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HomeMy WebLinkAbout8/7/2008 AGENDA BACKUPYEAR 2007 PLANT OPERATIONS • Total Processed Flow ■ Total Ash Produced ■ Laboratory Analyses ■ Permit Violations —15.0 billion gallons — 4,207 tons —34,000 — 0 (100% Compliance) 30, NATIONAL ASSOCIATION OF CLEAN WATER AGENCIES AWARDS CRITERIA ■ Silver - 1 to 5 Violations Per Year ■ Gold - 0 Violations Per Year ■ Platinum - 0 Violations for Every Year After 5 Years CCCSD PAST PERFORMANCE YEAR AWARD 1998 Gold 1999 Gold 2000 Gold 2001 Gold 2002 Platinum 2003 Gold 2004 Gold 2005 Gold 2006 Platinum 2007 Platinum 2 Year 2007 NACWA Statistics ■ NACWA Peak Performance Award - Winning Agencies - 453 ■ 2007 NACWA Silver Awards - 155 ■ 2007 NACWA Gold Awards - 196 ■ 2007 NACWA Platinum Awards - 103 ■ 2007 NACWA Platinum 10 — 21 Years - 39 ACKNOWLEDGEMENTS ■ Board Support ■ Staff Efforts 3 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 7, 2008 No.: 4.d. Consent Calendar Type of action: APPROVE CONFERENCE ATTENDANCE subject: APPROVE ATTENDANCE FOR BOARD MEMBER MCGILL AT CALIFORNIA SPECIAL DISTRICTS ASSOCIATION CONFERENCE (CSDA) Submitted By: Initiating Dept /Div.: Elaine R. Boehme Administration Secretary of the District REVIEWED AND RECOMMENDED FOR BOARD ACTION: Elaine R. Boehme Secretary of the District James M. Kelly, General Manager ISSUE: The Board must approve Board Members attendance at conferences that have not already been approved by inclusion in the 2008 -09 operating budget. Although attendance at this conference has already been approved in the 2008 -09 budget, the Board is being asked to approve it in a separate action because the Conference and Meeting Attendance policy is currently under review and the process for approval of conference attendance not yet finalized. RECOMMENDATION: Approve attendance for Board Member McGill for the Irvine CSDA Conference from September 22, 2008 through September 25, 2008. FINANCIAL IMPACTS: The amount of $2,000 per person has been included in the budget for each conference attendance. In accordance with Resolution No. 2007 -105, Board Members receive the $221 stipend for each day's attendance at the conference. ALTERNATIVES /CONSIDERATIONS: The Board may deny the approval of the conference attendance. BACKGROUND: Board Member McGill has requested to attend the 39th Annual CSDA Conference. He has attended prior conferences and found the information to be of benefit to the District. The District is an active member of CSDA. District staff also attends trainings provided by CSDA throughout the year. RECOMMENDED BOARD ACTION: Approve attendance for Board Member McGill at the 39to Annual CSDA Conference in Irvine, CA, from September 22, 2008 through September 25, 2008. Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 7, 2008 No.: 4.e. Consent Calendar Type of Action: CONSIDER EMERGENCY WITHDRAWAL Subject: CONSIDER A REQUEST FOR EMERGENCY WITHDRAWAL OF FUNDS FROM THE DEFERRED COMPENSATION PLAN Submitted By: Initiating Dept /Div.: Debbie Ratcliff, Controller Administrative / Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION: D. Ratcli sgraves OA4" 'Jame-sV. 6elly, General Manager ISSUE: Authorization by the Board of Directors is required for emergency withdrawal of funds from the Deferred Compensation Plan. RECOMMENDATION: Approve the request by John Censoplano for an emergency withdrawal of $13,000 from the Deferred Compensation Plan, as recommended by the Deferred Compensation Plan Advisory Committee. FINANCIAL IMPACTS: None ALTERNATIVES /CONSIDERATIONS: This request could be denied, however, this is not recommended as the request meets the requirements for emergency withdrawals as set forth by the Internal Revenue Service. BACKGROUND: John Censoplano, Network Coordinator, has requested an emergency withdrawal from the Deferred Compensation Plan to cover a financial hardship caused by a continuing long term illness. The Deferred Compensation Plan Advisory Committee has reviewed the request and determined that it meets the requirements for emergency withdrawal in the amount of $13,000. A separate, confidential memo has been provided to the Board. If the Board wishes to obtain additional information, a closed session is scheduled on the agenda. RECOMMENDED BOARD ACTION: Approve the request by John Censoplano for an emergency withdrawal of $13,000 from the Deferred Compensation Plan, as recommended by the Deferred Compensation Plan Advisory Committee. NAADMINSUP\ADMIN \POSPAPER\John Censoplano Emergency Withdrawal 08- 07- 08.doc Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 7, 2008 No.: 4.f. Consent Calendar Type of Action: APPROVE PROGRAM CONTINUANCE subject: APPROVE CONTINUANCE OF EMPLOYEE COMPUTER HARDWARE PURCHASE ASSISTANCE PROGRAM Submitted By: Initiating Dept. /Div.: Mark Greenawalt, IT Administrator Administrative / IT REVIEWED AND RECOMMENDED FOR BOARD ACTION; • M. Greenawalt D. Ratcl' 1 . M raves a" J mes WKS11y, General Manager ISSUE: Board approval is required for continuance of the District's Employee Computer Hardware Purchase Assistance Program. RECOMMENDATION: Approve the continuance of the Employee Computer Hardware Purchase Assistance Program effective August 7, 2008. FINANCIAL IMPACTS: Currently $15,515 is invested in computer loans to District employees. ALTERNATIVES /CONSIDERATIONS: The Employee Computer Hardware Purchase Assistance Program could be reduced or eliminated, however, this is not recommended by staff. BACKGROUND: The District's Employee Computer Hardware Purchase Assistance Program was initially approved by the Board effective July 1, 1995, with a condition for Board review every two years. In 2003, the Board requested that staff change this to an annual review. Both the employees and the District benefit from this program. On the one hand, the program provides employees with a low cost resource to purchase a home computer. On the other hand, it benefits the District by providing an opportunity for employees to enhance their computer skills. The utilization of computers continues to increase at the District and there are now few staff positions that do not use a computer in some facet of their job. Many District employees have taken advantage of this program. The revolving loan fund of $70,000 currently has $15,515 in outstanding loans with a $54,485 balance available for new loans as of June 30, 2008. In the past year, 14 loans have been extended for a total dollar amount of $21,173. The program is proposed to continue to operate from the same approved funds and retain the same basic structure. N: \ADMINSUP\ADMIN \POSPAPER\Approve Employee Computer Purchase Program 08- 07- 2008.doc Page 1 of 2 POSITION PAPER Board Meeting Date: August 7, 2008 subject APPROVE CONTINUANCE OF EMPLOYEE COMPUTER HARDWARE PURCHASE ASSISTANCE PROGRAM Program Overview The District will charge participants at the LAIF interest rate, and will get the same rate of return as it would if the loan fund were invested rather than extended to employees. • The program will continue to be administered by the Accounting Section. • The minimum loan amount is $600. • Only one loan can be outstanding at any time per employee for a maximum of $2,000. • Purchased computers must be compatible with current District standards, and will require the review of the IT Administrator. • Peripherals and software purchased with computers are covered by this program (i.e. printers, disk drives, etc.). As computer systems continue to change in this fast paced industry, employees will want to take advantage of newer technology. Continuing the District's Employee Computer Hardware Purchase Assistance Program would allow employees to take advantage of new technology. It will also allow employees who desire to improve their computer skills and have not taken advantage of this program to do so. The Computer Hardware Purchase Assistance Program was reviewed with the Finance Committee on August 4, 2008. Staff recommends that this program be continued and will report to the Board every year via Position Paper. RECOMMENDED BOARD ACTION: Approve the continuance of the Employee Computer Hardware Purchase Assistance Program effective August 7, 2008, for a one - year period. N:\ ADMINSUP\ADMIN \POSPAPER\Approve Employee Computer Purchase Program 08- 07- 2008.doc Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 7, 2008 No.: 4.g. Consent Calendar Type of Action: AUTHORIZE PUBLIC NOTICE Subject AUTHORIZE A PUBLIC NOTICE TO INDICATE AVAILABILITY OF DOCUMENTATION IN SUPPORT OF THE DISTRICT'S APPROPRIATIONS LIMIT Submitted By: Initiating Dept /Div.: Debbie Ratcliff, Controller Administrative / Finance & Accounting REVIEWED AND RECOMMENDED FOR BOARD ACTION. D. R*'- V graves James General Manager ISSUE: The Central Contra Costa Sanitary District is required to establish its appropriations limit in accordance with Article XIII B of the California Constitution. RECOMMENDATION: Authorize a public notice advertising that documentation used in the determination of the appropriations limit shall be available fifteen days prior to the Board Meeting to be held on September 4, 2008, at which the appropriations limit for the Sewer Construction Fund for