HomeMy WebLinkAbout10/04/2007 AGENDA BACKUPCentral Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 4, 2007 No.: 3.d. Consent Calendar
Type of Action: ADOPT RESOLUTION
subject: ADOPT A RESOLUTION ACCEPTING OFFERS OF DEDICATION FROM
LAFAYETTE HIDDEN OAKS, L.P. FOR EASEMENTS SHOWN ON THE
RECORDED FINAL MAP OF SUBDIVISION 8438 IN LAFAYETTE, ACCEPTING
PUBLIC SEWER IMPROVEMENTS, AND AUTHORIZING STAFF TO RECORD THE
RESOLUTION WITH THE CONTRA COSTA COUNTY RECORDER (JOB 5728 —
PARCEL 3 *)
Submitted By: Initiating Dept. /Div.:
Molly Mullin, Engineering Assistant III Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD
f/
*9 - ,: �
ACTION:
�'4
M. Mullin J. Miyamoto -Mills
C. Swanson
*.ar`�
J mes M. 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 offers of dedication and public
sewer improvements, and authorizing staff to record the resolution with the Contra
Costa County Recorder.
FINANCIAL IMPACTS: The 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 accept
easements shown on the recorded final map of Subdivision 8438 that are required for a
recent public sewer extension off Hidden Oaks Drive in Lafayette (as shown on
Attachment 1). Staff has reviewed the final subdivision map, inspected the public sewer
improvements, and determined that they are in compliance with District standards. The
layout of the new subdivision required an extensive rerouting of the sewer pipelines
originally installed in 1948 under District Project 1552 (L.I.D. No. 2). Quitclaiming of the
original easements is also recommended in five separate Consent Calendar items on
the Board agenda for October 4, 2007.
RECOMMENDED BOARD ACTION: Adopt a resolution accepting offers of dedication
from Lafayette Hidden Oaks L.P. for easements shown on the recorded final map of
Subdivision 8438 in Lafayette, accepting Job 5728 public sewer improvements, and
authorizing staff to record the resolution with the Contra Costa County Recorder.
"Easement parcel numbers are for internal job log use only.
N: \ENVRSEC \Position Papers \Mullin \2007 \5728 PP Lafayette Hidden Oaks Parcel 3 10- 4- 07.doc
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 4, 2007 No.: 3.e. Consent Calendar
Type of Action: ADOPT RESOLUTION
Subject: ADOPT A RESOLUTION AUTHORIZING EXECUTION AND RECORDING
OF A QUITCLAIM DEED TO JOANNA ROBERTS (55 HIDDEN OAKS DRIVE,
LAFAYETTE, DISTRICT PROJECT 1552 — PARCEL 86 (PORTION) *)
Submitted By: Initiating Dept. /Div.:
Molly Mullin, Engineering Assistant III Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTI N:
v
6*7)
M. ullin J. Miyamoto -Mills C. Swanson . F rrell James . Kelly
eneral Manager
ISSUE: A resolution of the Board of Directors is required to accept or quitclaim
easements and record documents.
RECOMMENDATION: Adopt a resolution authorizing execution and recording of a
Quitclaim Deed.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS: None.
BACKGROUND: A new subdivision (Tract 8438 - Hidden Oaks, Lafayette) required an
extensive rerouting of the sewer pipelines originally installed in 1948 under District
Project 1552 (L.I.D. No. 2). The developer offered new easements for the relocated
sewers on the recorded final subdivision map. Installation of the new sewers and
abandonment of the original sewers have been completed. Staff inspected the sewer
improvements and determined that they are in compliance with District standards, and
acceptance of the new easements is the subject of a separate Position Paper on this
agenda. It is now appropriate for the District to quitclaim the original L.I.D. No. 2
easements to the current property owners.
RECOMMENDED BOARD ACTION: Adopt a resolution authorizing the President of
the Board of Directors and the Secretary of the District to execute a Quitclaim Deed to
Joanna Roberts and staff to record the deed with the Contra Costa County Recorder.
*Easement parcel numbers are for internal job log use only.
N: \ENVRSEC \Position Papers \Mullin \2007 \1552 PP Roberts 10- 4- 07.doc
J
= SITE
LAF ETTE
� � 1
`
�y
O
WAL�T CREEK
ICE VALLEY R
LOCATION MAP
N. T. S.
opil.
Central Contra Costa
Sanitary District QUITCLAIM DP 1552
PARCEL 86 (PORTION)
r—
z
Attachment
1'
1
'1
1'
5
ROBERTS
------------------ - - - - --
=
Abandon Sewer
and Quitclaim
0
Ex. Easement
z
185 - 430 -016
O
D
LEGEND:
Cn
v
QUITCLAIM
BDIVISION BOUNDARY
— — —
PR ATE ROAD EASEMENT
—
EXISTING SEWER
NEW SEWER
N
•— • —•—
ABANDONED SEWER
EASEMENT
Central Contra Costa
Sanitary District QUITCLAIM DP 1552
PARCEL 86 (PORTION)
r—
z
Attachment
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 4, 2007 No.: 3.f. Consent Calendar
Type of Action: ADOPT RESOLUTION
subject: ADOPT A RESOLUTION AUTHORIZING EXECUTION AND RECORDING
OF A QUITCLAIM DEED TO MARGARET L. TAYLOR, TRUSTEE (56 HIDDEN
OAKS DRIVE, LAFAYETTE, DISTRICT PROJECT 1552 — PARCEL 86 (PORTION) *)
Submitted By: Initiating Dept /Div.:
Molly Mullin, Engineering Assistant III Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
- )n P---
M. Mullin J. Miyamoto -Mills
C. Swanson
U- Of A am
4AO-
James M. Kelly
General Manager
ISSUE: A resolution of the Board of Directors is required to accept or quitclaim
easements and record documents.
RECOMMENDATION: Adopt a resolution authorizing execution and recording of a
Quitclaim Deed and recording of the documents.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS: None.
BACKGROUND: A new subdivision (Tract 8438 - Hidden Oaks, Lafayette) required an
extensive rerouting of the sewer pipelines originally installed in 1948 under District
Project 1552 (L.I.D. No. 2). The developer offered new easements for the relocated
sewers on the recorded final subdivision map. Installation of the new sewers and
abandonment of the original sewers have been completed. Staff inspected the sewer
improvements and determined that they are in compliance with District standards, and
acceptance of the new easements is the subject of a separate Position Paper on this
agenda. It is now appropriate for the District to quitclaim the original L.I.D. No. 2
easements to the current property owners.
RECOMMENDED BOARD ACTION: Adopt a resolution authorizing the President of
the Board of Directors and the Secretary of the District to execute a Quitclaim Deed to
Margaret L. Taylor, Trustee and staff to record the deed with the Contra Costa County
Recorder.
*Easement parcel numbers are for internal job log use only.
N: \ENVRSEC \Position Papers \Mullin \2007 \1552 PP Taylor 10- 4- 07.doc
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 4, 2007 No.: 3.g. Consent Calendar
Type of Action: ADOPT RESOLUTION
subject: ADOPT A RESOLUTION AUTHORIZING EXECUTION AND RECORDING
OF A QUITCLAIM DEED TO RAMON AND JAMIE SNYDER (21 SAMANTHA
DRIVE, LAFAYETTE, DISTRICT PROJECT 1552 — PARCEL 86 (PORTION) *)
Submitted By: Initiating Dept /Div.:
Molly Mullin, Engineering Assistant III Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD �&_ ACTION:
?/ '2 .
M. Mullin J. Miiy moto -Mills C. Swanson rr I /farnei M. Kelly
eneral Manager
ISSUE: A resolution of the Board of Directors is required to accept or quitclaim
easements and record documents.
