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Home My WebLink About03/15/2007 AGENDA BACKUP3 Central Contra Costa Sanitary District March 8, 2007 TO: HONORABLE MEMBERS OF THE BOARD FROM: RANDY MUSGRAVES, DIRECTOR OF ADMINISTRATION r' SUBJECT: 2006 SAFETY SUGGESTION OF THE YEAR The winning safety suggestion for 2006, selected by the District Safety Committee, was submitted by Wilson Brooks, Maintenance Crew Member II. His suggestion was to install Ground Fault Interrupter (GFI) units on all plugs, especially electrical outlets that are exposed to wet weather conditions, such as the plug for charging the Collection System Operation's CCTV truck. Central Contra Costa Sani..,ry District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 4. c. Consent Calendar Type of Action: RECEIVE ANNUAL REPORT Subject: RECEIVE THE 2006 ANNUAL REPORT OF THE DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE Submitted By: Debbie Ratcliff, Controller Initiating Dept /Div.: Administrative /Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION: D, D. Ratcli . M raves James M. Kelly, General Manager ISSUE: The Deferred Compensation Plan Advisory Committee (Committee) respectfully submits its 2006 Annual Report. RECOMMENDATION: Receive the Annual Report of the Deferred Compensation Plan Advisory Committee for 2006 and provide any comments to staff. FINANCIAL IMPACTS: None ALTERNATIVES /CONSIDERATIONS: None BACKGROUND: The Board of Directors approved the establishment of the Committee in January 1982. The scope of activities of the Committee includes: • Establishing internal administrative procedures • Educating participants regarding the Plan • Reviewing emergency withdrawal requests • Reviewing investment performance of the Plan • Submission of an annual report to the Board of Directors and Plan participants The Committee is made up of the following Departmental representatives: Debbie Ratcliff, Controller — Chairperson David Rolley, Accounting Technician III — Administrative Michael Penny, Associate Engineer — Engineering Roseanna Barrett, Administrative Secretary — Collection System Operations Matthew Mahoney, Maintenance Planner — Plant Operations The Annual Report was reviewed with the Board Budget and Finance Committee on March 12, 2007. N: \ADMINSUP\ADMIN \POSPAPER\Annual Report 2006 Deferred Compensation 03- 15- 07.doc Page 1 of 3 POSITION PAPER Board Meeting Date: March 15, 2007 subject: RECEIVE THE 2006 ANNUAL REPORT OF THE DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE RECOMMENDED BOARD ACTION: Receive the Annual Report of the Deferred Compensation Plan Advisory Committee for 2006 and provide any comments to staff. N:WDMINSUP\ADMIN \POSPAPER\Annual Report 2006 Deferred Compensation 03- 15- 07.doc Page 2 of 3 Central Contra Costa Sanitary District DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE ANNUAL REPORT JANUARY 2006 — DECEMBER 2006 The Deferred Compensation Plan Advisory Committee (the Committee) was established by the Board of Directors to facilitate the internal administration of the District's Deferred Compensation Plan. The scope of the Committee's activities encompass the following: • Establish internal District administrative procedures within the provisions of the Deferred Compensation Plan document. • Educate participants regarding the plan provisions by issuing a handbook which summarizes the Deferred Compensation Plan and responding to questions from participants. • Review accountability by the Program Administrators, Hartford Life Insurance Company (Hartford), Nationwide Retirement Solutions, and ICMA Retirement Corporation (ICMA) and respond to participants' queries regarding accuracy or propriety of account balances. • Review participants' requests for emergency withdrawal of funds and make recommendations for acceptance or denial to the Board of Directors. • Review investment performance of the Deferred Compensation Plan on an annual basis. During the period of January 2006 through December 2006, the Committee addressed all of the activities included in its scope of responsibilities through the conscientious efforts of all of the Committee members. The performance of Hartford, Nationwide Retirement Solutions, and ICMA in administering the Deferred Compensation Plan during the 2006 report is considered to be satisfactory. The performance results of the Hartford, Nationwide Retirement Solutions, and IMCA stock and bond investments for the calendar year 2006 follow. NAACCOUNTING\GMTEMPI \DEFERRED COMP \Hnnual.Report.2005.Def.Comp.doc Please note the following when reviewing Plan results: ■ Market index benchmarks have been provided for comparative purposes only. These indexes reflect broad based changes in the market conditions based on average performance. Indices are unmanaged and reflect no fees or expenses and are not available for direct investment. ■ Rate of returns quoted by providers and fund managers include reinvestment of capital appreciation (depreciation), plus realized gain (losses), dividends and interest income. ■ All rate of return performance results are net of annual asset -based fees, which include fund managers fees and expenses, marketing fees and plan administrative fees. ■ In general, plan administrative fees are charged by the carriers and differ between the carriers. The basic plan administrative fees are as follows: Nationwide Retirement Solutions An annual plan administrative fee of .29 percent is deducted from the participants account and is based on the participant's account balance. ICMA There is no plan administrative fee. Hartford The plan administrative fee is .25 percent for all funds with the exception of the General Account. For additional information on fee charges, consult with your plan provider. The above information is general information. Additional fees may be incurred for other items such as transfers and withdrawals. See Attachment 1 to this report. Results shown represent past performance and are not a guarantee of future performance. Ask your Plan Representative for a current prospectus for each fund in which you are interested. The current prospectus presents more complete information about the fund including fund charges and expenses. Read it carefully before investing in that option under the Plan. N:W000UNTING\GMTEMP1 \DEFERRED COMP Wnnual.Report.2005.Def.Comp.doc Helpful Definitions ■ Balanced Fund is a mutual fund that invests in a combination of common stock, preferred stock, bonds and short term bonds, to provide both income and capital appreciation, while managing volatility and avoiding excessive risk. ■ Blue Chip Company is used in the context of general stock market investments. Large and creditworthy company. Company renowed for the quality and wide acceptance of its products or services, and for its ability to make money and pay dividends. ■ Dollar Cost Averaging or Constant Dollar Plan is a method of purchasing securities by investing a fixed amount of money at set intervals. The investor buys more shares when the price is low and fewer shares when the price is high, thus reducing the average cost. ■ Dow Jones Industrial Average or DJIA is the best known U.S. index of stocks. It is comprised of 30 actively traded blue -chip stocks, primarily industrials, including stocks that trade on the New York Stock Exchange. The Dow, as it is called, is an indicator of how the largest U.S. companies are performing. Measuring the Down Jones Industrial Average is used to gauge the direction of the stock market. ■ Indexing is a passive instrument strategy consisting of the construction of a portfolio of stocks designed to track the total return performance of an index of stocks. ■ Lehman Brothers Bond Index is an unmanaged list of U.S. Treasury/Agency and investment grade corporate debt securities. It is used as a general measure of performance of fixed income securities. ■ MSCI Europe, Australia /Asia, and far East or EAFE index is the European, Australian, and Far East stock index, computed by Morgan Stanley Capital International. This index is used to measure the general performance of the international market. ■ Model Portfolio fund is a fund that consists of a combination of stocks, bonds and cash equivalents in a preset or predetermined ratio based on market risk tolerance. Model Portfolios are rebalanced, typically every quarter, to maintain adherence to the preset ratio. ■ Mutual Funds are pools of money that are managed by an investment company and regulated by the Investment Company Act of 1940. The investment company purchases securities which become jointly owned by its shareholders. The fund's portfolio is managed by a professional money manager. They offer investors a variety of goals depending on the fund and can invest in equity, debt, cash, real estate, options and futures. ■ NASDAQ (once an acronym for National Association of Securities Dealers Automated Quotation System) is a computerized system that provides price quotations to market participants about the more actively traded common stock issues in the over the counter market. This market is comprised of securities not listed on a stock or bond exchange. Large technology stocks have a major effect on this index value. The NASDAQ stock market is comprised of two separate markets, namely the NASDAQ National Market, which trades large, active securities and the NASDAQ Smallcap Market that trades emerging growth companies. The NASDAQ market includes approximately 5,000 common stocks in the system. ■ Standard & Poor's 500 or S &P 500 is an index of blue chip stocks, which measures changes in stock market conditions based on the average performance of 500 widely held common stocks. The S &P 500 is one of the most widely used benchmarks of U.S. equity performance. This index tracks industrial, transportation, financial and utility stocks with heavy emphasis on industrial companies. ■ Treasury Bill or T Bill is a discounted government security that matures in one year or less. It is a negotiable debt obligation issued by the U.S. government. CCCSD Deferred Comb. Jistribution BY ADMINISTRATOR AND INVESTMENT TYPE CCCSD Deferred Comp Distribution BY ADMINISTRATOR December 31, 2006 ICMA 457 $32,929,825 49.1% NATIONWIDE ■ ICMA 457 ❑ ICMA 401(a) ❑ HARTFORD CCCSD Deferred Comp Distribution BY INVESTMENT TYPE December 31, 2006 SAVINGS STOCK ■ BONDS ❑ BALANCED FUNDS ❑ SAVINGS CALENDAR YEAR ENDED DECEMBER 31, 2006 NATIONWIDE INVESTMENT TYPE % RETIREMENT ICMA 457 ICMA 401(a) HARTFORD TOTAL STOCK 51.1% $6,302,746 $15,729,843 $8,054,912 $4,162,801 $34,250,302 BONDS- 2.0% 641,249 230,842 167,811 272,521 1,312,423 BALANCED FUNDS 14.7% 823,450 5,352,105 3,606,770 86,437 9,868,763 SAVINGS 32.2% 2,674,946 11,617,035 3,522,243 3,803,844 21,618,067 TOTAL INVESTMENTS 100.0% $10,442,391 $32,929,825 $15,351,737 $8,325,601 $67,049,554 CCCSD Deferred Comp Distribution BY ADMINISTRATOR December 31, 2006 ICMA 457 $32,929,825 49.1% NATIONWIDE ■ ICMA 457 ❑ ICMA 401(a) ❑ HARTFORD CCCSD Deferred Comp Distribution BY INVESTMENT TYPE December 31, 2006 SAVINGS STOCK ■ BONDS ❑ BALANCED FUNDS ❑ SAVINGS CCCSD Deferre pomp Stocks and Mutual Fu ,Js Calendar Year Ended December 31, 2006 Rate of Return ( %) Market Index Benchmarks MSCI Europe, Australia /Asia, and Far East (EAFE) 26.86% Dow Jones Industrial Average 16.29% Standard & Poor's 500 15.80% Nationwide - Source: Available Investment Options Without Plan Charges, less .29% Nationwide plan administration fee as of 12/31/06. Franklin Balance Sheet Investment N/A Janus Adviser Capital Appreciation Fund N/A Mutual Beacon Fund N/A AIM Dynamics Fund N/A Janus Worldwide Fund N/A EuroPacific