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Home My WebLink About8/3/2006 AGENDA BACKUPCentral Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 4.a. CONSENT CALENDAR Type of Action: AUTHORIZE PUBLIC NOTICE Subject. AUTHORIZE A PUBLIC NOTICE TO INDICATE AVAILABILITY OF DOCUMENTATION IN SUPPORT OF THE DISTRICT'S APPROPRIATIONS LIMIT Submitted By. Debbie Ratcliff, Controller Q Initiating Dept. /Div.: Administrative / Finance & Accounting AND RECOMMENDED FOR BOARD ACTION: T t IMF General ISSUE: The Central Contra Costa Sanitary District is required to establish its appropriations limit in accordance with Article XIII B of the California Constitution. RECOMMENDATION: Authorize a public notice advertising that documentation used in the determination of the appropriations limit shall be available fifteen days prior to the Board Meeting to be held on September 7, 2006, at which the appropriations limit for the Sewer Construction Fund for the fiscal year of 2006 -2007 will be established. FINANCIAL IMPACTS: None ALTERNATIVES /CONSIDERATIONS: The appropriations limit can be calculated using the California per capita personal income percentage change of 3.96 or the local assessment roll due to local non - residential construction of 2.7 percent. BACKGROUND: Proposition 4 was approved on November 6, 1979, and was incorporated in the California Constitution as Article XIII B. As amended, Article XIII B imposes a limit on the rate of growth in governmental spending. It limits appropriations of state and local governments to the appropriations of the 1978 -1979 base year adjusted in each subsequent year for changes in the California per capita personal income from the preceding year or the percentage change in the local assessment roll from the preceding year due to the addition of local nonresidential new construction. Article XIII B requires government agencies to establish their appropriations limit by resolution each year at a regularly scheduled meeting. Notice to the public of availability of documentation in support of the appropriations limit must be given fifteen N:\ ADMINSUP \ADMIN \POSPAPER\Authorize Public Notice 08- 03- 06.doc Page 1 of 3 POSITION PAPER Board Meeting Date: August 3, 2006 subject AUTHORIZE A PUBLIC NOTICE TO INDICATE AVAILABILITY OF DOCUMENTATION IN SUPPORT OF THE DISTRICT'S APPROPRIATIONS LIMIT days prior to adoption. The appropriations limit is open to challenge within 45 days of the effective date of the resolution. Methodology: The appropriations limit is increased annually by a factor comprised of the change in population combined with either the change in California per capita personal income or the change in the local assessment roll due to local nonresidential construction. The Board is to select between the per capita personal income or the change in the local assessment roll due to local nonresidential construction by a recorded vote. The change in the local assessment roll for the 2006 -2007 fiscal year has been reported by the County Assessor to be 2.7 percent. The California per capita personal income percentage change is 3.96. The California per capita personal income percentage change is being used in the calculation of the 2006 -2007 appropriations limit since it is the larger of the two (2) factors. Last fiscal year's appropriations limit was calculated to be $62,754,378. The appropriations limit for 2006 -2007 is calculated to be $65,891,846. This limit is set on the District's proceeds of taxes. RECOMMENDED BOARD ACTION: Authorize a public notice advertising that documentation used in the determination of the appropriations limit shall be available fifteen days prior to the Board Meeting to be held on September 7, 2006, at which the appropriations limit for the Sewer Construction Fund (tax revenue plus interest) for the fiscal year of 2006 -2007 will be established. N:\ ADMINSUP \ADMIN \POSPAPER\Authorize Public Notice 08- 03- 06.doc Page 2 of 3 CENTRAL CONTRA COSTA SANITARY DISTRICT PUBLIC NOTICE The Board of Directors of the Central Contra Costa Sanitary District will, at its meeting to be held at the District offices, 5019 Imhoff Place, Martinez, California, at 2 p.m. on September 7, 2006, consider the adoption of the Appropriations Limit for 2006 -2007 in accordance with Article XIII B (Proposition 4) of the State of California Constitution. Documentation in support of the Appropriations Limit is available at the District Offices, 5019 Imhoff Place, Martinez, for review by persons interested in this matter. DATED: Elaine R. Boehme Secretary of the District N:\ ADMINSUP \ADMIN \POSPAPER\Authorize Public Notice 08- 03- 06.doc Page 3 of 3 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 4,b. CQNSE;NT CAUNDAR Type of Action: ADOPT A RESOLUTION subject: ADOPT A RESOLUTION ACCEPTING A GRANT OF EASEMENT FROM C. ERIC LEACH AND EMILY M. LEACH (DISTRICT PROJECT 5759 - PARCEL 1) Submitted By: Initiating DeptJDiv.: Molly Mullin, Engineering Assistant III Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: M. Mullin . Penny C. Swanson A. Fa ell arles . Batts General Manage/ ISSUE: A resolution of the Board of Directors is required to accept and record Grants of Easement. RECOMMENDATION: Adopt a resolution accepting a Grant of Easement, and authorize recording of the easement deed with the Contra Costa County Recorder. FINANCIAL IMPACTS: A fee of $4,000 was paid to the property owners for the easement upgrade. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: The sewer in the easement on the Leach property at 55 Claremont Avenue, Orinda, was pipe -burst in the North Orinda Sewer Renovations Project, Phase 1, District Project 5759 (See Attachment 1). During this project it was discovered that the original sewer pipeline was installed in a subdivision reserve adjacent to the original property line boundary. Subsequently, lots were combined and the former lot line disappeared, so the public sewer now crosses a corner of the Leach parcel. As part of the project, staff obtained an easement from the property owners. RECOMMENDED BOARD ACTION: Adopt a resolution accepting a Grant of Easement from C. Eric Leach and Emily M. Leach, and authorizing staff to record the easement with the Contra Costa County Recorder. WENVRSEMPosition Papers \Mullin\2006 \5759 PP Leach 8- 3- 06.doc 09 B� 0 ORINDA l CL9 T AV ITE � N LOCATION MAP N. T. S. v CCARFMCNT AVE -- -- ACCEPT 55 NEW 5' EASEMENT LEACH 264- 074 -004 LEGEND: .--�— EXISTING SEWER N EASEMENT AREA Central Contra Costa ACCEPT Attachment Sanitary District EASEMENT DP 5759 - PARCEL 1 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 4.c. CONSENT CALENDAR Type of Action: ADOPT RESOLUTIONS subject: ADOPT RESOLUTIONS ACCEPTING A GRANT OF EASEMENT (DISTRICT PROJECT 5759 — PARCEL 8) AND AUTHORIZING EXECUTION OF A QUITCLAIM DEED TO GARY DIETKUS AND MICHELE M. HOLT (31 MARIPOSA LANE, ORINDA, DISTRICT PROJECT 1560 — PARCEL 92) Submitted By: Initiating Dept./Div.: Molly Mullin, Engineering Assistant III Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: Vey- M. Mullin enny wanson A. Farrell . deiV General Manag r 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 payment of $210 was made to the property owners. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: Gary Dietkus and Michele M. Holt, 31 Mariposa Lane, Orinda, cooperated with the District to change the alignment of the public sewer on their property when it was replaced under District Project 5759, North Orinda Sewer Renovation, Phase 1. 