RECOMMENDATION: Adopt a resolution authorizing execution and recording of a
Quitclaim Deed.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS: None.
BACKGROUND: A New subdivision (Tract 8438 - Hidden Oaks, Lafayette) required
an extensive rerouting of the sewer pipelines originally installed in 1948 under District
Project 1552 (L.I.D. No. 2). The developer offered new easements for the relocated
sewers on the recorded final subdivision map. Installation of the new sewers and
abandonment of the original sewers have been completed. Staff inspected the sewer
improvements and determined that they are in compliance with District standards, and
acceptance of the new easements is the subject of a separate Position Paper on this
agenda. It is now appropriate for the District to quitclaim the original L.I.D. No. 2
easements to the current property owners.
RECOMMENDED BOARD ACTION: Adopt a resolution authorizing the President of
the Board of Directors and the Secretary of the District to execute a Quitclaim Deed to
Ramon and Jamie Snyder and staff to record the deed with the Contra Costa County
Recorder.
*Easement parcel numbers are for internal job log use only.
NAENVRSEC \Position Papers \Mullin \2007 \1552 PP Snyder 10- 4- 07.doc
IL 1 i X Imo®
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
in-
Board Meeting Date: October 4, 2007 No.: 3.h. Consent Calendar
Type of Action: ADOPT RESOLUTION
subject: ADOPT A RESOLUTION AUTHORIZING EXECUTION AND RECORDING
OF A QUITCLAIM DEED TO PETER AND RAMONA BRANAGH (23 SAMANTHA
DRIVE, LAFAYETTE, DISTRICT PROJECT 1552 — PARCEL 86 (PORTION) *)
Submitted By: Initiating Dept. /Div.:
Molly Mullin, Engineering Assistant III Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
4 L ap- a4W,
M. Mullin J. Miyamoto -Mills C. Swanson '-AqFJrel Janies M. Kelly
General Manager
ISSUE: A resolution of the Board of Directors is required to accept or quitclaim
easements and record documents.
RECOMMENDATION: Adopt a resolution authorizing execution and recording of a
Quitclaim Deed.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS: None.
BACKGROUND: A new subdivision (Tract 8438 - Hidden Oaks, Lafayette) required an
extensive rerouting of the sewer pipelines originally installed in 1948 under District
Project 1552 (L.I.D. No. 2). The developer offered new easements for the relocated
sewers on the recorded final subdivision map. Installation of the new sewers and
abandonment of the original sewers have been completed. Staff inspected the sewer
improvements and determined that they are in compliance with District standards, and
acceptance of the new easements is the subject of a separate Position Paper on this
agenda. It is now appropriate for the District to quitclaim the original L.I.D. No. 2
easements to the current property owners.
RECOMMENDED BOARD ACTION: Adopt a resolution authorizing the President of
the Board of Directors and the Secretary of the District to execute a Quitclaim Deed to
Peter and Ramona Branagh and staff to record the deed with the Contra Costa County
Recorder.
'Easement parcel numbers are for internal job log use only.
N: \ENVRSEC \Position Papers \Mullin\2007 \1552 PP Branagh 10- 4- 07.doc
I
1
�/'' \jam'' SITE -�',, t�
N `/ i N
CREEK
CE VALLEY
LOCATION MAP
N. T. S.
BRANAGH
s
I
Abandon Sewer
and Quitclaim
Ex. Easement
185 - 430 -013
LEGEND:
QUITCLAIM
PRIVATE ROAD EASEMENT
EXISTING SEWER N
NEW SEWER
•— • —•— ABANDONED SEWER
sommo Il11 EASEMENT
Central Contra Costa
Sanitary District QUITCLAIM DP 1552
4tv t PARCEL 86 (PORTION)
v■
v
v
M
z
0
D
v
X
Attachment
1
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 4, 2007 No.: 3A. Consent Calendar
Type of Action: ADOPT RESOLUTION
subject: ADOPT A RESOLUTION AUTHORIZING EXECUTION AND RECORDING
OF A QUITCLAIM DEED TO PETER AUZERS AND JOANN BOWES (25
SAMANTHA DRIVE, LAFAYETTE, DISTRICT PROJECT 1552 — PARCEL 86
(PORTION)')
Submitted By: Initiating Dept /Div.:
Molly Mullin, Engineering Assistant III Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACT ON:
M. Nfullin J. Miya oto -Mills C. Swanson ar II Jam M. Kelly
General Manager
ISSUE: A resolution of the Board of Directors is required to accept or quitclaim
easements and record documents.
RECOMMENDATION: Adopt a resolution authorizing execution and recording of a
Quitclaim Deed.
FINANCIAL IMPACTS: None.
ALTERNATIVES /CONSIDERATIONS: None.
BACKGROUND: A new subdivision (Tract 8438 - Hidden Oaks, Lafayette) required an
extensive rerouting of the sewer pipelines originally installed in 1948 under - District
Project 1552 (L.I.D. No. 2). The developer offered new easements for the relocated
sewers on the recorded final subdivision map. Installation of the new sewers and
abandonment of the original sewers have been completed. Staff inspected the sewer
improvements and determined that they are in compliance with District standards, and
acceptance of the new easements is the subject of a separate Position Paper on this
agenda. It is now appropriate for the District to quitclaim the original L.I.D. No. 2
easements to the current property owners.
RECOMMENDED BOARD ACTION: Adopt a resolution authorizing the President of
the Board of Directors and the Secretary of the District to execute a Quitclaim Deed to
Peter Auzers and Joann Bowes and staff to record the deed with the Contra Costa
County Recorder.
"Easement parcel numbers are for internal job log use only.
N: \ENVRSEC \Position Papers \Mullin\2007 \1552 PP Auzers Bowes 10- 4- 07.doc
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: OCTOBER 4, 2007 No.: 3.j. Consent Calendar
Type of Action: ADOPT RESOLUTIONS
subject: ADOPT RESOLUTIONS ACCEPTING AN OFFER OF DEDICATION AND
PUBLIC SEWER IMPROVEMENTS (JOB 5538 — PARCEL 1 *), AUTHORIZING
EXECUTION OF A QUITCLAIM DEED TO EXECUCENTER (2960 CAMINO
DIABLO, WALNUT CREEK AREA; JOB 3454 — PARCEL 3* (PORTION)) AND
AUTHORIZING RECORDING OF THE DOCUMENTS
Submitted By: Initiating Dept. /Div.:
Molly Mullin, Engineering Assistant III Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
M. Mullin J. Mi amoto -Mills . Swanson well ames Kelly
enera 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 resolutions accepting an Offer of Dedication and public
sewer improvements, authorizing execution of a Quitclaim Deed, and recording of the
documents with the Contra Costa County Recorder.
FINANCIAL IMPACTS: The new 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 the sewer realignment off Camino Diablo in the
Walnut Creek area (as shown on Attachment 1). The original sewer has been
abandoned, and an easement has been granted for the new sewer. 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 resolutions accepting an Offer of
Dedication, accepting Job 5538 public sewer improvements, and authorizing the
President of the Board of Directors and the Secretary of the District to execute a
Quitclaim Deed to ExecuCenter on behalf of the District, and recording of the
documents with the Contra Costa County Recorder.
