENGINEERS, INC.; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE DOCUMENTS performing the district -wide sewer TV inspection program, several other PVC lining failures at the pipe joints were discovered in the Walnut Creek Bypass Interceptor. The A -Line Interceptor Rehabilitation Project will renovate the PVC linings for 13,000 linear feet of 66 -, 78 -, 96 -, and 102 -inch sewer lines in the cities of Walnut Creek and Martinez (see Attachment 1 for map). This construction involves the relamination of PVC joint strips, relamination of various PVC failures, the coating of slide gates, and also involves working inside active sewers. A limited number of contractors are qualified to perform this type of work. Rehabilitation of the sewers in easements will also involve close cooperation with various customers for site access and restoration. V &A and District staff prepared plans and specifications for the project. The Engineer's estimate for construction of the A -Line Interceptor Rehabilitation Project is $500,000. This project was advertised on June 2 and June 7, 2006. The bid opening was scheduled for June 22, 2006, but no public bids were submitted for the project. California Public Code Section 20805 states that if no bids are received, the District Board may dispense with competitive bidding and award the contract on a negotiated basis. The selection of the contractor through this negotiated process does not have to be based on the lowest negotiated cost. It allows the District to take all aspects of the construction project into account, such as safety (especially confined space), prior work experience, references, schedule and cost. Two contractors with the specialized experience to perform this type of work were contacted by staff. A price of $419,125, which compares favorably with the Engineer's estimate, was negotiated with F. D. Thomas out of Central Point, Oregon. Staff conducted a technical and commercial evaluation and contacted references on F. D. Thomas and determined that the firm is qualified to perform the work. A second quote for the work in the amount of $1,085,507 was received from Ace Restoration and Waterproofing, Inc. The District will administer the construction contract and will provide contract administration, survey, office engineering, and submittal review. V &A assisted in the preparation of the plans and specifications for the A -Line Interceptor Rehabilitation Project. Due to their satisfactory performance and specific knowledge of the project, V &A is recommended to provide inspection services and construction support for the construction. A cost reimbursement amendment with a cost ceiling of $75,000 has been negotiated with V &A Consulting Engineers. The funds required to complete this N: \PESUP \Cbradley \Position Papers \2006 \July \DP5806 Award Position Paper.doc Page 2 of 5 POSITION PAPER Board Meeting Date: July 20, 2006 Subject: AWARD A CONSTRUCTION CONTRACT TO F. D. THOMAS FOR A NEGOTIATED COST OF $419,125 IN ACCORDANCE WITH PUBLIC CONTRACT CODE SECTION 20805 FOR THE A -LINE INTERCEPTOR REHABILITATION PROJECT, DISTRICT PROJECT NO. 5806; APPROVE AN AMENDMENT TO THE CONTRACT WITH V &A CONSULTING ENGINEERS, INC.; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE THE DOCUMENTS project, as shown in Attachment 2, are $597,000. The total cost of the A -Line Interceptor Rehabilitation Project is anticipated to be $647,000. This project is included in the fiscal year 2005 -2006 Capital Improvement Budget (CIB) on pages CS -64 through CS -67. 