HomeMy WebLinkAboutCAPITAL PROJECTS ACTION SUMMARY 08-30-13Jl Central Contra Costa Sanitary District
SPECIAL MEETING OF THE
CENTRAL CONTRA COSTA
SANITARY DISTRICT
CAPITAL PROJECTS COMMITTEE
ACTION SUMMARY
Chair Pilecki
Member Causey
Friday, August 30, 2013
8:45 a.m.
Multi Purpose Room
5019 Imhoff Place
Martinez, California
BOARD OF DIRECTORS:
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President
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PHME: (925) 228 -9500
FAI: (925) 676 -7211
www. centralsan. org
PRESENT: Chair Tad Pilecki, Member Paul Causey, General Manager Roger Bailey,
Director of Operations Curt Swanson, Capital Projects Division Manager Andrew
Antkowiak, Environmental Services Division Manager Danea Gemmell, Senior Engineer
Sasha Mestetsky, Plant Maintenance Superintendent David Robbins, Senior Engineer
Edgar Lopez, Senior Engineer Craig Mizutani, Information Technology Administrator
Roy Li, Secretary of the District Elaine Boehme (for Item 3.), Assistant to the Secretary
of the District Donna Anderson (for Item 3.), Engineering Assistant III Earlene Millier
Call Meeting to Order
Chair Pilecki called the meeting to order at 8:48 a.m.
2. Public Comments
None.
*7. Review draft Position Paper adopting a resolution authorizing the General
Manager to enter into a sole- source contract with Solar Turbines, Inc. in an
amount not to exceed $650,000 for the installation of fuel and control system
upgrades to the cogeneration system, Cogeneration System Renovation Project,
District Project 7308, pursuant to Public Contract Code Section 3400(c)(3) and
Purchasing Procedures Manual Section 5.3.15; and find that the project is
exempt from the California Environmental Quality Act (CEQA) (taken out of
order)
Capital Projects Committee
August 30, 2013
Page 2
Director of Operations Curt Swanson said that the Board's approval is needed for
a sole source contract and to make a supplemental authorization from the Sewer
Construction Fund. A revised draft Position Paper and resolution (attached)
were distributed. Senior Engineer Craig Mizutani presented a summary of the
project, which was made necessary by the cogeneration explosion, and which
will upgrade the cogeneration system control systems so that the District can
enter into a long -term service contract that will include parts and labor. The
upgrade will also help ensure a stable power supply for the Treatment Plant. The
cogeneration system saves the District about $2 million per year.
Member Causey asked what adjustments to the Capital Program would be made
in order to accommodate the increased spending on this project, and expressed
concern that a rate increase could be made necessary by spending more on
projects than was budgeted. There was a discussion of how projects are
prioritized, how adjustments are made to accommodate project expenditure
changes, and how large projects are taken into account in the ten year plan. Mr.
Swanson said that staff is heading toward a capital plan /financial plan that would
account for large projects.
COMMITTEE ACTION: Reviewed and recommended Board approval.
3. Discuss and prioritize Capital Projects topics to be discussed at the Board
Priorities Workshop
The Committee discussed the items listed on the memo included in the agenda
packet and recommended the following disposition.
Review Asset Management Plan under development (CauseylPilecki)
This was deemed the highest priority Workshop item by both Chair Pilecki
and Member Causey, who suggested inserting the word "comprehensive"
in the description to indicate that the Asset Management Plan currently
under development should be an overall plan, one that would dovetail into
the District's overall financial planning process. At the Workshop, the
Committee desired a brief presentation explaining how the District's
assets are managed at the present time, and how they would be managed
under a program using a Triple - Bottom -Line- approach. Member Causey
suggested using a Nessie Curve to illustrate how the Asset Management
Plan would work, with a view toward developing an overall asset
management philosophy.
Review staff authority limits (CauseylPilecki)
The above item was considered more suitable for discussion at the
Committee level rather than at the Workshop.
Capital Projects Committee
August 30, 2013
Page 3
Review the Board's role in the capital projects budget planning process
(Causeyl Pilecki)
The above item was considered more suitable for discussion at the
Committee level rather than at the Workshop.
Review assumptions used in Ten -Year Capital Improvement Plan (CIB)
The above item was considered more suitable for discussion at the
Committee level rather than at the Workshop.
Review factors in deciding project priority, and when projects can be delayed
(CauseylPilecki)
It was noted that the above item is tied to the Asset Management Plan
item above and would be covered as part of a comprehensive asset
management program.
Update on status of major ongoing projects (Swanson)
The above item was considered more suitable for discussion at the
Committee level rather than at the Workshop.
Discuss approval process for projects that exceed budget (Causey)
The above item was considered more suitable for discussion at the
Committee level rather than at the Workshop.