;Easement parcel numbers are for internal job log use only
N: \ENVRSEC \Position Papers \Mullin\2007 \5538 PP Execucenter OOD 10- 4- 07.doc
ABANDON SEWER
AND QUITCLAIM
EX. EASEMENT
--- - - - - --
�� - -- -- it
ACCEPT NEW
EASEMENT
cq4f, 0
O�geCo
LAFAYETTE
SITE
24
LOCATION MAP
N. T. S.
r�
it
i
r'
i
r�
1'
I'
r
it
LEGEND:
— ) NEW SEWER
—e— EXISTING SEWER
EASEMENT AREA N
QUITCLAIM
Iff EXISTING EASEMENT
Central Contra Costa ACCEPT JOB 5538 - PARCEL 1 Attachment
Sanitary District
QUITCLAIM JOB 3454 1
PARCEL 3 (PORTION)
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: OCTOBER 4, 2007 No.: 3.k. Consent Calendar
Type of Action: ADOPT RESOLUTIONS
subject: ADOPT RESOLUTIONS ACCEPTING AN OFFER OF DEDICATION AND
PUBLIC SEWER IMPROVEMENTS (JOB 5538 — PARCELS 2 AND 3 *),
AUTHORIZING EXECUTION OF A QUITCLAIM DEED TO WESTVIEW PARK
PARTNERS (CAMINO DIABLO, WALNUT CREEK AREA; JOB 3454 — PARCEL 3*
(PORTION)) AND AUTHORIZING RECORDING OF THE DOCUMENTS
Submitted By: Initiating Dept /Div.:
Molly Mullin, Engineering Assistant III Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
. Z�2:�[..f f '
M. Mullin J. amoto -Mills C. Swanson da 6 mes M. Kelly
eneral 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 resolutions accepting an Offer of Dedication and public
sewer improvements, and authorizing execution of a Quitclaim Deed, and recording of
the documents with the Contra Costa County Recorder.
FINANCIAL IMPACTS: The new 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 the sewer realignment off Camino Diablo in the
Walnut Creek area (as shown on Attachment 1). The original sewer has been
abandoned, and an easement has been granted for the new sewer. 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 resolutions accepting an Offer of
Dedication, accepting Job 5538 public sewer improvements, and authorizing the
President of the Board of Directors and the Secretary of the District to execute a
Quitclaim Deed to Westview Park Partners on behalf of the District, and recording of the
documents with the Contra Costa County Recorder.
Easement parcel numbers are for internal job log use only
N: \ENVRSEC \Position Papers \Mullin \2007 \5538 PP Westview Park Partners OOD 10- 4- 07.doc
APN
177- 140 -049
24
ABANDON SEWER
AND QUITCLAIM
EX. EASEMENT
LAFAYETTE
�;7
SITE
APN 177 -140 -052
24
LOCATION MAP
N. T. S.
^ ------ 7 --- - - -- ---
ACCEPT NEW
EASEMENT
CAMINo -q%%
o'q
et O
LEGEND: \ \
--e NEW SEWER
_.o- EXISTING SEWER
dM EASEMENT AREA N
a:-ijEE:r:: QUITCLAIM
EXISTING EASEMENT
Central Contra Costa ACCEPT JOB 5538 - PARCEL 2 3 Attachment
Sanitary District
QUITCLAIM JOB 3454
PARCEL 3 (PORTION)
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 4, 2007 No.: 5.a. Bids and Awards
Type of Action: AWARD CONSTRUCTION CONTRACT /AUTHORIZE EXECUTION
OF CONTRACT DOCUMENTS
subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE
GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS WITH
CON J. FRANKE ELECTRIC, INC. FOR THE REBID OF ELECTRICAL CABLE
REPLACEMENT SUBSTATION 40 PROJECT, DISTRICT PROJECT 7271
Submitted By: Initiating Dept ✓Div.:
Michael Penny, Associate Engineer Engineering / Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
M. Pe y B. Than ki Sell
Jarnbs M. Kelly,
General Manager
ISSUE: On September 14, 2007, four (4) sealed bids were received and opened for
the construction of the rebid of the Electrical Cable Replacement Substation 40 project,
District Project 7271. The Board of Directors must award the contract or reject bids
within 50 days of the bid opening.
RECOMMENDATION: Find that the project is exempt from the California
Environmental Quality Act (CEQA), award a construction contract and authorize the
General Manager to execute the Contract Documents.
FINANCIAL IMPACTS: Approximately $ 402,000, including design, bid price,
contingency, and construction management.
ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended.
BACKGROUND: This project will replace two approximately 2,000 -foot parallel
electrical feeders from Substation 40 to Motor Control Center 48 with larger conductors,
and modify the Main - Tie -Main Circuit Breaker control circuits in the existing switchgear
at Substation 40. The project includes: disconnection and removal of existing cables,
installation tagging, testing and energizing of new replacement feeder cables in existing
conduits of underground and above ground duct bank, and modifying the Main -Tie-
Main circuit breaker control circuits, including programmable logic control programming.
The project area is shown on Attachment 1.
On July 5, 2007, due to some irregularities in the bids received, the Board of Directors
rejected all bids for this project and instructed staff to modify the contract documents to
allow more contractors to perform the circuit breaker control modifications and re -bid
the project.
NAPESUMPosition Papers \Penny \7271 Rebid Award.doc Page 1 of 5
POSITION PAPER
Board Meeting Date: October 4, 2007
subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE
GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS WITH
CON J. FRANKE ELECTRIC, INC. FOR THE REBID OF ELECTRICAL CABLE
REPLACEMENT SUBSTATION 40 PROJECT, DISTRICT PROJECT 7271
Montgomery Watson Harza (MWH) and District staff prepared plans and specifications
for the project. The Engineer's Estimate for construction cost for this project is
$320,000. This project was advertised on August 24, 2007, and August 29, 2007. Four
(4) bids ranging from $253,700 to $419,845 were received and publicly opened on
September 14, 2007. A summary of these bids is shown in Attachment 2. The Capital
Projects Division conducted a technical and commercial evaluation of these bids and
has determined that Con J. Franke Electric, Inc. is the lowest responsive and
responsible bidder with a bid amount of $ 253,700.
District staff will perform construction management, inspection, and construction
contract administration. MWH has performed satisfactorily during the design phase of
this project and staff recommends retaining MWH to provide support services during
construction for this project. The construction support services include: reviewing shop
drawings and submittals, responding to design questions, evaluating change order
requests, and performing site visits to verify compliance with the design intent. The
total contract with MWH is within staff authorization.
The allocation of funds required to complete this project, as shown in Attachment 3, is
$377,000. This project is included in the FY 2007 -08 Capital Improvement Budget
(CIB) on pages TP -47 and TP -48. Staff has conducted a cash -flow analysis of the
Treatment Plant Program authorization and concluded that adequate funds are
available for this project.
Staff has concluded that this project is exempt from the California Environmental
Quality Act (CEQA) under District CEQA Guidelines, Section 15302, since it involves
replacement of existing facilities with no expansion of capacity. Authorization of the
construction contract for this project will establish the Board of Directors' independent
finding that the project is exempt from CEQA
RECOMMENDED BOARD ACTION: Find that the project is exempt from CEQA,
award a construction contract in the amount of $253,700 for the construction of the
Electrical Cable Replacement Substation 40 project, District Project 7271, to Con J.
Franke Electric, Inc., the lowest responsive bidder, and authorize the General Manager
to execute the Contract Documents.
NAPESUP \Position Papers \Penny \7271 Rebid Award.doc Page 2 of 5
z
Attachment
O
Central Contra Costa
ELECTRICAL CABLE REPLACEMENT
Sanitary District
0
SUBSTATION 40
District Project 7271
Project Location
1
Page 3 of 5
ATTACHMENT 2
ELECTRICAL CABLE REPLACEMENT SUB 40
DISTRICT PROJECT 7271
SUMMARY OF BIDS
PROJECT NO.: 7271 NO. OF ADDENDA: 1 DATE: SEPTEMBER 14, 2007
PROJECT NAME: ELECTRICAL CABLE REPLACEMENT SUB 40
PROJECT MANAGER: MICHAEL J. PENNY
PROJECT LOCATION: MARTINEZ, CALIFORNIA
ENGINEER EST.: $320,000
NO.
BIDDER
BID PRICE
1
Con J. Franke Electric, Inc.