Growth Fund 21.58% Templeton Foreign Fund 19.64% Fidelity Equity Income Fund 19.52% Vanguard Windsor II 17.96% Washington Mutual Investors 17.75% DWS High Return Equity A 17.11% Oppenheimer Global Fund A 17.09% JP Morgan Mid Cap Value A 16.44% DFA U.S. Micro Cap Portfolio 15.87% Investment Company of America 15.65% Vanguard Institutional Index 15.49% Brown Capital Management, Inc., Small Company 15.38% Federated Kaufmann Fund K 14.28% Neuberger & Berman Socially Responsive 14.15% Dreyfus Premier Small Cap Value R 13.53% Janus Adviser Forty S 13.48% Gartmore Total Return Fund A 13.32% Vanguard Primecap 12.03% Fidelity Contrafund 11.23% AIM Mid Cap Core Equity A 10.81% Growth Fund of America 10.65% Fidelity Growth & Income Fund 10.42% Janus Fund 10.30% Fidelity Magellan Fund 6.93% Vanguard US Growth 1.48% American Century Ultra Fund -3.57% N/A Fund closed effective 1/28/05, funds not provided CCCSD Deferre pomp Stocks and Mutual Fu as Calendar Year Ended December 31, 2006 Rate of Return ( %) Market Index Benchmarks MSCI Europe, Australia /Asia, and Far East (EAFE) 26.86% Dow Jones Industrial Average 16.29% Standard & Poor's 500 15.80% Nationwide (cont'd)- source: Available Investment Options Without Plan Charges, less .29% Nationwide plan administration fee as of 12131106. Asset Allocation Funds 9.97% Gartmore Investor Destinations Funds 4.26% Aggressive 16.54% Moderately Aggressive 14.15% Moderate 11.10% Moderately Conservative 8.21% Conservative 5.82% The Gartmore Investor Destinations Funds are designed to provide diversification and asset allocation across several types of investments and asset classes. Balanced Funds Income Fund of America 20.00% Vanguard Wellington Fund 14.64% Fidelity Puritan Fund 14.49% Info only: (Existing balances will remain in the phased -out funds until moved by the participant.) Fidelity Independence Fund" 9.97% American Century Growth Fund" 4.26% American Century Select Fund" 0.28% Rate of return was obtained from the fund manager, less .29% National Deferred plan administration fee. CCCSD Deferre, pomp Stocks and Mutual Fu Is Calendar Year Ended December 31, 2006 Rate of Return ( %) Market Index Benchmarks MSCI Europe, Australia /Asia, and Far East (EAFE) 26.86% Dow Jones Industrial Average 16.29% Standard & Poor's 500 15.80% ICMA - Source: ICMA Retirement Corporation Fund Performance Report as of 12/31/2006. Vantagepoint Funds VP Overseas Equity Index Class II 25.64% VP International 21.14% VP Equity Income 18.73% VP Broad Market Index Class II 15.68% VP 500 Stock Index Class II 15.60% VP Mid /Small Company Index Class II 15.24% VP Aggressive Opportunities 13.36% VP Growth & Income 13.28% VP Growth 10.21% Balanced Funds 14.14% Vantagepoint Model Portfolio Funds 14.00% VP All Equity Growth 14.58% VP Long Term Growth 12.50% VP Traditional Growth 10.42% VP Conservative Growth 8.38% VP Savings Oriented 6.90% Vantaoepoint Milestone Portfolio Funds* VP Milestone 2040 14.14% VP Milestone 2035 14.00% VP Milestone 2030 13.52% VP Milestone 2025 12.70% VP Milestone 2020 11.92% VP Milestone 2015 10.87% VP Milestone 2010 8.95% VP Milestone Retirement 7.52% Other Balanced Funds VP Asset Allocation 15.51% VT Fidelity Puritan 14.78% Milestone funds, which became effective 2/5/05, automatically become more conservative as the account ages. Vantagepoint Funds (VP) are certain funds available through ICMA. These funds are sponsored by the ICMA Retirement Corporation and registered with the U.S. Securities and Exchange Commission. CCCSD Deferre, pomp Stocks and Mutual Fu As Calendar Year Ended December 31, 2006 Rate of Return ( %) Market Index Benchmarks MSCI Europe, Australia /Asia, and Far East (EAFE) 26.86% Dow Jones Industrial Average 16.29% Standard & Poor's 500 15.80% ICMA (cont'd) - Source: ICMA Retirement Corporation Fund Performance Report as of 12/31/2006. VantaaeTrust Mutual Fund Series VT American Century Real Estate 34.30% VT Fidelity Diversified International 22.52% VT Templeton Growth A 21.81% VT American Century Value 18.51% VT Lord Abbett Large Company Value 17.61% VT T. Rowe Price Small Cap Value 16.02% VT Gold Sacs Mid Cap Value* 15.61% VT Third Avenue Value* 14.69% VT Rainier Small /Mid Cap Equity 14.67% VT T. Rowe Price Growth Stock 13.79% VT Hotchkis & Wiley Large Cap Value 13.70% VT T. Rowe Price Small Cap Stock 12.52% VT Fidelity Contrafund 11.52% VT Calvert Social Investment 10.16% VT Fidelity Small Cap Retirement 9.45% VT Royce Premier* 8.61% VT Fidelity Magellan 7.22% VT Legg Mason Value Fl* 6.57% VT American Century Ultra -3.28% VantageTrust Mutual Fund Series (VT) invests in a third -party mutual fund which is not affiliated with the ICMA Retirement Corporation. New fund added effective 5/19/2006 CCCSD Deferre, 'omp Stocks and Mutual Fu Js Calendar Year Ended December 31, 2006 Rate of Return ( %) Market Index Benchmarks MSCI Europe, Australia /Asia, and Far East (EAFE) 26.86% Dow Jones Industrial Average 16.29% Standard & Poor's 500 15.80% Hartford - Source: Investment Choices Performance Plan Summary Statement as of 12/31/2006. Janus Advisor International Growth 44.27% MFS Utilities 31.22% Putnam International Opportunities 25.35% American Century International Growth 24.69% Hartford International Opportunities 24.15% AIM Leisure 23.91% Putnam Global Equity 22.80% Hartford Dividend and Growth 20.06% American Century Equity Income 19.15% Skyline Special Equities 18.41% American Century Value 18.21% Janus Worldwide 17.60% American Century Income & Growth 16.88% Hartford Capital Appreciation 16.32% AIM Financial Services 16.00% Hartford Index 15.17% Hartford Stock 14.37% Hartford Small Company 14.14% MFS Capital Opportunities 14.14% AIM Small Capital Growth 13.94% DWS Growth & Income 13.23% Janus Enterprise 12.94% Fidelity Advisor Growth & Income 12.12% Janus Twenty 12.02% Hartford MidCap 11.46% Hartford Global Health 10.91% Hartford Global Technology 10.08% AIM Technology 9.73% Dreyfus Premier Third Century 8.37% Franklin Small -Mid Cap Growth 7.25% MFS Massachusetts Investors Growth 7.21% Putnam Vista 5.36% Fidelity Advisor Growth Opportunities 4.63% American Century Ultra Fund - 3.52% Balanced Funds Dreyfus Life Time Growth 16.25% Dreyfus Life Time Growth & Income 11.38% Fidelity Advisor Balanced 11.01% Hartford Advisers 10.43% Janus Balanced 10.29% Calvert Social Balanced 8.50% Dreyfus Life Time Income 5.44% CCCSD Deferred Comp Saving Performance Calendar Year Ended December 31, 2006 Rate of Return ( %) Market Index Benchmark 90 Day T -Bill 4.82% Nationwide - Average annual yield rate. Stable Value Fund 3.45% 5 YR CDs 3.84% 3 YR CDs 3.81% Liquid Savings 3.66% ICMA - Source: ICMA Retirement Corporation Fund Performance Report as of 1213112006. Vantagepoint Funds VP Money Market 4.51% Plus Funds Plus Fund (401a) 4.57% Plus Fund (457) 4.57% Vantagepoint Funds (VP) are certain funds available through ICMA. These funds are sponsored by the ICMA Retirement Corporation and registered with the U.S. Securities and Exchange Commission. Hartford - Source: Investment Choices Performance Plan Summary Statement as of 1213112006. General Account 4.13% Money Market 4.44% CCCSD Deferred Comp Bond Performance Calendar Year Ended December 31, 2006 Rate of Return ( %) Market Index Benchmark Lehman Aggregate Bond Index 4.33% Nationwide - Source: Available Investment Options Without Plan Charges, less .29% Nationwide plan administration fee as of 12/31106. DWS High Income Fund A 9.98% Bond Fund of America 5.59% Vanguard Total Bond Index Adm 4.07% ICMA - Source: ICMA Retirement Corporation Fund Performance Report as of 1213112006. VantaaeDOint Fund VT PIMCO High Yield 9.17% VP Core Bond Index Class II 4.11% VT PIMCO Total Return 3.74% VP U.S. Government Securities 3.34% VantageTrust Mutual Fund Series (VT) invests in a third -party mutual fund which is not affiliated with the ICMA Retirement Corporation. Vantagepoint Funds (VP) are certain funds available through ICMA. These funds are sponsored by the ICMA Retirement Corporation and registered with the U.S. Securities and Exchange Commission. Hartford - Source: Investment Choices Performance Plan Summary Statement as of 12/3112006. Putnam High Yield Advantage 11.83% MFS High Income 10.08% Dreyfus Premier Core Bond 4.65% Hartford Total Return Bond 4.54% Hartford Mortgage Securities 4.41% CENTRAL CONTRA COSTA SANITARY DISTRICT SUMMARY OF FEES — ATTACHMENT 1 AS OF MARCH 2007 FEES CHARGED BY PROVIDERS (Based on account balance) Plan Fees Annual Plan Administrative Fee Fund Expenses Stable Value Fund 3 &5 YR CD's, and Liquid Savings Plus Fund Management General Account (Savings)* Model Portfolio Fund Fee (Total Fee Charged) FEES CHARGED BY THE FUND MANAGERS Fund Fee PROVIDERS NATIONWIDE ICMA HARTFORD 0.29% NONE 0.25 %* 0.20% N/A N/A 0.00% N/A N/A N/A 0.46% N/A N/A N/A 0.00% N/A 0.62 -1.16% N/A 0.06-1.95% 0.25-1.29% 0.42-1.72% These expenses are charged by the fund managers, which include Advisory Fees, 12b -1 Fees, Operating Expenses and Other Fees charged by the individual funds. These fees and expenses differ for each fund invested. As a general rule, the higher the potential reward, the higher the risk, the higher the fee. The reverse is also generally true, the lower the potential reward, the lower the risk, the lower the fee. * Hartford's General Account (Savings) is not subject to plan fees. N:WDMINTINANCE \Deferred Comp 2006 Summary.doc Page 13 of 13 Central Contra Costa San..ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 4. d. Consent Calendar Type of Action: INFORMATIONAL subject: ADVISE THE BOARD OF THE CLOSEOUT OF THE TREATMENT PLANT PROTECTIVE COATING PROJECT, PHASE 3, DISTRICT PROJECT 7233 Submitted By: Initiating Dept./Div.: Nathan Hodges, Assistant Engineer Engineering /Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: OR K_TT VA_ �' " N. Hodges B. Than ecki A. Farr-0 71arnes M Kelly, 16eneral Manager ISSUE: All work has been completed on the Treatment Plant Protective Coating Project, Phase 3, District Project 7233, and this project can now be closed out. RECOMMENDATION: Close out the project. FINANCIAL IMPACTS: This closeout will result in approximately $7,644 being returned to the Treatment Plant Program. Attachment 1 shows the project expenditures by category. ALTERNATIVES /CONSIDERATIONS: Not applicable. BACKGROUND: District staff is undertaking a multi -year program to rehabilitate protective coatings throughout the treatment plant as part of its infrastructure maintenance effort. The current project being closed out is year three of this maintenance effort to reduce deterioration of existing 30- year -old facilities. During the course of the project, the following items were accomplished: rehabilitation of two secondary clarifiers and two 24 -inch aeration pipes; protective coating of electrical substation equipment; replacement of Solids Conditioning Building piping, Dissolved Air Flotation piping and valves, Aeration Blower 3 -water piping, and installation of a new clearwell under -drain sump. The contractor, Kaweah Construction Company, commenced work on May 31, 2005. The project was completed and accepted by the Board on June 1, 2006. The original construction contract amount was $1,348,000. There were ten (10) construction change orders issued totaling $238,800. The resulting total amount paid to Kaweah Construction Company was $1,586,800. The final authorized budget for the project was $1,912,000, which included a contingency of $270,000. The total project cost was $1,904,356. The project closeout will result in $7,644 being returned to the Treatment Plant Program. NAPESUMPosition Papers \Hodges \7233 Closeout.doc Page 1 of 3 POSITION PAPER