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Home My WebLink AboutBUDGET AND FINANCE AGENDA 01-22-13Jl Central Contra Costa Sanitary District SPECIAL MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT BUDGET AND FINANCE COMMITTEE Chair McGill Member Nejedly Tuesday, January 22, 2013 3:00 p.m. Executive Conference Room 5019 Imhoff Place Martinez, California INFORMATION FOR THE PUBLIC ADDRESSING THE COMMITTEE ON AN ITEM ON THE AGENDA BOARD OF DIRECTORS: JAMES A. NEJEDLY President DA V7D R. 97LLIAMS President Pro Tem PA UL H. CA USEY MICHAEL R. MCGILL TAD J. PILECKI PHONE: (925) 228 -9500 FAX.- (925) 676 -7211 www.centralsan.org Anyone wishing to address the Committee on an item listed on the agenda will be heard when the Committee Chair calls for comments from the audience. The Chair may specify the number of minutes each person will be permitted to speak based on the number of persons wishing to speak and the time available. After the public has commented, the item is closed to further public comment and brought to the Committee for discussion. There is no further comment permitted from the audience unless invited by the Committee. ADDRESSING THE COMMITTEE ON AN ITEM NOT ON THE AGENDA In accordance with state law, the Committee is prohibited from discussing items not calendared on the agenda. You may address the Committee on any items not listed on the agenda, and which are within their jurisdiction, under PUBLIC COMMENTS. Matters brought up which are not on the agenda may be referred to staff for action or calendared on a future agenda. AGENDA REPORTS Supporting materials on Committee agenda items are available for public review at the Reception Desk, 5019 Imhoff Place, Martinez. Reports or information relating to agenda items distributed within 72 hours of the meeting to a majority of the Committee are also available for public inspection at the Reception Desk. During the meeting, information and supporting materials are available in the Conference Room. AMERICANS WITH DISABILITIES ACT In accordance with the Americans With Disabilities Act and state law, it is the policy of the Central Contra Costa Sanitary District to offer its public meetings in a manner that is readily accessible to everyone, including those with disabilities. If you are disabled and require special accommodations to participate, please contact the Secretary of the District at least 48 hours in advance of the meeting at (925) 229 -7303. Budget and Finance Committee January 22, 2013 Page 2 1. Call Meeting to Order 2. Public Comments 3. Old Business *a. Review staff's response to the Committee's request for information at a previous meeting, regarding the following expenditures: Check# Vendor Amount 103091 San Ramon Auto and Detail $9,292.28 (photos of BMW repairs) 192928 Aqua Science $10,650.00 35004 Agilent Technologies, Inc. $15,004.38 Staff Recommendation: Review the response. 4. Risk Management *a. Review Loss Control Report and discuss outstanding claims Staff Recommendation: Review the report, discuss outstanding claims and provide direction if needed. *5. Receive the cost estimate of the amount spent on temporary staff and District staff for the permit counter connection fee collection investigation and proposed fee recovery plan Staff Recommendation: Receive the cost estimate and provide input to staff if needed. 6. Expenditures a. Review Expenditures (Item 4.b. in Board Binder) Staff Recommendation: Review and recommend Board approval. 7. Receive update on recommendation of Deferred Compensation Committee to consolidate management of 457 and 401(a) Deferred Compensation Plan assets under one carrier, ICMA -RC Staff Recommendation: Receive the update. Budget and Finance Committee January 22, 2013 Page 3 Reports and Announcements Suggestions for future agenda items 10. Adjournment * Attachment 3.0'. Central Contra Costa Sanitary District January 22, 2013 TO: BUDGET AND FINANCE COMMITTEE FROM: THEA VASSALLO, FINANCE MANAGER VIA: CURT SWANSON, PROVISIONAL GENERAL MANAGER SUBJECT: EXPENDITURE FOLLOW -UP At the January 7, 2013 Budget and Finance Committee meeting, staff was asked to provide additional information on the following: Check# Date Amount Vendor 103091 11/21/12 $ 9,292.28 San Ramon Auto and Detail 192928 12/13/12 $10,650.00 Aqua- Science 35004 12/20/12 $15,004.38 Agilent Technologies, Inc. San Ramon Auto and Detail invoice was for repairs to a 1999 BMW 5401 which was damaged and repaired after hitting a manhole. Attached is Dante Marchetti, CSO Maintenance Supervisor, email to Safety & Risk Management of what had happened on the evening of October 4, 2012, and a location map. Pictures on file with Risk & Safety are attached, and include the cement block that caused the damage, the deteriorating manhole, and vehicle photos of air bags deployed. Per discussion with Shari Deutsch, Safety & Risk Management Administrator, she had originally blue booked the vehicle value at $11,000. Since the repairs were less than that amount the repairs were approved. A copy of the repairs invoice is attached for your convenience. Per Mary Lou Esparza, Laboratory Superintendent, Aqua- Science is running the chlorophyll A and chronic bioassay for us. A fluorometer required for measuring Chlorophyll -a was requested in 2012, but