the fiscal year of 2008 -2009 will be established. FINANCIAL IMPACTS: None ALTERNATIVES /CONSIDERATIONS: The appropriations limit can be calculated using the California per capita personal income percentage change of 4.29 or the local assessment roll due to local non - residential construction of 9.6 percent. BACKGROUND: Proposition 4 was approved on November 6, 1979, and was incorporated in the California Constitution as Article XIII B. As amended, Article XIII B imposes a limit on the rate of growth in governmental spending. It limits appropriations of state and local governments to the appropriations of the 1978 -1979 base year adjusted in each subsequent year for changes in the California per capita personal income from the preceding year or the percentage change in the local assessment roll from the preceding year due to the addition of local nonresidential new construction. Article XIII B requires government agencies to establish their appropriations limit by resolution each year at a regularly scheduled meeting. Notice to the public of availability of documentation in support of the appropriations limit must be given fifteen N:\ ADMINSUP \ADMIN \POSPAPER\Authodze Public Notice 08- 07- 08.doc Page 1 of 3 POSITION PAPER Board Meeting Date: August 7, 2008 Subject AUTHORIZE A PUBLIC NOTICE TO INDICATE AVAILABILITY OF DOCUMENTATION IN SUPPORT OF THE DISTRICT'S APPROPRIATIONS LIMIT days prior to adoption. The appropriations limit is open to challenge within 45 days of the effective date of the resolution. Methodology: The appropriations limit is increased annually by a factor comprised of the change in population combined with either the change in California per capita personal income or the change in the local assessment roll due to local nonresidential construction. The Board is to select between the per capita personal income or the change in the local assessment roll due to local nonresidential construction by a recorded vote. The change in the local assessment roll for the 2008 -2009 fiscal year has been reported by the County Assessor to be 9.6 percent. The California per capita personal income percentage change is 4.29. The change in the local assessment roll due to local non - residential construction is being used in the calculation of the 2008 -2009 appropriations limit since it is the larger of the two (2) factors. Last fiscal year's appropriations limit was calculated to be $69,698,747. The appropriations limit for 2008 -2009 is calculated to be $72,428,338. This limit is set on the District's proceeds of taxes. The District receives approximately $12 million in taxes which is well below the limit. RECOMMENDED BOARD ACTION: Authorize a public notice advertising that documentation used in the determination of the appropriations limit shall be available fifteen days prior to the Board Meeting to be held on September 4, 2008, at which the appropriations limit for the Sewer Construction Fund (tax revenue plus interest) for the fiscal year of 2008 -2009 will be established. N:\ ADMINSUP \ADMIN \POSPAPER\Authorize Public Notice 08- 07- 08.doc Page 2 of 3 5.a. Hearings PUBLIC HEARING TO RECEIVE COMMENTS ON A PROPOSED ORDINANCE TO ESTABLISH REIMBURSEMENT FEES FOR JOBS 5177, 6421, AND 6435 AGENDA August 7, 2008 I. Request staff presentation. I1. Public Hearing: A. Receive public comments. B. Request staff response, as appropriate. C. Close Public Hearing. III. Board deliberation regarding proposed ordinance to establish reimbursement fees for Jobs 5177, 6421, and 6435. NAENVRSEMPosition Papers \Millier\2008\Agenda Public Hearing Reimb Fees 8- 7- 08.doc Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 7, 2008 No.: 5.a. Hearings Type of Action: CONDUCT HEARING; ADOPT ORDINANCE subject: CONDUCT A PUBLIC HEARING TO RECEIVE COMMENTS ON A PROPOSED ORDINANCE (UNCODIFIED) TO ESTABLISH REIMBURSEMENT FEES APPLICABLE TO PROPERTIES WHICH COULD CONNECT TO JOB 5177, 6421 OR 6435 Submitted By: Initiating Dept /Div.: Earlene Millier, Engineering Assistant III Engineering /Environmental Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: 04 E. Millier K. Dar er C. Swanson A. Farrel James M. Kelly General Manager ISSUE: When a reimbursement fee is proposed for a property that could connect to a "special facility" or a "standard facility," the District Code requires that a public hearing be held prior to the Board of Directors' consideration of the fee for adoption. RECOMMENDATION: Conduct a public hearing to receive comments on the proposed Ordinance (uncodified) to establish reimbursement fees applicable to properties that could connect to Job 5177, 6421 or 6435 sewers. Adopt the Ordinance. FINANCIAL IMPACTS: An administrative charge to recover District costs is paid by the installer for setup of the reimbursement account and for each fee collection transaction. ALTERNATIVES /CONSIDERATIONS: Not applicable. BACKGROUND: Job 5177 sewers are "special facilities" as defined in the District Code, and Job 6421 and 6435 sewers are "standard facilities," as defined in the District Code. "Standard facilities" are public main sewers installed using conventional construction techniques, and ordinary appurtenances such as manholes and rodding inlets. "Special facilities" are public trunk sewers, interceptor sewers, pumping stations or main sewers that require special, unconventional installation techniques, such as tunnels, creek or channel crossings requiring bridges, trestles, culverts, and /or channel modifications, require greater than twenty -foot trench depth, unusually costly shoring or traffic control measures or other non - standard appurtenances of unusually high cost. To fairly and equitably distribute the cost for these facilities, the District Code provides for the installers to be reimbursed for the proportion of cost allocable to other properties which connect to the sewers within 20 years of job acceptance by the District. Staff has drafted a proposed Ordinance (Attachment 1) to establish reimbursement fees for properties that connect to these jobs' sewers. Exhibits A -1 through A -3 of Attachment 1 show the locations of the jobs and the properties that could connect to the jobs' sewers. N: \ENVRSEC \Position Papers \Millier\2008 \PP Conduct Public Hearing Reimb Fees 5177, 6421, 6435 8- 7- 08.doc POSITION PAPER Board Meeting Date: August 7, 2008 subject- CONDUCT A PUBLIC HEARING TO RECEIVE COMMENTS ON A PROPOSED ORDINANCE (UNCODIFIED) TO ESTABLISH REIMBURSEMENT FEES APPLICABLE TO PROPERTIES WHICH COULD CONNECT TO JOB 5177, 6421 OR 6435 The proposed reimbursement fees will be collected from property owners, if and when, they connect their properties to the sewer system. The collected fee will be held in a separate account, and will be disbursed to the installers of the projects. Calculations of the proposed reimbursement fees are summarized in Exhibits B -1 through B -3 of Attachment 1. The fees would be charged in addition to Capacity Fees and other District charges, such as those for permits, inspection, and sewer service. The District Code requires that reimbursement fees be adjusted at least annually to account for the increase or decrease in value of the facilities due to inflation and depreciation. These fees may also be adjusted to account for differences between estimated and actual costs, and increases or decreases in the number of connections that may connect to the facilities. However, once a particular property has connected to the public sewer, and the fees have been paid, the District will not collect any additional reimbursement fees for that connection, nor refund any excess reimbursement fees which might otherwise be generated by future adjustments. Appropriate notices have been posted, and published in the Contra Costa Times. In addition, individual letter notices were mailed to the owners of all affected properties, as required by District Code. RECOMMENDED BOARD ACTION: Conduct a public hearing to receive comments on the proposed ordinance (uncodified) to establish reimbursement fees for applicable properties that could connect to Job 5177, 6421 or 6435 sewers. Adopt the Ordinance. N: \ENVRSEC \Position Papers \Millier\2008 \PP Conduct Public Hearing Reimb Fees 5177, 6421, 6435 8- 7- 08.doc ATTACHMENT 1 ORDINANCE NO. (UNCODIFIED) AN ORDINANCE (UNCODIFIED) TO ESTABLISH REIMBURSEMENT FEES APPLICABLE TO PROPERTIES THAT CONNECT TO JOB 5177 (DANVILLE BOULEVARD, ALAMO) SPECIAL SEWER FACILITIES; AND JOB 6421 (AMBERWOOD LANE, WALNUT CREEK) STANDARD SEWER FACILITIES; AND JOB 6435 (RAMON COURT, DANVILLE) STANDARD SEWER FACILITIES WHEREAS, the Central Contra Costa Sanitary District (District) Code Chapter 6.20 provides for reimbursement to installers of standard and special facilities from fees charged property owners when they apply to connect their property to the public sewer system; and WHEREAS, District Code Chapter 6.20 provides for the establishment of reimbursement accounts for constructed standard and special facilities; and WHEREAS, Job 5177 sewers, the location of which are shown in Exhibit A -1 of this ordinance, incorporated in full herein by this reference, are special facilities as defined in District Code Chapter 6.20; and