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 Gary Dietkus and Michelle M. Holt, on behalf of the District and recording of the documents with the Contra Costa County Recorder. WENVRSEC \Position Papers \Mullin\2006 \PP 5759 -1560 Dietkus 8- 3- 06.doc \Mq,��po Sq k u' �/V 11ZQUITCLAIM DIETKUS EX. EASEMENT 265 -040 -016 N LEGEND: —E NEW SEWER o ao 160 —o- EXISTING SEWER FEET ®� R L24 ORINDA P� SITE 0 n LOCATION MAP .. N.T.S. `ACCEPT N EW 5' EASEMENT u Y Central Contra Costa Attachment Sanitary District ACCEPT /QUITCLAIM EASEMENTS ' DP 5759 — PARCEL 8 1 u DP 1560 — PARCEL 92 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 4.d. CONSENT CALENDAR Type of Action: HUMAN RESOURCES subject: DELETE ONE ENGINEERING ASSISTANT I / II POSITION (G60,$4,425.63 TO G65,$6,038.07) AND REPLACE WITH ONE ENGINEERING ASSISTANT III POSITION (G69, $5,488.58 TO $6,636.66) Submitted By. Initiating Dept /Div.: Kurt Darner Engineering / Environmental Services Supervising Engineering Assistant REVIEWED AND RECOMMENDED FOR BOARD ACTION: K. Darner C. Swanson A. Farrell C. Freitas *hrles . Battsanage ISSUE: Board of Directors' approval is required to delete and add personnel positions. RECOMMENDATION: Delete one Engineering Assistant I / II position (G60, $4,425.63 to G65, $6,038.07) in the Environmental Services Division, and replace with one Engineering Assistant III position (G69, $5,488.58 to $6,636.66). FINANCIAL IMPACTS: The maximum salary and benefits cost increase of the recommended action would be approximately $12,000 per year at current rates. ALTERNATIVES /CONSIDERATIONS: The Board could decline approval of the recommended change in positions. BACKGROUND: The Engineering Environmental Services Division, Plan Review, and Sewer Service Charge Section is currently staffed by two Engineering Assistants III (EA III) and four Engineering Assistants I / II (EA I / 11). Recently two EA I / II positions became vacant, and a review was conducted on the allocation of the Section's workload. EA I / Its are typically assigned to the Permit Counter. One of the two vacant EA I / II positions was recently filled, resulting in three EA I / Its to fully staff the Permit Counter. With regard to the second vacant EA I / 11 position, it has become evident over the past several years that there are sufficient higher -level work activities in the Division to justify converting this vacant position to an EA III position. This position would be responsible for more complex tasks over that of an EA I / 11. This position, along with the other two EA Ills in the Development Services Section, would be available to provide back -up to the Permit Counter when needed. The proposed change in the classification of an EA I / II to an EA III was discussed with the Personnel Committee at its meeting of July 13, 2006. CCCSD Employees Association, Public Employees Union, Local One, and the District met and conferred on this matter. Local One had no objection to this change. N: \ENVRSEC \Position Papers \Darner\PP Elim & Replace EA Position 8- 3- 06.doc Page 1 of 2 POSITION PAPER Board Meeting Date: August 3, 2006 Subject DELETE ONE ENGINEERING ASSISTANT 1 /11 POSITION (G60, $4,425.63 TO G65, $6,038.07) AND REPLACE WITH ONE ENGINEERING ASSISTANT III POSITION (G69, $5,488.58 TO $6,636.66) RECOMMENDED BOARD ACTION: Delete one Engineering Assistant 1 /II position (G60, $4,425.63 to G65, $6,038.07) and replace with one Engineering Assistant III position (G69, $5,488.58 to $6,636.66). N: \ENVRSEC \Position Papers \Darner\PP Elim & Replace EA Position 8- 3- 06.doc Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 4.e. CQNSENT CAUNDAF Type of Action: ADOPT RESOLUTION Subject: ADOPT A RESOLUTION DIRECTING THAT THE 2006 -2007 CHARGES UNDER THE CAPACITY USE PROGRAM BE COLLECTED ON THE COUNTY TAX ROLL Submitted By: Kurt Darner, Supervising Engineering Assistant Initiating Dept./Div.: Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION. um�, �d n_ Qbr K. Darner J. Miyamoto -Mills C. "Swanson A. Farrell General ISSUE: The Board of Directors' authorization by resolution is needed to place charges on the County tax roll. RECOMMENDATION: Adopt a resolution directing that the 2006 -2007 charges under the Capacity Use Program be collected on the County tax roll. FINANCIAL IMPACTS: This action will provide for collection of approximately $130,000 in 2006 -2007 charges from customers participating in the District's Capacity Use Program. ALTERNATIVES /CONSIDERATIONS: Not applicable. BACKGROUND: Certain commercial tenants and commercial property owners have entered into written agreements to participate in the District's Capacity Use Program for payment of Capacity Fees over a fifteen -year period. These businesses are referenced in Exhibit "A" attached to the resolution. A resolution of the Board is needed to place charges under the Capacity Use Program on the appropriate property tax bills. RECOMMENDED BOARD ACTION: Adopt a resolution directing that the 2006 -2007 charges under the Capacity Use Program be collected on the County tax roll. WENVRSEMPosition Papers \Darner\PP 2006 -07 Cap Use 8- 3- 06.doc Page 1 of 3 RESOLUTION NO. A RESOLUTION DIRECTING THAT THE 2006 -2007 CAPACITY USE PROGRAM CHARGES BE COLLECTED ON THE COUNTY TAX ROLL WHEREAS, the Central Contra Costa Sanitary District ( CCCSD) has entered into written agreements with certain commercial tenants and commercial property owners to participate in CCCSD's Capacity Use Program for payment of Capacity Fees; and WHEREAS, the commercial property owners have elected to pay the Capacity Use Program charges in annual installments over a period of fifteen years; and WHEREAS, the CCCSD Code provides that CCCSD may elect to collect current charges on the tax rolls as provided by Section 5470 and following, of the California Health and Safety Code; and WHEREAS, it is considered economical and efficient to collect the Capacity Use Program charges for the 2006 -2007 fiscal year on the County tax roll; NOW, therefore, be it resolved by the Board of Directors of the CCCSD that the 2006 -2007 Capacity Use Program charges for the commercial tenants and commercial property owners as listed in Exhibit "A ", attached hereto and by this reference made a part hereof, are to be collected on the Contra Costa County Tax Roll. Passed and adopted this 3rd day of August, 2006 by the CCCSD Board of Directors by the following vote: AYES: NOES: ABSENT: President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: Secretary of the Central Contra Costa Sanitary District, County of Contra Costa State of California APPROVED AS TO FORM: Kenton L. Alm, District Counsel N: \ENVRSEC \Position Papers \Darner \Cap Use Res Exhibit 8- 3- 06.doc Page 2 of 3 EXHIBIT A CAPACITY USE CUSTOMERS CUSTOMER NAME TACO BELL PHO HOA PHAT LOS PANCHOS RESTAURANT GOLDILOCKS RESTAURANT ROCCO'S PIZZERIA LITTLE DRAGON RESTAURANT FORTUNE CITY RESTARURANT MASSES EPHESUS KEBAB LOUNGE MCCOVEY'S RESTAURANT PYRAMID BREWING COMPANY VA DE VI BISTRO & WINE CAFE VILLAGE CUPBOARD XENIA RESTAURANT PETE'S BRASS RAIL MASALA RESTAURANT BIGHORN GRILL LOS PANCHOS RESTAURANT SPONGES CAR WASH PEARL GARDEN RESTAURANT HOME FOR JEWISH PARENTS BO'S BARBEQUES @ THE FORGE ADDRESS 1215 CONCORD AVENUE, CONCORD 508 CONTRA COSTA BLVD., SPACE #0, PLEASANT HILL 5800 PACHECO BLVD., PACHECO 1050 CONTRA COSTA BLVD., PLEASANT HILL 2909 YGNACIO VALLEY ROAD, WALNUT CREEK 85 CHILPANCINGO PKWY., PLEASANT HILL 6660 ALHAMBRA AVE., MARTINEZ 15 HALTEN COURT, WALNUT CREEK 1321 LOCUST STREET, WALNUT CREEK 1444 N. CALIFORNIA BLVD., WALNUT CREEK 1536 CYPRESS STREET, WALNUT CREEK 1511 MT. DIABLO BLVD., WALNUT CREEK 1842 TICE VALLEY BLVD., WALNUT CREEK 115 ALAMO PLAZA, #A, ALAMO 201 HARTZ AVENUE, DANVILLE 499 SAN RAMON VALLEY BLVD., DANVILLE 2410 SAN RAMON VALLEY BLVD., SAN RAMON 3104 CROW CANYON PLACE, SAN RAMON 2061 CAMINO RAMON, SAN RAMON 2101 CAMINO RAMON, SUITE 100, SAN RAMON 4000 CAMINO TASSAJARA, DANVILLE 3422 MT. DIABLO BLVD., LAFAYETTE NUMERO UNO TAQUERIA 3616 MT. DIABLO BLVD., LAFAYETTE PATISSERIE 31 LAFAYETTE CIRCLE, LAFAYETTE CHOW RESTAURANT 53/55 LAFAYETTE CIRCLE, LAFAYETTE BURGER KING 470 MORAGA ROAD, LAFAYETTE TRANS WORLD BURGERS 4041 ALHAMBRA AVENUE, #101, MARTINEZ N: \ENVRSEC \Position Papers \Darner\Cap Use Res Exhibit A 8- 3- 06.doc Page 3 Of 3 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 4.f. CONSENT CALENDAR Type of Action: APPROVE PROGRAM CONTINUANCE subject: APPROVE CONTINUANCE OF EMPLOYEE COMPUTER HARDWARE PURCHASE ASSISTANCE PROGRAM Submitted By. Initiating Dept./Div.: Mark Greenawalt, IT Administrator Administrative / IT REVIEWED AND RECOMMENDED FOR BOARD ACTION: PM M. Greenawalt D. Ratcl' General ISSUE: Board approval is required for continuance of the District's Employee Computer Hardware Purchase Assistance Program. RECOMMENDATION: Approve the continuance of the Employee Computer Hardware Purchase Assistance Program effective August 3, 2006. FINANCIAL IMPACTS: Currently $11,972 is invested in computer loans to District employees. ALTERNATIVES /CONSIDERATIONS: The Employee Computer Hardware Purchase Assistance Program could be reduced or eliminated, however, this is not recommended by staff. BACKGROUND: The District's Employee Computer Hardware Purchase Assistance Program was initially approved by the Board effective July 1, 1995, with a condition for Board review every two years. In 2003, the Board requested that staff change this to an annual review. Both the employees and the District benefit from this program. On the one hand, the program provides employees with a low cost resource to purchase a home computer. On the other hand, it benefits the District by providing an opportunity for employees to enhance their computer skills. The utilization of computers continues to increase at the District and there are now few staff positions that do not use a computer in some facet of their job; i.e., Maintenance, Operations, Human Resources, Graphics, Accounting and Sewer Service work. Many District employees have taken advantage of this program. The revolving loan fund of $70,000 currently has $11,972 in outstanding loans with a $58,028 balance available for new loans as of June 30, 2006. In the past year, 10 loans have been extended for a total dollar amount of $16,507. The program will continue to operate from the same approved funds and will retain the same basic structure. N: \ADMINSUP\ADMIN \POSPAPERWpprove Employee Computer Purchase Program 08- 03- 06.doc Page 1 of 2 POSITION PAPER Board Meeting Date: August 3, 2006 Subject. APPROVE CONTINUANCE OF EMPLOYEE COMPUTER HARDWARE PURCHASE ASSISTANCE PROGRAM Program Overview The District will charge participants at the LAIF interest rate, and will get the same rate of return as it would if the loan fund were invested rather than extended to employees. • The program will continue to be administered by the Accounting Section. • The minimum loan amount is $600. Only one loan can be outstanding at any time per employee for a maximum of $2,000. • Purchased computers must be compatible with current District standards, and will require the review of the IT Administrator. • Peripherals and software purchased with computers are covered by this program (i.e. printers, disk drives, etc.). As computer systems continue to change in this fast paced industry, employees will want to take advantage of newer technology. Continuing the District's Employee Computer Hardware Purchase Assistance Program would allow employees to take advantage of new technology. It will also allow employees who desire to improve their computer skills and have not taken advantage of this program to do so. Staff recommends that this program be continued and will report to the Board every year via Position Paper. RECOMMENDED BOARD ACTION: Approve the continuance of the Employee Computer Hardware Purchase Assistance Program effective August 3, 2006, for a one - year period. N: \ADMINSUP\ADMIN \POSPAPER\Approve Employee Computer Purchase Program 08- 03- 06.doc Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 4.g. CONSENT CALENDAR Type of Action: HUMAN RESOURCES Subject: AUTHORIZE MEDICAL LEAVE OF ABSENCE WITHOUT PAY FOR GEORGIANA McCLEASE, ADMINISTRATIVE SECRETARY, THROUGH OCTOBER 19, 2006 Submitted By: Initiating Dept /Div.: Ann E. Farrell, Director of Engineering Engineering /Environmental Services Division REVIEWED AND RECOMMENDED FOR BOARD ACTION: _ 0�� A. arrell General ISSUE: The Board of Directors' authorization is required for leave without pay in excess of 30 days. RECOMMENDATION: Authorize medical leave of absence without pay for Georgiana McClease, Administrative Secretary. FINANCIAL IMPACTS: Minimal. ALTERNATIVES /CONSIDERATIONS: Not approve the medical leave of absence without pay. BACKGROUND: Georgiana McClease, Administrative Secretary, has been off work since March 12, 2006, due to a medical condition. Ms. McClease applied for, was granted, and used 12 weeks of Family Medical Leave, as well as the additional 30 -days within staffs authority. Her continued medical leave of absence requires Board of Directors' authorization. RECOMMENDED BOARD ACTION: Authorize medical leave of absence without pay for Georgiana McClease, Administrative Secretary, through October 19, 2006. M \ENVRSEMPosition Papers \Farrell \McClease LOA 8- 3- 06.DOC Page 1 Of 1 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 4.h. CONSENT CALENDAR Type of Action: HUMAN RESOURCES Subject: AUTHORIZE EXTENSION OF MEDICAL LEAVE OF ABSENCE WITHOUT PAY FOR HARRELL DEAN McNEELY, MECHANICAL SUPERVISOR, THROUGH OCTOBER 20, 2006 Submitted By: James M. Kelly Initiating Dept./Div.: operations/ Director of Operations Plant Operations REVIEWED AND RECOMMENDED FOR BOARD ACTION: —D/— o ti Cha4M4aner C. itas Gen ISSUE: Board of Directors' authorization is required for a medical leave of absence without pay in excess of 30 days. RECOMMENDATION: Authorize extension of medical leave of absence without pay for Harrell Dean McNeely, Mechanical Supervisor. FINANCIAL IMPACTS: Minimal ALTERNATIVES /CONSIDERATIONS: Deny extension of medical leave of absence without pay. BACKGROUND: Harrell Dean McNeely, Mechanical Supervisor in the Mechanical Maintenance Shop, has been off of work since August 22, 2005, due to a medical condition. Mr. McNeely applied for, was granted, and used 12 weeks of Family Medical Leave. At past Board meetings, the Board approved Mr. McNeely to be on medical leave of absence without pay until August 22, 2006. We request extending Mr. McNeely's medical leave of absence without pay until October 20, 2006. Mr. McNeely's status will be reviewed at that time, and further Board action will be requested if appropriate. RECOMMENDED BOARD ACTION: Authorize extension of medical leave of absence without pay for Harrell Dean McNeely, Mechanical Supervisor, through October 20, 2006. N: \POSUP \Correspondence \Position Papers\2006 \McNeely -Ext of Leave of Absence- 10- 20- 06.doc Page 1 Of 1 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 6.a. BIDS AND AWARDS Type of Action: AWARD CONSTRUCTION CONTRACT /AUTHORIZE EXECUTION OF CONTRACT DOCUMENTS Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS WITH J. HOWARD ENGINEERING, THE LOWEST RESPONSIVE BIDDER, FOR THE WALNUT CREEK SEWER RENOVATIONS, PHASE 4, DISTRICT PROJECT NO. 5826 Submitted By: Initiating Dept /Div.: Dana Lawson, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: "Ll �0 — (W) t e � �,/f P=) qi�— D. Lawson A ecki A. Farrell General ISSUE: On July 19, 2006, sealed bids were received and opened for the construction of the Walnut Creek Sewer Renovations, Phase 4, District Project No. 5826. The Board of Directors must award the contract or reject bids within 50 days of the bid opening. RECOMMENDATION: Award a construction contract and authorize the General Manager to execute the Contract Documents. FINANCIAL IMPACTS: Approximately $2,931,000, including design, bid price, contingency, and construction management. ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended. BACKGROUND: The District's over 1,500 -mile collection system has pipe segments that range in age from new to over 100 years. Some of the pipe segments are at or near the end of their useful life as evidenced by their need for frequent maintenance, high rate of infiltration, and /or threat of structural collapse. In 1991, the District implemented a sewer renovation program. Since that time, an annual allowance for this program has been included in the Capital Improvement Budget and Plan. The Collection System Renovation Program is an ongoing series of projects. The Walnut Creek Sewer Renovations, Phase 4, will renovate 7,900 lineal feet of 6 -inch sewer lines (see Attachment 1 for map). The majority of the work is within easements and will involve close cooperation with customers for site access and restoration. NAPESUP \Cbradley \Position Papers\2006\August \5826 -Award Constr Contract.doc Page 1 of 5 POSITION PAPER Board Meeting Date: August 3, 2006 Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS WITH J. HOWARD ENGINEERING, THE LOWEST RESPONSIVE BIDDER, FOR THE WALNUT CREEK SEWER RENOVATIONS, PHASE 4, DISTRICT PROJECT NO. 5826 District staff prepared the plans and specifications for the project. The Engineer's estimate for construction of Walnut Creek Sewer Renovations, Phase 4, is $1,900,000. This project was advertised on June 29 and July 5. Three (3) sealed bids ranging from $2,059,154 to $2,181,105 were received and publicly opened on July 19. The Engineering Department conducted a technical and commercial review of the bids and determined that J. Howard Engineering is the lowest responsive bidder with a bid amount of $2,059,154. Bids reflect slightly higher costs than the Engineer's estimate due to rising fuel and material costs. A summary of bids received is shown in Attachment 2. The District will administer the construction contract and will provide contract administration, inspection, survey, office engineering, and submittal review. The funds required to complete this project, as shown in Attachment 3, are $2,690,000. The total cost of Walnut Creek Sewer Renovations, Phase 4, is anticipated to be $2,931,000. This project is included in the fiscal year 2006 -2007 Capital Improvement Budget (CIB) on pages CS -29 and -30. Staff has conducted a cash flow analysis of the Collection System Program authorization and concluded that adequate funds are available for this project. At its September 15, 2005, meeting, the CCCSD Board of Directors independently found that this project is exempt from the California Quality Act (CEQA) under CCCSD CEQA Guidelines Section 15301 since it involves only alterations to existing sewer facilities with negligible or no expansion of capacity. A Notice of Exemption was filed with the County Clerk on October 5, 2005. RECOMMENDED BOARD ACTION: Award a construction