it has not been purchased yet. We anticipate purchasing of the fluorometer be completed early in February 2013. The chronic bioassay analysis is performed quarterly at a cost of $ 4,000. Presently lab staff does not have the level of expertise required for the test. In anticipation to the SWRCB implementing the test of significant toxicity that would require monthly chronic bioassay testing, lab staff will begin developing the required skills in the next few years. Copies of the invoices for this expenditure are attached for your review. Per Tri Nguyen, Chemist III, the Agilent Technologies Inc. purchase was for two electron capture detectors to be installed on the gas chromatograph for pesticides analysis. A copy of the invoice and purchase requisition is attached for your review. Ruth Bennett From: Dante Marchetti Sent: Friday, October 05, 2012 11:51 AM To: Ruth Bennett Cc: Shari Deutsch; Bill Echols; Alex Rozul; Curt Swanson Subject: FW: Scan from a Xerox WorkCentre Attachments: DOC.PDF; Dante Marchetti.vcf, Glenn Peterson Accident 10412 001jpg; Thumbs.db; Glenn Peterson Accident 10412 009 jpg; Glenn Peterson Accident 10412 008 jpg; Glenn Peterson Accident 10412 007 jpg; Glenn Peterson Accident 10412 006 jpg; Glenn Peterson Accident 10412 005 jpg; Glenn Peterson Accident 10412 004jpg; Glenn Peterson Accident 10412 003 jpg; Glenn Peterson Accident 10412 002 jpg Good Morning Ruth, On the evening of October 4th, 20012 at 8:OOPm Gleen Peterson was driving eastbound on Diablo road when he ran over our manhole. The manhole number is M12 and is on map number 81A7. When Mr. Petrson hit this manhiole a piece of concrete that wasuond the casting and cover came lose and hit the bottom of his car. When this happen the passenger side air bags deployed and hit his daughter who was in the passenger seat. He then called our answering service who then called our on call crew. Jeremiah Walsh, the on call crew leader, called me after talking to Mr. Peterson. I sent Jeremiah to the site to make sure that this was in fact our manhole. He called me and confirmed that is was our manhole and that he was going to put cutback around the cover and make it safe for the night. I then called Mr. Peterson at 8:55PM and he told me what had happened and that he would like to meet with me this morning at 10:00 AM. I informed Tifton Gantt at the steart of the day today that this casting and cover is in need of immediate repair and he dispatch a crew to do so. Bill Echols and I met with Mr. peterson at his home on 2828 Miranda Rd. in Alamo at 10:OOAM. I attached pictures that I took of the damage to his car which is a latter model BMW and pictures of a small bruise on his daughters arm which he says came from the air bag hitting her. Bill and I both gave him our business cards and Shari's phone number and informed him that he will be contacted by her when she returns on Monday. Mr. Peterson's phone number is 925 - 864 -3213. - - - -- Original Message---- - From: Xerox Scan Sent: Friday, October 05, 2012 04:16 To: Dante Marchetti Subject: Scan from a Xerox WorkCentre Glenn Peterson Accident 10/4/12 Please open the attached document. It was scanned and sent to you using a Xerox WorkCentre. Attachment File Type: PDF WorkCentre Location: machine location not set Device Name: xrx5755 crew For more information on Xerox products and solutions, please visit http: / /www.xerox.com °°w a -4co wr- cc M 30 = - � L6 1 CD W 86 � 364' -10 VC -48 0 --------- - - - - -- -- - -- ---------------- - - - -- v $?q 2 o�i -A 9 390' -6 VC-48p M .1 c C OR s =� o '6' I I i o - 0 N N O hl � CP c C we %.'•,:s. °.�_...� *. .. �- ...�.iX�c.. ` ?a.a�@Ni -sr 1 • aN.V1IJrir�T - ZI 1Q. I 4el , 40 2012 0959 10/05/72012 0959 �,41 3 1` 01,95/2012 10:04 r I 10/05/2012 10.04 San Ramon Body and Detail 10 Beta Court San Ramon, California 94583 925.838.8380 FAX 925.838.6254 BAR# AH097174 Final Invoice RO #:33566 Unit #: Arrived: -!CO Estimator: Kim, John Ready: Customer Information Vehicle Information Insurance Information Name: PETERSEN GLENN Vehicle: 1999 BLUE BMW 540I Address: Ins Co: SELF PAY Style: 4D SED Contact: License: 4FSS845 Phone: Phone: VIN: WBADN6337XGM62730 Claim #: no claim Mileage: 0 Deduct: $0.00 Mileage Out: �9 # S# Operation Description Type Price Ad Price 1 ddl Dept Paint Addl "' POSSIBLE HIDDEN CENTRAL g DAMAGE— SANITARY DISTRICT 2 "' ESTIMATE AMOUNT ACCOUNT NUMBER AMOUNT MAY INCREASE C B 3 -t�0 — ACTUAL REPAIRS MAY REQUIRE B CHANGES TO 4 5 PILLARS, ROCKER & TOTAL $ FLOOR INVOICE ACCURACY OKD BY 6 Repair FIT Center pillar w /rocker APPROVED BY DATE panel 6.0 B 6 Refinish FIT Center pillar w /rocker APPROVED, DA panel 7 Remove /Install ROCKER COVER L / I 8 Remove /Replace FIT Wndshld plr trim NW $57.44 0.8 g w /head air bag gray V1, B 9 Remove /Replace RT Center plr trim upper NW $81 49 ✓ w /head air bag B 10 Remove /Replace FIT Center plr trim upper NW $6002 0.3 w /head air bag g 11 RESTRAINT SYSTEMS 12 Remove /Replace FIT Head air bag front NW $385.32 13 LABOR TO INSTALL SL $600.00 ,/ B HEAD AIRBAG B 14 Remove /Replace FIT Side air bag front NW $289.00 15 LABOR TO INSTALL SL $108.00 V" B SIDE AIRBAG B 16 Remove /Replace Control module side air NW $496.25 bag V/ B 17 LABOR TO INSTALL SL $108.00 CONTROL UNIT B 18 Remove /Replace FIT Sensor side air bag NW $333.02 impact to 3/99 V/ B 19 Remove /Replace FIT Buckle end to 3/99 NW $13279 20 LABOR TO INSTALL SL $336.00 V" B BUCKLE & SENSOR B 21 RESET SRS SYSTEM SL $144.00 B 11/19/2012 12:10:37 PM 2.2 Page # 1 DfGLL O O o _= N FID Number 74- 261680 Sales Rep. IRE14E CANTU For Sales. (800)981 -3355 Sales Fax (800)433 -9527 For Customer Service. (800)981 -3355 For Technical Support. (800)822 -8965 Dell Online. http 11vA %w dell corn SOLD TO Customer Number: 005600154 Purchase Order. 