Board Meeting Date: March 15, 2007 subject ADVISE THE BOARD OF THE CLOSEOUT OF THE TREATMENT PLANT PROTECTIVE COATING PROJECT, PHASE 3, DISTRICT PROJECT 7233 RECOMMENDED BOARD ACTION: This item is presented to the Board of Directors for information. No action is necessary. NAPESUP \Position Papers \Hodges \7233 Closeout.doc Page 2 of 3 ATTACHMENT 1 EXPENDITURE SUMMARY TREATMENT PLANT PROTECTIVE COATING PROJECT, PHASE 3, DP 7233 ACTIVITY COST Total Budget $1,912,000 Construction Contract $1,348,000 Change Orders $238,800 Change Order % of Construction* 17.7% Total Construction Amount $1,846,841 Engineering, Design, CM, Admin. $270,005 Engineering, Design, CM, Admin. - % of Construction 20% TOTAL PROJECT EXPENDITURES $1,904,356 TOTAL RETURN TO TREATMENT PLANT PROGRAM $7,644 * $167,800 (or 12.4 %) was spent on repair of South Quad Clarifier No. 4. NAPESUP \Position Papers \Hodges \7233 Closeout.doc Page 3 of 3 Central Contra Costa San.,ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 4. e. Consent Calendar Type of Action: ACCEPT CONTRACT WORK subject: ACCEPT CONTRACT WORK FOR THE CSOD CALTRANS LEASE AREA AND SITE IMPROVEMENTS PROJECT, DISTRICT PROJECT 8215, AND AUTHORIZE FILING OF THE NOTICE OF COMPLETION Submitted By: Initiating Dept /Div.: Alex Rozul, Senior Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: a,141 r4v-) —X&— — A. zul ilecki A. Farrell ames M. Celly, general Manager ISSUE: Construction has been completed on the CSOD Caltrans Lease Area and Site Improvements Project, District Project 8215, and the work is now ready for acceptance. RECOMMENDATION: Accept the contract work for the CSOD Caltrans Lease Area and Site Improvements Project, DP 8215, and authorize filing of the Notice of Completion. FINANCIAL IMPACTS: None related to this action. ALTERNATIVES /CONSIDERATIONS: Not applicable. Filing the Notice of Completion is advisable under the California Civil Code, Section 3093. BACKGROUND: Several reports and site evaluations completed for the CSOD maintenance yard identified needed improvements. The CSOD Existing Structures Assessment (August 2004) found the Ducca House, which was being used as an office for staff, was in need of extensive costly repairs, and the CSOD Alternatives Analysis (November 2004) identified the need to increase yard space and improve vehicle circulation in the lower yard area. A geotechnical engineering investigation completed in February 2006 determined that the large metal crib retaining wall next to the freeway was failing and needed to be replaced. The CSOD Caltrans Lease Area and Site Improvements Project addressed these issues. The Ducca House was razed, a level paved area was constructed on the former house site, and the staff was moved into the existing CSO office and crew building. The lower yard was expanded under the State Highway 24 overpass and the failing metal retaining wall was demolished and replaced with a concrete one. NAPESUMCbradley \Position Pape rs \Rozul \8215 - Accept Contract PP.doc Page 1 of 3 POSITION PAPER Board Meeting Date: March 15, 2007 subject: ACCEPT CONTRACT WORK FOR THE CSOD CALTRANS LEASE AREA AND SITE IMPROVEMENTS PROJECT, DISTRICT PROJECT 8215, AND AUTHORIZE FILING OF THE NOTICE OF COMPLETION Approximately 38,000 square feet was cleared, graded, and paved to improve vehicle movement and parking. Also included in the new lower yard were a vehicle washdown station, a storm water pre- treatment structure, a new fence, security gate, lighting, and landscaping. On August 3, 2006 the Board of Directors authorized award of the contract for construction to William P. Young Construction. The Notice to Proceed was issued September 18, 2006. The work was substantially completed on February 28, 2007. The remaining items of work consist of minor punch -list items, which do not affect the project acceptance. The total authorized budget for this project is $1,286,480. The budget includes the cost of engineering design, construction management and inspection, testing services, and contractor services. An accounting of the project costs will be provided to the Board at the time of project closeout. It is appropriate to accept the contract work at this time. RECOMMENDED BOARD ACTION: Accept the contract work for the CSOD Caltrans Lease Area and Site Improvements, District Project 8215, and authorize filing of the Notice of Completion. NAPESUP\Cbradley \Position Papers \Rozu1\8215 - Accept Contract PP.doc Page 2 of 3 DUCCA HOUSE (DEMOLISH, -,,�' ; MUM IOLA i RETAINING • "�'a WALL CREPLACE) -' / MIDDLK YARD ApK11Due /PARKINO p ri LOVAn YARD z smBTIN° ��/ �'•., CALTRANS o U iw P LEASE PARCEL 0 � iU1LDIN0 PARKI %% pjf - - - — - - — COOBD 0 'd�� p PROPKRTY LINK ■uuuu■ CALTRANS LKABK BOUNDARY -..- - - ----- - - - -- CAMINO DIABLO CSOD CALTRANS LEASE AREA AND SITE IMPROVEMENTS PROJECT, DP021 S ATTACHMENT 1 Page 3 of 3 Central Contra Costa Sank ..dry District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 4. f . Consent Calendar Type of Action: ACCEPT CONTRACT WORK subject: ACCEPT THE CONTRACT WORK FOR THE M4 -A FORCEMAIN RECONSTRUCTION, DISTRICT PROJECT 5410, AND AUTHORIZE FILING OF THE NOTICE OF COMPLETION Submitted By: Initiating Dept /Div.: Wesley Adams, Assistant Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: A - (� ;, 01 W. Adams A. Antkowiak T. ecki A. Farrell ames io Kelly, PGeneral Manager ISSUE: Construction has been completed on the M4 -A Forcemain Reconstruction, District Project 5410, and the work is now ready for acceptance. RECOMMENDATION: Accept the contract work for the M4 -A Forcemain Reconstruction, DP 5410, and authorize filing of the Notice of Completion. FINANCIAL IMPACTS: None related to this action. ALTERNATIVES /CONSIDERATIONS: Not applicable. Filing the Notice of Completion is advisable under the California Civil Code, Section 3093. BACKGROUND: The District annexed the City of Martinez in 1967. Three pumping stations (Martinez, Fairview, and Maltby), three pressurized forcemains (M6, M4, and M2), and three gravity sewer pipes (M5, M3, and M1) were put into service in 1970 to convey wastewater from the Martinez service area to the District treatment plant (see Attachment 1). In the last ten years, the District undertook several capital improvement projects to improve and upgrade the pumping stations and to install secondary forcemains to provide backup for the existing forcemains. In the summer of 1998 staff discovered several leaking joints on the original M4 -A forcemain (between the Fairview and Maltby Pumping Stations). A portion of the M4 -A forcemain was aboveground and subjected to tidal action. Furthermore, the M4 -A forcemain was close to Waterfront Road and subject to impact from heavy trucks en route to Acme Landfill and Transfer Station. N: \PESUP \Cbradley \Position Papers\Antkowiak \5410 - Award Acceptance PP.doc Page 1 of 3 POSITION PAPER Board Meeting Date: March 15, 2007 subject: ACCEPT THE CONTRACT WORK FOR THE M4 -A FORCEMAIN RECONSTRUCTION, DISTRICT PROJECT 5410, AND AUTHORIZE FILING OF THE NOTICE OF COMPLETION This project replaced the aboveground portion of the M4 -A forcemain with approximately 4,000 linear feet of 24 -inch HDPE pipe along the centerline of Waterfront Road. Emergency bypass and drainback structures were installed at the Fairview Pumping Station site. To avoid impacts on Acme Landfill, garbage transfer station, and other businesses, construction occurred at night. On May 4, 2006, the Board of Directors authorized the award of the contract for the construction of the project to McGuire and Hester. The Notice to Proceed was issued on June 12, 2006. The work was substantially completed on February 9, 2007. The remaining items of work consist of minor punch -list items, which do not affect the project acceptance. The total authorized budget for this project is $4,713,000. The budget includes the cost of engineering design, construction management and inspection, testing services, and contractor services. An accounting of the project costs will be provided to the Board at the time of project closeout. It is appropriate to accept the contract work at this time. RECOMMENDED BOARD ACTION: Accept the contract work for the M4 -A Forcemain Reconstruction, District Project 5410, and authorize filing of the Notice of Completion. WPESUP\Cbradley \Position Papers\Antkowiak \5410 - Award Acceptance PP.doc Page 2 of 3 Suisun 130Y QmAh Inami °An - Existing Gravity Saver Pipe Existing Ports Mains INSET 9A° 0 NO SCAT a Central Contra Costa ATTACHMENT Sanitary District M4—A FORCE MAIN RELOCATION a AND REPLACEMENT DISTRICT PROJECT 5410 1 PROJECT LOCATION Page 3 of 3 Central Contra Costa Sa..,tary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 4. g • Consent Calendar Type of Action: ADOPT RESOLUTION Subject: ADOPT A RESOLUTION ACCEPTING AN OFFER OF DEDICATION FROM JAMIL AND KAREN ABU- HAMDEH, ACCEPTING PUBLIC SEWER IMPROVEMENTS, AND AUTHORIZING RECORDING OF THE RESOLUTION (JOB 5257 - PARCEL 3; DUNSYRE DRIVE, LAFAYETTE) Submitted By: Initiating Dept✓Div.: Molly Mullin, Engineering Assistant III Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: M. Mullin J. ryamoto-Mills u C. Swanson A. Farrell wag, Viarnes V. Kelly, General Manager ISSUE: A resolution of the Board of Directors is required to accept offers of dedication and public sewer improvements, and to authorize staff to record documents. RECOMMENDATION: Adopt a resolution accepting an offer of dedication and public sewer improvements, and authorizing staff to record the resolution with the Contra Costa County Recorder. FINANCIAL IMPACTS: This easement was acquired at no cost to the District. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: The Board of Directors regularly accepts easements and public sewer improvements by resolution. The recommended resolution will accept an easement and sewers installed during a recent sewer extension on Dunsyre Drive in Lafayette (as shown on Attachment 1). Staff has reviewed the easement documents and inspected the public sewer improvements, and determined that they are in compliance with District standards. RECOMMENDED BOARD ACTION: Adopt a resolution accepting an easement from Jamil and Karen Abu - Hamdeh, accepting Job 5257 public sewer improvements constructed within the easement, and authorizing recording of the resolution with the Contra Costa County Recorder. APN 177 - 120 -011 Abu - Hamdeh LAFAYE N DUNSYRE'�,� 7�C�jQ I QO DR SITE c � LOCATION MAP N. T. S. LEGEND: / / _ — — I —e— EXISTING SEWER --e- NEW SEWER EASEMENT AREA r Central Contra Costa Attachment Sanitary District ACCEPT EASEMENT Awz"i ' JOB 5257 - PARCEL 3 Central Contra Costa Sa..,tary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 4.h. Consent Calendar Type of Action: ADOPT RESOLUTION subject: ADOPT A RESOLUTION ACCEPTING AN OFFER OF DEDICATION FROM GEORGE E. MOORE, ACCEPTING PUBLIC SEWER IMPROVEMENTS, AND AUTHORIZING RECORDING OF THE RESOLUTION (JOB 5257 - PARCEL 2; DUNSYRE DRIVE, LAFAYETTE) Submitted By: Initiating Dept /Div.: Molly Mullin, Engineering Assistant III Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: -114 � Pam M. Mullin J. Miyamoto -Mills C. Swanson A. Farrell James WKelly, General Manager ISSUE: A resolution of the Board of Directors is required to accept offers of dedication and public sewer improvements, and to authorize staff to record documents. RECOMMENDATION: Adopt a resolution accepting an offer of dedication and public sewer improvements, and authorizing staff to record the resolution with the Contra Costa County Recorder. FINANCIAL IMPACTS: This easement was acquired at no cost to the District. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: The Board of Directors regularly accepts easements and public sewer improvements by resolution. The recommended resolution will accept an easement and sewers installed during a recent sewer extension on Dunsyre Drive in Lafayette (as shown on Attachment 1). Staff has reviewed the easement documents and inspected the public sewer improvements, and determined that they are in compliance with District standards. RECOMMENDED BOARD ACTION: Adopt a resolution accepting an easement from George E. Moore, accepting Job 5257 public sewer improvements constructed within the easement, and authorizing recording of the resolution with the Contra Costa County Recorder. LAFAYET� SARAN DUNSYRE','\ \�CBjQ�—�No DE. SITE l ` LOCATION MAP N. T. S. LEGEND: —e— EXISTING SEWER .r o- NEW SEWER EASEMENT AREA Central Contra Costa Sanitary District 42w t / N ACCEPT EASEMENT Attachment JOB 5257 - PARCEL 2 1 1 Central Contra Costa Sa..,tary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 4.i. Consent Calendar Type of Action: ADOPT RESOLUTION Subject: ADOPT TWO RESOLUTIONS ACCEPTING TWO OFFERS OF DEDICATION FROM WEST COAST HOME BUILDERS, INC., ACCEPTING PUBLIC SEWER IMPROVEMENTS, AND AUTHORIZING RECORDING OF THE RESOLUTIONS (JOB 5413, PARCEL 2 AND MAP TRACT 7744 — LEGACY DRIVE, ALAMO) Submitted By: Initiating Dept. /Div.: Molly Mullin, Engineering Assistant III Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: M. Mullin J. yamoto -Mills C. Swanson A. Farrell James M. <elly, General Manager ISSUE: A resolution of the Board of Directors is required to accept offers of dedication and public sewer improvements, and to authorize staff to record documents. RECOMMENDATION: Adopt two resolutions accepting the offers of dedication and public sewer improvements, and authorizing staff to record the documents with the Contra Costa County Recorder. FINANCIAL IMPACTS: These easements were acquired at no cost to the District. ALTERNATIVES /CONSIDERATIONS: None. BACKGROUND: The Board of Directors regularly accepts easements and public sewer improvements by resolution. The recommended resolution will easements and sewers installed during a recent sewer extension off Las Quebradas Lane in Alamo (as shown on Attachment 1). Staff has reviewed the easement documents, inspected the public sewer improvements, and determined that they are in compliance with District standards RECOMMENDED BOARD ACTION: Adopt two resolutions accepting: 1) the easement dedicated on the Map for Tract 7744, and 2) an easement from West Coast Builders, Inc., accepting Job 5413 public sewer improvements, and authorizing recording of the resolutions with the Contra Costa County Recorder. WALN ALAMO � PCY °R SUB 7744 LEGEND: --e EXISTING SEWER —� NEW SE ER SUBDIVI ION BOUNDARY N EASEME14T AREA (PARCEL 2) 1 Central Di strict cos a Sanitary Di ACCEPT EASEMENTS ' JOB 5413 - PARCEL 2 VALLEY TION MAP N. T. S. N m Attachment 1 Central Contra Costa Sanitary District .`= 4 BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 4.j. Consent Calendar Type of Action: Appoint District Auditor subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH CROPPER ACCOUNTANCY CORPORATION TO PERFORM THE EXAMINATION OF THE FINANCIAL STATEMENTS FOR FISCAL YEARS 2006 -2007 THROUGH 2009 -2010 WITH THE OPTION OF A ONE YEAR EXTENSION Submitted By, . Debbie Ratcliff, Controller Initiating Dept./Div.: Administrative /Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION: D. Ra Araves James /A. Kelly. General Manager ISSUE: The Board of Directors' authorization is required for execution of professional services agreements exceeding $25,000. RECOMMENDATION: Authorize the General Manager to execute a professional services agreem*nt with Cropper Accountancy Corporation to provide independent auditing services for fiscal years 2006 -2007 through 2009 -2010 with the option of a one -year extension, as recommended by the selection committee. FINANCIAL IMP ACTS: The audit fee for Cropper Accountancy Corporation for fiscal year 2006 -2007 is $27,300. Vavrinek, Trine, Day & Co. charged a fee of $27,300 for fiscal year 2005-2006. Therefore, there is no increase in audit fees the first year. Subsequent year's fees increase by 2.5% per year. ALTERNATIVES /CONSIDERATIONS: The firm of Vavrinek, Trine, Day & Co. could be extended another year, although this is not recommended. BACKGROUN[: The Board of Directors has followed the practice of rotating the District's auditor after four or five successive annual audits. Vavrinek, Trine, Day & Co. has served as the District's auditor for the last four fiscal years, 2002 -2003 through 2005 -2006. The successor auditing firm was interviewed by the Board Budget and Finance Committee, and the selected firm was recommended to the Board of Directors for appointment at the Board meeting of March 1, 2007. N:\ ADMINSUP\ADMIN \POSPAPER\Appoint Auditor 03- 15- 07.doc Page 1 of 2 POS /T101V PAPER Board Meeting date: March 15, 2007 Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH CROPPER ACCOUNTANCY CORPORATION TO PERFORM THE EXAMINATION OF THE FINANCIAL STATEMENTS FOR FISCAL YEARS 2006 -2007 THROUGH 2009 -2010 WITH THE OPTION OF A ONE YEAR EXTENSION Requests for pi'pposals were sent to eight public accounting firms. The following five firms submitted' proposals: C. G. Uhlenberg & Co. -- Redwood City, CA Cropper Accountancy Corporation -- Walnut Creek, CA Maze & Associates -- Pleasant Hill, CA Odenberg, Ullakko, Muranishi & Co. -- San Francisco, CA Vavrinek, Trine, Day & Co. -- Pleasanton, CA The proposals were narrowed down to two based on qualifications, resumes of the proposed audit !team, methodology and approach, and price. The two proposals were reviewed by a selection committee composed of Board Budget and Finance Committee Members Michael McGill and Jim Nejedly, assisted by Randall Musgraves, Director of Ad ministration,:, ebbie Ratcliff, Controller, and Colette Curtis - Brown, Finance Administrator. Client references were contacted by District staff. Representatives of the two firms were interviewed by the selection committee on February 26, 2007. During the interview process, Cropper Accountancy Corporation indicated that they will give both guidance on the self- insurance actuarial limits and a review of the actuarial assumptions for the GASB45 calculation. After considering the results of the interview, the written proposals, and client references, the firm of Cropper Accountancy Corporation was selected for recommendation to the full Board of Directors. The Finance Committee recommended Cropper Accountancy Corporation to the full Board of Directors at the March 1, 2007 meeting, and the full Board concurred and directed staff to return to the full Board with this position paper. RECOMMENDfCD BOARD ACTION: Authorize the General Manager to execute a professional services agreement with Cropper Accountancy Corporation to provide independent auditing services for fiscal years 2006 -2007 through 2009 -2010, with the option of a one year extension. N:I ADMINSUPIADMINIPOSPAPERIAppoint Auditor 03- 15- 07.doc Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 4.k. Consent Calendar Type of Action: ESTABLISH PUBLIC HEARING DATE subject: ESTABLISH APRIL 19, 2007 AS THE DATE FOR A PUBLIC HEARING REGARDING A PROPOSED ORDINANCE TO AMEND DISTRICT CODE CHAPTER 6.12 "CAPACITY FEE PROGRAM" Submitted By: Jarred Miyamoto -Mills Initiating Dept. /Div.: Engineering / Principal Engineer Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: Y�v u. — olel� - 0" — J. Miy oto -Mills C. Swanson A. Farrell Viames elly, General K4anager ISSUE: The District Code requires that a public hearing be held prior to the Board of Directors' consideration of amendments to the District Code. RECOMMENDATION: Establish April 19, 2007 as the date for a public hearing to receive comments on and consider adoption of a proposed ordinance to amend District Code Chapter 6.12 "Capacity Fee Program" to include a revised Schedule of Capacity Fees. FINANCIAL; IMPACTS: None by this action. If the staff recommendation to increase Capacity Fees is adopted by the Board of Directors following the public hearing, it is projected that approximately $450,000 in additional annual revenue will be generated beginning in fiscal year 2007 -08. ALTERNAT"IVES /CONSIDERATIONS: The Board of Directors may decline to establish the recommended public hearing date or may elect to choose a different date. However, a public hearing must be held if Capacity Fees are to be increased. If the hearing is held on April 19, 2007, the increased fees could take effect on July 1, 2007. BACKGROWND: Staff has completed its annual review of the District's Capacity Fee Program and has concluded that it would be appropriate to revise the fees to account for changes in the valuation of District assets and the number of current customers. The effect of implementing the staff recommendation would be to increase the Capacity Fee as follows: POSITION PAPER Board Meeting Date: March 15, 2007 subject: ESTABLISH APRIL 19, 2007 AS THE DATE FOR A PUBLIC HEARING REGARDING A PROPOSED ORDINANCE TO AMEND DISTRICT CODE CHAPTER 6.12 "CAPACITY FEE PROGRAM" Fee Category Current (2006 -07) Proposed % change Gravity Zone Fee $4,263 per RUE $4,524 per RUE +6.1% Pumping Zone Fee $5,667 per RUE $5,990 per RUE +5.7% Staff also proposes to conduct a public hearing on a related recommendation to revise the Schedule of Environmental and Development - Related Rates and Charges at the same Board meeting (April 19, 2007). A coordinated outreach program to inform and solicit input from interested customers regarding both the proposed Capacity Fees and the proposed Environmental and Development- Related Rates and Charges will be conducted by staff before the public hearing date. RECOMMENDED BOARD ACTION: Establish April 19, 2007 as the date for a public hearing to receive comments on and consider adoption of a proposed ordinance to amend District Code Chapter 6.12 "Capacity Fee Program ". Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 4.1. Consent Calendar Type of Action: ESTABLISH PUBLIC HEARING DATE subject: ESTABLISH APRIL 19, 2007 AS THE DATE FOR A PUBLIC HEARING REGARDING A PROPOSED ORDINANCE TO AMEND DISTRICT CODE CHAPTER 6.30 "SCHEDULE OF ENVIRONMENTAL AND DEVELOPMENT - RELATED RATES AND CHARGES" Submitted By!: Kurt Darner Initiating Dept. /Div.: Engineering / Supervising Engineering Environmental Services Assistant REVIEWED AND RECOMMENDED FOR BOARD ACTION: 0. K. n nee J. M amoto -Mills C. Swanson A. Farrell Warnes M. l0elly, General Manager ISSUE: The District Code requires that a public hearing be held prior to the Board of Directors' consideration of amendments to the District Code. RECOMMENDATION: Establish April 19, 2007 as the date for a public hearing to receive comments on and consider adoption of a proposed ordinance to amend District Code Chapter 6.30 "Schedule of Environmental and Development - Related Rates and Charges ". FINANCIAL IMPACTS: None by this action. If the staff recommendation to increase development- related rates and charges is adopted by the Board of Directors following the public hearing, it is projected that approximately $50,000 to $70,000 in additional annual revenue will be generated beginning in fiscal year 2007 -08. ALTERNATIVES /CONSIDERATIONS: The Board of Directors may decline to establish the recommended public hearing date or may elect to choose a different date. However, a public hearing must be held if Environmental and Development - Related Rates and Charges are to be revised. If the hearing is held on April 19, 2007 as recommended, the fees would be effective on July 1, 2007. BACKGROUND: Staff has completed its annual review of the District's Environmental and Development - Related Rates and Charges and has concluded that it would be appropriate to revise rates and charges to account for the planned increases in general salaries, benefits and overhead. Staff also proposes to conduct a public hearing on a related recommendation to revise Capacity Fees at the same Board meeting (April 19, 2007). POSITION PAPER Board Meeting Date: March 15, 2007 Subject: ESTABLISH APRIL 19, 2007 AS THE DATE FOR A PUBLIC HEARING REGARDING A PROPOSED ORDINANCE TO AMEND DISTRICT CODE CHAPTER 6.30 "SCHEDULE OF ENVIRONMENTAL AND DEVELOPMENT - RELATED RATES AND CHANGES" A coordinated outreach program to inform and solicit input from interested customers regarding bath the proposed Capacity Fees and the proposed Environmental and Develop menrnt- Related Rates and Charges will be conducted by staff before the public hearing date. RECOMMENDED BOARD ACTION Establish April 19, 2007 as the date for a public hearing to receive comments on and consider adoption of a proposed ordinance to amend District Code Chapter 6.30 "Schedule of Environmental and Development - Related Rates and Charges ". Central Contra Costa Sa..,tary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 4.m. Consent Calendar Type of Action: HUMAN RESOURCES subject: APPROVE A 5% SALARY DIFFERENTIAL FOR ASSOCIATE ENGINEERS ASSIGNED TO THE ENVIRONMENTAL SERVICES RIGHT OF WAY GROUP WHO ARE LICENSED AS PROFESSIONAL LAND SURVEYORS Submitted Byl: Ann Farrell, Director of Initiating Dept. /Div.: Engineering Engineering REVIEWED AND RECOMMENDED FOR BOARD ACTION: J. iyamoto -Mills . Swanson A. Farrell C. Freitas Arnes M. K Ily, General Manager ISSUE: Salary differentials for individuals holding professional licenses beyond those required in the class description require Board approval. RECOMMENDATION: Approve a salary differential of 5% for Associate Engineers in the Environ ental Services Division's Right of Way Group who are registered as both Professional Engineers and Professional Land Surveyors (PLS), whether or not the PLS license was obtained before hiring or while working at the District. FINANCIAL IMPACTS: For an individual with these qualifications, there would be a differential of approximately $400 per month. ALTERNATIVES /CONSIDERATIONS: The Board may deny the differential. BACKGROUND: Civil Engineers who obtained their professional registration after 1981 are not authorized to practice land surveying. The Associate Engineer supervising the Right of Way Group may be required to perform the duties reserved for individuals licensed by the State as Professional Land Surveyors. It is requested that a two -step (five percent - 5 %) salary premium be authorized for any Associate Engineer assigned to this position who is both a registered Professional Engineer and is licensed as a Professional Land Surveyor (PLS), regardless of whether the PLS license was obtained before being hired or while employed by the District. In addition, the salary premium may assist with attracting candidates to apply for this currently open position. If this request is approved, this position will be re- advertised with the salary differential. The Board Personnel Committee has reviewed this request and recommends its approval. MS /CG President Paul Louis has indicated his support for the salary modification. RECOMMENDED BOARD ACTION: Approve a salary differential of 5% for Associate Engineers in the Environmental Services Division's Right of Way Group who are registered as both Professional Engineers and Professional Land Surveyors (PLS), whether or not the PLS registration was obtained before or while working at the District. Central Contra Costa Sari -ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 6.a. Bids and Awards Type of Action., REJECT ALL BIDS Subject: REJECT ALL BIDS SUBMITTED FOR THE CONSTRUCTION OF THE DAF POLYMER SYSTEM IMPROVEMENTS, DISTRICT PROJECT 7258 Submitted By: Initiating Dept. /Div.: Gary Rathunde, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: 44d%z -- &4r &vr (�k? G��— o' &4 - G. Rathunde B. Than ecki A. Farre James M. elly, General Manager ISSUE: On February 13, 2007, sealed bids were received and opened for the construction of the DAF Polymer System Improvements, District Project 7258. The Board of Directors must award the contract or reject bids within 50 days of the bid opening. RECOMMENDATION: Reject all bids for the construction of the DAF Polymer System Improvements Project. FINANCIAL IMPACTS: The estimated cost for in -house value engineering, redesign by Damon S. Williams Associates (DSWA), and rebid of the project is approximately $25,000. ALTERNATIYES /CONSIDERATIONS: Authorize award of the project to the lowest responsible bidder, GSE Construction Company, in the amount of $771,500. This action is not recommended. BACKGROUND. The 2005 Solids Handling Facilities Plan Update identified the need to upgrade the polymer addition system for the existing three dissolved air flotation (DAF) thickeners. Presently, when one of the three DAF units is down for maintenance, staff needs to add polymer to meet peak loading conditions. By 2012, polymer addition will be required continuously to meet peak loading conditions with all three DAF units in operation. The existing polymer system utilizes dry polymer, is a manual system intended for intermittent use, and has not been reliable. The Solids Handling Facilities Plan Update recommended replacing the existing manual dry polymer system with a more reliable automatic liquid polymer system. In July 2006,' District staff executed a Professional Engineering Services agreement with DSWA to prepare design drawings and specifications for the installation of four new metering pumps to feed polymer to the three DAFTs; for modification of the existing polymer storage and feed containment area; the installation of a new polymer N: \PESUP \Position Pape rs\Rath u nde\7258 Reject Bids Final.doc Page 1 of 3 POSITION PAPER Board Meeting Date: March 15, 2007 subject. REJECT ALL BIDS SUBMITTED FOR THE CONSTRUCTION OF THE DAF POLYMER SYSTEM IMPROVEMENTS, DISTRICT PROJECT 7258 blending unit;, the installation of a sludge density probe and PLC based control system to automate the polymer feed rate; and modifications to the existing Dewatering Polymer System so it can be used as a backup polymer batching system. DSWA and District staff prepared the plans and specifications for the project. The Engineer's estimate for construction of the DAF Polymer System Improvements was $530,000. This project was advertised on January 12 and 17, 2007. Four sealed bids ranging from '$771,500 to $886,900 were received and publicly opened on February 13,'2007. A fifth bidder submitted a letter stating that they were unable to submit a qualified bid and explained the reason for this was due to unacceptable terms and conditions imposed by the manufacturer of the sole sourced polymer mixing units. A summary of bids received is shown in Attachment 1. The higher than expected bid prices for the project are primarily due to: 1) an under estimate of the cost to perform the electrical work on the project, 2) higher than expected cost for sole sourced mechanical equipment, and 3) a bidding environment where there it, an abundance of work for contractors. Staff has reevaluated the bid documents and concluded that with value engineering, redesign of portions of the project, and rebidding the work, the District could potentially attain significant savings and construct a DAF polymer mixing and feed system that would still meet the goals of the project. Staff recommends that all bids be rejected and that the project be value engineered, redesigned, and re -bid at a future date. This project is included in the fiscal year 2006- 2007 Capital ',Improvement Budget (CIB) on pages TP -39 and TP -40. Staff has determined that there are adequate funds in the Capital Improvement Budget for this project if the Board decided to award this project. RECOMMENDED BOARD ACTION: Reject all bids for the construction of the DAF Polymer System Improvements Project. Page 2 of 3 PROJECT NQ.: ATTACHMENT 1 DAF POLYMER SYSTEM IMPROVEMENTS DISTRICT PROJECT NO. 7258 SUMMARY OF BIDS 7258 PROJECT NAME: DAF Polymer System Improvements DATE: Feb. 13, 2007 LOCATION: 'Martinez, California ENGINEER EST.: $530,000 No BIDDER BID PRICE Name & address Monterey IVlechanical Company 1 8275 San Leandro Street No Bid Oakland, CA 94621 2 GSE Construction Company, Inc. 1020 Shannon Court $771,500 Livermore, CA 94550 3 NCCI, Inc. Pier 26 - The Embarcadero $777,843 San Francisco, CA 94105 4 Water Works Construction 4989 C No: nan Lane $799,550 Fairfield, CA 94533 5 Gantry Constructors, Inc. 917 Main Street $886,900 Clarkdale, AZ 86324 BIDS OPENED BY /s/ Elaine Boehme NAPESUP \Position Papers \Rathunde \7258 Reject Bids Final.doc DATE February 13, 2007 Page 3 of 3 w / DAF Polymer System Improvements Project CC S Central Contra Costa Sanitary District Bid Results • Monterey Mechanical Co. No Bid • GSE Construction Co. $771,500 • NCCI, Inc. $777,843 • Water Works Construction $799,550 • Gantry Constructors, Inc. $886,900 • Engineer's Estimate $530,000 Reasons for the High Bids • Cost of the sole source equipment • Under estimate of the electrical work • Control system to complex Next Steps • Value engineer the project to reduce construction costs • Produce new bid documents • Rebid the project Recommendation • Reject all bids for the construction of the DAF Polymer System Improvements Project DAF Polymer System Improvements Project Questions? Agenda item 7.a.1) Central Contra Costa Sanitary District March 9, 2007 TO: CCCSD BOARD OF DIRECTORS FROM: JAMES M. KELLY, GENERAL MANAGER SUBJECT: ,PLANT OPERATIONS DEPARTMENT HVAC PROJECT During construction on the HVAC project, asbestos containing material (ACM) was found in the Plant Operations Building (POB) on March 2, 2007. Extensive testing has been conducted since then, and ACM has been found on the underside of the grey insulation jackets around the HVAC hot water piping and in one spot where a fire retardant was sprayed onto a steel column. Air monitoring conducted within POB that airborne levels of asbestos are safe by OSHA standards. The airborne asbestos fibers measured averaged 0.002 to 0.003 fibers per cubic centimeter and OSHA's permissible exposure limit is 0.1 fibers per cubic centimeter. The construction team is working with Kellco, a certified asbestos consultant, to develop a detailed abatement plan to handle the ACM prior to continuing construction. A preliminary abatement plan, revised construction schedule and the approximate cost impact of the i,abatement will be presented to the Board in this report item. Agenda • Project overview • Scope of Construction Project • Challenges • Asbestos Issue in POB 7.a.1) Project Overview Contract Amount Contractor Construction Period Notice to Proceed Project Status Change orders Projected Completion 3.7 million Bell Products, Inc. 210 days September 18, 2006 70% complete 5 CCOs (90K) May 31, 2007 (not including asbestos delays) Scope of Project • Replace absorption chiller on POD • Replace HOB HVAC roof top units and boiler on 3rd floor • Replace interior ducts, install VAV's, and associated electrical work and piping • Provide temporary HVAC units • Replace roof on HOB and Board Room 2 7.a.1) 3 7.a.1) Work Area Prep 7.a.1) New ducts 1St floor HOB 7.a.1) Asbestos Issue • Asbestos Containing Material (ACM) found in POB • Tests indicate ACM on underside of insulation jacket (20 -50% chrysotile) of hot water piping and in the cement overspray at one location ( <1 % chrysotile). Work Environment Assesment • Airborne asbestos fibers measured averaged 0.002 to 0.003 fibers per cc • OSHA's permissible exposure limit is 0.1 fibers per cc. • Work environment is safe 7.a.1) Asbestos Abatement • Abatement completed in POB Basement and Mechanical Room • RFP sent to Contractor for remaining POB areas • POB staff will be moved to HOB 2 "d floor, annex, and other offices around the plant • Abatement and restoration may last up to 6 weeks (rough estimate$200k) Questions? 