Consultants - review selection process, contract extensions, and how increases
in consultant contract amounts are handled (CauseylWilfiams)
The above item was considered more suitable for discussion at the
Committee level rather than at the Workshop unless significant changes
were envisioned.
As part of the discussion that is expected to take place at the Board Priorities
Workshop relating to Board Committee charters, structure, etc., Member Pilecki
suggested the following.
Creation of an ad hoc committee to review matters related to the
Concord Naval Weapons Center project, which will significantly
impact the District's operations and revenues;
2. Review the scope, function, and names of the Board Committees
with a view toward possibly combining the Outlook and
Capital Projects Committee
August 30, 2013
Page 4
Environmental Services Committees because they meet so
infrequently;
3. Review the composition and term of the Committees.
Member Causey added that he would like staff to consider regular, possibly
monthly, meetings of the Capital Projects Committee.
Finally, it was suggested that time should be allotted at the Board Priorities
Workshop for a free -form brainstorming session where Board Members can
exchange ideas for the future. One such idea of Member Causey's would be to
consider requiring lateral replacements upon sale or major remodeling of
properties. He cited that 92 percent of laterals are in poor shape and this could
be an effective method of remedying the problem over time.
COMMITTEE ACTION: Provided direction to staff.
4. Review Capital Improvement Budget (CIB) June 30, 2013 Year -End Status
Report
Capital Projects Division Manager Andrew Antkowiak presented a summary of
the Fiscal Year 2012 -13 Capital Improvement Program. The Capital
Improvement Budget was underspent, and the program received a larger share
of revenue than projected, so the draw from funds available was smaller than
anticipated in the CIB /CIP.
Member Causey said that a line needs to be added to the report to account for
grant income. He also asked whether capacity fees fund expansion only, and
cited Government Code Section 66000 as requiring that capacity fees pay solely
for expansion of the treatment plant and sewer system and not renovation
projects.
A discussion about allocations, expenditures, reports, and project contingencies
followed.
Capital Projects Division Manager Andrew Antkowiak reviewed the Fiscal Year
2012 -13 expenditures by program and gave a brief overview of several major
projects. A discussion of project expenditure increases followed.
COMMITTEE ACTION: Reviewed and recommended Board receipt at the
September 5, 2013 Board meeting.
Capital Projects Committee
August 30, 2013
Page 5
*5. Review Closeout of Capital Improvement Projects
Senior Engineer Edgar Lopez presented a summary of Fiscal Year 2012 -13
closeout projects in the Treatment Plant, General Improvements, and Recycled
Water programs. Senior Engineer Sasha Mestetsky presented a summary of
Fiscal Year 2012 -13 closeout projects in the Collection System program
(attached). Staff has revised the memo originally included as an attachment to
this item in the agenda packet (attached).
COMMITTEE ACTION: Received the report.
6. Receive update on Information Technology (IT) Master Plan development
Information Technology Administrator Roy Li presented an update of the status
of the IT Master Plan development. The Master Plan will include hardware and
software recommendations and will examine staffing and organization of the IT
work group. The District used a Request for Proposal (RFP) process, and
received three bids. The chosen vendor was the lowest bid as well as the best
qualified. The Master Plan should be ready by March 2014, and preliminary
recommendations will be included in the 2014 -15 CIB /CIP.
COMMITTEE ACTION: Received the update.
Item 7 was taken out of order, directly following Public Comments, as noted above.
*8. Update on possible streamlining of CIB /CIP process, and development of
"triggers" that would require Capital Projects Committee review of certain projects
prior to Board action.
Mr. Antkowiak distributed the updated CIB /CIP Financial Process document
(attached), which has been updated since the Committee first received it in July.
He said that discussions with IT about possible software have begun. He stated
that significant streamlining was done on the 2013 -14 CIB /CIP and requested
that Committee members look through the document to identify unnecessary
information. Member Causey asked if the CEQA information could be eliminated
from the CIB /CIP. Staff will look into this.
Member Pilecki said that he found the P11 report to be most useful and
requested the same format for allocations.
COMMITTEE ACTION: Received update and provided direction to staff.
Capital Projects Committee
August 30, 2013
Page 6
9. Announcements
Mr. Swanson said that another Capital Projects Committee meeting will be
scheduled for September, possibly in combination with an Environmental
Services Committee meeting.
10. Suggestions for future agenda items
Staff should take a look at other special districts to see how their capital budgets
are structured and bring this information back to the Committee.
The Committee requested a report on what staff is learning from the second
round of television inspection of sewers about degradation rates and any other
useful information.
The Committee requested an update on the comprehensive Asset Management
Plan.
11. Adjournment — at 11:10 a. m.
* Attachment
s.