040009 Order Number: 234230916 Order Date 11/21/12 84 01 0 01 01 14 ITICO PY Invoice Number: XJ1JKK5M8 Invoice Date- 11/21/12 Payment Terrms. NET DUE 45 DAYS Due Date 01/05/13 Shipped Via: STANDARD GROUND Waybill Number. 1825770386763879 SHIP TO CENTRAL CONTRA COSTA SANITARY ACCOUNTS PAYABLE I 5019 IMHOFF PL MARTINEZ. CA 94553 -4316 CENTRAL CONTRA COSTA SANITARY n iJ II t 5019 IMHOFF PL MARTINEZ. CA 94553 -3439 d -. g�9�ey FOR SHIPMENTS TO CALIFORNIA, A STATE ENVIRONMENTAL FEE OF UP TO $10 PER ITEM WI LL BE ADDED TO INVOICES FOR ALL ORDERS CONTAINING A DISPLAY GREATER THAN 4 INCH ES PLEASE KEEP ORIGINAL BOX FOR ALL RETURNS COMPREHENSIVE, ONLINE CUSTOMER C ARE INFORMATION AND ASSISTANCE IS A CLICK AWAY AT WWW.DELL COM/PUBLIC -ECARE TO ANSWER A VARIETY OF QUESTIONS REGARDING YOUR DELL ORDER m'6✓i` MAKE CHECK PAYABLE /REMIT TO DELL MARKETING L P C/O DELL USA L P PO BOX 910916 PASADENA.CA 91110 0916 DETACH AT PERF AND RETURN VbITH PAYMEIJT r i� /jam/ Invoice Number. XJIJKK5M.i Customer .Jame: CENTRAL CONTRA COSTA SA Customer Number: 005600154 Purchase Order. 040009 Order Number: 234230916 OOOXJIJKK5M800000000641558400056001548 Ship. Wor Handling $ 000 Subtotal $ 592.69 Taxable Tar $ 592.69 $ _ 48.90 ENVIRO FEE $ 0.00--- Invoice Total $ 641.59 Shi . $Yor Handlin NUV 2 G 2012 i 0.00 Subtotal $ 592.69 Taxable $ 59269 _ Tax $ 48.90 Admin. 5e +vices -- ---- -- $ _ _ _ 000 Invoice Total EASE REVIEW IMPORT MS 8 CONDITIONS ON THE REVERSE SIDE OF THIS INVOICE 641.59 Order Shipped Item Number Description Unit Unit Price Amount 1 1 A2881888 Swiss Gear LEGACY Checkpoint F ri°nd!y 9ackp3ck F!'=_ Laptop EA 40.85 4085 Balance Due s with Screen Sizes LIP to 15 6 -inch - Black 6-4 Amt. Enclosed 5 5 A5699101 2TB 720ORPM 64MB CACHE SATA/60 0 EA 107.99 53995 1 1 A3098300 TrippLite TRAVELER3USB Travel- Size Mobile Surge Suppressor w EA 11.89 ith USB Charging Ports 11 89 S #Z1E18SEZS #Z1ElBW6GS #Z1E18WMZ S #Z2408KLTS #Z3400HER d -. g�9�ey FOR SHIPMENTS TO CALIFORNIA, A STATE ENVIRONMENTAL FEE OF UP TO $10 PER ITEM WI LL BE ADDED TO INVOICES FOR ALL ORDERS CONTAINING A DISPLAY GREATER THAN 4 INCH ES PLEASE KEEP ORIGINAL BOX FOR ALL RETURNS COMPREHENSIVE, ONLINE CUSTOMER C ARE INFORMATION AND ASSISTANCE IS A CLICK AWAY AT WWW.DELL COM/PUBLIC -ECARE TO ANSWER A VARIETY OF QUESTIONS REGARDING YOUR DELL ORDER m'6✓i` MAKE CHECK PAYABLE /REMIT TO DELL MARKETING L P C/O DELL USA L P PO BOX 910916 PASADENA.CA 91110 0916 DETACH AT PERF AND RETURN VbITH PAYMEIJT r i� /jam/ Invoice Number. XJIJKK5M.i Customer .Jame: CENTRAL CONTRA COSTA SA Customer Number: 005600154 Purchase Order. 040009 Order Number: 234230916 OOOXJIJKK5M800000000641558400056001548 Ship. Wor Handling $ 000 Subtotal $ 592.69 Taxable Tar $ 592.69 $ _ 48.90 ENVIRO FEE $ 0.00--- Invoice Total $ 641.59 Shi . $Yor Handlin & 0.00 Subtotal $ 592.69 Taxable $ 59269 _ Tax $ 48.90 ENVIRO FEE $ _ _ _ 000 Invoice Total $ 641.59 Balance Due 6-4 Amt. Enclosed $ San Ramon Body and Detail Final Invoice 10 Beta Court LK $375.00 San Ramon, California 94583 RO # :33566 925.838.8380 FAX 925.838.6254 BAR# AH097174 Unit #: 23 Arrived: LK Estimator: Kim, John Ready: Customer Information Vehicle Information Insurance Information Name: PETERSEN GLENN Address: Vehicle: 1999 BLUE BMW 540I Ins Co: SELF PAY Style: 4D SED Contact: r1LjLj License: 4FSS845 Phone: Phone: VIN: WBADN6337XGM62730 Claim #: no claim Mileage: 0 Deduct: $0.00 Mileage Out: 22 Remove /Replace LKQ Driver air bag 5401 LK $375.00 ,/ B w/o heated wheel 23 LKO Clockspring w/o LK B heated wheel from 9/ 24 LABOR TO INSTALL LT SL $216.00 B AIRBAG AND CLOCKSPRI 25 FRONT DOOR 26 Remove /Replace LKQ RT Door trim panel LK $343.75 ✓ B leather, 5281, 53 27 ROOF 28 Remove /Replace Headliner w /sunroof NW $763.11 ✓ B w /head air bag light 29 WHEELS 30 Remove /Replace A/M RT /Rear AM $162.00 ✓ B Tire "Continental ExtremeCont 31 TIRE MOUNT AND BAL SL $24.00 B PER WHEEL 32 Remove /Replace RECOND RT /Rear RM $175.00 ✓ 0.3 B Wheel, alloy style 10 17x 33 Remove /Replace Emblem wheel cover NW $6.98 ✓ B alloy wheel 33 Paint Materials PM $92.40 ✓ 34 REAR SUSPENSION 34 Shop Supplies SS $22.80 ✓ 35 Remove /Replace RT Strut 5401 w /Sport NW $256.57 ✓ B suspension 36 Remove /Replace LT Strut 540i w /Sport NW $256.57 ✓ B suspension 37 Remove /Replace RT Bumper 525, 5281, NW $22.40 ✓ B 5301, 540i w /Sport 38 Remove /Replace LT Bumper 525, 528i, NW $22.40 ✓ B 5301, 5401 w /Sport 39 LABOR TO INSTALL SL $408.00 B SHOCKS 40 Remove /Replace RT Rr upr cntl arm NW $336.87 ✓ B 41 Remove /Replace LT Rr upr cntl arm NW $336.87 ✓ B 42 LABOR TO INSTALL SL $192.00 B 11/19/2012 12:10:37 PM Page # 2 �,liv San Ramon Body and Detail 10 Beta Court San Ramon, California 94583 925.838.8380 FAX 925.838.6254 BAR# AH097174 Estimator: Kim, John Vehicle Information Vehicle: 1999 BLUE BMW 540I Style: 4D SED License: 