$253,700
317 North Grant Street
Stockton, CA 95202
2
Mike Brown Electric Company
$343,000
561 -A Mercantile Drive
Cotati, CA 94831 -3040
3
Steiny and Company, Inc.
$395,258
27 Sheridan Street
Vallejo, CA 94590
4
D. W. Nicholson Corporation
$419,845
24747 Clawiter Road
P.O. Box 4147
Hayward, CA 94540 -4197
BIDS OPENED BY /s/ Elaine R. Boehme
DATE: SEPTEMBER 14, 2007
NAPESUP \Position Papers \Penny \7271 Rebid Award.doc Page 4 of 5
ATTACHMENT 3
ELECTRICAL CABLE, REPLACEMENT SUBSTATION 40
DISTRICT PROJECT 7271
POST -BID / PRECONSTRUCTION ESTIMATE
No. Item Description
1 CONSTRUCTION
a. Construction Contract
b. Contingency at 20%
TOTAL CONSTRUCTION
2 CONSTRUCTION MANAGEMENT
a. District Forces
- Construction Management
- Construction Inspection
- Design Engineer
- O/M coordination
- Record Drawings
SUBTOTAL
b. Consultant/ Construction Support Services
- Testing
- Design Enginer
SUBTOTAL
TOTAL CONSTRUCTION MANAGEMENT
3 TOTAL CONSTRUCTION PHASE COST
4 TOTAL PREBID EXPENDITURES
5 TOTAL DESIGN AND CONSTRUCTION MANAGEMENT COST
7 TOTAL ESTIMATED PROJECT COST
8 FUNDS AUTHORIZED TO DATE
9 ALLOCATION NEEDED TO COMPLETE PROJECT
$
Percent of
Estimated
Amount Construction Cost
253,700
51,000
304,700
10,000
36,000
4,000
5,000
2,000
57,000
5,000
10,000
15,000
72,000
376,700
25,300
97,300
402,000
25,000
377,000
100%1
19%1
5%
24%
124%
8%
32%
132%
NAPESUP \Position Papers \Penny \7271 Rebid Award.doc Page 5 of 5
Item 6.a.1
Central Contra Costa Sanitary District
Gateway - Montanera — Wilder
(Near the Caldecott Tunnel in Orinda)
General Manager's Report
October 4, 2007
History
• Former Kaiser Quarry, Daly Ranch and
Tunnel spoil disposal area at Gateway
Boulevard near the Caldecott Tunnel in
Orinda. Across Highway 24 from the
California Shakespeare Festival.
• During the 1960s & 1970s, a portion of the
property was acquired by CalTrans for a
proposed freeway that was to be parallel to
Highway 24.
1
Development Planninq
• 20 years of Community - Involved Planning
• 1987 — First City of Orinda General Plan
- 90 percent Open Space / 10 percent Developable
• 1991
- 271 Homes
- Golf Course
- Conference Center
- Parks and Sports Fields
• 2007
- 245 Homes
- Community Sports Fields
• 2008
- First Sewers to be Constructed
WILDER
..._ -u*-+ ....._.
7
lira
arc.. .� 1 - � ;' mss, _ _ ._ _ � _ •_ ��
i
•
•
Ct2
CD
CL
tD
3
N
--A
� G)
T -u 0
-u --i
m
0
CD
0
0 CD
v
0 CD
3
-0
<
0
Yv 3
CD
3
3 cD
3
CD
c�+
✓cn
v
0 r-*,
�F
3
C�3
N
--4
c
n
co
--1
N
�
co
CP
w
V
V
V
0
0.
O
O
O
O
O
O
O
O
N
c
CD
w
co
W
N
O
N
0
V
V
V
V
V
C)
O
O
O
O
O•
O
O
O
O
O
O
0
V
0
V
0
V
0
C)
O
O
C)
O
O
O
O
O
O
O
0
2)
r+
w
•
•
O
m
c�
O
O
Q.
Le
O
-v
o,
CD
�-
O
CD
� t..
O
I
;;z
CD
Y
CD
N
O
O
4
r-
0
CD
IN
�%fii
0
D
V
7-
m
3
CD
cc
CD
n
O
O
O
O
3
o
:.
_0
co
O
C)
cD
�-
�-
CD
v
o
3
rn
C7
0
CD
O
U)
CD
0
O
CD
CD
v X
z
z
z
D
o
• CD
cn
O
>
C:
O M
�. --%
cn O
3
�' O
c
CD
O
C:
� � C-1 —
<
N
c
7
3-
Ca 5 • Q.
Cr
00
Ci7
r-I- C�
—(a CD
CD -�,
C�
CD
v
O
O
'^
_
O
CD O
v o
R,
-J
0 m
CD
CD 3
O
c� • c O
°
<�
=r CD
CD
r-q-
x-
:3
CD
�
--1
3
o
cn m
cv_
0
D
�-
V •
O
O
Q.
Le
O
-v
o,
CD
�-
O
CD
� t..
O
I
;;z
CD
Y
CD
N
O
O
4
r-
0
CD
IN
�%fii
0
D
V
7-
m
3
CD
cc
CD
n
rmIL
0
0
m
r-IL
0
0
U)
ML
CD
13
0
CD
3
CD
m
ML
U)
ti
K)
0
TLrx
L'
Y
?a 9
L7
DR
-n
8 rL
w `'tt
p
e
C
WO a r
q�
3
G
m
,
zmAL
{t1
a
r
5 iePC
t`'
i
rx, :. to -1 CT) YA
r-+ w 5 h,)
C
mim
ri
P3
O
c T
a#
C
m
T
`" M
`
c
LT
33LL
1p
7
T
e
Q — Ln G7
i7
7
rr
iT ���yy
Pil
i
L
w
m
cr
Iq
C17
c
OJ tp T .w
'
i
xC +1 514
e'R
GR
r7
j.�!
7t' L z a
.a J
pTj r
C z
di TI
�
w
r
ro
LP
7FJ
3 o,
T +Fi
:Ir
y
,rte
X17
�7
rmIL
0
0
m
r-IL
0
0
U)
ML
CD
13
0
CD
3
CD
m
ML
U)
ti
K)
0
N
O
0
0
0
0
N
rMIL
tD
Ma
0
C
CD
s
CD
m
rMIL
U)
o
CD
0.
�
CD
C)
— •
�-
0
o
"1
3
CD
c
o
CD
�
0
O
o
C:
0
cn
CD
o
c
CD
w c�
p
C!)
-en
-)
Cn
-I
o
o cn
CD
o
0-
rn
-n
-'h CD
Q-0
�
�
N
�
CD
C0D
0
m
CD
cn
CD w
�
3
v
o
m
-
a) 0
Cn C
CD
C) p
cr
CD
CCDD r+
-1
�
cn
C)
X
� O
C3'i
0
Q
0
CD -
p
-0 CD
O
` 4
Cp
o
cn
CD
CD
c n
0 t7
o CD
��
3
CD
CD
0
(n-
CD
CD
�
3
CD
�
r+
CD
N
O
0
0
0
0
N
rMIL
tD
Ma
0
C
CD
s
CD
m
rMIL
U)
L
O
CD
0
U)
CD
0
O
m
X
Cn
o�
e
N
-PP
O
O
O
�,
v
0
O
n
3
O'
o
O
C D
C7
CD
�
�
CD
o
r-Ift -�
A
D
O
�.
3
CD
Q
c�
o
cn
o
CD
0
o
�
�
CD
O
0
CD Q
N
0
tl
o
0000
p
°
—
CD
CD
�_ O
O
O
N
CA
-1
p
Cj
CD
CD
-I
C7
O O
O
GJ
N
o Z
(fin
CD
-0
°
-u
G)
n
-
co
CF)
°
C
O
N
CD
0
CD
-J
CD
CD
c
wo w
CD
,moo
CD
o
��
T�--�
-�
O°
p 0.
o M
uh CD
o
L
O
CD
0
U)
CD
0
O
m
X
Cn
o�
e
N
-PP
O
�
'�
� t.