Central Contra Costa Sanitary District
August 29, 2013 (Revised)
TO: CAPITAL PROJECTS COMMITTEE _
VIA: ROGER BAILEY, GENERAL MANAGE
ANDREW ANTKOWIAK, CAPITAL PROS DIV. MANAGER
DANEA GEMMELL, ENVIRONMENTAL SERVICES DIV. MANAGER
THOMAS BRIGHTBILL, SENIOR ENGINEER,]
FROM: EARLENE MILLIER, ENGINEERING ASSISTANT III £Ay
SUBJECT: CLOSEOUT OF CAPITAL IMPROVEMENT PROJECTS
Work has been completed on 21 capital improvement projects during the 2012 -13 fiscal
year.
As a result of the closeout of these projects, $1,019,402 is being returned to the
Treatment Plant, Collection System, General Improvements and Recycled Water
Programs.
Below is a summary of the allocated budgets and expenditures for the closed projects
by program. Attachment 1 lists the allocated budgets and expenditures and
underun /(overrun) amounts for each project. Attachment 2 contains a brief summary of
the work completed under each project.
Program
Allocated Budget
Expenditures as
of June 30, 2013
Underrun = Amount
Returned to Program
Treatment Plant
$10,970,000
$10,521,123
$448,877
Collection System
$9,360,600
$9,301,161
$59,439
General Improvements
$3,528,374
$3,000,557
$527,817
Recycled Water
$163,000
$179,731
($16,731)
Totals
$24,021,974
$23,002,572
$1,019,402
Attachment 1
Budget and Expenditure Summary - 2013 Closeouts
TREATMENT PLANT PROGRAM CLOSING PROJECTS
DISTRICT
PROJECT NO.
PROJECT TITLE
ALLOCATED
BUDGET
EXPENDITURES
AS OF 6130112
UNDERRUN
(OVERRUN)
7255
Primary Structures Demolition
1,580,000
1,537,099
42,901
7256
Alternative Energy Study
700,000
706,242
-6,242
7276
Piping Renovations, Phase 5
2,902,000
2,484,924
417,076
7288
Piping Renovations, Phase 6
2,253,000
2,267,250
- 14,250
7290
Outfall Improvements, Phase 6
3,535,0001
3,525,608
9,392
Program Totals
$10,970,000
1 $10,521,123
$448,877
COLLECTION SYSTEM PROGRAM CLOSING PROJECTS
DISTRICT
PROJECT NO.
PROJECT TITLE
ALLOCATED
BUDGET
EXPENDITURES
AS OF 6130112
UNDERRUN
(OVERRUN)
5965
Collection System Planning
1,250,000
1,219,494
30,506
5967
A -Line Easement Acquisition, Phase 2
1,447,000
1,356,786
90,214
5987
Cathodic Protection System Replacement
400,000
349,392
50,608
5989
South Orinda Sewer Renovations, Phase 5
2,907,000
2,904,199
2,801
5992
Walnut Creek Sewer Renovations, Phase 8
2,111,700
2,104,896
6,804
6476
Sunnybrook Road Contractual Assessment District
158,900
156,744
2,156
6513
St. Mary's Road Contractual Assessment District
375,000
386,660
- 11,660
8416
2012 -13 Development Sewerage
1 711,000
822,990
- 111,990
Program Totals
1 $9,360,600
1 $9,301,161
$59,439
GENERAL IMPROVEMENTS PROGRAM CLOSING PROJECTS
DISTRICT
PROJECT NO.
PROJECT TITLE
ALLOCATED
BUDGET
EXPENDITURES
AS OF 6130112
UNDERRUN
(OVERRUN)
8210
Kiewit Parcel Development
300,000
147,529
152,471
8219
HOB Improvements
795,000
781,916
13,084
8221
POD Improvements Program
497,000
150,903
346,097
8224
District Rental Property Improvements
540,500
569,496
- 28,996
8228
District Easement Acquisition
790,000
740,018
49,982
8231
Seismic Improvements - Rental Property
371,000
375,821
-4,821
8512
2011 -12 Equipment & Vehicles Acquisition
234,874
234,874
0
Program Totals
$3,528,374
$3,000,557
$527,817
RECYCLED WATER PROGRAM CLOSING PROJECTS
DISTRICT
PROJECT TITLE
ALLOCATED
EXPENDITURES
UNDERRUN
PROJECT NO.
BUDGET
AS OF 6130112
(OVERRUN)
7303
RW Line to Conco & Maltby Pump Stations
163,000
179,731
- 16,731
Program Totals
1 $163,000
1 $179,731
($16,731)
Attachment 2
Project Descriptions (2013 Closeouts)
TREATMENT PLANT PROGRAM
Project # Project Title
DP 7255 Primary Structures Demolition
This project increased safety around the old abandoned primary sedimentation tanks
and prepared the area for future expansion of the primary sedimentation tanks and
related facilities. This project demolished the old abandoned primary sedimentation
tanks and backfilled the area with clean fill material. It also demolished the not used
lime storage silos, building, and associated piping systems. Other obsolete and not
used facilities were also demolished and removed.