contract in the amount of $2,059,154 for the construction of the Walnut Creek Sewer Renovations, Phase 4, District Project No. 5826, to J. Howard Engineering, the lowest responsive bidder, and authorize the General Manager to execute the Contract Documents. NAPESUP\Cbradley \Position Papers\2006\August \5826 -Award Constr Contract.doc Page 2 of 5 0 24W FM �� SEWER RENOVATION Central Contra Costa Drawing No, Sanitary District WALNUT CREEK SEWER RENOVATION "; M' PHASE 4 - CCCSD No. 5826 - I LOCATION MAP Page 3 of 5 ATTACHMENT 2 WALNUT CREEK SEWER RENOVATIONS, PHASE 4 DISTRICT PROJECT NO. 5826 SUMMARY OF BIDS PROJECT NO. 5826 DATE: July 19, 2006 PROJECT NAME: Walnut Creek Sewer Renovations, Phase 4 LOCATION: Walnut Creek, California ENGINEER EST.: $1,900,000 No BIDDER BID PRICE Name & address 1 J. Howard Engineering, Inc. $2,059,154 1325 Howard Avenue #265 Burlingame, CA 94010 -4212 650- 375 -8314 2 KJ Woods Construction $2,138,000 2625 Judah Street, Unit 2 San Francisco, CA 94122 415- 759 -0506 3 D'Arcy & Hart Construction, Inc. $2,181,105 1300 Carroll Avenue San Francisco, CA 94124 415- 822 -5200 BIDS OPENED BY /s/ Elaine Boehme DATE July 19, 2006 SHEET NO. 1 OF 1 NAPESUP \Cbradley \Position Papers\2006\August \5826 -Award Constr Contract.doc Page 4 of 5 ATTACHMENT 3 WALNUT CREEK SEWER RENOVATIONS, PHASE 4 DISTRICT PROJECT NO. 5826 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 - Construction Inspection - Design Engineer - Survey - Record Drawings - Community Relations SUBTOTAL b. Consultants - Materials Testing - Arborist 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 $2,059,154 $310,846 $25,000 $2,395,000 $50,000 $150,000 $15,000 $25,000 $5,000 $25,000 $270,000 $20,000 $5,000 $25,000 $295,000 $2,690,000 $241,000 $536,000 $2,931,000 $241,000 $2,690,000 NAPESUP\Cbradley \Position Papers\2006\August \5826 -Award Constr Contract.doc Page 5 of 5 100%1 11 %1 1% 12% 112% 10% 22% 122% Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 6.b. BIDS AND AWARDS Type of Action: AWARD CONSTRUCTION CONTRACT /AUTHORIZE EXECUTION OF CONTRACT DOCUMENTS subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS WITH WILLIAM P. YOUNG CONSTRUCTION, APPROVE AN AMENDMENT TO THE AGREEMENT WITH RBF CONSULTING FOR THE CSOD CALTRANS LEASE AREA AND SITE IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 8215 Submitted By: Initiating Dept. /Div.: Alex Rozul, Senior Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: 'V l N. Molina A. Roza . ilecki A. Farre I General ISSUE: On July 21, 2006, sealed bids were received and opened for the construction of the CSOD Caltrans Lease Area and Site Improvements, District Project No. 8215. The Board of Directors must award the contract or reject bids within 50 days of the bid opening. Board authorization is required for the General Manager to execute an amendment to a professional engineering services agreement which exceeds staff authority. RECOMMENDATION: Award a construction contract and authorize the General Manager to execute the Contract Documents and authorize a professional services agreement. FINANCIAL IMPACTS: Approximately $1,286,480 including design, bid price, contingency, and construction management. ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended. BACKGROUND: The CSOD Alternatives Analysis (November 2004) identified the desirability of leasing and developing the adjacent Caltrans parcel located underneath the freeway overpass to increase yard space and improve vehicle circulation. The Caltrans Lease area construction will include a vehicle washdown station, paving and grading, and landscaping. The CSOD Existing Structures Assessment (August 2004) found that the Ducca House was in need of extensive repairs and should be demolished. District staff currently using the Ducca House would be relocated to the main CSOD administration and crew building. A geotechnical engineering investigation completed in February 2006 determined that the large retaining wall next to the freeway is failing and must be replaced. The existing retaining wall will be demolished and a new cantilever retaining wall will be constructed. NAPESUP \Cbradley \Position Papers\2006\August \8215 -Award Constr Contract.doc Page 1 of 5 POSITION PAPER Board Meeting Date: August 3, 2006 subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS WITH WILLIAM P. YOUNG CONSTRUCTION, APPROVE AN AMENDMENT TO THE AGREEMENT WITH RBF CONSULTING FOR THE CSOD CALTRANS LEASE AREA AND SITE IMPROVEMENTS PROJECT, DISTRICT PROJECT NO. 8215 RBF Consulting prepared the plans and specifications for the project. The Engineer's estimate for construction of the CSOD Caltrans Lease Area and Site Improvements is $750,000. This project was advertised on June 30 and July 5, 2006. Five (5) sealed bids ranging from $832,900 to $1,686,634 were received and publicly opened on July 21, 2006, The Engineering Department conducted a technical and commercial review of the bids and determined that William P. Young Construction is the lowest responsive bidder with a bid amount of $832,900. Bids reflect slightly higher costs than the Engineer's estimate due to rising fuel and material costs. A summary of bids received is shown in Attachment 2. The District will administer the construction contract and will provide contract administration, inspection, survey, office engineering, and submittal review. RBF Consulting prepared the plans and specifications for the project. Due to their satisfactory performance and knowledge of the project, staff recommends amending the existing contract with RBF Consulting to include engineering services during construction in an amount not to exceed $18,000, bringing the total contract amount with RBF to $86,000. The funds required to complete this project, as shown in Attachment 3, are $1,136,480. The total cost of CSOD Caltrans Lease Area and Site Improvements is anticipated to be $1,286,480. This project is included in the fiscal year 2006 -2007 Capital Improvement Budget (CIB) on pages G113 through G114. Staff has conducted a cash flow analysis of the General Improvements Program authorization and concluded that adequate funds are available for this project. At its March 16, 2005 meeting, the District Board of Directors approved the CSOD Caltrans Lease Area and Site Improvements Project and independently found that this project was exempt from the California Environmental Quality Act (CEQA). Subsequently, a Notice of Exemption was filed in compliance with the California Environmental Quality Act (CEQA). Subsequently, a Notice of Exemption was filed with the County Clerk on March 17, 2006. RECOMMENDED BOARD ACTION: Award a construction contract in the amount of $832, 900 for the construction of the CSOD Caltrans Lease Area and Site Improvements, District Project No. 8215, to William P. Young Construction, the lowest responsive bidder, and authorize the General Manager to execute the Contract Documents. Authorize the General Manager to execute an amendment to the professional services agreement for $18,000 with RBF Consulting. NAPESUP\Cbradley \Position Papers\2006\August \8215 -Award Constr Contract.doc Page 2 of 5 DUCCA • �"' ',•• HOUSE CDEMOLISH) xe % RETAINING WALL (REPLACE) •' MIDDLE VA MO : 40 f N ' CALTRANS LEASE PARCEL � � .IIILDINO ,p o czo 6141 11000"� 000so i p/�IK1NO /" , ...��► o —„ - ` PIIOPKIITY LINK O , t►� .M..�a�� ■uuuu■ CALTIIANS LKASK T BOUNDARY 0A CAMINO DIASLO CSOD CALTRANS LEASE AREA AND SITE IMPROVEMENTS PROJECTv DP021 S a ATTACHMENT 1 Page 3 of 5 ATTACHMENT 2 CSOD CALTRANS LEASE AREA AND SITE IMPROVEMENTS DISTRICT PROJECT NO. 8215 SUMMARY OF BIDS Project No.: 8215 Date: July 21, 2006 Project Name: CSOD Caltrans Lease Area and Site Improvements Location: Walnut Creek, CA Engineer's Est.: $750,000 No BIDDER BID PRICE (Name & address) William P. Young Construction 1 1777 Neptune Drive $832,900 San Leandro, CA 94577 -3126 Power Engineering Contractors 2 1501 Viking Street, Suite 200 $1,063,000 Alameda, CA 94501 -5017 Ghilotti Bros., Inc. 3 525 Jacoby Street $1,077,752 San Rafael, CA 94901 Engineered Soil Repairs, Inc. 4 1267 Springbrook Road $1,104,799 Walnut Creek, CA 94597 -3916 Evans Brothers Inc. 5 7589 National Drive $1,686,634 Livermore, CA 94550 -8803 6 BIDS OPENED BY /s/ Elaine Boehme DATE July 21, 2006 SHEET NO. 1 OF 1 NAPESUP\Cbradley \Position Papers\2006\August \8215 -Award Constr Contract.doc Page 4 of 5 ATTACHMENT 3 CSOD CALTRANS LEASE AREA AND SITE IMPROVEMENTS DISTRICT PROJECT NO. 8215 POST -BID / PRECONSTRUCTION ESTIMATE No. Item Description Amount Percent of Estimated Construction Cost 1 CONSTRUCTION a. Construction Contract $832,900 b. Contingency at 20% $166,580 c. Permits $5,000 TOTAL CONSTRUCTION $1,004,480 100% 2 CONSTRUCTION MANAGEMENT a. District Forces - Contract Administration /Design $35,000 3% - Construction Inspection $85,000 8% - Survey $5,000 <1% - Public Relations $1,500 <1% - Record Drawings $1,500 <1% SUBTOTAL $128,000 13% b. Consultants - Construction Support Services - RBF $18,000 2% - Construction Support Services - Arborist $1,000 <1% - Construction Support Services - Geotechnical $5,000 <1% - Construction Support Services - Materials Testing $20,000 2% SUBTOTAL $44,000 4% TOTAL CONSTRUCTION MANAGEMENT $172,000 17% 3 TOTAL CONSTRUCTION PHASE COST $1,176,480 117% 4 TOTAL PREBID EXPENDITURES - Planning, Design, and Permitting $110,000 11% SUBTOTAL $110,000 11% 5 TOTAL DESIGN AND CONSTRUCTION MANAGEMENT COST $1,286,480 128% 6 TOTAL ESTIMATED PROJECT COST $1,286,480 128% 7 FUNDS AUTHORIZED TO DATE $150,000 8 ADDITIONAL ALLOCATION NEEDED TO COMPLETE $1,136,480 CONSTRUCTION NAPESUP\Cbradley \Position Papers\2006\August \8215 -Award Constr Contract.doc Page 5 of 5 6.b and 8.c Agenda • Caltrans Lease Agreement • Scope of Construction Project • Bid Results • Construction Schedule • Recommendations Caltrans Lease Agreement • Property used for improved vehicle circulation, parking, and open storage • $3,800 per month with 3% annual increases • Rent reevaluated every 5 years and adjusted to hair market v'aiue • 10 year lease with 3 -5 year options • Caltrans may occupy the property to construct an approved & funded transportation project � � a (REPLACEY � u L r IL �h r EXIS 6 a'" JI N 2 Scope of Project • Replace failing retaining wall • Grade and pave Caltrans lease area -New landscaping and fence - Stormceptor installation to comply with NPDES • Demolish Ducca house Bid Results N Engineer's Estimate $7501000 1 William P Young Construction $832,900 2 Power Engineering Contractors $1,063,000 3 Ghilotti Brothers Contractors $1,077,752 4 Engineered Soil Repairs $11104,799 5 Evans Brothers Inc. $1,686,634 N Construction Schedule Start: End of August 2006 Complete: End of November 2006 Recommendations Authorize General Manager to Execute Long Term Lease with Caltrans for Property Adjacent to CSO in Walnut Creek Award Contract to William P Young Construction, Inc and Approve Amendment to Agreement with RBF Consulting for the CSOD Caltrans Lease Area and Site Improvements 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 8.a. ENGINEERING Type of Action: AUTHORIZE AGREEMENT Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH RMC WATER AND ENVIRONMENT TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR THE PRE - DESIGN OF THE PRIMARY SEDIMENTATION TANKS EXPANSION PROJECT, DISTRICT PROJECT 7264 Submitted By: Initiating Dept./Div.: Nathan Hodges Engineering / Capital Projects Assistant Engineer REVIEWED AND RECOMMENDED FOR BOARD ACTION: B 7( - N. Hodges A. Antkowiak B. Than A. Farrel harles . Ba General Mana er ISSUE: Board of Directors' authorization is required for the General Manager to execute professional engineering services contracts for amounts greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute an agreement with RMC Water and Environment (RMC) to provide pre- design services for the Primary Sedimentation Tanks Expansion Project, District Project 7264, in the amount of $350,000. FINANCIAL IMPACTS: The pre- design cost for this project, including District staff time will be approximately $400,000. A detailed estimate of the construction cost will be prepared during the final design of the project. ALTERNATIVES /CONSIDERATIONS: An alternative would be to design the project in- house. However, this project requires specialized expertise. BACKGROUND: The primary sedimentation tanks are very highly loaded during wet weather conditions and provide very little solids removal. If a unit needs to be taken out of service during wet weather, operations would be severely compromised and discharge of untreated sewage to the ponds would be likely. To address this issue, the primary sedimentation tank wet weather capacity will be increased by adding two tanks to the existing four. The additional tanks will also increase maintenance flexibility during both wet and dry weather periods. In addition, NAPESUMPosition Papers \Hodges \7264 RMC selection.doc Page 1 of 2 POSITION PAPER Board Meeting Date: August 3, 2006 subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH RMC WATER AND ENVIRONMENT TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR THE PRE - DESIGN OF THE PRIMARY SEDIMENTATION TANKS EXPANSION PROJECT, DISTRICT PROJECT 7264 this project will include needed improvements to the grit removal system, pre- aeration tanks and the existing primary sedimentation tanks. A very preliminary cost estimate for the total project, including construction, is in the range of $15 to $20 million. District staff requested statements of qualification (SOQ's) from 22 firms. Five SOQ's were received and of these, four were short- listed. Of the four short listed firms, three elected to submit proposals. After reviewing the detailed proposals and holding interviews with the three remaining project teams, the team proposed by RMC was considered the best fit based on their comprehensive approach, which addressed all aspects of the project, including geotechnical, electrical & instrumentation, hydraulics as well as process design. Therefore, staff recommends selecting RMC for this work. Staff has negotiated an agreement with RMC in an amount not to exceed $350,000 for the pre- design. The pre- design effort will establish a detailed scope of work for the final design. At that time staff will return to the Board with request for approval of a consulting agreement for the final design. The Primary Sedimentation Tanks Expansion Project is included in the Fiscal Year 2006 -07 Capital Improvement Budget, pages TP -109 through TP -110. The pre- design for the project will start this summer and should be completed by Spring 2007. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under CCCSD CEQA Guidelines Section 15061(b)(3), since it can be "seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment." This certainty is based on the limited extent of treatment plant site alteration proposed, the obscurity of the site location, and the need to accommodate only additional wet weather wastewater flow (sufficient dry weather flow capacity exists). 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 Engineering Services Agreement with RMC Water and Environment in the amount of $350,000, for the pre- design of the Primary Sedimentation Tanks Expansion Project, District Project 7264. NAPESUP \Position Papers \Hodges \7264 RMC selection.doc Page 2 of 2 Central Contra Costa Sanitary District 144" ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 8.b. ENGINEERING Type of Action: AUTHORIZE AGREEMENT subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH CAROLLO ENGINEERS TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR THE DESIGN OF THE A -LINE RELIEF INTERCEPTOR PHASE 2A, DISTRICT PROJECT 5980 Submitted By: Initiating Dept✓Div.: Alex Rozul, Senior Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION. A. R ul ecki A. Farr General ISSUE: The Board of Director's authorization is required for the General Manager to execute professional engineering services contracts for amounts greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute an agreement with Carollo Engineers to provide design services for the A -Line Relief Interceptor Project, District Project 5980, in the amount of $1,040,000. FINANCIAL IMPACTS: The estimated design cost for this project, including District staff, is $1,040,000. The total project cost is expected to be in the range of $12,000,000 to $15,000,000 and includes the design and construction of a gravity feed connection for the City of Concord sewage pump station. The City of Concord will reimburse the District in accordance with the previously approved Joint Powers Agreement (JPA). A detailed estimate of the construction cost will be completed after the project design. When the construction scope of work and estimate are available, a budget for the engineering services during construction will be negotiated with Carollo Engineers. ALTERNATIVES /CONSIDERATIONS: An alternative would be to design the project using in- house engineering. This project requires specialized expertise, which is not available at the District at this time. BACKGROUND: The District's 1986 Collection System Master Plan identified the need for the A -Line Interceptors to have additional capacity to handle future peak wet - weather flows. A facilities plan, which included a routing study and an Environmental Impact Report (EIR), was completed, and the Board certified the EIR on October 2, 1991. The A -Line Relief Interceptor Phase 1 was completed in January 1995 and extends from the District's Treatment Plant to a point within the