WHEREAS, Job 6421 sewers, the location of which are shown in Exhibit A -2 of this ordinance, incorporated in full herein by this reference, are standard facilities as defined in District Code Chapter 6.20; and WHEREAS, Job 6435 sewers, the location of which are shown in Exhibit A -3 of this ordinance, incorporated in full herein by this reference, are standard facilities as defined in District Code Chapter 6.20; and WHEREAS, reimbursement fees have been calculated by the method specified in District Code Chapter 6.20, which calculations are summarized in Exhibits B1, B2 and B3 of this Ordinance, incorporated in full herein by this reference; and WHEREAS, a properly noticed public hearing to receive comments on the proposed reimbursement fee was conducted at the District Board of Directors' regularly scheduled meeting on August 7, 2008, NOW, THEREFORE, the Board of Directors of the Central Contra Costa Sanitary District does ordain as follows: Section 1 The reimbursement fees applicable to properties that connect to Job 5177 special facilities, and Job 6421 and Job 6435 standard sewer facilities, designated in Exhibits Al - A3 are hereby established. Said reimbursement fees have been calculated in the manner required by District Code Chapter 6.20, as set forth in Exhibits 131 — B3 of this ordinance. NAENVRSEC\Position PapersWillier\2008 \0rd Reimb Fees 5177, 6421, 6435 8- 7- 08.doc Section 2 The reimbursement fees set forth in Exhibits B1 — B3 of this ordinance shall be administered, adjusted, and collected according to the provisions of District Code Chapter 6.20. Section 3 Exhibits Al — A3 and B1 — B3 hereto shall be maintained in the office of the Secretary of the District, and made available for inspection during the periods when the subject reimbursement fees are in effect. Section 4 This ordinance shall be a general regulation of the District and shall be published once in the Contra Costa Times, a newspaper of general circulation within the District, and shall be effective on the eighth calendar day following such publication. PASSED AND ADOPTED by the Board of Directors of the Central Contra Costa Sanitary District on the 7th day of August 2008, by the following vote: AYES: Members: NOES: Members: ABSENT: Members: Gerald R. Lucey President of the Board of Directors, Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: APPROVED AS TO FORM: Elaine R. Boehme Kenton L. Alm, Counsel for the District Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California NAENVRSEC\Position PapersWillier\2008 \0rd Reimb Fees 5177, 6421, 6435 8- 7- 08.doc Exhibit A -1 Job 5177 — Danville Boulevard, Alamo © o K\ 1� Legend Potential Connectors - Number of RUE © Installer - Number of RUE ... a ... Job 5177 facilities ----- - - - - -- Sewer Easement Exhibit A -2 Job 6421 — Amberwood Lane, Walnut Creek Countrywood Shopping \ Center G ado Gostia 24 C^° Goot�a e 'fro 12 1 :6 -' 25 21 4 .,. � 15 Legend ePotential Connectors - Number of parcels* © Installer - Number of parcels* ■ ■ •' 9... Job 6421 facilities * By special agreement among homeowners, reimbursement fees are calculated for parcels, not living units (RUEs). Exhibit A -3 Job 6435 — Ramon Court, Danville 1° e San Ramon Creek e e ..o �2 10 ♦• A A •• J9 • A � � J O rd ee a,. s Legend H 0 memo... Potential Connectors - Number of RUE Installer - Number of RUE Job 6436 facilities Exhibit B -1 Reimbursement Fee Calculation Job 5177, Danville Boulevard, Alamo Special Facilities Reimbursable Costs: Construction Engineering District Fees Total 17,738.00 3,960.00 1,520.00 $ 23,218.00 Number of Potential Connections to Special Facility: 4 Residential Unit Equivalents (RUE) Special Facility Reimbursement per RUE: $ 23,218.00 / 4 RUE = $ 5,804.50 Properties to which Special Facility Reimbursement Fee may apply: Street Address Assessor's Parcel Number Number of RUEs Installer Waive Fee Potential Fee 1103 Danville Blvd. 198 - 132 -007 -8 1 No No Yes 1105 Danville Blvd. 198 - 132 -004 -5 2 Yes N/A No 1111 Danville Blvd. 198 -132 -006 -0 1 1 No No Yes Exhibit B -2 Reimbursement Fee Calculation Job 6421, Amberwood Lane, Walnut Creek Standard Facilities Reimbursable Costs: Construction Engineering District Fees Total 125,054.62 16, 368.95 9.428.50 $ 150,852.07 Number of Potential Connections to Standard Facility: 10 Parcels (per special agreement among property owners) Standard Facility Reimbursement per RUE: $ 150,852.07 / 10 parcels = $ 15,085.21 Properties to which Standard Facility Reimbursement Fee may apply: Street Address Assessor's Parcel No. No. of Parcels Installer Waive Fee Potential Fee 1100 Bancroft Road 143 - 010 -040 1 Yes N/A No 2 Amberwood Lane 143 - 010 -043 1 No No Yes 4 Amberwood Lane 143 - 010 -021 1 Yes N/A No 8 Amberwood Lane 143 - 010 -020 1 No 46.4% waived 53.6 %* 12 Amberwood Lane 143 - 010 -023 1 No 46.4% waived 53.6 %* 15 Amberwood Lane 143 - 010 -011 1 Yes N/A No 16 Amberwood Lane 143 - 010 -024 1 No 46.4% waived 53.6 %* 21 Amberwood Lane 143 - 010 -012 1 Yes N/A No 24 Amberwood Lane 143 - 010 -018 1 No Yes No 25 Amberwood Lane 143 - 010 -013 1 No 46.4% waived 53.6 %* *These participants paid $7,000 toward construction costs and were granted waivers for partial reimbursement fees. The balance of the fee will be due upon connection. Exhibit B -3 Reimbursement Fee Calculation Job 6435, Ramon Court, Danville Standard Facilities Reimbursable Costs: Construction Engineering District Fees Total 93,224.00 13, 519.00 8.557.24 $115,300.24 Number of Potential Connections to Standard Facility: 13 Residential Unit Equivalents (RUE) Standard Facility Reimbursement per RUE: $ 115,300.24 / 13 RUE = $ 8,869.25 Properties to which Standard Facility Reimbursement Fee may apply: Street Address Assessor's Parcel Number Number of RUEs Installer Waive Fee Potential Fee 1 Ramon Court 200- 110 -014 1 No No Yes 2 Ramon Court 200 - 110 -002 1 No No Yes 3 Ramon Court 200 - 110 -013 1 Yes N/A No 4 Ramon Court 200 - 110 -003 1 Yes N/A No 5 Ramon Court 200 - 110 -012 1 Yes N/A No 6 Ramon Court 200 - 110 -004 1 Yes N/A No 7 Ramon Court 200 - 110 -011 1 Yes N/A No 8 Ramon Court 200 - 110 -005 1 No No Yes 9 Ramon Court 200- 110 -010 1 Yes N/A No 10 Ramon Court 200- 110 -006 1 Yes N/A No 11 Ramon Court 200 - 110 -009 1 Yes N/A No 12 Ramon Court 200 - 110 -007 1 Yes N/A No 13 Ramon Court 200 - 110 -008 1 No No Yes �p D c .�.%O o f I 0: A 0 (3p= Q O�Q L LNO CD oo _ Rmw �Q "CD 1�F `= N -1°'`n <3 O> C CD 11)) 0 K) V N Q' 0- C �• � '4 ...h ca o N m m� 3 cc . 0 �Q _; N �ionm < a CD N Cl. m n - rm =� m D l< vii' Q `< O M m. cn °o W 0 (D CD CD �n 3 c a �n< ? «m ° O N N � ? 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A ■ ■ r r ! ! � ■ � Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 7, 2008 No.: 7.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 SUBJECT TO SUBMITTAL REQUIREMENTS WITH K. J. WOODS CONSTRUCTION, INC. FOR THE CONSTRUCTION OF THE SOUTH ORINDA SEWER RENOVATIONS, PHASE 3, DISTRICT PROJECT NO. 5985 Submitted By: Initiating Dept /Div.: Nathaniel Morales, Assistant Engineer Engineering / Capital Projects REVI WED AND RECOMMENDED FOR BOARD ACTION: n' A. q a4 N. Morales A. Antkowiak cki A. Farrell James M. Melly, General Manager ISSUE: On July 22, 2008, six (6) sealed bids were received and opened for the construction of the South Orinda Sewer Renovations, Phase 3, District Project No. 5985. The Board of Directors must award the contract or reject bids within 50 days of the bid opening. Authorize the General Manager to execute the Contract Documents subject to submittal (SUBMITTAL) requirements. 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 subject to favorable review of insurance certificates, bond submittals, appropriate Contractor license, and any other required SUBMITTALS. FINANCIAL IMPACTS: Approximately $1,750,700 including design, bid price, contingency, and construction management. ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended. BACKGROUND: The District's collection system has pipe segments that range in age from new to over 100 years. Some of the pipe segments are at or near the end of their useful life as evidenced by their need for frequent maintenance, high rate of infiltration, and /or threat of structural collapse. In 1991, the District implemented a sewer renovation program. Since that time, an annual allowance for this program has been included in the Capital Improvement Budget and Plan. The Collection System Renovation Program is an ongoing series of projects. Candidate sewer line segments are identified, evaluated, and placed on a priority list for replacement/renovation. Staff N: \PESUP \Cbradley \Position Papers \Morales \5985- So Orinda Sewer Reno, Ph 3, PP Award.doc Page 1 of 5 POSITION PAPER Board Meeting Date: August 7, 2008 subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH K. J. WOODS CONSTRUCTION, INC. FOR THE CONSTRUCTION OF THE SOUTH ORINDA SEWER RENOVATIONS, PHASE 3, DISTRICT PROJECT NO. 5985 of the Collection System Operations Division and Engineering Department identified the candidate sewer lines. This project is the third of six phases in South Orinda (see Attachment 1). South Orinda Sewer Renovations, Phase 3, will renovate 6,700 linear feet of 6- and 8 -inch sewer lines by open -cut and pipe- bursting methods in public rights -of -way in South Orinda. During design, District staff coordinated with the City of Orinda's Moraga Way Paving Project to ensure no sewer work would need to take place in Moraga Way. District staff prepared the plans and specifications for the project. The Engineer's estimate for construction of the South Orinda Sewer Renovations, Phase 3, is $1,400,000. This project was advertised on July 1 and July 10, 2008. Six (6) sealed bids ranging from $1,138,000 to $1,383,792 were received and publicly opened on July 22, 2008. The Engineering Department conducted a technical and commercial review of the bids and determined that K. J. Woods Construction, Inc. is the lowest responsive bidder with a bid amount of $1,138,000. A summary of bids received is shown in Attachment 2. The District will administer the construction contract and will provide contract administration, inspection, survey, office engineering, and submittal review. The funds required to complete this project, as shown in Attachment 3, are $1,556,000. The total cost of the South Orinda Sewer Renovations, Phase 3, is anticipated to be $1,750,700. This project is included in the fiscal year (FY) 2008 -09 Capital Improvement Budget (CIB) on pages CS -33 and CS -34. Staff has conducted a cash -flow analysis of the Collection System Program budget 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 on the same sites and with substantially the same purpose and level of activity as the facility being replaced. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. RECOMMENDED BOARD ACTION: Find that the project is exempt from CEQA, award a construction contract in the amount of $1,138,000 for the construction of the South Orinda Sewer Renovations, Phase 3, District Project No. 5985, to K. J. Woods Construction, Inc., the lowest responsive bidder, and authorize the General Manager to execute the Contract Documents subject to SUBMITTAL requirements. NAPESUP\Cbradley \Position Papers \Morales \5985- So orinda Sewer Reno, Ph 3, PP Award.doc Page 2 of 5 Page 3 of 5 yFq� LAFAYEfTE y� v� RHEEM RESERVOIR RECREATION AREA O w � n 2 uvi � S B(Vo y �P o CEO DR z OR�,�RO DONALD ►S �'P Q VQ RD Mo��q v r� ooNq`o OAK OR VVY O,Q O,Q 0 LOST RISA CT ,Qy .y OP pQ' �\rc51 P a DOLORES Q� OHO o � "9 o Ja a _ 600 1200 N O V FEET -- s Y Central Contra Costa Attachment No. Sanitary District SOUTH ORINDA SEWER RENOVATIONS PHASE 3 J 7 ti ' LOCATION MAP Page 3 of 5 ATTACHMENT 2 SOUTH ORINDA SEWER RENOVATIONS, PHASE 3 DISTRICT PROJECT 5985 SUMMARY OF BIDS PROJECT NO.: 5985 DATE: JULY 22, 2008 PROJECT NAME: SOUTH ORINDA SEWER RENOVATIONS, PHASE 3 PROJECT LOCATION: ORINDA, CALIFORNIA ENGINEER EST.: $1,400.000 BIDDER BID PRICE K. J. Woods Construction, Inc. $1,138,000 2625 Judah Street, #2 San Francisco, CA 94122 McGuire & Hester $1,234,845 9009 Railroad Avenue Oakland, CA 94603 W. R. Forde $1,258,820 984 Hensley Street Richmond, CA 94801 Mountain Cascade, Inc. $1,269,924 555 Exchange Court Livermore, CA 94550 TerraCon Pipelines, Inc. $1,331,840 110 Dry Creek Road Healdsburg, CA 95448 J. Howard Engineering, Inc. $1,383,792 1325 Howard Avenue #265 Burlingame, CA 94010 BIDS OPENED BY Elaine Boehme DATE July 22, 2008 SHEET NO. 1 of 1 NAPESUP\Cbradley \Position Papers \Morales \5985- So Orinda Sewer Reno, Ph 3, PP Award.doc Page 4 of 5 M W C/) W Lo W Z O \ L / Z r r W w W �O wW Z WaF• LL QQ�a 0 F-- Z_ C_ O F• U C O N O V c O CD CM 0 M T T �+ UJ c O V e O O O ti O O O O ti V, T 69 ti O O C ry+ N O 0 M T E Q T � CD CD 0 CD O f li O 0 0 0 O O O O co 0 N c C N r 0 In'o �.. T T 69 T fA d'} fA 1 I z 1 W W N Q < N O O o O c .� y o W e r z Z d z O D w �- W V ° .r 0 'a 2 m C Q w Q 0 Z 4) z C U) M C� = C7 C m IL N W O o T 0 w Q F- 2 Z �E ( w V W Z z 0 c 0 O ) W c a w J0 O ch O 4. c �R °° L U ' = Qa �H �0IL cgCD H W w D Z F °i C � U) c O O 'Q 0 w y � LU O m n F- IL 0 V a v) F- LL Q V 6 r N M O �O r 0 m m IL 0 3 a a a cl; L CL 0 c 3 a� 0 O LO 00 LO m m 0 a a c 0 0 n. T U CL w CL Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 7, 2008 No.: 7.b. Bids and Awards Type of Action: AWARD CONSTRUCTION CONTRACT /AUTHORIZE EXECUTION OF CONTRACT DOCUMENTS subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH R.F. MCDONALD CO. FOR THE CONSTRUCTION OF AUXILIARY BOILER IMPROVEMENTS, DISTRICT PROJECT NO. 7231 Submitted By: Initiating Dept. /Div.: Nathan Hodges, Assistant Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: N. Ffddbes han cki A. Farrell James M. Welly, General Manager ISSUE: On July 24, 2008, two sealed bids were received and opened for the construction of the Auxiliary Boiler Improvements, District Project No. 7231. The Board of Directors must award the contract or reject bids within 50 days of the bid opening. Authorize the General Manager to execute the contract documents subject to submittal (SUBMITTAL) requirements. 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 subject to favorable review of insurance certificates, bond submittals, appropriate Contractor license, and any other required SUBMITTALS. FINANCIAL IMPACTS: Approximately $629,000, including design, bid price, contingency, and construction management. ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended. BACKGROUND: The two existing auxiliary boilers, located in the solids conditioning building, were installed in the 1970s as part of the treatment plant's 5A Expansion Project. They are the third source of steam after the furnace waste heat boilers and the cogeneration heat recovery steam generator. The auxiliary boilers provide steam if the plant's waste heat boilers or cogeneration system are off line, or if steam demand exceeds the capacity of the waste heat boilers or cogeneration system. The existing controls for the auxiliary boilers rely on mechanical linkages to adjust the position of the combustion air dampers, fuel valves, and flue gas recirculation system. These linkages become misadjusted and must be readjusted on a regular basis. N: \PESUP \Position Papers \Hodges \7231 Award Final.doc Page 1 of 6 POSITION PAPER Board Meeting Date: August 7, 2008 subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH R.F. MCDONALD CO. FOR THE CONSTRUCTION OF AUXILIARY BOILER IMPROVEMENTS, DISTRICT PROJECT NO. 7231 Furthermore, whenever the boiler doors are opened, the linkages must be removed, requiring them to be readjusted by an outside vendor upon reinstallation of the door. The controls are open loop controllers and do not adjust the combustion parameters for changes in fuel or exhaust emissions or to optimize combustion efficiency. Because the controls do not optimize combustion, the boilers are not as efficient as they can be. Furthermore, the combustion air fan is a constant speed fan, which operates at 100% speed, regardless of the firing rate. There have been recent violations of the operating permit for the Auxiliary Boilers. As part of the discussions with the Bay Area Air Quality Management District to resolve the violations, staff has committed to upgrading the boiler control systems by the end of this calendar year. This project installs a new programmable based control system with feedback that will significantly improve the efficiency and reliability of the boilers. The scope of work also includes installing variable frequency drives for the combustion air blower and replacing the door flanges as the existing doors have become warped and do not seal properly. District staff prepared the plans and specifications for the project. The Engineer's estimate for construction of Auxiliary Boiler Improvements is $280,000. This project was advertised on July 3 and 8, 2008. Two sealed bids ranging from $325,897 to $345,716 were received and publicly opened on July 24, 2008. The Engineering Department conducted a technical and commercial review of the bids and determined that R. F. McDonald Co. is the lowest responsive bidder with a bid amount of $325,897. A summary of bids received is shown in Attachment 2. The District will administer the construction contract and will provide contract administration, inspection, survey, office engineering, and submittal review. The funds required to complete this project, as shown in Attachment 3, are $429,000. The total cost of Auxiliary Boiler Improvements is anticipated to be $629,000. This project is included in the FY 2008 -09 Capital Improvement Budget on pages TP -32 and TP -33. Staff has conducted a cash -flow analysis of the Treatment Plant Program budget and concluded that adequate funds are available for this project. Staff has concluded that this project is exempt from the California Environmental Quality Act under District CEQA Guidelines, Section 15301, since it involves only alterations of existing facilities with negligible or no expansion of capacity. N:\PESUP \Position Papers \Hodges \7231 Award Final.doc Page 2 of 6 POSITION PAPER Board Meeting Date: August 7, 2008 Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH R.F. MCDONALD CO. FOR THE CONSTRUCTION OF AUXILIARY BOILER IMPROVEMENTS, DISTRICT PROJECT NO. 7231 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 $325,897 for the construction of the Auxiliary Boiler Improvements, District