DP 7256 Alternative Energy Study
The study evaluated renewable energy sources and made recommendations for
meeting future greenhouse gas (GHG) emission reduction requirements. In addition,
the study reviewed current energy use and made recommendations for future energy
reduction projects and recommended power portfolio to meet the Treatment Plant's
energy needs, while complying with AB 32.
DP 7276 Piping Renovations, Phase 5
This project was a 5th phase of a multiple -phase treatment plant piping renovation
program. This project improved the reliability of the piping systems above and below
ground in the treatment plant. It replaced the aging aeration air supply headers and
down comers at the aeration tanks. It also replaced other plant piping showing signs of
corrosion, such as the water supply and drain lines on the aeration condensers and
number 3 high pressure water (3WHP) pipelines in the West Gallery.
DP 7288 Piping Renovations, Phase 6
This project was a 6th phase of a multiple -phase treatment plant piping renovation
program. It included piping renovations and replacement work not included in previous
phases of the program. As part of the project sections of the scrubber water piping,
centrate pipe at the foam suppression tank, flow meter in the discharge piping of
aeration blower #2, scrubber drain piping in the SCB plenum were replaced. Also as a
pilot test baffles were installed in one primary sedimentation tank.
DP 7290 Outfall Improvements, Phase 6
This project inspected both the land and submarine portions of the 72 -inch outfall
pipeline. Every joint was tested to a specified threshold and failed joints were repaired
by installation of mechanical seals. As part of the project a new meter vault and a new
60 -inch magnetic flow meter was installed for measurement of final effluent flow. The
submarine section of the outfall was stabilized by placing additional ballast rock around
the pipe.
COLLECTION SYSTEM PROGRAM
Project # Project Title
DP 5965 Collection System Planning
This project purpose is to identify, evaluate, and schedule short and long -term sewer
improvement projects and to provide design flow rates for major facility plans.
Collection System Planning studies provide the basis for improvements to the District's
sewer system and flow rates for facility plans. Studies focus on six major activities:
Local Capacity Studies (LCS) in response to proposed developments, LCS to identify
and define existing deficiencies in the sewer main system, land use and collection
system database management, flow rates for facility plans and for special studies to
assure District sewer renovation plans and priorities are consistent with capacity,
routing, and acceptable service level guidelines, and Pumping Stations Master Plan
DP 5967 A -Line Easement Acquisition, Phase 2
The project purpose was to complete the amended grants of easements for the A -Line
Interceptor and other sewers through the Iron Horse Corridor and to secure property
rights for existing and future segments of the A -Line Relief Interceptor, Walnut Creek
Bypass, Main Trunk No. 1, and the San Ramon Valley Trunk Sewer. The majority of
the proposed easement alignment is within the Iron Horse Trail corridor and the Walnut
Creek Channel.
DP 5987 Cathodic Protection System Replacement
This project included performing a District -wide cathodic protection survey of all
underground facilities, including the pumping stations and buried metallic piping and
replacing existing spent facilities and installing new systems where required. As part of
this project, a master plan was updated with recommendations for required
maintenance, replacement and /or addition of new cathodic protection for facilities
requiring such protection. The master plan includes cathodic protection implementation
and monitoring recommendations.
DP 5989 South Orinda Sewer Renovations, Phase 5
This project is a fifth phase of multiple phases to renovate sewer pipelines as part of the
ongoing Collection System Renovation Program. The project installed approximately
11,000 linear feet of 6 -inch and 8 -inch sewer lines within public right of way and in
easements. Construction methods used were horizontal directional drilling, pipeburst,
and open cut. Included in this project was the easement site along Camino Encinas,
which was removed from the Hall Drive project in 2011 due to right of way issues.
DP 5992 Walnut Creek Sewer Renovations, Phase 8
This project is eight phase of multiple phases to renovate sewer pipelines as part of the
ongoing Collection System Renovation Program. The project installed approximately
10,000 linear feet of 6 -inch through 12 -inch sewer lines within public right of way and
easements in Contra Costa County in the City of Walnut Creek. Construction methods
used were pipebursting and open cut. In addition, there was one site located in the
Town of Clyde that installed four access structures along the force main. These
structures allow the force main to be cleaned and CCTV inspected as necessary.
DP 6476 Sunnybrook Road Contractual Assessment District
Sunnybrook Road CAD 2010 -1 designed and constructed approximately 610 linear feet
of sanitary sewer pipeline, together with appurtenant work and facilities along
Sunnybrook Road in Alamo. The project serves 16 residential properties.