Buchanan Field Golf Course. A predesign report was completed in February 2003 to refine the alignment of the remainder of the A -Line Relief Interceptor for right -of -way acquisition and coordination with other public work projects. NAPESUMCbradley \Position Papers\2006\August \5980 - Consultant Agreement.doc Page 1 of 3 POSITION PAPER Board Meeting Date: August 3, 2006 subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH CAROLLO ENGINEERS TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR THE DESIGN OF THE A -LINE RELIEF INTERCEPTOR PHASE 2A, DISTRICT PROJECT 5980 Phase 2A will extend the Relief Interceptor to Meridian Park Boulevard and Galaxy Way in Concord. The project will also include a new gravity feed connection from the Concord Pumping Station, allowing the City of Concord to eliminate the pump station. In addition, the project will extend the reclaimed water main to future customers within the commercial area bounded by Concord Avenue, Interstate Highway 680, and the Walnut Creek Channel. An extensive design consultant selection process was conducted. Consultants were invited to submit Statements of Qualification (SOQ) for the project, and four (4) SOQs were received. A consultant selection committee that consisted of District Engineering staff and the City of Concord Public Works Director was formed and reviewed the SOQs. The three most qualified consultants, Montgomery Watson Harza, Brown and Caldwell, and Carollo Engineers, were sent Requests for Proposals (RFPs). The committee reviewed the written proposals and conducted formal interviews in May 2006. Carollo Engineers was selected to design this project based on their project team qualifications, experience designing large diameter sewers, and their thorough understanding of the complexities involved with tunneling projects. Staff has negotiated an agreement with Carollo Engineers in an amount not to exceed $1,040,000. Staff has concluded that the design agreement with Carollo Engineers is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15262 since it involves design tasks for possible future actions which the District has not approved, adopted, or funded, and the outcome of these tasks will not have a legally binding effect on later activities. Approval of this agreement will establish the Board of Directors' independent finding that this agreement is exempt from CEQA. Although an EIR was previously prepared for the A -Line Relief Interceptor Project, the potential for a changed project or new environmental circumstances may warrant an environmental evaluation by the District for any capital project that is proposed. Additionally, the City of Concord will need to approve CEQA documentation for the gravity feed connection from its sewage pump station. The A -Line Relief interceptor, Phase 2A Project, is included in the fiscal year 2006 -07 Capital Improvement Budget, pages 99 through 101. Staff will advise the Board of the project's cost when the engineer's estimate is completed as part of the project construction bid. The design will start this month and will be completed by March 2007. Following the bidding and awarding processes, construction of the A -Line Relief Interceptor will commence in spring 2007. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an agreement with Carollo Engineers in the amount of $1,040,000 for the design of the A -Line Relief Interceptor Phase 2A, District Project 5980. NAPESUP\Cbradley \Position Papers\2006\August \5980 - Consultant Agreement.doc Page 2 of 3 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 8.C. ENQINEERINQ Type of Action: AUTHORIZE PROPERTY LEASE subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A LONG -TERM LEASE WITH CALTRANS FOR THE USE OF PROPERTY LOCATED ADJACENT TO CSO IN WALNUT CREEK FOR CREW VEHICLE PARKING AND STORAGE Submitted By: Initiating Dept./Div.: Don Berger, Associate Engineer Engineering / Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: c-hI-V 8( el,_ U ft- v�— D. BYrger Schmidt C. wanson v A. ell Charle General M ISSUE: Board approval is required to enter into long -term property leases. RECOMMENDATION: Authorize the General Manager to execute a long -term lease with Caltrans for property located adjacent to the Collection System Operations Department corporation yard in Walnut Creek underneath the freeway overpass. FINANCIAL IMPACTS: The lease payments are $3,800 per month. ALTERNATIVES /CONSIDERATIONS: The Board could direct staff to reject the lease and not pursue the property or continue to negotiate with Caltrans for a lower lease payment. This is not recommended because: 1) the District needs to lease the property now in order to proceed with construction of the crew vehicle parking and storage area and 2) the District's real property consultant, David Deutscher, has evaluated the proposed lease price and determined that it is comparable to rents for similar properties in the Walnut Creek area. BACKGROUND: The CSOD Alternatives Analysis (November 2004) identified the desirability of leasing and developing the adjacent Caltrans parcel located underneath the freeway overpass to increase yard space and improve vehicle circulation. The additional space would be used primarily for CSO crew vehicle parking and storage. In March 2006, the District retained RBF Consulting to design the proposed improvements to the Caltrans parcel. Staff has prepared a separate position paper for this Board meeting recommending award of a construction contract for the Caltrans lease area improvements, new retaining wall, and demolition of the Ducca house. N: \ENVRSEC \Position Papers \Berger\PP Caltrans CSO Lease Agreement 8- 3- 06.doc Page 1 of 3 POSITION PAPER Board Meeting Date: August 3, 2006 subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A LONG -TERM LEASE WITH CALTRANS FOR THE USE OF PROPERTY LOCATED ADJACENT TO CSO IN WALNUT CREEK FOR CREW VEHICLE PARKING AND STORAGE The terms of the Caltrans lease are as follows: 1. $3,800 per month lease rent. 2. Three percent annual increase. 3. Rent to be reevaluated every 5 years and adjusted to fair market rent. 4. Initial 10 -year lease term with the option for the District to extend for up to three additional five -year terms. A new lease would need to be negotiated at the end of the 25 years if the District elects to continue using the property. 5. Use of the property will be for parking and open storage. 6. The Landlord may occupy the property within 180 days if an approved and funded transportation project requiring the site is to be constructed. It should be noted that there is some risk associated with constructing on leased property. The value of the improvements will be approximately $235,000. If a new lease cannot be negotiated in year 2025 or if the property is needed for a transportation project, this investment would be forfeited. District staff believes this risk is acceptable, given that the land is not accessible except through the District property so another use /tenant is unlikely, and the Caltrans interchange above the property has just recently been improved. The lease area is shown in Attachment 1. At its March 16, 2006 meeting, the District Board of Directors approved the CSOD Caltrans Lease Area and Site Improvements Project (DP 8215), and independently found that this project was exempt from the California Environmental Quality Act (CEQA). Subsequently, a Notice of Exemption was filed with the County Clerk on March 17, 2006. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a long -term lease with Caltrans for property located adjacent to the Collection System Operations Department corporation yard in Walnut Creek underneath the freeway overpass. WENVRSEC \Position Papers \Berger\PP Caltrans CSO Lease Agreement 8- 3- 06.doc Page 2 of 3 tll '0 a t g m a 0 0 x a 0 D 0 PARIKINO ,/- DUCCA BLDG / MIDDLE YARD '�0 1,_ �e C A M I N O D I A B L O CALTRANS LEASE PARCEL CCOSD PROPERTY LINE ■uuuu■ CA .TRANS LEASE BOUNDARY CSOD CALTRANS LEASE AREA o s m xa 30 eo ATTACHMENT 1 Page 3 of 3 I �P '�0 1,_ �e C A M I N O D I A B L O CALTRANS LEASE PARCEL CCOSD PROPERTY LINE ■uuuu■ CA .TRANS LEASE BOUNDARY CSOD CALTRANS LEASE AREA o s m xa 30 eo ATTACHMENT 1 Page 3 of 3 4kkCentral Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.:8.d. ENGINEERING Type of Action: APPROVE FINANCING PROGRAM subject: APPROVE THE CONCEPT OF AN ALHAMBRA VALLEY SEWER FINANCING PROGRAM Submitted By: Curtis W. Swanson Environmental Services Division Manager REVIEWED AND RECOMMENDED FOR BOARD ACTION: /' c rfv� • Swanson 9.FarrA Initiating Dept /Div.: Engineering / Environmental Services Charles General ISSUE: Board approval is required to establish a program to finance construction of neighborhood public main sewers and trunk sewer connections in Alhambra Valley. RECOMMENDATION: Approve the concept of an Alhambra Valley Sewer Financing Program, and direct staff to develop program details for future Board consideration. FINANCIAL IMPACTS: Other than staff time, there are no costs to prepare the financing program. The cost of implementing the program will depend on its features and the level of participation. Such a program, however, would be designed to recoup its costs (plus interest if multi -year financing is offered). ALTERNATIVES /CONSIDERATIONS: Some details of the staff - proposed financing program, such as the length of the payback period, and the source of funds have alternatives that will be investigated and discussed with the Board as the program details are developed. BACKGROUND: The District has planned to provide wastewater utility service to Alhambra Valley for several years. At its June 6, 2006 meeting, the Board of Directors took the first step toward annexing much of the valley, and also awarded a contract for construction of the Alhambra Valley Trunk Sewer Phase 1 project. About 70 properties are directly adjacent to the trunk sewer alignment and will be able to connect directly to it, however, more than 250 other properties in Alhambra Valley would need to extend public main sewers off the trunk sewer into their neighborhoods. Many Alhambra Valley property owners have expressed interest in a District - sponsored sewer financing program. The property owners are concerned that the cost of obtaining sewer service will be prohibitive. A District financing program, secured by highly reliable property tax roll payments, would make greater participation more likely. Greater participation would speed the District's recovery of funds expended for the trunk sewer. N: \ENVRSEC \Position Papers \Swanson\2006 \PP Alhambra Valley Sewer Financing Program 8- 3- 06.doc Page 1 of 4 POSITION PAPER Board Meeting Date: August 3, 2006 subject: APPROVE THE CONCEPT OF AN ALHAMBRA VALLEY SEWER FINANCING PROGRAM In June and July 2006, the Board of Directors was briefed about issues to be considered regarding a financing program. Currently, staff estimates that the portion of the cost to connect a home to the new system that might be financed could be as much as $40,000. This is higher than was originally estimated due, in part, to higher construction costs resulting from the current bidding climate. For this reason, a District - sponsored financing program may be needed to make connection feasible for the largest number of property owners. Staff requests that the Board approve the concept of an Alhambra Valley Sewer Financing Program so that staff can inform valley residents and begin work on defining the various elements of the program. A preliminary program definition is contained in Attachment 1. Some elements of the program may be modified as additional information is developed and discussed with the Board. On July 24, 2006, letters were mailed to the property owners in the Alhambra Valley informing them that the Board would consider this matter at its August 3, 2006 regular meeting. RECOMMENDED BOARD ACTION: Approve the concept of an Alhambra Valley Sewer Financing Program, and direct staff to develop program details for future Board consideration. WENVRSEMPosition Papers \Swanson\2006 \PP Alhambra Valley Sewer Financing Program 8- 3- 06.doc Page 2 of 4 ATTACHMENT 1 Preliminary Alhambra Valley Sewer Financing Program Definition 1. Proceed to establish a sewer financing program for both direct connections and the extension of neighborhood sewer mains in the Alhambra Valley using assessment districts based on a contractual assessment process. For practical administrative purposes, there would be multiple districts, one for the trunk sewer direct connectors, and one for each of the neighborhoods that chooses to construct a main sewer connecting to the trunk. Participants will sign a contract with the District, agreeing to pay back funds loaned by the District to cover the design and construction of infrastructure. 2. The source of funds to cover these assessment district costs could be District reserves with an interest rate based on the Local Agency Investment Fund (LAIF) rate plus 1 % with a minimum interest rate of 6 %. The use of District funds will be evaluated by staff as part of the Board Financial Workshop process to determine its impact on future rate increases. If this impact is viewed to be unacceptable, other funding options, such as bank loans or bonds, will be proposed and brought back to the Board for discussion and resolution. 3. The obligation to pay assessments would be recorded as a lien against the property. Participants would be given the option to pay off their assessment within one month of the assessment being recorded or allowed to amortize the debt through payments on their property tax bills. 4. The amortization period for paying back funds to the District would be 15 years with no interest penalty for early payoff. Other amortization periods could also be considered, such as 10 years or 20 years. 5. The proposed financing program would be offered on a limited time basis. Direct connectors would have about one year from completion of the trunk sewer to apply for financing. Property owners in neighborhoods building main extensions would have about three years. 6. Each assessment district would offer financing for the following property owners' costs: A. Direct connector's share of the cost of the trunk sewer. B. Indirect connector's share of the costs of the trunk sewer. C. Side street main extension design and construction costs, including the portion of the private lateral sewer located in the street. D. District's capacity fee. The cost of installing the private building sewer on a participant's property, abandoning an existing septic tank, and other District fees would be specifically excluded from CAD financing. NAENVRSEMPosition Papers \Swanson\2006\Attachment 1 to PP AV Financing Program 8- 3- 06.doc Page 3 of 4 7. The Board has various options for collecting the costs over time. One would be for the initial participants to divide the total initial cost of the neighborhood sewer extensions and the trunk sewer. Using this approach, the smaller the number of initial participants, the higher their cost. This approach could be problematic in that, if participation was not adequate the costs could become prohibitive for all participants. Alternatively, the District could initially cover the costs for non- participants until the time in the future when they choose to connect. Using this approach, the cost per participant would be the same (except for accrued interest) regardless of how many residents choose to participate initially. If this second approach were used, staff believes that the ability to connect would be greater, the number of participants larger, and the cost recovery for the project expedited. 8. The initial boundaries for eligibility for the financing program would match the properties included in the Board of Directors' recent Resolution of Application to LAFCO to annex much of Alhambra Valley. If the Board, at a future date, wishes to expand the financing program, the expansion of eligibility boundaries for additional financing would require the approval of additional annexations by the Board of Directors and LAFCO. 9. This financing program should not be considered precedent setting for other parts of the District service area. In part because nowhere else is the District constructing a collection system project similar to the Alhambra Valley Trunk Sewer. This financing program is being used to facilitate reimbursing the District for constructing a trunk sewer intended to serve a specific, currently unsewered area. Assessment District Total Potential Costs The current estimate of the total cost of facilities and capacity fees that could be financed is listed in the following table: FACILITIES OR FEES TO BE FINANCED TOTAL AMOUNT Trunk Sewer $4,000,000 Main Extensions $2,900,000 Capacity Fees $1,400,000 Total $8,300,000 N: \ENVRSEC \Position Papers \Swanson\2006Wttachment 1 to PP AV Financing Program 8- 3- 06.doc Page 4 of 4 Alhambra Valley Sewer Financing Program Curtis Swanson Environmental Services Division Manager August 3, 2006 Need for Financing Program • Sewer needed to protect public health & environment in Alhambra Valley. • Current trunk sewer project cost estimated at $4,000,000. • Expansion of sewer into neighborhoods will require major private expenditures. • Neighborhoods have asked for CCCSD support because of high cost. 1 Need for Financing Program • Connection expenses for individual residents - $36,000 to $45,000 per home. • Reimbursement for trunk sewer project costs would be sooner with greater participation. Typical Homeowner Sewer Costs Cost Item Direct Connector Indirect Connector Trunk Sewer $23,000 $ 9,000 Main Sewer $ 0 $14,000 Capacity Fee, etc $ 6,000 $ 6,000 Lateral Sewer, etc. $ 8,000 $ 8,000 Total $ 37,000 $ 37,000 K Trunk Sewer Project Cost Recovery Connection Number Amount Total Direct 70 $23,000 $1,610,000 Indirect 250 $ 9,000 $ 2,250,000 (Incremental Capacity) Developer 1 ! $ 400,000 Total - $4,000,000 Proposed Alhambra Valley Assessment District Program • Voluntary assessment districts based on contractual assessment process • Separate districts for direct connectors & neighborhood projects • Program would be limited to 3 years, unless extended by Board 3 Proposed Alhambra Valley Assessment District Program • Funds could come from CCCSD reserves or bank loan • Loan period: 15 years • Interest Rate: LAIF rate or bank rate plus 1% administration fee • Minimum fixed interest rate of 6% • Payments collected on annual tax bill Loan Repayment Options ■ Homeowner cost - $37,000 at 6% ■ Annual Payments: $4,950 for 10 years $3,750 for 15 years $3,200 for 20 years 0 Costs Eligible for Financing .., v... � x.