�
.�
7`
._.,4
«.
i:...
sae
00
K
0
0
D
0
T
O
O
O
O
c
_�
CD
o
p
O
O
1
0-
3
CD
CCD
O
CD
�CD0r-+.�
O
(n
CD
o
CD
3 3(JI
0
z
o<2s
c-
�0
w O°
CD
y
O
00 cn
CD
3
°
�
�D
� —
iv (n
0-
�
00
`�
CD
can
CD (n m
�-�-
CD
=
O
CD
Q °
cn
a
n
—. C
CD
u),
In 0
N
C)
_ �•
� D 3
c)
CD CD CAD
--4
C�'
O E:
�
n
CD
CD o,
o
CL CD
%<
C �
D
� - 0
o
�•
O
CD
3
0
e
--4
N
O
Cn
(D
;2
n�
CD
OE
(n
CD
3
3
O
CD
3
CD
f �
E:
X:
.r
_V
N
CD
O
C
0
V
0L
N (D
W �
0
CD
3
CD
r�
V
n�
V/
'CD
W
x
_V
N
CD
O
C
0
V
0L
N (D
W �
0
CD
3
CD
r�
V
n�
V/
'CD
W
no
K
0
0>
0
0
0
0
0
n
3
_�
0�
D
n
CD
0
I -}-
,
F Ir
[
�
p
�
so
f--I-
0
^�
[ '
3
( 1 1
`D
/��
CD
o
A
[ 1 I
CD
0
°
C:
0-
V /
CD
(
V
-��
C� o
N
�nCD
CD
C7
CAD
o
o ca
V cri
�-
N
�CD■�
■ \
N
■ V N'
\ N
n
-6. CD O
V ■
0
N
���// �Q
O
■
O
C:)
O
3
0
0
< °
.�.
y
CO
ca
CD
t
CD °
rn
3
CD
CD
•
a
CD
CD
_V
;u
CD
0
O�
o�
QL
N CD
0
CD
3
CD
V
cn /�
C I
C
V
p
}
CCD
Q)
CD
CD
rF
CD
cn
T� CD
V
I 1 1
N �
W �
C�
CD
3
CD
V
no
K
0
0>
0
O
O
O
O
3
_�
0
_0
_0
0
c-
CD
J
CD
a
r-f-
�'
m
O
"*n
O
3
CD
C7
O
cn
CD
CD
C-
r-*.
CD
O
ft
r-
O
r-F
�
a
rn
CD
CD 01
CD
N
:3 C!)
n
ro
00
� I
O
Q �--�
< CD
CD
CD
CD CD
C�J
0
n
3
+,. CD
C3�
O
y
O
CD
CAD
O Cr CD
p
N
0
T Sv
O 0
O
CD
0 3
V
-
O
�-
(n
_
O
c
CD CD
)
-0
—
cn
CD
--4
�M
p -
_
CO
Q.. 3
CD
C �,
CD
�-
O
0-
O
O•
CD
v
cn
CD
W
u
MJ
N
W
CD
w
3
CD
Kul
Cn
w
CD
r-�
rn
v
n
CD
3
CD
cn
w
1 00
D
='
0
CD
I
0
0
O
11
X
CD
a)
c"
0
m
0
0
V
D
C�
O
O
O
O
3
o'
�-
c�
O
C7
0
0
p
cD
�-,
O
O
>
,n--�-
O
3
m
=
p
m
CD
O
c
rn
O
c
0
o
cn
CD
p
CD
o
D
p
<�
CD
o
o
m
CD
— O CD
0-
..
�
CD
�
N
O
C
_ . �-
�
O
—
—.
o
�
�
M
A
(� O
cn
CD C�
3
."1
m-o
O
G) <
ro
-
v n
CD
_.
ro v ■
�
�-
o
CD r-:�
n�
o
m Cr
O-
CD O
4�`
C /
I
w
1 00
D
='
0
CD
I
0
0
O
11
X
CD
a)
c"
0
m
0
0
V
`V
CD
�77
V )
CD
Cil
O CD
V T
Ph. p
�.V
V
U)
CD
cn
V
C3�
Cfl
-P�k.
f-f-
J
CD
CD
77
cn
(D
(D
CD
O
O�
U)
()
V
Ai
J
>
O
O
�'
O
O
_�
n
CD
�-
0
�
cn
CD
0
r-.+.
Q
CD
CD
O
�^0�,
O
CC
CD
�-
N
O w
CD
C: CD
cr
O
Cn
Q
0 0
--�
3
0
:.
-0 CCD CD
.-.
0
C/) �+
N
0
�
Co
O
�
� �+ CD
OV
N
=
\
�
CD
M
O
M
`..'
cr
—
C)
--4
CD
0
=r
CD
CD
0
CD
Cn M
CD
cn
w
_ . CD
v .
•
(n
v
:
/�
cn-
` ,- v
V /
:3
n
E CP
\l O
•
O
C /�A,
_ I
Vi
CD
wwwwiiiimmi
C3�
Cfl
-P�k.
f-f-
J
CD
CD
77
cn
(D
(D
CD
O
O�
U)
()
V
Ai
z
0
O
0-
CO
U)
CD
D0
cn 0
o
00 <
a)
o�
U)
COu
[/�
C Y
N
V
vil
Z
O
W
L.1.
CD
CD
;u
(D
O
O�
�v
U)
CD
V
O
O
O
O
3
0
0
o-
�-.
.
O
O
eo
D
O
O
M
CD
CCD
O
cn
c
�--f-
Q.
O
CD
cn
M
f--+.
CD
-J
Z
n >
-69
f29
C
0 cn
o
o
C:
Q)
0 CD
<
(n
V
CD
S�
CD
CD
w CD
C)
w
o
cn.
0
3
�'Q
O
m
n
CD
Cp
�
O
N
CD
O
0
N
O
CAD
E --4
O
O
3
�
CD
O
a
N
_
o CD
CD
y
x.
� o
(�
n
CD -h
CD Cy)
n
n
CD
CD
I
vil
Z
O
W
L.1.
CD
CD
;u
(D
O
O�
�v
U)
CD
V
Noun-
jig
d �
cil
CD
w O
O
Jo
h
CD
` W
Z
O
W
0L
CD
VJ
CD
� CD
C3� �
m
w O
O�
V
V
O
O
O
O
3
_�
O
_0
Cn
�n
O
O
CD
CD
�-,
O
O
e�-1-
O
O
3
CD
CD
CD
O
^��
CD
O
r--l-
O
0-
cn
CD
CD
N 0-)
0
Z
O
-64
O Z7
O
CD
D
�
C:
Sv
n CD
CD
O
CD
CD
c'
N
N
O _ . CD
C'D
O
O
�-
CD
- 6 n CD
0
CD O
Cry
-0 cn
�
—
O CD
�
N
CD
f-�-
�
O CD
O
O
to
to
--1
CD CD ��
CI
I
+,�
n
/
CD
•
O
(Q
i
-
O
CD
CD
^
V CD
Z
O
W
0L
CD
VJ
CD
� CD
C3� �
m
w O
O�
V
V
N
O
O
CD
cn
r-11-
O
11
3
O
3
w
aD
CD
V
co
co
0
0
K
0
0
0
0
0
0
S
0
3
0
�
CD
0
0
CD
CD
a
cn
m
O
�
o
CD
CD
0
>
�
�
cn
`--
z�
o
V
o M CD
r-h
O
M. 0-
C.0
O
�
M 0
CD
"on
Cr
CD
^
�
V
CD
_ ■
.