DP 6513 St. Mary's Road Contractual Assessment District
St. Mary's Road CAD 2011 -1 designed and constructed approximately 1,557 linear feet
of sanitary sewer pipeline, together with appurtenant work and facilities along a portion
of St. Mary's Road in Lafayette. The project serves 11 residential properties, one
undeveloped residential property, and a City of Lafayette property containing ball fields
and community meeting room.
DP 8416 2012 -13 Development Sewerage
Work done by District staff to ensure that contributed sewers meet the District's
Standard Specifications for Design and Construction is funded from the Sewer
Construction Fund, since it results directly in District capital assets (completed main
sewers, easements and permanent records.) This project provided a means to
capitalize District labor and other expenses for planning, design, and construction of
developer installed and contributed main sewer facilities during the 2012 -13 fiscal year.
GENERAL IMPROVEMENTS PROGRAM
Proiiect # Project Title
DP 8210 Kiewit Parcel Development
District used the Kiewit property as a source of revenue by leasing it as a clean fill site.
County Quarry was contracted to oversee the leasing agreement and operate the clean
fill site. This project brought clean fill to the Kiewit parcel and raised the elevation
approximately five feet.
DP 8219 HOB Improvements
This project included limited renovation of the interior and exterior of the Headquarters
Office Building (HOB). It included conditioning the exterior, some renovation of interior
wall finishes and ceiling, replacing some flooring and carpeting, upgrading electrical and
lighting systems, reconfiguring offices and workstations. This project included funds to
design improvements needed to bring the building's interior and exterior into compliance
with the Americans with Disabilities Act (ADA) requirements.
DP 8221 POD Improvements Program
This project made various improvements to the interior and exterior of the Plant
Operations Department (POD) Administration offices. This was a multi -year project
that provided an allowance to renovate and upgrade the interior and exterior of the POD
Administration offices and the Emergency Operations Center (EOC) located in the Multi -
Purpose Room. It included limited renovation and /or reconfiguration of offices and
workstation spaces to match employee needs and duties, replaced outdated and /or
worn out furniture, and incorporated new office technologies.
DP8224 District Rental Property Improvements
The purpose of this project was to protect and enhance the District's rental properties,
surrounding parking lots and grounds through additions, improvements, betterments,
replacements, and extraordinary repairs. This was a multi -year project and the
improvements were typically triggered by equipment or building failure, or a need to
improve the property.
DP 8228 District Easement Acquisition
As capital projects are designed, sanitary sewer easements may have to be acquired
through budgets for those specific projects. This project provided funds for the
acquisition of easements for projects where specific funds were not identified in the
Capital Improvement Budget.
DP 8231 Seismic Improvements — Rental Properties
This project improved the seismic performance of the District's rental property buildings.
The 4737 warehouse building was seismically retrofitted to provide basic life safety for
building occupants. Work included limited structural modifications to the building.
DP 8512 2011 -12 Equipment and Vehicles Acquisition
This project provided funding for safe and cost - effective vehicles and equipment for FY
2011 -12. The project did not close at the end of FY 2011 -12 because of the late
delivery of one of the purchased vehicles.
RECYCLED WATER PROGRAM
Project # Proiect Title
DP 7303 Recycled Water Line to Conco & Maltby Pump Stations
This project addressed potential failure points on the recycled water line that feeds
Conco and Maltby Pumping Station within the District's treatment plant property. Pipe at
risk of future failure was replaced and a flow meter and monitoring system was installed
to help determine any future leaks.