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 repairs 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: Award a construction contract to F. D. Thomas for a negotiated price of $419,125 in accordance with Public Contract Code Section 20805 for the construction of the A -Line Interceptor Rehabilitation Project, District Project No. 5806, to F. D. Thomas, and authorize the General Manager to execute the Contract Documents. Authorize cost reimbursement amendment with a cost ceiling of $75,000 for inspection services and construction support of the A -Line Interceptor Rehabilitation Project, District Project No. 5806, with V &A Consulting Engineers, Inc. N: \PESUP \Cbradley \Position Papers\2006 \July \DP5806 Award Position Paper.doc Page 3 of 5 ♦ �■ I • ► ■ Y Central Contra Costs Drawing No. x Sanitary District A -LINE INTERCEPTOR REHABILITATION PROJECT CCCSD DP 5806 Page 4 of 5 ATTACHMENT 2 A -LINE INTERCEPTOR REHABILITATION PROJECT DISTRICT PROJECT NO. 5806 POST -BID / PRECONSTRUCTION ESTIMATE No. Item Description 1 CONSTRUCTION a. Construction Contract b. Contingency at 15% c. Permits TOTAL CONSTRUCTION 2 CONSTRUCTION MANAGEMENT a. District Forces - Construction Management and Administration SUBTOTAL b. Consultants - Construction Inspection and Support Services - V &A SUBTOTAL TOTAL CONSTRUCTION MANAGEMENT 3 TOTAL CONSTRUCTION PHASE COST 4 TOTAL PREBID EXPENDITURES 5 TOTAL DESIGN AND CONSTRUCTION MANAGEMENT COST 6 TOTAL ESTIMATED PROJECT COST 7 FUNDS AUTHORIZED TO DATE 8 ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT Percent of Estimated Construction Amount Cost $419,125 $62,875 $10,000 $492,000 $35,000 $35,000 $75,000 $75,000 $110,000 $602,000 $45,000 $155,000 $647,000 $50,000 $597,000 N: \PESUP\Cbradley \Position Papers\2006 \July \DP5806 Award Position Paper.doc Page 5 of 5 100%1 7%1 15% 22% 122% 9% 31% 131 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: July 20, 2006 No.: 6.b. BIDS AND AWARDS Type of Action: AWARD CONSTRUCTION CONTRACT /AUTHORIZE EXECUTION OF CONTRACT DOCUMENTS /AUTHORIZE AGREEMENT Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS WITH BELL PRODUCTS INCORPORATED, APPROVE AN AMENDMENT TO THE AGREEMENT WITH AEPC GROUP, FOR THE HEADQUARTERS OFFICE BUILDING HVAC IMPROVEMENTS AND ROOF REPLACEMENT PROJECT, DISTRICT PROJECT NO. 8205 AND THE PLANT OPERATIONS BUILDING HVAC IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 7228 Submitted By: Initiating Dept. /Div.: Edgar Lopez, Assistant Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: E. Lopez �,)Dp T. Godsey ilecki (M-- A. Farrell General ISSUE: On July 11, 2006, sealed bids were received and opened for the construction of the Headquarters Office Building HVAC Improvements and Roof Replacement Project, District Project No. 8205 and the Plant Operations HVAC Improvements Project, District Project No. 7228. The Board of Directors must award the contract or reject bids within 50 days of the bid opening. The Board of Directors' authorization is required for the General Manager to execute professional services agreements in an amount greater than $50,000. RECOMMENDATION: Award a construction contract and authorize the General Manager to execute the Contract Documents and authorize a professional services agreement. FINANCIAL IMPACTS: Approximately $4,956,000, including design, 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 AEPC Group is for construction support services (shop drawing review and responding to design clarification). The District does not have the staff available to provide these services. In addition, the construction support services are normally N: \PESUP \Cbradley \Position Papers\2006 \July \DP8205 -7228 Award Position Paper.doc Page 1 of 6 POSITION PAPER Board Meeting Date: July 20, 2006 subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS WITH BELL PRODUCTS INCORPORATED, APPROVE AN AMENDMENT TO THE AGREEMENT WITH AEPC GROUP, FOR THE HEADQUARTERS OFFICE BUILDING HVAC IMPROVEMENTS AND ROOF REPLACEMENT PROJECT, DISTRICT PROJECT NO. 8205 AND THE PLANT OPERATIONS BUILDING HVAC IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 7228 provided to the design firm to maintain consistency and ensure that the design intent is met. BACKGROUND: The HOB was built in 1983 and was equipped with two prepackaged rooftop HVAC units to cool the building and one boiler to heat the building. The units have reached the end of their useful life and have become increasingly unreliable. Breakdowns have become more frequent, resulting in uncomfortable working conditions and increasing maintenance costs. Additionally, "hot spots" have been created due to increased occupancy levels and the introduction of personal computers