Project No. 7231, to R. F. McDonald Co., the lowest responsive bidder, and authorize the General Manager to execute the Contract Documents subject to SUBMITTAL requirements. WTESUP \Position Papers \Hodges \7231 Award Final.doc Page 3 of 6 N i 0 150 300 - FEET DO-0 o s t U / P mks / �s PROJECT p SITE O HHWCF G� O So�1 on,,t•9 � // � 0 tk\ s / Warehouse $R, /� J ° Q�i sa�too O ii ill 4 680 as // Central Contra Costa Attachment Sanitary District AUXILIARY BOILER IMPROVEMENTS District Project 7231 1 Project Location Page 4 of 6 ATTACHMENT 2 AUXILIARY BOILER IMPROVEMENTS DISTRICT PROJECT 7231 SUMMARY OF BIDS PROJECT NO.: 7231 DATE: JULY 24, 2008 PROJECT NAME: AUXILIARY BOILER IMPROVEMENTS PROJECT LOCATION: MARTINEZ, CALIFORNIA ENGINEER EST.: $280,000 BIDDER BID PRICE R. F. MacDonald Co. $325,897 25920 Eden Landing Road Hayward, CA 94545 510- 784 -0110 One Source Engineering, Inc. $348,716 2205 Bunker Hill Dr. San Mateo, CA 94402 650 - 345 -7171 BIDS OPENED BY /s /Elaine Boehme DATE 7/24/08 N:\PESUP \Position Papers \Hodges \7231 Award Final.doc Page 5 of 6 R U w q � o IL � Qw �W2k §0OD n J- 0 Eww2w le IX ■ °m � A x x ''o � « \ / J J $ e / 2 % k Q » \ k \ $ 2 q m ® C6 / j k < � kk k k k & an Cl) co o k 2 Q 649 G e z § § \ $ 0� \ ƒ z w E _ / k § of S 2 % z z % E $ z E u S o w £/ e o k w k w § E- L) ƒ = z � -* Ck k/ C F-F- in b { q \ I § E E@ c o w \ Q 3 a 3 z 7 §$ w / cc -j o R § u / g § 2 I k w 0 k F- gE u e c �$2 7\ u e2< CL � D- o e Q 20$« f \ o a $ k @ $ \ x 2 < / <w w \ _ _£E \ k \/ o- 2k e / C 0 2 e� / /Im \m k 0 C6 a d R § 6 U) i(6 R \ § d R \ Q I = R U- < Q / CN Cl) LO Co e % e Co Cl. C ow C H S,o,.D l -1 ^L W C� C� E-- _ co co 0 L CL �R O C) LO ♦a ^x W .c -E L .cu L 42 LJ L L O � 0 L O Wr �N Co Co V 7D 4-- W r (D L 4- U) co 0 m Owpa W . 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CU Q. ca. • • • Agenda Item 8.a.2 SUMMER 2008 CONSTRUCTION STATUS UPDATE Board Report August 7, 2008 2008 Construction Projects PROJECT CONTRACTOR CONTRACT AMOUNT ($1 A -Line Relief Int., Ph. 2A Mountain Cascade, Inc. 20,650,750 Aeration Air Renov., Ph. 1 NCCI, Inc. 1,429,972 DAFT Polymer Improv. D. W. Nicholson Corp. 526,500 Wet Weather Bypass Improvements, Phase 1 Siteworks Const. 219,989 Plant Site Improvements Lister Construction 1,584,000 Standby Power Fac. Imps. C Overaa & Company 3,693,000 Control Room Modifications Melloni Construction 433,231 Camino Pablo /Flush Kleen California Trenchless 1,153,880 WCR Sewer, Ren., Ph. 6 McNamara & Smallman 1,704,806 Laf. Sewer, Ren., Ph. 5 K. J. Woods Const., Inc. 1,238,000 Mtz. Sewer, Ren., Ph. 2 William G. McCullough Co. 1,379,595 • Auxiliary Boiler Imps. R. F. MacDonald Co. 325,897 • So. Orinda Sewer, Ph. 3 K. J. Woods Const., Inc. 1,138,000 TOTAL $35,477,620 Awarded Today DAFT Polymer Improvements Contractor: D. W. Nicholson Corp. Contract Amt: $526,500 Change Orders: None Const. Status: Const. Starts Mid August Complete by. 2109109 Signif. Events: None DAFT Polymer Improvements Wet Weather Bypass Improvements, Phase 1 Contractor., Siteworks Construction Contract Amt. $218,989 Change Orders: 14,000 Const. Status: 75 % Complete Complete by. 8131108 Signif. Events: None Wet Weather Bypass Improvements, Phase 1 Plant Site Improvements Contractor.- Lister Construction Contract Amt. $1,584,000 Change Orders: $200,000 Const. Status: 56 % Complete Complete by. 10131108 Signif. Events: • Encountered Contaminated Material • Unknown Utilities in HOB Parking Lot Created Schedule Impacts Plant Site Improvements Standby Power Facility Improvements Project Contractor., C. Overaa & Company Contract Amt. $3,693,000 Change Orders: None Const. Status: Notice to Proceed Issued Complete by. 10129110 Signif. Events: Contractor Plans to Complete Project by November 2009, 1 year Ahead of Schedule Control Room Modifications Contractor., Melloni Construction Contract Amt: $433,231 Change Orders: None Const. Status: 20 % Complete Complete by 10128108 Signif. Events: None Camino Pablo Trunk and Flush Kleen Forcemain Contractor: California Trenchless Contract Amt. $1,153,880 Change Orders: $65,000 Const. Status: 16 % Complete Complete by. 11109108 Signif. Events: - Emergency Dig -up in Camino Pablo - Utility Trench Conflicts Camino Pablo Trunk and Flush Kleen Forcemain Camino Pablo Trunk and Flush Kleen Forcemain Walnut Creek Sewer Improvements, Phase 6 Contractor. McNamara & Smallman Contract Amt: $1,704,806 Change Orders: $60,000 Const. Status: 24 % Complete Complete by 11/17108 Signif. Events: Completed Work in Buena Vista Elementary School Walnut Creek Sewer Improvements, Phase 6 Lafayette Sewer Renovation, Phase 5 Contractor., K. J. Woods Construction, Inc. Contract Amt. $1,238,000 Change Orders: 0 Const. Status: Construction Activities Start 8/11/08 Complete by. 12108 Signif. Events: Start of Construction Delayed Due to Pipe Availability. CSO has requested addition of 3 sites. Martinez Sewer Renovations, Phase 2 Contractor: William G. McCullough Co. Contract Amt. $1,379,595 Change Orders: 0 Const. Status: Construction Activities Started Week of 814108 Complete by. 12108 Signif. Events: Deleted Green Street Segment. CSO /Planning have requested addition of 2 sites. 10 Questions? 11 Agenda Item 8.a.3) Board Meeting of August 7, 2008 Written Announcements: Safetv Issues a) Natural Gas Line Update and Evacuation Incident At the July 17, 2008 Board Meeting, it was announced that four leaks had been discovered in the 100 -psi natural gas supply line to the treatment plant and Headquarters Office Building (HOB). On July 14, 2008, Pacific Gas and Electric, and District staff isolated the leaking natural gas pipeline by closing the valves at both ends of the pipeline. The District contracted with NCCI, Inc., (the contractor on the Aeration Air Renovations Project) to restore natural gas service to HOB by extending a 1 -inch gas line from another adjacent gas main. On Monday, July 28, 2008, the contractor began saw - cutting the isolated natural gas line. After penetrating the pipe, gas began to leak. The gas line had been isolated but it had not been purged, and it was later discovered that the isolation valve also leaked. This leak caused an evacuation of HOB, as a precautionary measure. There were no injuries or damage to District property. District Safety and Risk Management staff is conducting an investigation to thoroughly evaluate the incident and make recommendations to prevent future incidents. b) Potentially Explosive Material Delivered to HHW Facility On Thursday July 24, 2008, a customer delivered a cigar box filled with test tubes to the HHWF. The cigar box was mixed in with paints and other typical household wastes. The test tubes were filled with various mixtures of highly reactive compounds. These compounds are very unstable when dry. Staff notified Contra Costa County HazMat and the Walnut Creek Bomb Squad. The test tubes were detonated in Basin B shortly after their arrival. The HHWF was closed for about an hour during the incident. Upcoming Events /Meetings c) California Association of Sanitation Agencies Awards The District won two awards which will be presented at the CASA Conference in Monterey on August 21, 2008. The first is the Outstanding Capital Improvement Program Award for the District's Plant Control System Improvements. The second is the Innovation Award for the Water/Wastewater Operator Training Program. The Innovation Award will be shared with the nine partner agencies that are CASA members. A press release will be sent out after the conference because there is an embargo on any press release to the media until after the conference. A portion of the awards presentation will be brief videos or powerpoints of the winning entries which we will present at the August 7, 2008 Board meeting. d) HOB Parking Lot Closure The main Headquarters Building parking lot will be closed beginning Wednesday, July 30, 2008 through approximately Wednesday, August 13, 2008, due to storm drain construction, and improvements to the physically challenged parking area. See attached Flash notice that was sent out to all employees. Conferences/Trainings /Staff Away from the District e) Attendance at the California Water Environment Association Northern Regional Traininq Conference The California Water Environment Association Northern Regional Training Conference will be held in Sparks, Nevada from September 7 - 9, 2008. Seven District employees are scheduled to attend the conference, four from the Collection System Operations Department and three from the Plant Operations Department. The theme of the conference is "Passing the Torch." The conference presentations will cover such topics as collection systems maintenance and management, operator training, plant maintenance, and safety. f) District Staff Attends Training at Vactor Factory CSO Maintenance Crew Leader Don Turk and Vehicle Mechanic Tom Kostik will attend training classes offered by Vactor Manufacturing in Streator, Illinois, specific to the two new hydrovac trucks recently purchased. Don will attend three days of operator training the week of September 8, 2008, and Tom will take the four -day mechanics class starting September 22, 2008. The training, hotel, and meal arrangements