Projects Completed /Closed out
in FY 2012 -13
Board Capital Projects Committee
Workshop
August 30, 2013
Total 2012 -13 Closed /Completed
Projects by Program
Program
Total Expenditures
Treatment Plant
$10,521,139
General Improvements
$3,000,561
Recycled Water
$179,731
Collection System
$9,301,174
Total
$239002,605
1
Treatment Plant Program
> $1 million
Project Title
Total Expenditures
Primary Structures
Demolition
$ 1,537,099
Piping Renovations, Phase 5
$ 2,484,924
Piping Renovations, Phase 6
$ 2,267,259
Outfall Improvements,
Phase 6
$ 3,525,615
Treatment Plant Program
< $1 million
Project Title Total Expenditures
Alternative Energy Study $ 706,242
ask I
2
General Improvements Program
< $1 million
Project Title T
Total Expenditures
Kiewit Parcel Development $
$147,529
HOB Improvements $
$ 781,916
POD Improvements Program $
$150,903
District Rental Property Improvements $
$569,496
District Easement Acquisition $
$ 740,022
Seismic improvement - Rental Property $
$375,821
2011 -12 Equip. &Vehicles Acquisition $
$ 234,874
Project Title T
Total Expenditures
Kiewit Parcel Development $
$147,529
HOB Improvements $
$ 781,916
POD Improvements Program $
$150,903
District Rental Property Improvements $
$569,496
District Easement Acquisition $
$ 740,022
Seismic improvement - Rental Property $
$375,821
2011 -12 Equip. &Vehicles Acquisition $
$ 234,874
Recycled Water Program
Project Title
Total Expenditures
RW Line to Conco &
Maltby Pumping Stations
$ 179,731
Collection System Program
> $1 million
Project Title
Project Title
Total Expenditures
Total Expenditures
South Orinda Renovations. Ph 5
South Orinda Renovations. Ph 5
$2,904,206
$2,904,206
Walnut Creek Renovatlons. Ph 8
Walnut Creek Renovations. Ph 8
$2,104,898
$2,104,898
A -Line Easement Acquisition, Ph 2
A -Line EasementAcquisitlon, Ph 2
$1,356,786
$1,35fi,786
Collection System Planning
Collection System Planning
$1,219,492
$1,219,492
Project Title
Project Title
Total Expenditures
Total Expenditures
South Orinda Renovations. Ph 5
South Orinda Renovations. Ph 5
$2,904,206
$2,904,206
Walnut Creek Renovatlons. Ph 8
Walnut Creek Renovations. Ph 8
$2,104,898
$2,104,898
A -Line Easement Acquisition, Ph 2
A -Line EasementAcquisitlon, Ph 2
$1,356,786
$1,35fi,786
Collection System Planning
Collection System Planning
$1,219,492
$1,219,492
Collection System Program
< $1 million
Project Title
Project Title
Total Expenditures
Total Expenditures
2012 -13 Development Sewerage
2012 - 13 Development Sewerage
$822,995
$822,995
St. Marys CAD
St. Mary's CAD
$386,660
$386,6fi0
Cathodic Protection System
Cathodic Protection System
Replacement
Replacement
$349,393
$349,393
Sunnybrook CAD
Sunnybrook CAD
$156,744
$156,744
Project Title
Project Title
Total Expenditures
Total Expenditures
2012 -13 Development Sewerage
2012 - 13 Development Sewerage
$822,995
$822,995
St. Marys CAD
St. Mary's CAD
$386,660
$386,6fi0
Cathodic Protection System
Cathodic Protection System
Replacement
Replacement
$349,393
$349,393
Sunnybrook CAD
Sunnybrook CAD
$156,744
$156,744
Primary Structures Demolition
Proiect Purpose:
This project will increase safety around the abandoned
primary sedimentation tanks and allow for future
expansion of the primary system and related facilities.
Scope of Work:
• Demolish and backfill the original primary sedimentation
tanks
• Demolish the abandoned lime storage silos, building,
and associated piping systems
• Remove abandoned electrical and piping systems from
the tunnels and basements associated with the original
primary system
Financial Summary
• Construction Contract $929,000
(Pantano Demolition)
• Change Orders (14.8 %) $1375675
• Total Construction $1,0669675
• Engr, CM, Admin (44.1 %) $ 470.424
• Total Expenditures $1,537,099
tI
0
Piping Renovations, Phase 5
Project Purpose:
To improve the reliability of the piping systems above
and below ground in the treatment plant by
inspection, renovation, and replacement as required
Scope of Work:
• Replace the aging aeration air supply headers, down
comers, and diffusers at the aeration tanks
• Replace the water supply and drain piping on the
aeration condensers
• Replace the 3WHP pipelines in the West Gallery
7
Financial Summary
• Construction Contract $25077,440
(NCCI, Inc.)
• Change Orders (1.8 %) $38,294
• Total Construction $251155734
• Engr. CM, Admin (17.4 %) $369,190
• Total Expenditures $25484,924
91
Piping Renovations, Phase 6
Proiect Purpose:
To improve the reliability of the piping systems above and below
ground in the treatment plant by inspection, renovation, and
replacement as required.
Scope of Work:
• Replace sections of the scrubber water piping at the seal tank
on Wet Scrubber No. 2
• Replace centrate piping at the foam suppression tank
• Replace flow meter In the discharge piping of Aeration Blower
No. 2
• Replace scrubber drain piping In the SCB plenum
• Replace leaking connections at the cake pump feed pipelines
• Pilot test installation of a primary baffle in one tank
Financial Summary
• Construction Contract
(Aztec Consultants)
• Change Orders (1.2 %)
• Total Construction
• Engr, CM, Admin (41.9 %
• Total Expenditures
$1,578,000
$19,441
$1,597,441
L $669,809
$2,267,250
IFE
Abatement at
West Gallery.