4FSS845 VIN: WBADN6337XGM62730 Mileage: 0 Mileage Out: $65.47 $65.47 $66.96 $66.96 $5.59 Final Invoice RO #:33566 Unit #: Arrived: Ready: Insurance Information Ins Co: SELF PAY Contact: Phone: Claim #: no claim Deduct: $0.00 Parts - New Parts - Used /LKQ Parts - Aftermarket Parts - Remanufactured PARTS TOTAL Body Labor Refinish Labor LABOR TOTAL Shop Supplies Sublet 11/19/2012 12:10:37 PM $4,112.62 $718.75 $162.00 $175.00 $5,168.37 $714.00 $187.00 $901.00 $22.80 $2,660.99 $4,112.62 $718.75 $162.00 $175.00 $5,168.37 $714.00 $187.00 $901.00 $22.80 $2,660.99 Page # 3 REAR ARMS 43 44 45 46 47 Remove /Replace Remove /Replace Remove /Replace Remove /Replace Remove /Replace RT Link LT Link RT Knuckle joint LT Knuckle joint RT Lower cntrl arm bolt inner front NW NW NW NW NW $65.47 $65.47 $66.96 $66.96 $5.59 ✓ ✓ ,/ V, ✓ B B B B B 48 Remove /Replace RT Lower cntrl arm lock nut NW $5.07 ✓ B 49 REPLACE LINKS AND JOINTS SL $420.00 B 50 MISCELLANEOUS OPERATIONS 51 52 53 Repair Cover car /bag TINT COLOR HAZARDOUS WASTE REMOVAL SL $5.00 0.2 0.5 B B B 54 Remove /Replace CORROSION PROTECTION $10.00 ✓ 0.3 B 55 4 WHEEL ALGN SL $99.99 B Totals: Final (Combined) Totals RO: Su Total: Parts - New Parts - Used /LKQ Parts - Aftermarket Parts - Remanufactured PARTS TOTAL Body Labor Refinish Labor LABOR TOTAL Shop Supplies Sublet 11/19/2012 12:10:37 PM $4,112.62 $718.75 $162.00 $175.00 $5,168.37 $714.00 $187.00 $901.00 $22.80 $2,660.99 $4,112.62 $718.75 $162.00 $175.00 $5,168.37 $714.00 $187.00 $901.00 $22.80 $2,660.99 Page # 3 San Ramon Body and Detail 10 Beta Court San Ramon, California 94583 925.838.8380 FAX 925.838.6254 BAR# AH097174 Estimator: Kim, John Final Invoice RO #:33566 Unit #: Arrived: Ready: Customer Information Vehicle Information Insurance Information Name: PETERSEN GLENN Vehicle: 1999 BLUE BMW 540I Ins Co: SELF PAY Address: 0@X9@P@ Style: 4D SED Contact: License: 4FSS845 Phone: Phone: MOW VIN: WBADN6337XGM62730 Claim #: no claim Mileage: 0 Deduct: $0.00 Mileage Out: Paint Materials $92.40 Miscellaneous $10.00 Sub Total $8,855.56 Sales Tax (8.250 %) GRAND TOTAL Thank you for bringing your vehicle to our shop for repairs. We appreciate your business. $92.40 $10.00 $8,855.56 $436.72 $9,292.28 Note: Please do not wax or polish the newly painted parts on your vehicle for at least 90 days. Also, within this same time period, do not put coverings such as car covers or bras on your vehicle. This will allow the finish to cure and harden completely. We guarantee the work performed on the above vehicle for three years from the date of this invoice. Sublet labor is subject to the guarantee of each supplier. This non transferable warranty shall only apply if the defects occurred under normal driving conditions and not where any vehicle has been subjected to accidents, negligence, abuse or misuse. Complete warranty is attached. Our customers are important to us. Since establishing our business, we have always been based on QUALITY, HONESTY and CUSTOMER SERVICE. 11/19/2012 12:10:37 PM Page # 4 Za&MM PURCHASE ORDER Central Contra Costa Sanitary District 5019 Imhoff Place, Martinez, CA 94553 -4392 (925) 22 8-9500 SELLER: SAN RAMON AUTO AND DETAIL 10 BETA COURT SAN RAMON CA 94583 SHIP TO: PICK UP 5019 IMHOFF PLACE MARTINEZ CA 94553 1 1 LOT: AUTO REPAIR; CLAIMANT GLENN PETERSEN PURCHASE ORDER NUMBER 039993 PAGE 1 CONFIRMING TO: JOHN KIM ORDER DATE: 11/19/2012 REQUISITION NO.: 0000041154 SUPPLIER NO.: 10762 PAYMENT TERMS: NET SHIP VIA: PICK UP DELIVERY DATE: 11/19/2012 SHIPPING TERMS: FOB SAN RAMON 9292.280 In accepting this order, Seller agrees to furnish the goods spectfled In full accordance with all condtdons stated on face and any other page msde a part of this order or revision hereto. F�aif Odg.1nal#rmfto t h Attention: AocourAV, am# Imhoff Ruck MArlinem, CA 94883. .. trues odmw F.O.S. f3esiktWon. No collwrsS ehtprrmni can be acceptW. show cash dleaoant term on hNotee. Approved By: 9292.28 $ 9292.28 SUB -TOTAL $ SALES TAX $ 9M.28 TOTAL CHRIS NEWKIRK uzr +na Sah Ramon Body and Detail PO 039993 Page 2 of 2 TERMS AND CONDITIONS ACCEPTANCE, This Purchase Order becomes a contract subject to the terms and conditions set forth and incorporated herein by reference. This purchase order is effective and expressly conditioned on vendor's assent to all terms and conditions on this purchase order that are additional to or different from those stated in suppliers' quotation or other offering documents This purchase order represents the entire agreement between the parties. Any addition to, change in, modification of, or revision of this order shall not be binding unless expressed in writing by an authorized agent of the Central Contra Costa Sanitary District, hereinafter called "the District ". DELIVERY: All prices reflect F.O B the District unless otherwise stated herein. Since time is of the essence, deliveries are to be made in the quantities, and at the time specified herein. If vendor's deliveries fail to meet schedule, the District, without limiting its other rights or remedies, may direct expedited routing at no additional charge to the District or may cancel this order or any portion hereof. Vendor shall be liable to the District for all damages, losses and liability incurred by the District, directly or indirectly, as a result of