throughout the building. Concurrently, the Plant Operations Division (POD) has identified the need to replace the absorption steam chiller, which has also reached the end of its useful life. This chiller provides cooling for the offices at POD. Staff also identified several "hot spots" in POD that need improved cooling. The project includes replacing the HVAC system that serves the Board Room. In addition to the HVAC improvements, the roof on HOB and Board Room will be replaced. The existing roof systems are over 20 -years old and its replacement has been deferred for several years to allow for the better coordination with the new HVAC equipment/roof penetrations. The Board authorized an agreement with AEPC Group in September 2005 to evaluate and provide an integrated design that addressed the undersized and inefficient HVAC systems, and replace the roof. The approved final design proposes to construct a central chiller plant for HOB and expand the existing POD chiller to accommodate the current and future cooling needs for both buildings. New digital HVAC controls will be installed throughout both buildings and tied into an Energy Management System that will provide more efficient control and a reduction in operating costs. Additional scope items include electrical upgrades to HOB, modifying cooling zones, weatherproofing the exterior walls of HOB, and office space remodeling on the second floor of HOB to optimize utilization of space. AEPC Group prepared the plans and technical specifications for the project. The Engineer's estimate for construction is $3,100,000. This project was advertised on June 7, 12, and 13, 2006. Three (3) sealed bids ranging from $3,693,180. to $4,985,000 were received and publicly opened on July 11, 2006. The Engineering Department conducted a technical and commercial review of the bids and determined that Bell Products, Inc. is the lowest responsive bidder with a bid amount of $3,693,180. A summary of bids received is shown in Attachment 2. N: \PESUP \Cbradley \Position Papers\2006 \July \DP8205 -7228 Award Position Paper.doc Page 2 of 6 POSITION PAPER Board Meeting Date: July 20, 2006 subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS WITH BELL PRODUCTS INCORPORATED, APPROVE AN AMENDMENT TO THE AGREEMENT WITH AEPC GROUP, FOR THE HEADQUARTERS OFFICE BUILDING HVAC IMPROVEMENTS AND ROOF REPLACEMENT PROJECT, DISTRICT PROJECT NO. 8205 AND THE PLANT OPERATIONS BUILDING HVAC IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 7228 District staff will perform construction management, contract administration, and construction inspection. Staff recommends retaining AEPC Group to provide support services during construction for this project because AEPC Group prepared 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 $70,000 has been negotiated with AEPC Group. This will bring the total professional services contract with AEPC Group to $347,000. The additional allocation of funds to complete these projects, as shown in Attachment 3, is $4,501,000. These projects are included in the fiscal year 2006 -2007 Capital Improvement Budget (CIB) on pages GI 28 -29 and TP 48 -49. Staff has determined that there are adequate funds in the Capital Improvement Budget and Plan for these projects. Staff has also concluded that these projects are exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 18.2, since they involve minor alterations to existing sewage facilities with no increase in capacity. The Board of Directors' approval of this project will constitute an independent finding that these projects are exempt from CEQA. RECOMMENDED BOARD ACTION: Award a construction contract in the amount of $3,693,180 for the construction of the Headquarters Office Building HVAC Improvements and Roof Replacement Project, District Project No. 8205 and the Plant Operations HVAC Improvements Project, District Project No. 7228, to Bell Products, Inc., the lowest responsive bidder, and authorize the General Manager to execute the Contract Documents. Authorize the General Manager to execute a professional services agreement not to exceed $70,000 