0
Cn
3
CD
v
�
0 CD
,-.
-p
o C:)
Cr
a cn
,�-
r.�.
N
O
0
�•
\°
3
3
CD
m
U) m 3
�
c)
<
CD <
CD
c�
o• CD
V
�c�c.
C
cn
0 a)
v
cn
0
1
3
071%,
Ge
C
rn
cn �
CO
CO C/)
CD
V
N
V
u
Loi
c�
CO
03
3
cr
N
;;4
CD
CD
N
J
>
` J
O
O
O
O
CD
CD
0
0
CD
O
�'►
0-
3
CD
D
Cp
CD
O
�j
m
o
�0
cn
C
o
CD
Ocn
z
-GS
:z
v
o
>
N
O
CO M<
_.
(
��
� �
N
�
07
��
� � �
V
(n
V
v
V
-0
W CD
�
p
N
O r-4-
N
O
N
O
CD
O = Cl) CD
O
O
O
=
O CD
---J n
Oo
-�
� �
CD
�
O
_
CAD C.
O O C)
0
—+, CD
O
�
�
O
0
�
u
Loi
c�
CO
03
3
cr
N
;;4
CD
CD
N
a
i
�s
zit
1
O
W
�T\
V
O
W
S
C
n
Oo CL
N i0
O O
� O
-h
3
O
CD
3
CD
V
e
Let
2
O
O
00
C
n
N
0
0
3
O
CD
3
CD
0
0
�'
o
o
3
_�
0
_0
cn
CD
0'
0
v
�o-I-
0
o
0-
3
CD
CD
o
cn
CD
CD
0
o
cn
(DI
c
CD
o
g
a-
En
�
w�(
CD
c)
(b
CD
�
CD
n
CD
0
N
C7
3
--
0
O
CO
W
N
O
Cc
`C
-n
O
M
n
CD
m
CD
LU
m
O
0
p
N
O
Q
3�
O
CD
CCD
p
C31
n
p
m
-'
cn
_
cn
C'n
3
N
-0
''''
CD
m
O
o
9
3
(o
3
c:3
=h
o
cn
D
'0—
O
m
—
O
o
cn
can
m
cn
�D
U)
o
e
Let
2
O
O
00
C
n
N
0
0
3
O
CD
3
CD
Agenda Item 6.a.3)
Board Meeting of October 4, 2007
Announcements:
a) Contra Costa County Flood Control and Water Conservation District's
Desilting Project.
The Flood Control District continues work on their 2007 Lower Walnut Creek
Emergency Interim Protection Measures project. The contractor, Pacific States
Environmental Contractors, currently is desilting north of the confluence of
Walnut and Grayson Creeks.
On September 20, the contractor began placing desilted soil in the PG &E right -
of -way on the north end of the treatment plant property. Testing is taking place
to ensure that the soil meets the requirements of the agreement with the Flood
Control. Staff regularly monitors the construction activities near the treatment
plant.
Walnut Creek
PG &E Corridor
b) Service Air Improvements Project, DP 7210; Staff attendance at the
factory acceptance testing in Portland, Oregon.
On January 11, 2007, the Board of Directors authorized a construction contract
with Monterey Mechanical Company for the construction of the Service Air
Improvements Project. The compressed air system including air compressors,
air dryers, heat exchangers, variable frequency drives are being shipped to a
facility in Portland, Oregon for factory acceptance system testing.
Based on the current schedule, the acceptance testing will take place in mid -
October and is expected to last for approximately two days. It is prudent to
witness the factory testing of the compressed air system components prior to
shipment from the test facility. On July 19, 2007, staff announced to the Board
that Associate Engineer Gary Rathunde, and Assistant Engineer Nathan Hodges
would attend the testing. Staff proposes to substitute Senior Engineer David
Reindl for Associate Engineer Gary Rathunde to witness this test with Assistant
Engineer Nathan Hodges.
Central Contra Costa Sanitary District
/Ja i BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 4, 2007 No.: 7.a. Administrative
Type of Action: ADMINISTRATION
subject: ADOPT REVISED TRAVEL POLICY
Submitted By: James M. Kelly Initiating Dept /Div.: Administration
General Manager
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
YL
A
District Counsel
ames M elly,
General Manager
ISSUE: The maximum reimbursement for meals authorized in the Travel Policy has not
been changed in many years, and is proposed to be increased.
RECOMMENDATION: Adopt the revised Travel Policy.
FINANCIAL IMPACTS: Minimal.
ALTERNATIVES /CONSIDERATIONS: Retain the current Travel Policy meal
reimbursement language or adopt alternative revisions to the current policy.
BACKGROUND: The current Travel Policy sets the maximum reimbursement for
meals at $50 per day with some exceptions. This maximum has been in place for over
ten years.
Two Board Members requested that staff review the current meal allowance to make
sure it was adequate to cover reasonable meal expenses. Staff conducted a survey of
other local agencies' meal reimbursement policies and found the $50 to be
comparatively low.
This matter was reviewed by the Human Resources Committee, who also reviewed
other local agencies' meal reimbursement policies. The Committee recommends the
Board consider approval of revisions to the Travel Policy as set forth in the revised
policy (attached).
The proposed revisions would increase the maximum to $64 per day. In order to
ensure provisions of the Travel Policy are consistently applied, and to prevent staff or
Board President from being placed in an uncomfortable position, all authority to grant
exceptions to this maximum per diem amount is eliminated in the revised policy, absent
prior Board approval. In addition, the term "entertainment" is replaced with "meal" in
Section 6, "Special Expenses Paid by Employee."
POSITION PAPER
Board Meeting Date: October 4, 2007
Subject ADOPT REVISED TRAVEL POLICY
The proposed revisions comply with the requirements of AB 1234.
RECOMMENDED BOARD ACTION: Adopt the revised Travel Policy to increase
maximum meal reimbursement to $64 per day and eliminate the authority to approve
exceptions to the maximum allowance.
N:WDMINSUPWDMIN \DIST- SEC \Position Papers \PP - Revised Travel Policy Meals10- 4- 07.DOC
CENTRAL CONTRA COSTA SANITARY DISTRICT
TRAVEL AND EXPENSE REIMBURSEMENT POLICY /PROCEDURE
REVISED BY THE BOARD OF DIRECTORS: August 9, 2007
POLICY
Central Contra Costa Sanitary District shall reimburse elected officials, appointed officials, District
Counsel and employees for travel activities that are necessary, legitimate, permissible, and
actually incurred when traveling on authorized District business, provided they are itemized, fully
explained and approved on the Travel Expense Reimbursement Report.
RESPONSIBILITY
All District travel must be approved in advance, excepting urgent or emergency travel
benefiting the District. Board member travel is approved by budget approval and /or public
report, by the General Manager, with Board majority concurrence. The General Manager's
report will allow for Board consideration and approval, or denial, as well as meet AB 1234
intent for public disclosure. General Manager, District Counsel and Secretary to the Board
travel is approved by Board majority through budget approval, report, or position paper.
Employee travel is approved through the budget by the appropriate Department Director.
Department Directors' travel will be approved by the General Manager.
2. Travel approval is to be consistent with the budget guidelines for travel.
3. Board Members, the General Manager, and Department Directors are authorized to travel
without prior approval for compelling reasons, provided reasonable effort has been made to
obtain prior approval. Review of such travel will occur consistent with the approval process
identified in item 6 below.
4. While traveling on District business, it is the responsibility of the elected officials, appointed
officials and employees to use sound judgment to ensure reasonable expenditure of District
funds.
District Board members whose expenses do not fall within this policy may be submitted to the
Board of Directors for approval, in a public meeting, before the expense is incurred.