are being paid by Vactor as part of the purchase agreement. Airfare will be paid by the District and was budgeted in the 2008 -2009 O &M Budget. g) Mandatory Ethics Training in Compliance with AB 1234 Board Members and designated staff are required to complete Ethics Training in compliance with AB 1234 every two years. The last session was completed in December, 2006. The District is planning to conduct a training session before the end of 2008 for Board Members and designated staff. In the meantime, Ethics Training that meets the requirements of AB 1234 will be offered at the August CASA Conference. If Board Members or staff wish to attend that training instead, please obtain a certificate of completion for District records. If you would like more information, please contact Elaine Boehme. Project Related /Meeting Updates h) Advertisement for CSO Sewer Service Contract for Mini - Cam TV Inspection Program, DP 5547 Staff intends to advertise for the minicam television inspection of sanitary sewers on August 8, 2008 and August 15, 2008, with the bid opening on August 22, 2008. The position paper for award is planned for September 4, 2008. The work consists of providing sewer television inspection for those pipe segments in Walnut Creek, Orinda, and Lafayette that could not be inspected on the first effort due to blockages. A smaller camera " minicam" will be used to facilitate inspecting these constricted pipelines. General Updates /Follow -up i) Out of Agency Service Agreement Application to LAFCO On July 17, 2008, the Board authorized staff to submit applications for Out of Agency Service Agreements to LAFCO for five properties in the Alhambra Valley that are located outside the County Urban Limit Line and whose owners desire to receive public sewer service. Three of the properties are developed and have existing homes. Two of the properties are undeveloped. Staff has submitted the application for the three developed properties. Depending on LAFCO action, staff may submit an application for the two properties that are undeveloped. j) Source Control Audit The District's Source Control Program is evaluated regularly by the State Regional Water Quality Control Board (SRWQCB), US Environmental Protection Agency (EPA) staff, or their contractors (e.g. Tetra Tech). A Pretreatment Compliance Audit (PCA) was completed by Tetra Tech on January 16 -17, 2008. The PCA involves a review of the District's Source Control Ordinance, review of the permitted Industrial User (IU) files, and site visits for selected permitted IUs where the assigned Source Control Inspector conducts the inspection. The PCA report was received on June 26, 2008. The PCA auditors were complimentary of the District's Source Control Program during the PCA exit interview and in several parts of the final report. The PCA report identified eight requirements and nine recommendations. The District responded to the PCA findings in a letter dated July 28, 2008. Many of the issues identified have been addressed or will be addressed by modifying forms used in the IU permit program. Some of the PCA findings require minor modifications to the District's Source Control Ordinance. These updates will be processed through the comprehensive District Code update project that has already been initiated and is expected to be finalized in the next few months. k) Natural Gas Purchase The recent drop in natural gas pricing to below $10.00 per decatherm provided an opportunity for the District to prepurchase natural gas for November and December 2008 at an average Pacific Gas and Electric City Gate price of $9.50 per decatherm. This is below the $10.80 budgeted for fiscal year 2008 -2009. The District has now purchased natural gas for the first six months of the fiscal year at an average price of $10.37 per decatherm. Agenda Item 8.a.3) Board Meeting of August 7, 2008 Additional Written Announcements: Upcoming Events /Meetings 1) Smoke Testing of Sewers On Monday, August 25 and Tuesday, August 26, 2008, District crews will be begin smoke testing the sewer lines along Port Chicago Highway north of Highway 4, and west along Arnold Industrial Way. This will take place during daylight hours. The purpose of the smoke test is to determine the source of the large volume of water that enters the area's sewer lines when it rains. All of the properties in the area have been sent letters in regards to the testing and the letters explained that the smoke is non- toxic, non - staining, and odorless, and harmless to humans and animals. Door hangers are scheduled to be delivered to every property on Friday, August 22, 2008. The Highway Patrol, the Sheriff's Office, Concord Police Department, Contra Costa County Fire Protection District, Naval Weapons Station, and Homeland Security will also be notified prior to the testing by the Communication Services staff. Project Related Updates m) Treatment Site Improvements Project Update While installing a new drainage line last week to correct potential flooding issues for the Garden Level of HOB, the contractor, Lister Construction encountered several unknown obstruction that were either not shown or shown in the wrong location on record drawings. These obstructions included an abandoned 24 inch RCP culvert, AT &T conduits, and a four foot by two foot concrete encasement which contains various water services. To avoid these obstructions, the new drainage line will have to be realigned and deepened. An additional 200 feet of pipe, one manhole, and a catch basin will be installed. The cost of this change order is estimated to be on the range of $75,000 to $125,000. In order to avoid significant schedule impacts, staff is proceeding with the rerouting of the storm drain at this time and will request approval from the Board at the September 4, 2008 Board meeting. n) Lafayette Sewer Improvements (Phase 5) Projects Update CSO has requested Engineering to replace a 350 foot reach of 6 inch pipe located south of the intersection of Contra Costa Blvd and Crescent Plaza in front of the Border's Book Store. The line was damaged by the installation of a copper grounding rod for another utility. Since open cut excavation to repair the damage is not feasible, CSO attempted to repair the damage internally with limited success. The line is partially blocked at the repair and is backing up behind the blockage. CSO is currently cleaning this line on a two week schedule and checking it with TV on a one month schedule, and has asked that Engineering prioritize the repair. Staff proposes to repair the line as soon as possible as a change order to the Lafayette Sewer Improvements Project. The Notice to Contractors for the Lafayette Project states that the District may add additional sites to the project after award. Due to the location of the line under the sidewalk and a utility vault, the cost of replacement could exceed $50,000. If the cost of replacement exceeds $50,000, staff will request approval from the Board of this change order at the September 4, 2008 Board meeting. o) Flushkleen Forcemain / Camino Pablo Trunk Sewer Improvements Update The contractor has completed work on two of three sewer lines within Camino Pablo that had an intermediate completion date of August 15, 2008. Construction of the third line is being slowed by utilities that were not marked in the field and are not shown on other agency utility maps. In an effort to mitigate the utility conflicts, staff has changed the alignment of a portion of the new sewer and changed the method of construction of another portion from open cut excavation to pipe bursting. The contractor is carefully working around these utilities but the utilities' trench backfill is affecting the stability of the new sewer trench and slowing the contractor's progress. Staff believes the current sewer line work in Camino Pablo will not be completed by the milestone date of August 15, 2008. The City of Orinda Public Works Director has been informed of the situation and is cooperating with staff by extending the work hours. Staff will keep the Board updated on the situation. General Updates p) Natural Gas Purchase On August 4, 2008, the price of natural gas dropped substantially, and the District purchased natural gas (NG) from January through June 2009 for $9.63 /decatherm at Pacific Gas and Electric citygate. This purchase, when combined with previous gas purchases, will result in a $10.00 average cost for NG for the fiscal year. 2008, 07/25 - FLASH! ~Central Page 1 of 2 V v z . 