vendor's breach. Where the District has so authorized in writing, goods may be shipped F.0 B. Shipping Point, but vendor shall prepay all shipping charges and list said charges as a separate item on vendor's invoice unless otherwise specified herein The District does not accept C.O.D. shipments SUBSTITUTIONS: All substitutions, partial deliveries and back orders require notification to, and the consent of, the Buyer whose signature appears on Page 1. PRICE: If price(s) is shown as NOT TO EXCEED or ESTIMATE, actual price(s) may not exceed the price shown by more than five percent (5 %) without the express authorization of the Buyer whose signature appears on Page 1, unless otherwise stated herein be payment f handling, obligation ' herein crating, labeling, customs dut es, t xes, s o age, i surance, andotherrelatd mattes unl sstheDistrict has assum d a exprress he eforeby notation TAXES: The District must pay State Sales Tax. The District is exempt from paying Federal Excise Taxes. A certificate will be furnished upon request PRICE WARRANTY: In the event vendor reduces the price(s) for article(s) during the term of this order, vendor agrees to reduce he price(s) hereof correspondingly. Vendor warrants that prices shown on this Purchase Order shall be complete and no additional charges shall be added without express written consent of the Buyer whose signature appears on Page 1. Such additional charges include, but are not limited to, those listed under SPECIAL CHARGES INVOICES: Invoices shall be submitted to the Central Contra Costa Sanitary District, Attention: Accounts Payable, 5019 Imhoff Place, Martinez, CA 94553 -4392. The Purchase Order Number must appear on all correspondence associated with this order, i e., invoices, packing slips, shipping containers and letters. Failure to state the Purchase Order Number may delay payment. DISCOUNT: If the District is entitled to a cash discount, the period of computation thereof will commence on the date of acceptance of correct, undamaged goods or receipt of a correctly completed invoice, whichever is later and NOT the date of the invoice. PAYMENT: Payment will be made, as stated on the face of this Purchase Order, after receipt of invoice and acceptance of goods and /or services. Payment of invoices shall not constitute acceptance of the goods and /or services and invoices shall be subject to adjustment for defect in quality or failure of Vendor to meet District terms and conditions and contract specifications, If any. CONFLICT IN TERMS: When the terms of a separate written agreement between vendor and District or the pre - printed terms on the back of this purchase oider conflict with the terms on the front of the purchase order, the terms on the front of the purchase order shall prevail. When the pre -printed terms on the back of this purchase order conflict with the terms of a separate written agreement between vendor and District, the terms of this purchase order shall prevail. merchantable quality, free Tree from material l defect, of good workmanship and fit or the known purpose fort which nsold or provided. The cost of returning goods found to be otherwise shall be borne by the vendor. LIENS, CLAIMS AND ENCUMBRANCES: Vendor warrants and represents that all the goods when delivered hereunder, will be free and clear of all liens, claims, encumbrances and infringements of any patents, trademarks, copyrights or franchise rights TERMINATION: The District may terminate this order, or any part hereof, for cause in the event of default by vendor, or if vendor fails to comply with any of he terms and conditions of this purchase order. Late deliveries, deliveries of defective products ad /or non - conforming products and failure to provide the District, upon request, of responsible assurance of future performance, shall be sufficient cause allowing he District to terminate this order. In the event of termination for cause, the vendor shall be liable to the District for any and all damages sustained by reason of default that give rise to the termination Acceptance of part of the order shall not oblige the District to accept later shipments and shall not affect its rights to return goods already accepted FORCE MAJEURE: Neither party shall be liable for defaults or delays due to Acts of God or the public enemy, acts or demands of any government or any governmental agency, strikes (excepting strikes related to vendor's employees), fires, floods, earthquakes, accidents or other unforeseeable causes beyond its control and not due to its fault or negligence Each party shall notify the other in writing of the cause of such delay within five (5) days after he beginning period thereof. NON - DISCRIMINATION: The California Fair Employment Practices Act (Labor Code Sec. 1410 -1433) prohibits discrimination in employment on the basis of race, religion, color, gender, physical handicap, mental condition, marital status, age, national origin or ancestry and is applicable to all employers, employment agencies and labor organizations. Title VII of the Federal Civil Rights Act (42 U.S.C. 2000e- 2000e -17) prohibits employment discrimination on the basis of ace color, gender, religion or national origin and applies to all employers that employ a minimum of fifteen (15) employees during