5. Travelers are responsible for the timely preparation and submission of their Travel Expense
Reimbursement Reports (instructions for completion are on the reverse side of the form) to the
Accounting Office for payment. Reports must be submitted within 30 days of the event or trip
completion. Travelers should retain copies of the Report and receipts for their personal
records.
6. The President of the Board of Directors shall approve travel reimbursement documents for all
Board Members, District Counsel, the General Manager and the Secretary of the District. The
Board President Pro Tem, or in his /her absence another designated Board member, shall have
authority to approve travel reimbursement for President of the Board. The General Manager
shall approve all travel reimbursement documents for Department Directors. Department
Directors shall approve all travel reimbursement documents of those in their charge.
PROCEDURE
1. Making Travel Arrangements:
All District travel arrangements are to be booked through the District's travel service. The
District's travel service will follow the approved District Travel Policy and parameters when
making travel arrangements for District employees. Information on using the District's travel
services is in "CCCSD Parameters /Policy Regarding Use of Travel Service ". Any arrangement
not booked through the District's travel service requires approval consistent with item 6 under
the Responsibility section of this policy.
2. Transportation:
a. Commercial Airline Travel: Elected officials, appointed officials and District employees
will travel at the lowest reasonable coach class airfare within the following guidelines:
(1) In order to obtain low airfares, a two -hour window policy will be used in searching for
a low fare. This window policy involves searching for fares one hour prior to and
after the requested departure /arrival time. The lower fare quoted within this two -hour
window must be taken unless time constraints make it impossible.
(2) Direct flights (one -stop) and connections (change of planes), rather than non - stops,
may represent substantial savings to the District. Non -stop flights, if more
expensive, cannot be taken if lower direct/ connecting fares are available and does
not place an unreasonable burden on the traveler.
(3) Early departures and late returns are encouraged to avoid lodging for an additional
night. Travel arrangements should allow for full attendance at the subject event.
(4) Air travel arrangements should be reserved as far in advance of travel date as
possible. Advance planning, rather than last- minute reservations, allow for the
opportunity to obtain lower fares. Travel arrangements should be booked a
minimum of seven days prior to departure.
(5) Reimbursable expenses shall be limited to the actual dates of travel which shall be
as near the event as practical, allowing for timely arrival and departure and the
carrier's schedule. If the extension of travel time would achieve lower airfare and
would result in a net cost savings to the District, the District will pay for actual costs
incurred for hotel and meals only, subject to the other limitations of this policy,
provided they do not exceed the costs which would have been incurred without an
extension, and the extension is approved in advance. Any additional time
(exceeding the above) taken prior to or after the event will be at the employee's time
and expense. The District will not reimburse for excess baggage fees if not related
to District business.
(6) Use of penalty or non - refundable airfares should be considered, depending on the
nature of travel, and the certainty that the trip will take place as planned. These
lower- cost fares shall be selected at the traveler's discretion. If a change results in
penalties, the Department Directors shall have the authority to include these charges
as reimbursable, if appropriate
(7) If there is a significant difference between the cost of the flight used and a less
expensive flight that was available, or if the traveler uses first -class or business class
instead of an available coach -class airfare without approval from the appropriate
supervisor, the traveler will be required to pay the difference in expense.
(8) Use of a specific airline for the purpose of obtaining Frequent Flyer miles will not be
authorized, unless the airfare is among the lowest available.
b. Car Rentals: The use of a rental car must be authorized in advance. When a car rental
is authorized, the elected official, appointed official or employee shall be limited to a
compact or mid -size vehicle. A larger vehicle may be rented if for the purpose of
transporting a group of District elected officials, appointed officials or employees. A
rental car may be authorized only for a business necessity or if it is the most economical
means of transportation available. The employee should be prepared to show a cost
savings to the District by the use of a rental car as compared to other modes of
transportation. When traveling in groups, sharing of cars is encouraged to minimize
costs. Collision and liability insurance offered by the rental company should be accepted.
Employees should refuel cars before returning them to the rental agency to avoid the
large refueling mark -up, when economical. Officials and employees are required to notify
the District's Safety and Risk Administrator and the employee's supervisor within 24
hours of any event, incident or accident related to the rental vehicle.
C. Taxi and Other Local Transportation: The use of a taxi is authorized when more
economical services are not available, or in cases when valid business reasons, such as
timing limitations, warrant use of such transportation. If available and practical, public or
courtesy limousine transportation to and from airports should be used.
d. Travel in District Vehicles: District vehicles are available for local seminars. District
vehicles shall not be used for personal use when attending seminars.
e. Travel in Personal Vehicles: When use of a privately -owned vehicle is authorized in
lieu of common carrier, reimbursement will be based on the prevailing mileage rate, but
will not exceed air coach rate to and from the destination plus local transportation costs.
When travel is to a local seminar, mileage reimbursement will be calculated based on the
shortest distance to the seminar from home or from work. Reasonable costs for parking
and tolls will be reimbursed.
3. Lodging/Telephone:
a. Lodging: Employees should limit their stay to a minimum number of nights.
Reimbursement for the daily cost of lodging includes only the single occupancy room rate
and applicable taxes unless shared by more than one District employee. When making
reservations for lodging, attempts should be made to obtain a discounted or governmental
agency rate. District travelers are expected to use good quality, but reasonably priced
hotels or motels wherever practical. (The conference hotel, or its equivalent, at the
conference rate, is acceptable lodging for District business.) When attending
conferences, a block of hotel rooms may be offered at a reduced rate. Nevertheless,
travelers should check with BTM to see if a lower rate, at the same facility, is available
b. Telecommunication: On authorized travel, necessary business - related telephone
calls, faxes and modem connections incurred may be reimbursed. The cost of personal
telephone calls made while attending a seminar will be borne by the employee. However,
employees are allowed one personal call of reasonable length and cost per day at District
expense. The District's Controller shall make the final determination of reasonable
duration and cost on a case -by -case basis.
4. Meals:
The cost of each meal is to be reported separately on a daily basis and covers the District
traveler only. Receipts for all claimed meals should be included with the travel expense report.
The cost of meals includes taxes and tips or service charges as applicable. Purchases of
alcoholic beverages shall not be reimbursed. The maximum reimbursement for meals is $50
$64 per day, given proper documentation by providing receipts.
In cases where individual meals rests are included in the cost of a conference or seminar, tk�-,
for each meal included, the following
amounts shall be deducted from the $64 daily maximum meal allowance: $10 for breakfast,
$15 for lunch, and $25 $39 for dinner.
If a District traveler is accompanied by a spouse or guest and the District or a District staff
person covers the cost, the District traveler will be billed for the cost of his /her spouse /guest's
meal or other related costs. If the guest is a business associate, the cost may be
reimbursable. See criteria and requirements in Paragraph 6, Special Expenses Paid by
Employee, below.
5. Travel Advances:
A request for a travel advance must be made at least two weeks prior to travel by submitting a
completed Payment Authorization Request form to Accounting. There will be no travel
advances for the cost of airline travel due to the District's payment for the ticket. Advances
must be utilized immediately and accounted for within two weeks after completion of a trip. No
additional advances will be granted before settlement of an outstanding advance. In the event
an advance remains open beyond 30 days, the District may elect to deduct the amount
advanced from the employee's next regular paycheck.
6. Special Expenses Paid by Employee:
Report only expenses paid by cash, personal check, or credit card. cFiteFtainme^* Meal
expenses, to be reimbursable, must be an expenditure necessary for the transaction of District
business. The Internal Revenue Code requires that specific details showing names of guests
and employees amed, cost, date and place, business purpose, and the business
relationship of individuals enteFta+ned be supplied. Attach receipts whenever possible.
Receipts for expenditures of $25 or more are required.