�.:. �zx-., PN 3 r : -a.� k`�;v...h..wvRA••.Nye�.:. :� i.m�..v....n ■ Share of the District trunk sewer cost ■ Sewer main extension costs to neighborhoods ■ Lower lateral sewer ■ CCCSD capacity fee Next Steps • Board considers staff report • Public & residents' comments • Board conceptually approves a financing program • Direct staff to develop policy, criteria, & procedures for Alhambra Valley financing program for future Board approval 5 46 1 Central Contra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 3, 2006 No.: 8.e. ENGINEERING Type ofAction: AUTHORIZE AGREEMENTS subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH CALPO HOM & DONG ARCHITECTS FOR DESIGN OF THE CSOD ADMINSTRATION, CREW, AND WAREHOUSE FACILITY IMPROVEMENTS PROJECT (DP 8208) AND WITH SWINERTON MANAGEMENT AND CONSULTNG FOR VALUE ENGINEERING AND CONSTRUCTIBILITY REVIEW OF THIS PROJECT Submitted By: Initiating Dept/Div.: Don Berger, Associate Engineer Engineering / Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: D. Berger Schmidt C. anson A. Fa rell Charle . B General Man ISSUE: Board of Director's authorization is required for the General Manager to execute professional services agreements for amounts greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute an agreement for $650,000 with Calpo Hom & Dong Architects for design of the CSOD Administration, Crew, and Warehouse Facility Improvements Project (DP 8208) and an agreement for $50,000 with Swinerton Management and Consulting for value engineering and constructability review of this project. FINANCIAL IMPACTS: The total estimated cost to complete the design is $890,000 including outside consultants, District staff, and City of Walnut Creek permitting. Additional funds will be required in the future to construct the project after the Board approves the final design and bids the project. ALTERNATIVES /CONSIDERATIONS: The Board could decide not to move forward with the proposed conceptual design and continue to evaluate alternatives. However, the District has spent considerable effort over the last several years carefully evaluating alternatives and has developed a conceptual plan that appears to meet the District's needs now and into the foreseeable future. Staff believes that it would be prudent to move forward with the proposed design at this time. BACKGROUND: Board and staff have been collaborating on the development of a plan for the Collection System Operations (CSO) facility improvements for the last several years. In January of 2006 an Ad Hoc Board Committee was formed to work more closely with staff on this issue. Committee meetings were held on February 15 and April 25, and a report to the full Board was made on May 4. Since that time, staff has incorporated the Board's additional comments and prepared revised conceptual NAENVRSEMPosition Papers \Berger\PP Design and VE Services 8- 3- 06.doc Page 1 of 3 POSITION PAPER Board Meeting Date: August 3, 2006 subiect: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH CALPO HOM & DONG ARCHITECTS FOR DESIGN OF THE CSOD ADMINSTRATION, CREW, AND WAREHOUSE FACILITY IMPROVEMENTS PROJECT (DP 8208) AND WITH SWINERTON MANAGEMENT AND CONSULTNG FOR VALUE ENGINEERING AND CONSTRUCTIBILITY REVIEW OF THIS PROJECT building and site plans. A memorandum detailing the refinements to the plans has been included in the packet for this Board meeting. At this time, staff recommends that the District move forward with the development of the current design concept. The design would be completed in phases beginning with the schematic design, which would include preparing exterior building elevations and renderings for Board consideration and input. Following Board concurrence on the schematic design, plans would then be submitted to the City of Walnut Creek for approvals followed by preparation of final plans and specifications for bidding. Staff estimates that it will take about 36 months to design, permit, and construct the project (including obtaining City of Walnut Creek approvals), and the new facilities could be completed and ready for occupancy by fall 2009. Staff recommends that Calpo Hom & Dong Architects provide the design services for the project based on their performance during the planning and pre- design phases and their understanding of the project requirements. Calpo Hom & Dong Architects was initially selected for this project based on a formal consultant selection process completed in May 2004. Requests for proposals were sent to qualified architects, and Calpo Hom & Dong was selected after evaluating written proposals and conducting interviews with the top firms. An agreement has been negotiated with Calpo Hom & Dong Architects for $650,000 to provide design services (including preparation of building elevations and renderings) and to prepare contract documents for bidding. Staff also recommends retaining the services of Swinerton Management and Consulting to provide value engineering and constructability review of the project. This firm is experienced at reviewing proposed construction projects to eliminate unnecessary costs and help assure that the design, materials, and methods of construction provide the best value and cost benefit to the owner. Staff has negotiated an agreement with Swinerton Management and Consulting for $50,000 to provide value engineering and constructability review of this project. Staff has concluded that the agreements with Calpo Hom & Dong Architects and Swinerton Management and Consulting are exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15262 since they involve design tasks for possible future actions which the District has not approved, adopted or funded, and the outcome of these tasks will not have a legally binding effect on later activities. The District will conduct an environmental evaluation of any capital project that is proposed in the future as a result of this design effort to determine the appropriate CEQA compliance documentation. N: \ENVRSEC \Position Papers \Berger\PP Design and VE Services 8- 3- 06.doc Page 2 of 3 POSITION PAPER Board Meeting Date: August 3, 2006 suv>ect: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH CALPO HOM & DONG ARCHITECTS FOR DESIGN OF THE CSOD ADMINSTRATION, CREW, AND WAREHOUSE FACILITY IMPROVEMENTS PROJECT (DP 8208) AND WITH SWINERTON MANAGEMENT AND CONSULTNG FOR VALUE ENGINEERING AND CONSTRUCTIBILITY REVIEW OF THIS PROJECT This project is included in the 2006 -07 Capital Improvement Budget (CIB) beginning on page GI -15 in the General Improvements Program. Staff has conducted a cash flow analysis of the General Improvements Program authorization and concluded that adequate funds are available for this project. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an agreement for $650,000 with Calpo Hom & Dong Architects for design of the CSOD Administration, Crew, and Warehouse Facility Improvements Project (DP 8208) and an agreement for $50,000 with Swinerton Management and Consulting for value engineering and constructability review of this project. NAENVRSEMPosition Papers \Berger\PP Design and VE Services 8- 3- 06.doc Page 3 of 3 W9 e� H i as (1) as 0 L CL V LL 0 U) 0 = y CL Z) V � '1 a F v as cc CD C N w L M � � O _ c m •_ — •� m c LM > O m O ♦-+ •- O = C0 L ,y CL to C O m a = > CL O •— ■O C > _ > *0 s L Q� m M +�+ i i O CD C O m O 3 � o ■1 •- �C �� O •- > O > OMMMI v V � :}+ v are y O y m m m � Q v O i O NOMMI O Lon � L M m m m co a co a co O O O O N N N N CD Woo O CD O N1 O L O m E - C O V low �♦ L .m 3 => -W 0 �m V 0 00000 SOM .O 0 >+ Om0000 L ay = m V =O Ma co O O O N N N L E O O L L V E 00 y L E� O 3 E 013 � o � v L V � U. 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