each working day in each of twenty (20) or more calendar weeks in the current or preceding year. The District is an affirmative action employer and the District requires vendors and contractors to comply with the applicable laws relating to equal opportunity employment. INSURANCE: Vendor, vendor's employees or persons under contract to vendor in the performance of services on District property, or property under he District's obligation, shall perform work as an independent contractor. Persons doing such work shall not be considered employees of the District. Vendor shall maintain, and require its subcontractors to maintain (1) Public Liability and Property Damage Insurance, including contactual liability, loth general and automobile, in amounts set forth in District policy and (2) Workers' Compensation Insurance INDEMNIFICATION: Vendor agrees to indemnify, protect, hold harmless and defend, the District and its officers, agents, employees and elective and appointed boards, from any and all claims or liabilities arising from this contract and from any liability imposed for injury, as defined by Government Code Section 810.8, whether arising before or after completion of the wok hereunder, or in any manner, directly or indirectly caused, claimed occasioned or contributed to, by reason of any negligent act or omission of the vendor or infringements of any patents, trademarks, copyrights or franchise rights, in connection with or incident to or arising out of the performance of this contract. DEFAULT: In case of any default by the vendor of any of the conditions of this contract, the vendor agrees that the District may procure the articles or services from other sources and may deduct such costs from the unpaid balance due to the vendor, or collect against the bond or security, or may invoice the vendor for excess costs so paid. Prices paid by the District shall be considered the prevailing market price at the time such purchase is made. ASSIGNMENT: Assignment by vendor of the contract or any part thereof, or of funds to be received hereunder, will not be binding upon the District unless such assignment has had prior written approval and consent of the District. WAIVER: Failure on the part of the District to insist on performance of any terms or conditions herein, or to exercise any right or privilege or the District's waiver or any breach hereunder shall not thereafter waive any other terms, conditions or privileges, whether the same or similar type. Jurisdiction of JURISDICTION: This agreement shall be administered and interpreted under the laws of the State of California, including but not limited to the Uniform Commercial Code part shall be inoperative, null and void insofar is shall be in n conflicttwith state, ad law, but he remainder of the agreement shall be in fulltforce and effect. conflict with applicable laws, such ,J AQUA - Science 630 Cantrill Drive Davis, CA 95618 Bill To Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94553 Attention: Bhupinder Dhaliwal Qty Description 75.00 Chlorophyll -a Analyses 130.00 8/24/12 3 - 8/23 samples (2 reps each) I - Courier 75.00 9/21/12 130.00 - 9/11 -9/18 samples (2 reps each) '- - Courier (9/18 x 2) 130.00 9/28/12 130.00 - 9/21 samples (2 reps each) 130.00 - Courier (9/25) 75.00 10/3/12 5 - 9/27 samples (2 reps each) I - Courier (10/ 1) 10/5/12 3 - 10/3 samples (2 reps each) 10/10/12 3 - 1015 samples (2 reps each) 3 - 10/3 samples re- analyze (2 reps each) I - Courier (10/8) 10/11/12 7 - 10/9/12 (2 reps each) I - Courier (10 /10) P.O. No. Z& ?5- S A finance charge (1.5% per month) will be assessed if pa} ment is not receiNed N� ithin 30 days. Total Invoice Date Invoice # 1011 12 CCCSD -332 AAST DUE Terms Project Net 30 Rate Amount 130.00 390.00 75.00 75.00 130.00 2,730.00 75.00 150.00 130.00 650.00 75.00 75.00 130.00 650.00 75.00 75.00 130.00 390.00 130.00 390.00 130.00 390.00 75.00 75.00 130.00 910.00 75.00 75.00 z $7,025.00 AQUA- Science 630 Cantrill Drive Davis, CA 95618 Bill To Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94553 Attention: Mary Lou Esparza P.O. No. Qty Description Chronic Effluent Toxicity Compliance Study: 2012 -04 (10/3/12) 1 Mysid 7 -Day Survival and Growth Test with Effluent I Mysid 7 -Day Survival and Growth Test with Reference Toxicant 7 Sample Pickup D Terms Net 30 Rate C&nri& CONTRA COSTA SANITARY DISTRICT TOTAL I S dJ ACCURACY 010 BY _ ® BY A finance charge (1.5% per month) will be assessed if payment is not received within 30 days. Total Invoice Date Invoice # 10 16 12 CCCSD -333 PAST DUE 1,850.00 1,250.00 75.00 Project Amount 1,850.00 1,250.00 525.00 $3,625.00 -2--1 �- Agilent Technologies REMIT TO: Agilent Technologies Inc. PO Box 742108, Los Angeles, CA 90074 -2108 Purchase Order Number Page: 1 of 2 INVOICE ORDER DATE 11/01/2012 INVOICE TO: - - - - - - - 8,065.00 3.1.5201 Me 0.404 2311BS11.ps 1 -2 INQUIRIES TO: IIIlIr1�111r�1�1��l�llllr��rl�ll�l��lr�lll��r�l��l�irlll�lll�� - --- -- -° • Attn: Accounting CENTRAL CONTRA COSTA SANITARY AGILENT TECHNOLOGIES s DISTRICT j t A r -. q�. jJ 1`TT.. t _ = '' ` -''=- "`- ' ' ==� - ' "O US 5019 IMHOFF PL C-0tNT W..', FE 1 • / ',i'li, -- - ^ MARTINEZ CA 94553 -4316 WILMINGTON DE 19808 INVOICE DUE PAYMENT DATE DATE TERMS 11127/2012 12127/2012 NT30 US: 77 -0518772 Customer