with AEPC Group. N: \PESUP \Cbradley \Position Papers\2006 \July \DP8205 -7228 Award Position Paper.doc Page 3 of 6 0 0 150 900 FEET C _ O � O L Warehouse f,�+ Lam` O so n � eN F / PROJECT TE o // G Central Contra Costa HEADQUARTERS OFFICE BUILDING HVAC IMPROVEMENTS & Attachment Sanitary District ROOF REPLACEMENT, District Project 8205 AND T TREATMENT PLANT HVAC IMPROVEMENTS, f District Project 7228 Project Location Page 4 of 6 ATTACHMENT 2 HOB HVAC IMPROVEMENTS AND ROOF REPLACEMENT PROJECT (DP8205) POB HVAC IMPROVEMENTS PROJECT (DP7228) SUMMARY OF BIDS Project No.: 8205 and 7228 Date: July 11, 2006 Project Name: HOB HVAC IMPROVEMENTS AND ROOF REPLACEMENT PROJECT AND POB HVAC IMPROVEMENTS PROJECT Location: 5019 Imhoff Place Martinez, CA 94553 Engineer's Est.: $3,100,000 No BIDDER BID PRICE (Name & address) Bell Products, Inc. 1 722 Soscol Avenue $3,693,180 Napa, CA 94559 707 - 255 -1811 Best Contracting Service 2 2933 Pacific Street $4,972,000 Hayward, CA 94544 510- 886 -7240 Bangar Contractors Corp. 3 3150 Fite Circle $4,985,000 Sacramento, CA 95827 916- 361 -1200 BIDS OPENED BY /s/ Elaine Boehme DATE July 11, 2006 SHEET NO. 1 OF 1 N: \PESUP \Cbradley \Position Papers \2006 \July \DP8205 -7228 Award Position Paper.doc Page 5 of 6 ATTACHMENT 3 HOB HVAC IMPROVEMENTS AND ROOF REPLACEMENT PROJECT (DP 8205) POB HVAC IMPROVEMENTS PROJECT (DP 7228) POST -BID / PRECONSTRUCTION ESTIMATE Percent of Estimated Construction No. Item Description Amount Cost 1 CONSTRUCTION a. Construction Contract $3,693,180 b. Contingency at 10% $369,820 TOTAL CONSTRUCTION $4,063,000 100% 2 CONSTRUCTION MANAGEMENT a. District Forces - Construction Management and Inspection $300,000 - Project Engineering /Operations Department $50,000 SUBTOTAL $350,000 9% b. Consultants - Construction Support Services (AEPC) $70,000 SUBTOTAL $70,000 2% TOTAL CONSTRUCTION MANAGEMENT $420,000 11% 3 TOTAL CONSTRUCTION PHASE COST $4,483,000 111% 4 TOTAL PREBID EXPENDITURES $473,000 12% 5 TOTAL DESIGN AND CONSTRUCTION MANAGEMENT COST $893,000 23% 6 TOTAL ESTIMATED PROJECT COST $4,956,000 123% 7 FUNDS AUTHORIZED TO DATE $455,000 8 ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT $4,501,000 N: \PESUP \Cbradley \Position Papers \2006 \July \DP8205 -7228 Award Position Paper.doc Page 6 of 6 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: July 20, 2006 No.: 8.a. ENGINEERING Type of Action: AUTHORIZE AGREEMENT subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH PROTECTIVE RELAY ENGINEERING, INC. FOR PROFESSIONAL ENGINEERING SERVICES TO PERFORM A PROTECTIVE RELAY ANALYSIS AND ARC FLASH STUDY FOR THE PLANT ELECTRICAL RENOVATIONS PROJECT, DISTRICT PROJECT 7245 Submitted By: Initiating Dept./Div.: Paul Seitz, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION. yAeer P. Seitz B. Than A. FarW I General ISSUE: Board of Directors' authorization is required for the General Manager to execute a professional services agreement in an amount greater than $50,000. t RECOMMENDATION: Authorize the General Manager to execute a professional services agreement with Protective Relay Engineering, Inc. (PRE) with a cost ceiling of $75,000 for the protective relay analysis and arc flash study. FINANCIAL IMPACTS: The cost for PRE and staff to perform the protective relay analysis and the arc flash study will be approximately $90,000. ALTERNATIVES /CONSIDERATIONS: One alternative would be not to perform the study, which staff does not recommend. The other alternative is to hire additional engineering staff with specific expertise. It has been the District's practice to augment staff with consultants on specialty designs and larger projects. BACKGROUND: The treatment plant has nine substations, and the lifeline of the treatment plant's electrical system is the feeders from the main substations to the local area substations and electrical switchgears /breakers. Loss or failure of these power conveyances or transferring switches is not acceptable. The electrical system throughout the treatment plant was installed in the mid -1970s and has had substantial upgrades and modifications through several major projects. The