Pre -air Piping at
Sed Tanks
11
Outfall Improvements, Phase 6
Proiect Purpose:
This project will inspect both the land and Submarine
portions of the treatment plant outfall as allowed by
the current NPDES Permit, and will make repairs as
needed
Scope of Work:
• Retest the joints in the land portion of the outfall and
install new seals as necessary. Similar to the work
conducted in 2003
• Construct a meter vault and install a 60 -inch flow.
meter
• Stabilize the submarine portion
0
12
Financial Summary
• Construction Contract
(Sierra Mountain)
• Change Orders (9 %)
• Total Construction
• Engr, CM, Admin (44.7%
• Total Expenditures
$2,234,500
$201,636
$2,436,136
L $1,089,472
$3,525,608
13
14
South Orinda Renovations, Phase 5
Proiect Purpose:
Replace /Renovate deteriorating
and high maintenance sewer lines
Scope of Work:
Reconstruct approximately 11,000
linear feet of 6- to 8 -inch sewers in
Orinda
Financial Summary
• Construction Contract
$1,538,000
(K. J. Woods Construction, Inc.)
• Change Orders (8.1 %)
$124,940
• Total Construction
$1,662,940
• Right -of -Way (19.6 %)
$326,712
• Survey (15.5 %)
$257,774
• Engr. CK Admin (39.5 %)
$656,780
• Total Expenditures
$2,904,206
15
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/fir' ►� South Orinda
F1! F { f- + \ '* Renovations,
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P610 s Location Map
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16
17
Walnut Creek Renovation, Phase 8
Proiect Purpose:
Replace /Renovate deteriorating and
high maintenance sewer lines.
Scone of Work:
Reconstruct of approximately
10,000 linear feet of 6 through 12-
inch sewer in Contra Costa County
and Walnut Creek
Walnut Creek Renovations, Ph. 8
Financial Summary
• Construction Contract
$19289,500
(K. J. Woods Construction,
Inc.)
• Change Orders (8.1 %)
$104,421
• Total Construction
$1,3932921
• Right -of -Way (3.8 %)
$53,386
• Survey (7.5 %)
$104,060
• Engr, CM, Admin (39.7 %)
$553,531
• Total Expenditures
$2,104,898
18
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Questions?
20
Q -
Central Contra Costa Sanitary District REV
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: September 5, 2013
Subject: ADOPT A RESOLUTION MAKING FINDINGS AND AUTHORIZING THE
GENERAL MANAGER TO EXECUTE A SOLE - SOURCE CONTRACT WITH SOLAR
TURBINES, INC. FOR THE COGEN CONTROLS UPGRADE PROJECT, DISTRICT
PROJECT NO. 7308, AND APPROVE A SUPPLEMENTAL AUTHORIZATION OF
$800,000 TO THE TREATMENT PLANT PROGRAM OF THE 2013 -14 CAPITAL
IMPROVEMENT BUDGET
Submitted By. Initiating Dept/Div.:
Craig Mizutani, Senior Engineer Plant Operations / Operations
Edgar Lopez, Senior Engineer Engineering /Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
A Antkowiak, Capital Projects Division Manager
D. Robbins, Provisional Plant Maintenance Division Mgr.
C. Swanson, Director of Operations K. Alm R. Bailey
Counsel for the District General Manager
ISSUE: Board approval is requested to enter into a sole- source contract with Solar
Turbines, Inc., the original equipment manufacturer for the District's cogeneration gas
turbine system. Board authorization is required for the addition of funds to the Fiscal Year
(FY) 2013 -14 Capital Improvement Budget (CIB).
RECOMMENDATION: Authorize the General Manager to execute a sole- source contract
with Solar Turbines, Inc. for the installation of fuel and control system upgrades to the
District's cogeneration system for an amount not to exceed $650,000; and approve a
supplemental authorization of $800,000 to the Treatment Plant Program of the FY 2013 -14
CIB to cover this and other project elements.
FINANCIAL IMPACTS: The total anticipated cost for the work under this contract is
approximately $650,000. This project is included in the FY 2013 -14 CIB. The total project
cost is estimated to be $1,300,000. However, this estimate exceeds the FY 2013 -14 project
budget by $800,000. A supplemental authorization to the Treatment Plant Program is
necessary to be able to complete the project in this fiscal year.
ALTERNATIVES /CONSIDERATIONS: Sole- source requests bypass the competitive
bidding process. The supply and installation of the upgrade does not lend itself to
competitive bidding as the design of the equipment is proprietary and only the manufacturer
has the unique product knowledge to safely and economically upgrade the system. The
District recently experienced a catastrophic failure of the cogeneration system when
maintenance was performed by an aftermarket service provider.
BACKGROUND: The cogeneration system produces electricity and steam for the
Treatment Plant and provides significant savings over purchasing power from a utility
(PG &E).