9 Board Meeting of March 15, 2007 Announcements Agenda Item 7.a.3) a) Announcement for Advertisement and Public Bidding of Walnut Creek Sewer Renovations, Phase 5, District Project 5964 This project is the fifth phase of approximately 15 phases of sewer renovations in Walnut Creek. It will renovate approximately 6,500 feet of 6- through 12 -inch sewer pipe at 5 locations, replace the pipe across Civic Park pedestrian bridge that is part of the 2006 Storm Damage, and install six spot repairs. Work will be done in easements and public right -of -way within both City and County jurisdictions. The construction will primarily use the pipe bursting method, although some open cut will be required. This project will be advertised on March 26 and 31, 2007. The bids will be opened on April 11, 2007. The construction cost is currently estimated at $1,600,000. More information will be presented when the Board is asked to approve the construction contract on April 19, 2007. b) Regional Water Quality Control Board Inspection Report On November 30, 2006, Tetra -Tech, a United States Environmental Protection Agency contractor, conducted a compliance and evaluation inspection of the treatment plant. On March 2, 2007, the District received the inspection report from the Regional Water Quality Control Board. The overall rating from the inspection report was satisfactory (their highest rating). According to the report, the treatment plant was judged to be well maintained and operated efficiently. C) Update on Plant Wet Weather Protection Project (See Attachment) On February 28th, 2007 District staff met with the Flood Control District to discuss the impacts of flooding on the District's treatment plant and future plans and projects by the Flood Control District to address the flood protection issues. Attached is a memorandum from the Flood Control District to the County's Transportation, Water and Infrastructure Committee that will be discussed on Monday March 12. District staff will be attending the meeting. District staff will also be joining the Flood Control District Staff on March 13 in Sacramento to jointly present the flooding concerns pertaining to Grayson and Lower Walnut Creeks to the Army Corp of Engineers and to request support for funding to complete current studies and future projects related to these creeks. On April 5, Mitch Avalon, Deputy Public Works Director will be attending the District's Board Meeting and will outline the Flood Control District's Strategy for dealing with sediment build -up in the Walnut Creek Channel. Also attached are letters to Representatives Miller, Tauscher, and McNerney requesting support/funding for the Flood Control District projects as they relate to our flooding issues. d) Dedication of Morello Bridges Don Blubaugh, the Martinez City Manager, contacted Central Contra Costa Sanitary District staff about having a modest dedication ceremony for the Morello Bridges project recognizing the completion of our joint project. With Board concurrence, Staff will work with the City of Martinez staff to arrange a modest dedication ceremony. Staff anticipates that some City Council Members and CCCSD Board members would participate in the ceremony. e) March 28 San Ramon Drill (See Attachment) As the board was previously advised at the second board meeting in January, a date has been set for the joint response drill with the City of San Ramon at the San Ramon Pumping Station for March 28, 2007. The drill will start at 1000 and should be done by early afternoon. The San Ramon Police, San Ramon Valley Fire District, San Ramon Public Works and the staff at nearby California High School and Staff will be involved. The CCCSD equipment and staff will be staged near the PS site at about 0900 to wait for the call from the city. The equipment will be the Cornell pump used to bypass pump the pumping station, one vactor, and the pump van used to respond to overflows. The CSO staff will hook up the Cornell pump. The Fire District requested that we bring other equipment to familiarize them with it. The city staff has notified residents in the area. The students and their parents at nearby California High School have also been notified. It is anticipated that some members of the city council will witness the drill. f) Alhambra Valley Trunk Sewer Status The District is steadily progressing through the NEPA process. The National Parks Service local level staff reviewed and commented on the project's Environmental Assessment (EA). The EA was revised in response to their comments and was forwarded to the regional director's office for review. If everything continues to go favorably with the NEPA process, we can expect to enter into an ROW agreement with the National Parks Service in late August. Staff will continue to update the Board as new information becomes available. g) Plant Pond and Fountain Shutdown The fountain and pond at the entrance to the treatment plant are out of service to replace a faulty drain valve, which had to be removed to obtain measurements and to order a new valve. The valve is scheduled to be installed on Friday, March 9, and the pond will be put back into service shortly thereafter. The previous pond outage was to replace the fountain pump. Agenda Item 7.a.3.c) CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT DATE: March 6, 2007 TO: Transportation, Water and Infrastructure Coma 'ttee FROM: Maurice M. Shiu. Chief Engineer � t�t� SUBJECT: STATUS REPORT ON THE FLOOD CONTROL DISTRICT'S WALNUT CREEK CHANNEL AND CONCERNS OF THE CENTRA CONTRA COSTA SANITARY DISTRICT On February 28, 2007 Flood Control District (District) staff met with staff from the Central Contra Costa Sanitary District (CCCSD). The Sanitary District is concerned about the level of flood protection provided to their facility and the critical need to protect their treatment plant in high storm flows. Their treatment plant serves 450,000 residents and could potentially be shut down for a month or more if flooded. resulting in a release of raw sewage into Grayson Creek. The CCCSD owns 356 acres near the northeast intersection of Highway 4 and Interstate 680. The CCCSD has several critical facilities, such as pumps, furnaces, and other equipment that are below the 100 year flood level. These critical facilities and the plant are currently protected by a flood control levee and channel system surrounding their property along Walnut Creek and Grayson Creek. The Army Corps of Engineers (Corps) has recently proposed to decertify the Walnut Creek Channel due to sediment buildup. The proposed decertification would also impact Grayson Creek in the vicinity of the CCCSD treatment plant., The treatment plant facilities are located in the southwest quadrant of their property at the highest elevation. CCCSD has several overflow basins where effluent can be stored in case their treatment facilities are overloaded with incoming flows to the plant. CCCSD staff analyzed the elevations of flood waters for a 100 year storm and determined the flows would overtop the levees fronting on the Grayson Creek channel and Walnut Creek channel. In fact, a CCCSD field inspection after the December 31. 2005 storm, which was estimated to be a 39 year storm event, had shown the levee was overtopped in the area northeast of CCCSD's storage basin B. The Flood Control District has been working with the Corps on a reevaluation study of the lower Walnut Creek Channel since 2002 to determine an alternative design with a more sustainable creek cross section. This was discussed in detail at the February 12. 2007 TWIC meeting and will be reported to the Board on March 13. 2007. Once the reevaluation study is completed and the alternate project is built, properties along the lower portion of the Walnut Creek Channel, including the CCCSD treatment plant, will be protected from 100 year storm flows. In the meantime, the District will work with the impacted properties in the lower portion of the Walnut Creek Channel. including CCCSD, to identiA, interim flood protection measures until the Corps project is built. Flood Control District staff provides the following outline of a strategy for addressing the sediment buildup in the lower Walnut Creek channel near the CCCSD treatment plant. Define Impact to CCCSD The District needs the Corps hydraulics study to determine which properties are impacted and the extent of the impact on those properties. The CCCSD used an estimated water surface elevation from the Grayson/Murderers Creek study to analyze the impact of overflow on their property. The information from the Corps hydraulics study will provide a more accurate indication of the potential impact on the CCCSD plant. 2. Plan for Interim Flood Protection Measures The District is proposing to develop an interim plan of flood protection measures to protect property impacted by overflows from the sediment buildup in the Walnut Creek and Grayson Creek channels. The District will use the Corps hydraulics study to develop the interim flood protection measures and associated cost estimates. This step and the prior step are expected to take approximately three months. I Request for Full Corps Capability Funding The Corps reevaluation study was originally to be completed by September 2006. Due to sporadic federal appropriations. the study is substantially behind schedule. It is imperative that we receive full funding to match the Corps capability this year and next year to complete the reevaluation study. Once the reevaluation study is complete we can implement the ultimate flood control project. The full Corps capability funding request for this year is $600,000. 4. Project Review Board Meeting in Sacramento The Sacramento District of the Army Corps of Engineers provides a forum each month to meet with the Colonel to discuss projects and issues. We are scheduled to meet with Colonel Ron Light on March 13, 2007 to discuss the Walnut Creek channel project. Staff from CCCSD has agreed to attend the meeting with District staff to reinforce our message with the Colonel. We will request the following: Commitment of resources to complete the reevaluation study. Commitment of resources to complete the hydraulics study component. Commitment of $200,000 from the continuing resolution authority for federal fiscal year 2007. Pursue Integrated Regional Watershed Management Funding Opportunities There is significant funding available from the State for Integrated Regional Watershed Management Plans and integrated projects. There is an opportunity for the Flood Control District to work with CCCSD to define an integrated project that will provide infrastructure protection for the Sanitary District, flood improvements for the Flood Control District and environmental enhancements for watershed restoration groups. The Flood Control District will be budgeting funds to develop the plan of interim flood protection measures and their associated estimated costs. As reported at the last TWiC meeting, the District will also be applying for a pen-nit to dredge the lower Walnut Creek Channel. and developing a dredge project with estimated costs. The District plans to bring this information back to the TWIG with a recommendation to dredge the channel, implement some or all of the interim flood protection measures. or a combination of partial dredging and some interim flood protection measures. In addition, the Flood Control District will also be commencing a study to detennine what is required for the levees to meet FEMA and Corps levee certification criteria. The Flood Control District staff has requested to make a presentation to the CCCSD Board of Directors on April 5. 