protective relay analysis and arc flash study are the first stages of the Plant Electrical Renovations Project, District Project 7245. Additional work currently under evaluation includes additional cable replacement in the tunnels, power monitoring of the distribution system and circuit breakers. NAPESUP \Position Papers \Seitz \7245 -pp- agreemt- pre- 01a.doc 1 of 2 POSITION PAPER Board Meeting Date: July 20, 2006 subject AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH PROTECTIVE RELAY ENGINEERING, INC. FOR PROFESSIONAL ENGINEERING SERVICES TO PERFORM A PROTECTIVE RELAY ANALYSIS AND ARC FLASH STUDY FOR THE PLANT ELECTRICAL RENOVATIONS PROJECT, DISTRICT PROJECT 7245 The protective relay analysis and arc flash study will determine relay settings that will protect the electrical system when there is a fault, while not shutting down any more of the treatment plant than necessary. The entire treatment plant electrical system will be part of this study, with the exception of co- generation, standby generators, and utility interconnection relays, which were previously completed by PRE in 2005. Staff recommends Protective Relay Engineering, Inc. to perform the protective relay analysis and arc flash study since they satisfactorily performed the protective relay analysis for the cogeneration system in 2005 and have unique knowledge and capabilities for this follow on work. A professional engineering services agreement with a cost ceiling of $75,000 has been negotiated with PRE. The Plant Electrical Renovations Project is included in the 2006 -2007 Capital Improvement Budget on pages TP-41 and TP -42. Staff has determined that there are adequate funds in the Capital Improvement Budget and Plan for this Project. The Project Manager has reviewed the expenditure requirements for this allocation and determined that they are consistent with the Capital Improvement Budget and Plan. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15301 since it involves minor alterations to an existing public facility. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a professional services agreement with Protective Relay Engineering, Inc. with a cost ceiling of $75,000 for performing a protective relay analysis and arc flash study for the Plant Electrical Renovations Project, District Project 7245. N:\PESUP \Position Papers \Seitz \7245 -pp- agreemt- pre- 01a.doc Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: July 20, 2006 No.: 9.a. REAL PROPERTY Type of Action: AUTHORIZE REAL PROPERTY PURCHASE AND SALE subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A REAL PROPERTY PURCHASE AGREEMENT WITH GONSALVES & SANTUCCI, INC., RELATED TO THE CONCO CEMENT COMPANY'S DEVELOPMENT ADJACENT TO THE TREATMENT PLANT Submitted By: Initiating Dept. /Div.: Ricardo Hernandez Engineering /Environmental Services Senior Engineering Assistant REVIEWED AND RECOMMEND�)6 ED FOR BOARD ACTION. tA r— ap'! R. Hernandez C. Swanson A. Farrell K. Alm Charles General ISSUE: The Board must approve real property transactions. RECOMMENDATION: Authorize the General Manager and Secretary of the District to execute the Real Property Agreement with Gonsalves & Santucci, Inc. (G &S). FINANCIAL IMPACTS: The value of property rights being sold to G &S is $233,255. The District will receive property rights and /or cash from G &S equivalent to $233,255. ALTERNATIVES /CONSIDERATIONS: The Board can decline to authorize the Agreement as drafted and request changes be made to the document to the satisfaction of the Board. Changes to the Agreement may affect compensation amounts and /or liability responsibility. The Board can decline to approve the sale or purchase of the subject land rights altogether. Staff has been negotiating the conditions of approval of the County permit for the proposed development and the conditions of sale since August 2003. G &S needs the access rights and utility easements from the District in order to develop their land. Barring G &S from these land rights would require costly, if not unworkable, alternatives for G &S. BACKGROUND: G &S is proposing to develop their land north of the