7. Travel Expense Reimbursement Reports:
Travel Expense Reimbursement Reports must be legible and in all cases be signed in ink by
both the traveler and approver. Each expense shall be clearly and accurately identified and
shown on the Report on the day the expense was actually incurred. Report all expenses paid
by cash, personal check, credit card, and those paid directly by the District. Auditing and
control procedures of the District require that receipts substantiating travel expenses be
provided by the traveler whenever possible. Original receipts, including hotel statements,
airline ticket stubs, car rental invoices, credit card receipts, paid invoices, or any receipt which
shows the date, location, nature and amount of the expenditure, shall be attached to the
Report. When a receipt is not available and the expense is more than $25.00, the traveler
shall provide a statement detailing the expenditures and explaining the reason for the lack of a
valid receipt. In accordance with Government Code 53232.3 and Assembly Bill 1234, elected
and appointed officials are required to submit receipts documenting each expense claimed. All
documents related to reimbursable agency expenditures are public records, subject to
disclosure under California Public Records Act.
In addition, AB 1234 requires Board members to provide a report, written or verbal, to the
Board in open session on the event, conference, seminar or training attended, to be agendized
within 30 days of the event.
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: October 4, 2007 No.: 8.a. Engineering
Type of Action: APPROVE PLAN
subject: APPROVE A PLAN FOR MOBILE HOUSEHOLD HAZARDOUS WASTE
COLLECTION EVENTS
Submitted By: Initiating Dept. /Div.:
Curtis W. Swanson, Division Manager Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
C. Swanson A. Farrell mes M. Kelly
eneral Manager
ISSUE: Board approval is requested for a plan proposed by the Board Household
Hazardous Waste Committee to conduct mobile household hazardous waste (HHW)
collection events during fiscal year 2007 -08.
RECOMMENDATION: Approve a plan to conduct up to three mobile collection events
for fiscal year 2007 -08 where a city or other agency requests the District to conduct
mobile events for their community provided that the city or agency pay for the
differential cost of the mobile event and secure a site.
FINANCIAL IMPACTS: Under the recommended option, the District would cover the
costs of the mobile event up to the current operating cost per car at the permanent
Household Hazardous Waste Collection Facility ( HHWCF). This cost is currently $61
per car. Cities or other agencies that desire to have a mobile event would pay for the
differential cost of the mobile event. Based on recent mobile events, this differential
cost is estimated to be $15 to $20 per car. Based on a participation rate of 400 cars,
the District cost would be $24,400 and the city cost would be $6,000 to $8,000 for each
mobile event.
The 2007 -08 HHWCF budget did not include any funds for conducting mobile collection
events. Depending on the number of mobile collection events and participation levels,
these additional expenses may result in the HHWCF operation being over budget.
ALTERNATIVES /CONSIDERATIONS: The Board could decide not to approve the
recommended plan or modify the recommended plan in various ways, such as:
1. Decide not to conduct any mobile events.
2. Decide to conduct fewer or more mobile events.
3. Modify or alter the cost - sharing methodology.
N: \ENVRSEC \Position Papers \Swanson \2007 \HHW Mobile Event Plan 10- 4- 07.DOC
POSITION PAPER
Board Meeting Date: October 4, 2007
subject: APPROVE A PLAN FOR MOBILE HOUSEHOLD HAZARDOUS WASTE
COLLECTION EVENTS
BACKGROUND: The District opened the permanent HHWCF in October 1997. Prior
to the District HHWCF, the County conducted mobile collection events in Central
County communities. Until the permanent HHWCF became established, the District
agreed to conduct three mobile events per year (in Lafayette, Danville, and San
Ramon). As participation at the HHWCF increased, the District reduced the number of
mobile events from three to one per year (the last event was held in San Ramon).
This past summer, the Board HHW Committee considered the concept of conducting
mobile collection events. The Committee concluded that while the average community
participation at the HHWCF is high (currently 14.4% for the 11 communities and 13.5%
overall), mobile events could be an important option in collecting household hazardous
waste from communities served by the District. Mobile events offer an opportunity to
improve the visibility and image of the District within our service area, and attract new
customers for the District's HHW collection services. These events could also allow the
District to forge partnerships with the cities and others to achieve better collection and
disposal of household hazardous wastes. Finally, mobile events might reduce peak
demand at the HWCF, and consequently postpone or negate the need to expand the
HHWCF to handle increasing customer use.
The Board HHW Committee proposed that the District conduct mobile collection events
during fiscal year 2007 -08 under the following conditions:
1. The city or other agency hosting the event agrees to pay the differential per
car cost between a mobile event and collection at the HHWCF.
2. The city or other agency hosting the event finds and secures a location
suitable for a mobile collection event.
3. The city, other agency or community groups partner with the District in
promoting a mobile collection event, and involving community groups in the
outreach effort.
4. The number of mobile events is limited so as not to interfere with operation of
the HHWCF (e.g. 3 events per year).
5. This is a trial plan to evaluate whether the potential benefits can be realized.
If approved, staff will contact the cities or other agencies that are served by the HHWCF
and inquire whether there is interest in having the District conduct mobile HHW
collection events under the conditions approved by the Board. If a city or agency
agrees to host an event under the conditions stated above, staff will inform the Board.
At this point, staff believes that San Ramon and possibly Walnut Creek may be
interested in hosting mobile HHW collection events.
NAENVRSEC \Position Papers \Swanson\2007 \HHW Mobile Event Plan 10- 4- 07.DOC
POSITION PAPER
Board Meeting Date: October 4, 2007
Subject: APPROVE A PLAN FOR MOBILE HOUSEHOLD HAZARDOUS WASTE
COLLECTION EVENTS
The current cost to collect HHW at the District permanent facility is $61 per car. The
cost to collect HHW at mobile events was $78 per car for the past two events. Under
the proposed plan, the cities would be required to pay the differential collection cost,
which is estimated to be $15 to $20 per car. Based on recent participation levels of
approximately 400 cars, the differential cost would be $6000 to $8000 for each event.
As this is a trial plan, staff will develop benchmarks to measure the effectiveness of the
mobile collection events. The proposed benchmarks will be reviewed by the Board
HHW Committee before being presented to the Board of Directors.
RECOMMENDED BOARD ACTION: Approve a plan to conduct up to three mobile
collection events for fiscal year 2007 -08 where a city or other agency requests the
District to conduct mobile events for their community provided that the city or agency
pay for the differential cost of the mobile event and secure a site.
NAENVRSEC \Position Papers \Swanson \2007 \HHW Mobile Event Plan 10- 4- 07.DOC
Item 8.a.
Proposed Plan for
Mobile Collection Events
Curtis Swanson
October 4, 2007
Background
• HHW Committee reevaluated mobile HHW
collection events.
• Concluded mobile events could be an
important method of collecting HHW.
• Offers opportunities for CCCSD outreach
and recognition.
• Proposed a trial plan for mobile events.
Recommended Plan
• Invite cities or other agencies to host mobile
events.
• Cities agree to secure sites and promote the
events with CCCSD.
• Cities agree to pay differential cost of the
mobile event.
• Conduct up to 3 events per year.
Example
Mobile Collection Event Costs
• HHWCF cost - $61 /car
• Mobile event average cost - $78 /car
• For a 400 -car mobile event:
Estimated CCCSD cost - $24,400
Estimated city cost - 6,800
Estimated total cost - $319200
2
Goals & Purpose of Trial Plan
• Increase CCCSD visibility in the
community.
• Increase disposal of HHW and use of
HHWCF.
• Reduce peak day use of HHWCF.
• Benchmarks to be developed with HHW
Committee for Board consideration.
Next Steps
• If the Board approves trial plan, staff will
contact cities to determine interest in
hosting mobile events.
• Staff will report back to the Board
3