Number: 70034206 Contact Phone: 925 335 7753 Contact Name: Charles Burch 107261249 AGILENT TECH. ORDER NUMBER 304360945 1 � $ 17,318.00 $ 3,226.00- $ 14,092.00 $ 0.00 $ 912.38 $ 15,004.38 ITEM PRODUCT DESCRIPTION r 4 — ,2i H -R T CITY UM EXTD -AMT EXTD -DISC EXTD -NET TAX SHIP TO: - - - - - - - 8,065.00 Special Instructions: INQUIRIES TO: District - --- -- -° • Attn: Accounting ,- - -• AGILENT TECHNOLOGIES MARTINEZ CA 94553 -4316 CHEMICAL ANALYSIS GROUP - M/S 37 j t A r -. q�. jJ 1`TT.. t _ = '' ` -''=- "`- ' ' ==� - ' "O UMMARY: 2850 CENTERVILLE RD C-0tNT W..', FE 1 • / ',i'li, -- - ^ tams Total WILMINGTON DE 19808 - -- - -- —Total Discount Phone: (800) 227 -9770 cZa- % ^ r -- - - --° nvoice Sub Total UPFRONT- SERVICE_H Up Front Support Services for Hardware 1 EA hipping and Handling VAT/Tax 8.25% Item not included on Federal Supply Schedule Contract. I voice Total II H1141A Installation (44K) 1,153.00 1 EA 1,153.00 107261249 AGILENT TECH. ORDER NUMBER 304360945 1 � $ 17,318.00 $ 3,226.00- $ 14,092.00 $ 0.00 $ 912.38 $ 15,004.38 ITEM PRODUCT DESCRIPTION r 4 — ,2i H -R T CITY UM EXTD -AMT EXTD -DISC EXTD -NET TAX SHIP TO: - - - - - - - 8,065.00 Central Contra Costa Sanitary - - - - - - - - - - - - - - - - 6,452.00 456.19 District 5019 Imhoff PI MARTINEZ CA 94553 -4316 1000 G2397A 6890 Micro ECD with EPC 6,912.00 1 EA 6,912.00 1,382.40- 5,529.60 SERIAL # U21932 , BOX # 97009 6890 Micro ECD with EPC UP_FRONT_SERVICE_H Up Front Support Services for Hardware 1 EA Item not included on Federal Supply Schedule Contract. 2000 G2397A 6890 Micro ECD with EPC 6,912.00 1 EA H1141A Installation (44K) 1,153.00 1 EA 1,153.00 230.60- 922.40 Item not included on Federal Supply Schedule Contract. SERIAL # U21930 , BOX # 97009 6890 Micro ECD with EPC -- - - - - - - - - - - - Item Total 8,065.00 - - - - - - - 8,065.00 - - - - - - - - - 1,613.00- - - - - - - - - - - - - - - - - 6,452.00 456.19 Shipped via - AE FEDERAL EXPRESS CORPORATION Shipping Date - 11/27/2012 Bill of lading - 548237806788 2000 G2397A 6890 Micro ECD with EPC 6,912.00 1 EA 6,912.00 1,382.40- 5,529.60 SERIAL # U21930 , BOX # 97009 6890 Micro ECD with EPC UPFRONT- SERVICE_H Up Front Support Services for Hardware 1 EA Item not included on Federal Supply Schedule Contract. H1141A Installation (44K) 1,153.00 1 EA 1,153.00 230.60- 922.40 Item not included on Federal Supply Schedule Contract. --------------------------------------------- Item Total 81065.00 81065.00 1,613.00- 6,452.00 456.19 Name: Agilent Technologies Inc, Account: 12331 -31561 Invoice number 107261249 $ 15,004.38 C/O Bank of America, 100 W. 33rd St., Newyork, NY 100001 n �� ABA: Wire- 026009593, SWIFT: BOFAUS3N, ABA: ACH- 121 - 000 -358 J`� ORIGINAL /:5 Agilent Technologies > Page: 2 of 2 INVOICE 107261249 ORDER DATE INVOICE DATE DUE DATE PAYMENT TERMS AGILENT TECH. ORDER NUMBER 11/01/2012 11/27/2012 12127/2012 NT30 304360945 U5: 77 -0518772 Customer Number: 70034206 Contact Phone: 925 335 7753 Contact Name: Charles Burch ITEM PRODUCT DESCRIPTION UNIT -AMT QTY UM EXTD -AMT EXTD -DISC EXTD -NET TAX Shipped via - AE FEDERAL EXPRESS CORPORATION Shipping Date - 11/27/2012 Bill of lading - 548237806788 3000 H5949A Supplemental Installation One Hour Labor 297.00 4 EA 1,188.00 TAX TOTAL: California state and local sales tax 0.00 1,188.00 912.38 Orders for the sale of standard Products and Services referenced in this Invoice are subject to the then current version of Agilent's Terms of Sale, and any LSCA Supplemental Terms or other applicable terms referenced in the Quotation and Sales Order Acknowledgement. If any Products or Services are manufactured, configured or adapted to meet Customer's requirements, orders for the sale of all Products and Services referenced in this Invoice are subject to the then current version of Agilent's Terms of Sale for Custom Products, and any LSCA Supplemental Terms or other applicable terms referenced in the Quotation and Sales Order Acknowledgement. If you have a separate agreement in effect with Agilent covering the sale of Products and Services referenced in this Invoice, the terms of that agreement will apply to those Products and Services. Name: Agilent Technologies Inc, Account: 12331 -31561 Invoice number 107261249 $ 15,004.38 C/O Bank of America, 100 W. 33rd St., Newyork, NY 100001 ABA: Wire- 026009593, SWIFT: BOFAUS3N, ABA: ACH- 121 - 000 -358 ORIGINAL 3.1.5201 MB 0.404 2311 BS11.ps 2 -2 P1625IO2 Central Contra Costa Sanitary District 1/08/13 Purchase Requisition 08:26:40 Number . . . . . . . . 0000041091 Type . . . . . . . . . 1 PURCHASE REQUISITION Status . . . . . . . . ALL ITEMS ON ORDER Reason . . . . . . . . AGILENT GC DETECTOR By . . . . . . . . . . TRI NGUYEN Date . . . . . . . . . 10/22/12 Vendor . . . . . . . . 8315 AGILENT TECHNOLOGIES, INC Contract nbr . . . . . Ship to . . . . . . . . MC MATERIAL CONTROL BUILDING Deliver by date . . . . 11/30/12 Buyer . . . . . . . . . CAN CHRIS NEWKIRK Fiscal year code . . . C C= Current year, P= Previous year, F= Future year Type options, press Enter. 5= Display 8 =Item extended description Opt Line# Quantity UOM Description 1 2.00 EA G2397A; 6890 MICRO ECD WITH EPC. INCLUDES DIGITAL CONTROL OF ALL DETECTOR GASES. INCLUDES ADAPTERS/ CONNECTORS FOR CAPILLARY AND 1/4" COLUMNS. + COMMENTS EXIST Total: 14092.00 F3 =Exit F7= Alternate view F9 =Print F10= Approval info F12= Cancel F20= Comments Highlight indicates item has been processed or deleted. 