District treatment plant: The site will include a form fabrication facility for CONCO Cement Company and a maintenance facility and yard for Reliable Trucking Company. Both companies are subsidiaries of G &S. As part of the County's development review process, staff was able to comment on the development. The comments submitted to the County to protect District facilities on the development site were incorporated into the County's conditions of approval. Prior reports to the Board have detailed the issues related to the development conditions. N: \ENVRSEC \Position Papers \Hernandez R\2006 \PP Agreement w-Gonsalves & Santucci Re Conco 7- 20- 06.doc Page 1 of 6 POSITION PAPER Board Meeting Date: July 20, 2006 subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A REAL PROPERTY PURCHASE AGREEMENT WITH GONSALVES & SANTUCCI, INC., RELATED TO THE CONCO CEMENT COMPANY'S DEVELOPMENT ADJACENT TO THE TREATMENT PLANT G &S is now seeking to purchase from the District the land rights needed to improve the access road to their land and to install utilities to serve their approved development. In lieu of a portion of the cash, staff is considering the purchase of additional land rights through the development site to upgrade rights of way for the Outfall, M -2 forcemains, two recycled water lines, drainage, and overflow rights. While these rights are currently adequate for our needs, upgrading the rights of way at this time would provide additional protection for District facilities. A listing of the land rights to be sold or possibly acquired along with the values is shown in the attached table and is followed by a map showing the easements needed by G &S and possible land right acquisitions. G &S will deposit $233,255 with the District's escrow agent. If the District and G &S agree on the value of the land rights of way to be acquired by the District, the District will receive these land rights and cash equal to the difference of $233,255 and the value of the land rights to be acquired. There is the possibility that these amounts may change to some extent depending on final land areas and negotiations. Grant Deeds for land rights associated with this transaction will be presented to the Board for acceptance at future meetings. Due to the complexity of this purchase, the transaction will be controlled by an escrow account set up by staff at a local title company. The Agreement is being submitted to the Board for acceptance at this time to allow G &S to commence construction activity once the funds are placed in escrow and building permits have been acquired. The proposed purchase agreement has been submitted to the Board under separate cover. RECOMMENDED BOARD ACTION: Authorize the General Manager and Secretary of the District to execute the Real Property Purchase Agreement with Gonsalves & Santucci, Inc. N: \ENVRSEC \Position Papers \Hernandez R\2006 \PP Agreement w- Gonsalves & Santucci Re Conco 7- 20- 06.doc Page 2 of 6 GONSALVES & SANTUCCI — CCCSD PROPERTY PURCHASE TABLE — LAND VALUES To Gonsalves & Santucci: New Land for Road Widening Additional Access Rights Over Existing Road Sub - surface Utility Easements To CCCSD: Outfall Right of Way M -2 Right of Way Drainage Right of Way Overflow Easement Value of rights to G &S Value of rights to CCCSD $113,297 90,958 29,000 $233,255 $69,936 11,640 100 826 $82,502 Page 3 of 6 w r � $ � .,.� ..'• ;� to Fm f .a-�ir' i -110- q ZIF7 ACCESS EASEMENT ** t • • UPGRADE DD • FOR ROAD S-t- Item 9.a Easement Purchase Agreement with CONCO Cement Curtis Swanson July 20, 2006 Status of CONCO Cement Development Site grading is underway Awaiting approval of building permit Want to start road and utility work in August I Possible Property Rights Exchanges • Upgrade outfall easement to fee title • Increase outfall easement width from 80 to 100 feet • Add increased restrictions to M -2 forcemain easement • Obtain effluent discharge easements across CONCO property Status of Easement Negotiations • CONCO has agreed to road & utility valuation by CCCSD • CCCSD & CONCO have not agreed on CONCO's valuation except for: M -2 easement upgrade ki