3. cl sn --- --'""' ---- July 25, 2008 HOB PARKING LOT TO CLOSE FOR 2 WEEKS El J E i ..Ow Q Due to storm drain construction, the HOB South Parking Lot will be closed for approximately two weeks beginning Wednesday, July 30. Alternative parking is available in the POD parking lot, the HHWCF lot, along the street curb, and on the frontage road (access closes at 7 p.m.). Plant personnel may park on the plant site. Temporary visitor and handicapped parking will be across from the HOB in the Annex parking area. (See attached map.) http: / /otis.cccsd. centralsan. dst. ca. us/ otis/Employee /flash/07- 25- 08.cfm 7/29/2008 2008, 07/25 - FLASH! Limited access to the HOB South Parking Lot will resume after the storm drain construction is completed; however, additional work will be ongoing in the handicapped and visitor section of the parking lot for the following three weeks. Please use caution when entering the parking lot construction zone. Alternative parking areas are recommended until all construction is complete. Please refer questions to Associate Engineer Munawar Husain, ext. 362. Page 2 of 2 http: // otis .cccsd.centralsan.dst.ca.us /otis /Employee /flash/07- 25 -08.cf n 7/29/2008 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 7, 2008 No.: 9.a. Engineering Type of Action: AUTHORIZE CONSTRUCTION CHANGE ORDER /AUTHORIZE FUNDS /APPROVE PROJECT ALLOCATION Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER WITH NCCI, INC. FOR THE AERATION AIR RENOVATIONS PROJECT, DISTRICT PROJECT 7207, APPROVE SUPPLEMENTAL AUTHORIZATION OF $550,000 TO THE TREATMENT PLANT PROGRAM FOR FISCAL YEAR 2008 -09 CAPITAL IMPROVEMENT BUDGET, AND APPROVE ALLOCATION OF $550,000 TO THE AERATION AIR RENOVATIONS PROJECT, DP 7207 Submitted By: Initiating Dept. /Div.: Nathan Hodges, Assistant Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: N. Hodges B. Than TQWki K Farrell K. Alm, James M. K ly, District Counsel General Manager ISSUE: Authorization by the Board of Directors is required for the General Manager to execute a construction contract change order in an amount greater than $50,000. Approval by the Board of Directors is required for a supplemental authorization for fiscal year (FY) 2008 -09 Treatment Plant Program. Board approval is also required for allocations to a project in excess of 15 percent of the final project budget established by the Board at the time of award of the construction contract. RECOMMENDATION: Authorize the General Manager to execute a change order in an amount not to exceed $550,000, approve a supplemental authorization of $550,000 for the Treatment Plant Program for FY 2008 -09 Capital Improvement Budget (CIB), and approve an allocation of $550,000 to the Aeration Air Renovations Project, DP 7207. FINANCIAL IMPACTS: This change order, supplemental authorization, and allocation of funds will allow the Aeration Air Renovations Project to continue. There are sufficient funds in the Sewer Construction Fund. ALTERNATIVES /CONSIDERATIONS: If this change order is not authorized and the supplemental authorization /allocation of $550,000 to the project is not approved, the first phase of the project will not be completed this year. BACKGROUND: The construction contract for the Aeration Air Renovations Project, DP 7207, was awarded to NCCI, Inc. on May 15, 2008. The project work consists of sealing cracks in the aeration basin foundation via grout injection and a seal coat. It is N: \PESUP \Position Papers \Hodges \7207 CO pos paper TJP.doc Page 1 of 3 POSITION PAPER Board Meeting Date: August 7, 2008 subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER WITH NCCI, INC. FOR THE AERATION AIR RENOVATIONS PROJECT, DISTRICT PROJECT 7207, APPROVE SUPPLEMENTAL AUTHORIZATION OF $550,000 TO THE TREATMENT PLANT PROGRAM FOR FISCAL YEAR 2008 -09 CAPITAL IMPROVEMENT BUDGET, AND APPROVE ALLOCATION OF $550,000 TO THE AERATION AIR RENOVATIONS PROJECT, DP 7207 believed that the concrete foundation cracks are the primary source of air leaks into the soil from the aeration air system. Updates on the progress of the project have been presented to the Board on July 3 and July 17, 2008. The project scope was developed using unit quantities of grout material that were estimated from trial testing that occurred last year. Current experience from sealing passes 1A and 1 B shows grout injection quantities running nearly twice the expected amounts. Additional polyurethane grout material is needed to complete passes 1 C and 1 D. Staff estimates that it will take no more than 5,000 gallons of additional grout to seal the remaining cracks at a cost not to exceed $500,000. Staff is continuing to negotiate with the Contractor to reduce this cost. Authorization of this change order is requested at this time to prevent any project schedule delays. The work in passes 1 C and 1 D is scheduled to begin August 18, 2008. During construction on passes 1A and 1 B, it was observed that the groundwater pressure relief valves were badly corroded and inoperative. Staff made the decision to replace the relief valves and negotiated a change order in the amount of $47,000, which is within staff authorization. Staff anticipates that the relief valves in Basin 1 C and 1 D may also need to be replaced, and the cost may approach the $50,000 limit of staff authority. Staff requests Board approval to perform this replacement work in passes 1 C and 1 D. Staff is requesting that the Board approve a supplemental authorization of $550,000 from the Sewer Construction Fund to the Treatment Plant Program for FY 2008 -09 to cover the cost of this change order. While sufficient funds currently exist in the Treatment Plant Program, these funds have been earmarked for other projects identified in the FY 2008 -09 Capital Improvement Budget. There are sufficient funds in the Sewer Construction Fund for this supplemental authorization. Staff is also requesting that the Board approve the allocation of $550,000 to the Aeration Air Renovations Project. This allocation of funds by the Board to the project is required by the Capital Improvement Budget Process when the final Board authorized project budget is exceeded by more than 15 percent. In this case, the $550,000 allocation request represents 28 percent of the final Board authorized budget of $1,963,500. The final Board authorized budget is set at the time of the construction contract award. N:\PESUP \Position Papers \Hodges \7207 CO pos paper TJP.doc Page 2 of 3 POSITION PAPER Board Meeting Date: August 7, 2008 subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER WITH NCCI, INC. FOR THE AERATION AIR RENOVATIONS PROJECT, DISTRICT PROJECT 7207, APPROVE SUPPLEMENTAL AUTHORIZATION OF $550,000 TO THE TREATMENT PLANT PROGRAM FOR FISCAL YEAR 2008 -09 CAPITAL IMPROVEMENT BUDGET, AND APPROVE ALLOCATION OF $550,000 TO THE AERATION AIR RENOVATIONS PROJECT, DP 7207 RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a change order in an amount not to exceed $550,000 with NCCI, Inc. for the Aeration Air Renovations Project, DP 7207; approve a supplemental authorization of $550,000 from the Sewer Construction Fund for the FY 2008 -09 Treatment Plant Program; and allocate $550,000 for the Aeration Air Renovations Project, DP 7207. N:\PESUP \Position Papers \Hodges \7207 CO pos paper TJP.doc Page 3 of 3 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 7, 2008 No.: 9.b. Engineering Type of Action: AUTHORIZE CONSTRUCTION CHANGE ORDER subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER WITH LISTER CONSTRUCTION, INC. FOR THE TREATMENT PLANT SITE IMPROVEMENTS, DISTRICT PROJECT 7251 Submitted By: Initiating Dept. /Div.: Munawar Husain, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: k---,2u A, 9 T T -al- �. �ft- a�-�'- M. Husain B. Than T. ' i A. Farrell K. Alm, James M. K141y, District Counsel General Manager ISSUE: Authorization by the Board of Directors is required for the General Manager to execute a construction contract change order in an amount greater than $50,000. RECOMMENDATION: Authorize the General Manager to execute a change order not to exceed $65,000. FINANCIAL IMPACTS: No additional funding is required for the project. There are adequate funds in the project budget for this change order. ALTERNATIVES /CONSIDERATIONS: Work has been performed in accordance with the Project Drawings, and the District'is contractually obligated to pay the Contractor. BACKGROUND: The construction contract for the Treatment Plant Site Improvements Project, DP 7251, was awarded to Lister Construction, Inc. (Lister) on April 3, 2008. The work generally consists of: site drainage modification, concrete flatwork and paving, roadway modifications, permeable pavement installation, demolition of railroad tracks, site pavement, pavement repairs, pavement sealing and striping, installation of fences and gates, installation of handrails, and landscaping work. Construction work started on May 5, 2008 and is ongoing at the present time. As a part of the construction work, the Contractor was required to perform site drainage modifications east of the North Clarifiers under Bid Item 5. This work included installation of two new catch basins and the addition of approximately 400 feet of 6 -inch storm drain pipe at depths ranging from 2 feet to 12 feet. During installation of the storm drain pipe the Contractor encountered petroliferous contaminated soil. Neither Lister nor its subcontractors were licensed to excavate and dispose of the contaminated soil as required by the Department of Toxic Substances Control (DTSC). Lister subcontracted with AEI Consultants to excavate and consolidate the soil at the DTSC N: \PESUP \Position Papers \HUSAIN \7251 Construction Contract CO.doc Page 1 of 2 POSITION PAPER Board Meeting Date: August 7, 2008 subject. AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSTRUCTION CONTRACT CHANGE ORDER WITH LISTER CONSTRUCTION, INC. FOR THE TREATMENT PLANT SITE IMPROVEMENTS, DISTRICT PROJECT 7251 pre- approved treatment plant site west of Basin A South. AEI Consultants previously handled and consolidated the soil at the treatment plant west of Basin A South. In order to prevent significant delays to the project schedule, staff directed the Contractor to proceed with the work on a time and materials basis. The work has been completed and the final cost is currently being negotiated. The cost of the work could be as high as $65,000. The original contract with Lister was for $1,584,000 and the proposed $65,000 change order represents 4.1 percent of the original contract amount. This work was unforeseen and its cost was not included in the original bid. The proposed change order will not require a contract time extension. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a change order not to exceed $65,000 with Lister Construction, Inc. for the Treatment Plant Site Improvements Project, DP 7251. N:\PESUP \Position Papers \HUSAIN \7251 Construction Contract CO.doc Page 2 of 2 Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: August 7, 2008 No.: 10.a. Human Resources Type of Action: HUMAN RESOURCES subject: ADOPT DISTRICT SALARY SURVEY FOR EMPLOYEES' ASSOCIATION, PUBLIC EMPLOYEES' UNION, LOCAL ONE, AND GENERAL MANAGER RECOMMENDATIONS Submitted By: C. Freitas, Human Initiating Dept /Div.: Administration /Human Resources Manager Resources REVIEWED AND RECOMMENDED FOR BOARD ACTION: C. Freitas raves James M. K y. General Man er ISSUE: Per the Memorandum of Understanding between CCCSD and the Employees' Association, Public Employees' Union, Local One, July 8, 2003 through April 17, 2009, a "salary survey (was) performed in the fifth year of the agreement, to be implemented according to the Board's direction in (the) sixth year of (the) agreement." The Board has previously received the survey with the General Manager's recommendations, as well as a document from the Employees' Association requesting additional considerations. Staff requests Board direction regarding implementation of the survey. RECOMMENDATION: Staff recommends the Board adopt the salary survey prepared by Casey and Associates and the General Manager's recommendations, and direct staff to implement the proposed salary adjustments on August 18, 2008, the first day of the next payroll. FINANCIAL IMPACTS: The financial impact is approximately $750,000 in salaries and benefits for seventy percent of the Employees' Association bargaining unit and ten percent of the Management Support/Bargaining Unit. ALTERNATIVES /CONSIDERATIONS: Postpone implementation until M.O.U. negotiations next year, or direct staff to continue meeting with the Local One bargaining unit until agreement is reached on the salary survey. BACKGROUND: At its meeting of September 20, 2007, the Board directed staff to meet with the Employees' Association on the salary survey in accordance with the M.O.U. Local One President David Rolley requested that the actual survey of agencies not take place until January 2008 in order for all neighboring agencies in the survey to have completed their 2007 negotiations. The District agreed, hired Chris Casey of Casey and Associates to conduct the survey, and worked with the bargaining unit employees to update their job classification descriptions in preparation for the survey in January 2008. DocumenQ POSITION PAPER Board Meeting Date: August 7, 2008 Subject ADOPT DISTRICT SALARY SURVEY FOR EMPLOYEES' ASSOCIATION, PUBLIC EMPLOYEES' UNION, LOCAL ONE, AND GENERAL MANAGER RECOMMENDATIONS Staff explained to the Union that the District's consultant would be using the survey parameters established in the MS /CG salary survey conducted in 2005: use of the median instead of the mean and positions must be five percent or more below the median to be considered below market. The Union did not agree to these parameters, but acknowledged that Ms. Casey should begin collecting salary data in January 2008. The survey results were reviewed by the Salary Survey Committee, comprised of three Local One representatives, and three District representatives, prior to the end of the fifth year of the labor agreement in early April 2008. On April 8, 2008, Local One notified the District that they were engaging their own salary survey consultant. Comparisons were made and results re- checked by the consultants. Ultimately, Ms. Casey issued her final salary survey to the Salary Survey Committee and General Manager in June 2008. The Union wrote a response to the General Manager for his consideration prior to the General Manager developing his recommendations to the Board. In reviewing the General Manager's recommendations (see attached), the Union agreed to the modified job classification descriptions, various title changes requested by the employees, a trainer differential for the Vehicle and Equipment Service Worker, changes for positions where there was agreement, and the General Manager's proposal to round the salaries for several classifications to the next highest salary range. At the last meeting of the Salary Survey Committee, the Union proposed a package (all or nothing) changing the parameters of the survey to the following: All positions 2.5% below median would receive salary increases; Rounding would occur to the nearest step rather than rounded down to the nearest step; The Union consultant's survey results would be adopted, instead of the Casey survey results. The Union's proposed package would include fifty -seven individuals receiving raises that were not qualified for raises under the Casey survey or a number of individuals receiving higher raises that the Casey survey recommended. The cost of this proposal is $1,050,000 in additional salaries and benefits. The Union's proposal was reviewed with the Board's Human Resources Committee on July 30, 2008. The Committee expressed its serious concern about moving forward without Union agreement or the Union's recognition of the generous benefits associated with the General Manager's recommendations, which would provide increased compensation to almost seventy percent of the Local One bargaining unit and is eleven percent greater than the District consultant's recommendations. CADocuments and SettingsWreitasNy Documents\sal sury ppr 8- 1- 08.doc POSITION PAPER Board Meeting Date: August 7, 2008 subject. ADOPT DISTRICT SALARY SURVEY FOR EMPLOYEES' ASSOCIATION, PUBLIC EMPLOYEES' UNION, LOCAL ONE, AND GENERAL MANAGER RECOMMENDATIONS RECOMMENDED BOARD ACTION: Staff recommends the Board adopt the salary survey prepared by Casey and Associates and the General Manager's recommendations, and direct staff to implement the proposed salary adjustments on August 18, 2008, the first day of the next payroll. CADocuments and SettingsVreitasNy Documents\sal sury ppr 8- 1- 08.doc Central Contra Costa Sanitary District FACT SHEET ON GENERAL MANAGER RECOMMENDATIONS 1.) Accept the District consultant's Salary Survey and modified job classification descriptions 2.) Adopt the methodology used in the MS /CG Salary Survey 3.) If a position is within 0.5% of the next highest step, round up to nearest step 4.) Due to internal equity, approve the following: • 7 MS /CG secretarial support reclassifications at an additional salary cost of $45,000. • 2 Pumping Stations Supervisors increase by 5% at a cost in salaries of $9,000. 5.) Vehicle and Equipment Service Worker differential for Class A driver's training at a cost in salary of $2500. 6.) Public Information and Production Assistant 1 /11 —This position is significantly below the market. I am recommending an initial four -range increase from G60 to G64, which is ten percent more than the current salary, and when the top step of G64 is reached, the incumbent would be moved to G70, C -step. 7.) Various adjustments due to rounding up: • 7 Engineering Technician I, 11, III's would go from 4.9% to 5% • 1 Graphics Technician would go from 4.9% to 5% • 6 Source Control Inspectors and 2 Senior Source Control Inspectors from 9.5% to 10% • 2 Vehicle and Equipment Mechanics from 7.3% to 7.5% • 1 Vehicle and Equipment Service Worker from 7.3% to 7.5% For a total of additional increases to 19 individuals. 8.) Change titles in bargaining unit: • 6 Source Control Inspectors to Environmental Compliance Inspectors and 2 Senior Source Control Inspectors to Senior Environmental Compliance Inspectors • 4 Engineering Assistant III's to Construction Inspectors • 1 Engineering Assistant I I I to Right -of -Way Agent • 2 Senior Engineering Assistants to Senior Right -of -Way Agents • 6 Secretaries to Administrative Assistants and • 3 Maintenance Coordinators to Office Assistants. These recommendations would have the following effects: 160 positions are in the Local One Bargaining Unit. 101 positions, or 63% of the Local One bargaining unit, are recommended by the consultant for adjustment. 108 positions, or 68% of the Local One bargaining unit, is recommended by the General Manager for adjustment. 91 positions are in the MS /CG Bargaining Unit. 9 positions, or 10% of the MS /CG bargaining unit, are recommended for adjustment - -7 secretarial support and 2 Pumping Station Supervisors.