5/3 L 0 Q. d O rL+ 0 V N W 0 J M T N T- o N .0 U � V acts `m ca RS N 0 LL `o rn Cr J C m N C U C C O tm z0 U) z W m LU cn cc m W cc C) z m g J CL 0 z cn a 0 J LL cc LU 0 N 3 4) ER ffi EA t{} Q) C7 cn cc a. V% _N cc 3 0 U E � U N Q N =3 0 o a E io Y_ E Cc f. ca Cc U v a Z ca U �- U) 0 J 0 L N _ N N ' rn o 0 0 0 ° 0 > co O O O O 0 O ° r CM d Cl 0 LO y N cM7 ca Cl) U N 0_ CA J O CA Q N cv to N a M cc 0 vs F» va IL 0 C y �te 6s t 2 6% a cc 2- E2 C, O i Chi y cc .0U oC) cc a rn co ° y o E ..pc _U QQ g m v C8 S N N CV N N N J N 0 CV cc N ~ d C 0 ER ffi EA t{} Q) cc W x 1-- O I— z W z J J 0 'ca a N cis ° a I¢I A �.. Y N cc a. 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Y N V 0 J M (D Ld N N C*J J ^ N (=) O 0 \ ?, -9 N a a a a° J iNV O O O C3 �v� V) co o °M N N N Cl N co ca 0 0 N � 0 0 N 0 U U 0 O CL 2 O a) O E a) a) ca L co E ca U a) cn O U U co O CL m O z co F 0 N d T N m 5 p c o 0 Q m` C m ( rn � y N a i= ac c7 n�rnl _y {O ° - � M LO It O N rIt Q N •- M + � a vs F» va v% 0 y o 0 e f CD CD CD Chi y O N cc EA EA % EA U N ~ d C 0 cc 0 'CL N Cry N M a 12 °c � d a C a m •° T O Cc 0 N d > C c 0 C5 Cl 0 co CO J c0 ^V 1 H C C i a cis O a yom`E t ? Y N V 0 J M (D Ld N N C*J J ^ N (=) O 0 \ ?, -9 N a a a a° J iNV O O O C3 �v� V) co o °M N N N Cl N co ca 0 0 N � 0 0 N 0 U U 0 O CL 2 O a) O E a) a) ca L co E ca U a) cn O U U co O CL m O z co F 0 N d 5, Central Contra Costa Sanitary District January 15, 2013 TO: CURT SWANSON, INTERIM GENERAL MANAGER VIA: DANEA GEMMELL, ENVIRONMENTAL SERVICES DIVISION MANAGER FROM: THOMAS BRIGHTBILL, SENIOR ENGINEER /P SUBJECT: UPDATED STATUS AND COSTS FOR THE OUTSTANDING FEE COLLECTION EFFORT This memo presents a status update and a summary of costs associated with the Outstanding Fee Review (OFR) fee collection effort. Background Outstanding Fee Reports run by District staff and an audit report submitted by Bartle Wells Associates in March 2012 identified up to $21.4 million in "entered, but uncollected fees" in CCCSD's SunGard enterprise software. Concurrent with the investigation, CCCSD staff began a thorough investigation of these fees. Each of the 1,762 items from the report was individually reviewed and classified. Current Status Collection letters and invoices have been prepared, reviewed, and mailed for the 44 parcels identified in the October 5, 2012 update memo. All fees have been updated to current rates, bringing the total estimated revenue to $323,503. A number of property owners have contacted CCCSD requesting clarifications, additional supporting information for the charges, or field inspections. CCCSD staff is working to answer those property owners' questions and to confirm with them that a fee is owed. To date, payments totaling $37,783 have been received from 7 properties. Costs Costs associated with the review, classification and collection of the outstanding fees include the following: Additional temporary labor — CCCSD retrained the services of several temporary employees through AccounTemps to review each of the 1,762 items identified in the report. A summary sheet, with copies of permit counter reports, property ownership N: \ENVRSRVWdmin \Brightbill \Outstanding Fee Collections \Labor Cost Memo 2013 -01 -15 Final.doc Updated Status and Costs for the Outstanding Fee Collection Effort January 15, 2013 Page 2 information and other supporting documents, was prepared for most of the items to be reviewed. The temporary employees also helped coordinate the scheduling, review and follow -up of drive -by and on -site inspections to confirm the presence of second living units. Cost: $234,000 Bartle Wells Audit Report — An outside firm familiar with wastewater fees and charges was brought in to review the initial Outstanding Fee Report and provide suggestions to resolve the issue. Bartle Wells, a firm based in Berkeley and familiar with CCCSD's operations, worked with District staff and submitted their report in March 2012. Cost: $38,000 Subtotal of Outside Expenses $272,000 CCCSD Staff Time — District staff reviewed each of the packets prepared by AccounTemps in order to make the final classification of the item. In cases where a fee was to be removed, two senior engineers each independently reviewed the information to determine that no fee was owed. District staff provided management oversight and worked with Bartle Wells as well as the District's auditor, Cropper Accountancy, to provide background information and answer questions. Total District staff time was estimated at $168,000, however these tasks would have been performed as part of Staffs normal duties. Remaining Work The following tasks remain: • Answering questions from property owners, arranging and performing on -site inspections to confirm the presence of second living units and other improvements for which a fee would be owed. • Update invoices for which no payment has been received to include delinquency charges. Mail updated invoices with an updated letter explaining that the next step would be to seek Board approval to place the charges on the property tax bill. TB:sdh N: \ENVRSRV\Admin \Brightbill \Outstanding Fee Collections \Labor Cost Memo 2013 -01 -15 Final.doc