2007 to outline the Flood Control District's strategy for dealing with the sediment buildup in the Walnut Creek channel project. MMS:RMA:lz G:\Admin,•Mitc111,200TMIC memo 3- 6- 07.('CC'SD.doc Attachment c: Mitch ,Avalon. Depute Public Works Director Greg Connaughton. Flood Control Paul Detjens. Flood Control Silvano Marchesi. Count% Counsel Ron I larvey. Risk Management Jim Kelly. General Manager. CCCSD Agenda Item 7.a.3.c) Agenda Item 7.a.3-c) District This letter was also mailed to: FAX: (925) 676 -7211 The Honorable George Miller JAMESM. KELLY United States House of Representatives General Manager March 9, 2007 and KENTONL. ALM The Honorable Jerry McNerney Counselfor the District United States House of Representatives (slo) aoa -a000 ELAINE R. BOEHME The Honorable Ellen Tauscher Secretary of the District United States House of Representatives 2121 North California Blvd, Suite 555 Walnut Creek, CA 94596 Dear Congresswoman Tauscher: I am writing to request your assistance on a serious matter that could result in the catastrophic failure of the wastewater treatment facilities serving all of Central Contra Costa County. The Central Contra Costa Sanitary District ( CCCSD) owns 356 acres near the northeast intersection of Highway 4 and Interstate 680. The wastewater treatment facility that processes all the wastewater from the approximately 450,000 people in central county is located on this site. The majority of the critical facilities and equipment, such as pumps, furnaces and other equipment, are below the 100 -year flood level. These critical facilities and the entire plant are currently protected by a flood control levee and channel system along Walnut and Grayson Creeks which was originally designed to protect the property from the 100 -year flood. If flooded, the plant could be shut down for a month or more, resulting in a release of more than 40 million gallons per day of raw sewage into Grayson Creek just upstream of its confluence with the Walnut Creek Channel. The Army Corps of Engineers (Corps) has recently proposed to decertify the Walnut Creek Channel due to sediment buildup. The proposed decertification would also impact Grayson Creek in the vicinity of the CCCSD treatment plant. The sediment buildup has resulted from the poor original design of the levee system and has created a costly maintenance and environmental problem for the Contra Costa County Flood Control District. CCCSD staff has analyzed available data and believes that, due to the sediment buildup, the levees would be overtopped during a storm event of 40 -year or greater. In fact, a CCCSD field inspection after the December 31, 2005 storm, which was estimated to be a 39- year storm event, had shown the levee was overtopped in the northeast corner of the CCCSD property. The Contra Costa County Flood Control District has been working with the Corps on a reevaluation study of the lower Walnut Creek Channel since 2002 to determine an alternative design with a more sustainable creek cross BOARD OF DIRECTORS JAMES A. NEJEDLY. President • GERALD R. L UCE Y, President Pro Tent • BARBARA D. HOCKETT • MICHAEL R. McGILL, • AMR10 M. MENESINI A i� Recycled Paper section which would be self cleansing and eliminate the need for periodic dredging. Once the reevaluation study is completed and the alternative project is built, properties along the lower portion of the Walnut Creek Channel, including the CCCSD treatment plant, will be protected from 100 -year storm flows. Unfortunately, this project has been moving very slowly because the study has not been fully funded. CCCSD is currently investigating interim protection measures for our core facilities that could prevent a catastrophic failure but would not retain the full water quality protection that the facility now provides. These interim measures will be developed when preliminary water surface elevation information from the Corps study is made available to the Contra Costa County Flood Control District, with whom we are working closely. Currently during storm events, a system of large storage basins allows CCCSD to retain peak flows that exceed the treatment capacity and return the bypassed flow to the treatment plant for subsequent treatment when the storm subsides. It would be extremely expensive to raise /construct our own levees around the entire site in order to preserve the use of these ponds. Therefore, during this interim period, before the County /Corps project to raise the Corps levees is completed, whenever a storm of greater than 40 -year frequency occurs, there will be a danger of CCCSD having to discharge partially- treated or untreated wastewater to Grayson Creek, because the levees would be overtopped and the wet weather storage basins would be unavailable. These would be un- permitted discharges and CCCSD would look to pass any regulatory fines related to these incidences on to the County and the Corps. The only way to avoid this situation is to construct the ultimate flood control project. This brings us to why we are contacting you. We need your assistance to ensure the following: • Commitment of Corps staffing resources to complete the reevaluation study of the lower Walnut Creek Channel, including the hydraulics study component • Full Corps funding for the studies and full Corps funding for the ultimate recommended flood control project We understand that there are many competing interests for Federal dollars. As you know, CCCSD is a well -run Special District that has done an excellent job of funding its infrastructure renovation and replacement without calling upon the Federal government. However, in this case, we face a problem that is not of our making and not within our control to solve. We would greatly appreciate any assistance you can provide in ensuring that the lower Walnut Creek Channel reevaluation study and subsequent flood control improvements receive the full attention and resources of the Corps of Engineers and the Federal government. BOARD OF DIRECTORS JAMESA. NEIEDLY, President *GERALD R. L UCE Y, President Pro Tom -BARBARA D. HOCKETT - MICHAEL R. McGILL, - MARIO M. MENESINI I would be happy to meet with you to discuss this matter further. I look forward to hearing from you. Sincerely, G 7& c;Zf -& James A. Nejedly President Board of Directors Central Contra Costa Sanitary District CC: Colonel Ron Light, U.S. Army Corps of Engineers Maurice Shiu, Chief Engineer, Contra Costa County Flood Control District Mitch Avalon, Deputy Public Works Director, Contra Costa County Flood Control District Mary N. Piepho, Chair, District III, Contra Costa County Board of Supervisors John M. Gioia, District I, Contra Costa County Board of Supervisors Gayle B. Uilkema, District II, Contra Costa County Board of Supervisors Susan Bonilla, District IV, Contra Costa County Board of Supervisors Federal D. Glover, District V, Contra Costa County Board of Supervisors Gary Napper, City Manager, City of Clayton, California Lydia E. Du Borg, City Manager, City of Concord, California Joe Calabrigo, Town Manager, Town of Danville, California Don Blubaugh, City Manager, City of Martinez, California Phil Vince, Town Manager, Town of Moraga, California Janet Keeter, City Manager, City of Orinda, California Mike Ramsey, City Manager, City of Pleasant Hill, California Herb Moniz, City Manager, City of San Ramon, California Gary Pokorny, City Manager, City of Walnut Creek, California Central Contra Costa Sanitary District Board of Directors BOARD OF DIRECTORS JAMESA. NEJEDLY, President • GERALD R. L UCE Y, President Pro Tent • BARBARA D. HOCKETT • MICHAEL R. McCULL, • MARIO M. MENESINI PUBLIC IP RMATION NOTICE JOINT AGENCIES FIELD EXERCISE San Ramon LARWIN PUMP STATION 9927 Mangos Drive, San Ramon Wednesday, March 28, 2007 8:30 am to 1:00 pm The joint agencies of the Central Contra Costa Sanitary District (CCCSD), San Ramon Valley Fire Protection District (SRVFPD), San Ramon Valley Unified School District, California High School, and the City of San Ramon have been working cooperatively on an emergency response field exercise for the Larwin Pump Station. The Larwin Pump Station, located at 9927 Mangos Drive, is owned and operated by CCCSD. The purpose of the field exercise is to execute an emergency response plan, evaluate the joint agencies' field response and modify /refine the emergency response plan. The field exercise will include the simulation of an emergency call and the field response of personnel and equipment from the joint agencies to the Larwin Pump Station site on Mangos Drive. The joint agencies ask for your cooperation and consideration while the field exercise is underway. There will be temporary pedestrian and vehicular restrictions at the following locations during the field exercise hours noted above: 1. Pedestrian bridge from Mangos Drive to the Iron Horse Trail and California High School will be closed. 2. Vehicle traffic will be closed and redirected at the following locations: a) Mangos Drive south of De Anza Place b) Ensenada Drive at Mangos Drive c) Mangos Drive north of Del Mar Drive Accommodations will be made for special needs and for residents within the field exercise area. Please call Steven Spedowfski, San Ramon Engineering Services at (925) 973 -2653, if you have any questions/concerns or have any special requirements. The joint agencies would like to thank you in advance for your patience and cooperation during this field exercise. PUBLIC INFORMATION NOTICE JOINT AGENCIES FIELD EXERCISE San Ramon LARWIN PUMP STATION • •••, 9927 Mangos Drive, San Ramon Wednesday, March 28, 2007 8:30 am to 1:00 pm The joint agencies of the Central Contra Costa Sanitary District (CCCSD), San Ramon Valley Fire Protection District (SRVFPD), San Ramon Valley Unified School District, California High School, and the City of San Ramon have been working cooperatively on an emergency response field exercise for the Larwin Pump Station. The Larwin Pump Station, located at 9927 Mangos Drive, is owned and operated by CCCSD. The purpose of the field exercise is to execute an emergency response plan, evaluate the joint agencies' field response and modify /refine the emergency response plan. The field exercise will include the simulation of an emergency call and the field response of personnel and equipment from the joint agencies to the I.arwin Pump Station site on Mangos Drive. The joint agencies ask for your cooperation and consideration while the field exercise is underway. There will be temporary pedestrian and vehicular restrictions at the following locations during the field exercise hours noted above: Pedestrian bridge from Mangos Drive to the Iron Horse Trail and California High School will be closed. Vehicle traffic will be closed and redirected at the following locations: a) Mangos Drive south of De Anza Place b) Ensenada Drive at Mangos Drive c) Mangos Drive north of Del Mar Drive Accommodations will be made for special needs and for residents within the field exercise area. Please call Steven Spedowfski, San Ramon Engineering Services at (925) 973 -2653, if you have any questions /concerns or have any special requirements. The joint agencies would like to thank you in advance for your patience and cooperation during this field exercise. Agenda Item 7.a.3.e) VIVNr►Y MAP LARMN PUMP STATION ,\ y ecwwn Ir i 0` '" veoeeTaAJ ?k r�% LARWIN PUMP— y\ b j � c / \. STATION WUNITY ACAP LAMM PUMP STATION I414!:M AWATIC C.RNTFA LANWINPUMP -- - STATION ; Central Contra Costa San. _ary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 8.a. Administrative Type of Action: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONTRACT WITH JEL PRODUCTIONS, INC. FOR $90,000 TO DEVELOP THE DISTRICT'S INTERNET Subject: Submitted By: Randall M. Musgraves Initiating Dept./Div.: Administration REVIEWED AND RECOMMENDED FOR BOARD ACTION: e Mark Greenawalt Debbie R Rand usgraves IT Administrator Contro er hector of Administration James M Kelly, General Manager ISSUE: The Board of Directors' authorization is required for execution of contracts exceeding $50,000. RECOMMENDATION: Authorize the General Manager to execute a contract for $90,000 with Jel Productions, Inc for the development and implementation of the District's website. FINANCIAL IMPACTS: The contract of $90,000 for website development and implementation has been budgeted in the Information Technology (IT) Development capital improvement budget and plan. ALTERNATIVES /CONSIDERATIONS: Staff developed four alternatives mixing consultant and staff time. The first alternative, recommended, is to contract for $90,000 and develop and implement the website in four months. The second is to contract for $60,000 and implement in six months. The third is to contract for $35,000 and implement in eight months. The last alternative is for staff to learn the necessary programming and technical knowledge and develop and implement the website over an eighteen to twenty -four month period. BACKGROUND: District staff has identified the need to update and reconfigure the District's intranet (OTIS) and the Internet website. The intranet work is substantially completed allowing staff to focus on reconfiguring the District's website. Key components to the upgrade include improved customer service through easier access to information, ADA compliance, interactive forms and applications and improved maintenance. Staff sought proposals for the internet website reconfiguration. Three responses were received. After careful review and discussions with the vendors, staff is recommending to contract with Jel Productions, Inc. The primary considerations were capability to perform work completely and on time, cost, references and location. Jel Productions, POSITION PAPER Board Meeting Date: March 15, 2007 subject AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONTRACT WITH JEL PRODUCTIONS, INC. FOR $90,000 TO DEVELOP THE DISTRICT'S INTERNET Inc. provided more complete responses to the proposal and follow up questions, was similar or lower in cost to the other two responding companies, and is located in Sacramento versus out of state. Staff does not currently possess the needed technical knowledge and experience and would require training prior to the design of the website. The additional training requirement and staff's current and future workload and priorities provide the reasoning to request for the greater level of contract support and cost. The contract work with Jel will provide staff with the knowledge to convert District forms to an interactive state for on -line processing. In addition, staff will be purchasing and implementing an HTE software package ($20,000) that will allow the capability and bridging for interactive forms and employee application tracking. The Outreach Committee requested staff to develop the ability for residents and businesses to drill down on a map to determine if they will be impacted, and how, from a District project. Additional programming, estimated at $20,000, will modify the existing GDI maps to provide the requested drill down capability. Staff has also identified the desire to conduct the distribution of Request For Proposals (RFP), the tracking of automated bidding and proposals and on -line permit processing. A significant cost savings will occur from reduced printing and mailing as well as staff time. It is estimated that this capability will cost an additional approximately $80,000 to $100,000 to implement and will be brought back for Board consideration after the initial work with Jel Productions, Inc. is completed. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a contract for $90,000 with Jel Productions, Inc for the development and implementation of the District's website. Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 15, 2007 No.: 9.a. Engineering Type of Action: AUTHORIZE PERMIT CONTRACT Subject. GENERAL MANAGER TO EXECUTE PERMIT CONTRACT WITH ACME FILL CORPORATION FOR DISCHARGE OF TREATED LANDFILL LEACHATE Submitted By Initiating Dept. /Div.: Timothy Potter, Source Control Engineering /Environmental Services Program Superintendent REVIEWED AND RECOMMENDED FOR BOARD ACTION. T. PotterV A. Farrell K. Alm mes M. Ally, General Manager ISSUE: Wastewater Discharge Permit Contracts for Class I Industrial Users must be approved by the Board of Directors. RECOMMENDATION: Authorize the General Manager to execute the 3 -year Permit Contract with Acme Fill Corporation regarding the acceptance of treated leachate. FINANCIAL IMPACTS: No adverse financial impacts are anticipated from entering into this contractual agreement with Acme. Source Control, laboratory, and legal costs are recovered for billable activities. Treatment plant and collection system costs are recovered through the Sewer Service Charge. ALTERNATIVES /CONSIDERATIONS: Two primary alternatives to the proposed Permit Contract were considered: 1) to not accept the treated leachate; or 2) to authorize the discharge of treated leachate through the District's existing Class II Industrial User Permit Program. Neither alternative is preferred over the proposed Permit Contract, which gives the District more ability to customize the requirements. BACKGROUND: Acme's pretreated landfill leachate has been accepted by the District under a pilot project since the early 1990's, and through permit contracts since 1994. A permit contract was used to protect the District and to preserve the right to modify the discharge conditions or stop receiving the treated leachate. The District chose to receive the leachate at the direction of the Regional Water Quality Control Board (RWQCB) because the District's sludge and ash had been disposed of at Acme Fill, and District's franchised solid waste companies disposed garbage in the landfill. In addition, the RWQCB identified that there were no viable alternatives available for the disposal of the treated landfill leachate as the hazardous waste landfill operations entered into closure. N:\ ADMINSUP \ADMIN \DIST- SEC\Agendas \PP Acme Fill 3- 15- 07.doc POSITION PAPER Board Meeting Date: March 15, 2007 subject GENERAL MANAGER TO EXECUTE PERMIT CONTRACT WITH ACME FILL CORPORATION FOR DISCHARGE OF TREATED LANDFILL LEACHATE During the last six years, Acme has operated the Leachate Treatment Plant (LTP) in compliance with the conditions of the Permit Contract except when one Notice of Violation was issued in January 2005 when discrepancies between the reported volumes of influent and effluent were noted in the monthly compliance report. Acme responded to the NOV by calibrating the influent flow meter to ensure more accurate measurements would be recorded and reported. The proposed Permit Contract maintains the protections in the previous Permit Contract and addresses certain changes requested by Acme representatives to reduce their compliance costs. District staff has reviewed these changes and believes they are acceptable because of Acme's compliance record, and they do not significantly increase the risk to our facilities from the Acme discharge. The proposed Permit Contract contains the following significant changes over the current Permit Contract: • The District will have web -based access to the effluent and process data; • Lower effluent limits for some constituents have been incorporated into the Self - Monitoring Program based on the new Local Discharge Limits; • Self- monitoring frequency has been reduced for certain pollutant parameters; • The environmental liability insurance requirements have been reduced to reflect the lower level of risk the District is exposed to from accepting the treated leachate; and • The allowable flow from the leachate of the East Parcel (a non - hazardous landfill unit) during the wet season has been increased to provide greater environmental protection and operational flexibility to Acme and improve operational effectiveness of the leachate treatment plant. As with the previous Permit Contract, the proposed Permit Contract includes conditions that allow the District to change the leachate monitoring parameters or effluent limits to protect District facilities and operations, or to meet new regulatory requirements. The District also has the right to suspend or terminate the leachate discharge if acceptance of the treated leachate effects the District's ability to meet NPDES limits, results in the District's treatment plant being classified as a hazardous waste treatment facility, or effects the District's ability to reclaim water. N:\ ADMINSUP \ADMIN \DIST- SEC\Agendas \PP Acme Fill 3- 15- 07.doc POSITION PAPER Board Meeting Date: March 15, 2007 subject. GENERAL MANAGER TO EXECUTE PERMIT CONTRACT WITH ACME FILL CORPORATION FOR DISCHARGE OF TREATED LANDFILL LEACHATE Staff has concluded that approval of this contract is exempt from the California Environmental Quality Act (CEQA). Attachment A identifies the applicable CEQA standards that support this determination. Approval of this Permit Contract will establish the Board of Directors' independent finding that this contract is exempt from CEQA. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute the Permit Contract with Acme Fill Corporation regarding the acceptance of treated landfill leachate from the Acme Landfill located in Martinez, California. N:W DMINSUPWDMIN\DIST- SECWgendas\PP Acme Fill 3- 15- 07.doc Attachment A Staff has concluded that approval of the Acme Fill Corporation Permit Contract is exempt from the California Environmental Quality Act (CEQA) on several grounds: • CEQA Guidelines Section 15308 provides an exemption where a regulatory agency which is authorized by state or local ordinance to assure the maintenance or protection of the environment takes action to affect such a purpose. The execution of a Permit Contract with Acme Fill Corporation is intended to maintain and protect the waters and other aspects of the environment. • Public Resources Code Section 21080(b) (15) exempts projects undertaken by a local agency to implement a rule of a state agency action under a certified regulatory program. Part of the intent in entering into the Permit Contract is to enable Acme to comply with a Regional Water Quality Control Board's Clean Up and Abatement Order. CEQA Guidelines Section 15061 (b)(3) provides an exemption for projects where it can be said with certainty that there is no possibility for significant effect on the environment. Given the pretreatment standards included in the proposed Permit Contract, such is the case. N:\ ADMINSUP \ADMIN \DIST- SEC\Agendas \PP Acme Fill Attachment 3- 15- 07.doc 4� O � � H O � � N � O � t1r) a � � o os� crs � p o 0 0 U� �w o� V .) 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