Page 1 of 4
POSITION PAPER
Board Meeting Dare: September 5, 2013
subject ADOPT A RESOLUTION MAKING FINDINGS AND AUTHORIZING THE
GENERAL MANAGER TO EXECUTE A SOLE - SOURCE CONTRACT WITH SOLAR
TURBINES, INC. FOR THE COGEN CONTROLS UPGRADE PROJECT, DISTRICT
PROJECT NO. 7308, AND APPROVE A SUPPLEMENTAL AUTHORIZATION OF
$800,000 TO THE TREATMENT PLANT PROGRAM OF THE 2013 -14 CAPITAL
IMPROVEMENT BUDGET
Failure /Recommissioning of Cogeneration Unit: On March 29, 2012, the cogeneration
unit suffered a catastrophic failure caused by an explosion in the exhaust system. The unit
was recommissioned by Solar Turbines, the original equipment supplier, and was restored
to service on October 3, 2012. The six- month outage resulted in an increase in utility
expenses of approximately $960,000.
The recommissioning of the unit was hampered by the age of the fuel valves and control
system. In addition, the fuel valves and control system were suspected as contributing
factors to the explosion. Replacement fuel valves had to be manufactured as they are no
longer a stocked item by either Solar Turbines or the valve manufacturer. The control
system is based on a controller manufactured by Modicon. While Modicon controls are
common to District equipment, they are no longer supported by Solar Turbines. The
cogeneration system was first placed into service in the early 1990s. From initial startup to
2011, the system was maintained under a long -term maintenance agreement with Solar
Turbines. The agreement was all- inclusive, covered any repair, and guaranteed availability
of the cogeneration system. In 2011, the District changed service providers to the Wood
Group, which serviced the system until the explosion. Following the explosion, the District
cancelled the service agreement with the Wood Group.
Existing Short-Term Maintenance Agreement: Since being placed back into service, the
cogeneration unit has been maintained under a short-term maintenance agreement with
Solar Turbines. The short-term agreement is for routine maintenance only and does not
cover unscheduled repairs. It provides only for labor and does not cover any parts or
provide any guarantees for availability. The District is at significant financial and operational
risk without a long -term service agreement.
Upgrades Needed Prior to Long -Term Maintenance Agreement - $650,000: At the
October 4, 2012 Board Meeting, staff stated they would pursue a long -term service
agreement with Solar Turbines. However, Solar Turbines will not enter into a long -term
service agreement unless the fuel and control systems are upgraded. The obsolescence of
the equipment makes it impossible for them to provide a reasonable response time for
equipment repair /replacement and the Modicon based controls are no longer supported by
Solar Turbines.
Page 2 of 4
a-
P .
POSITION PAPER
Board Meeting Date: September 5, 2013
subject. ADOPT A RESOLUTION MAKING FINDINGS AND AUTHORIZING THE
GENERAL MANAGER TO EXECUTE A SOLE - SOURCE CONTRACT WITH SOLAR
TURBINES, INC. FOR THE COGEN CONTROLS UPGRADE PROJECT, DISTRICT
PROJECT NO. 7308, AND APPROVE A SUPPLEMENTAL AUTHORIZATION OF
$800,000 TO THE TREATMENT PLANT PROGRAM OF THE 2013 -14 CAPITAL
IMPROVEMENT BUDGET
Due to the complex nature of the cogeneration turbine, staff recommends performing the
fuel and control system upgrades using Solar Turbines on a sole- source basis. Solar
Turbines has the proprietary engineering skill, product information, knowledge and parts to
safely perform the upgrade. The estimated Solar Turbines contract cost for the upgrade is
$650,000.
Supplemental Authorization for Other Project Elements - $800,000: The fuel and
control system upgrades will be part of the Cogen Controls Upgrade Project, District Project
7308. Other project elements required are selecting an electrical designer and electrical
contractor to install interconnecting wiring between the turbine, control console, and District
equipment. These contracts have an estimated cost of $50,000 and $250,000, respectively.
These contracts will be awarded based on a qualified evaluation process, in accordance
with District purchasing guidelines. In addition, the electrical generator on the cogeneration
unit is approximately 20 years old and needs to be evaluated for replacement. Depending
on the outcome of the evaluation, this piece of equipment may need to be replaced during
the planned shutdown of the cogeneration unit. The estimated cost to replace the generator
is $200,000. District staff will perform contract administration, design and construction
management, and inspection services for the new interconnect wiring not provided by Solar
Turbines. This staff effort is estimated to be $150,000. The revised total project cost is
estimated to be $1,300,000.
This project is included in the FY 2013 -14 CIB on page TP -20. The estimated total project
cost listed in the FY 2013 -14 CIB for the project is $800,000. An allocation of $100,000 was
made in FY 2012 -13 and an estimated allocation of $400,000 to the project was planned for
FY 2013 -14. To complete the project in FY 2013 -14, an allocation of $1,200,000 will be
necessary, which exceeds the budgeted allocation by $800,000. There are insufficient
unallocated funds in the FY 2013 -14 CIB Treatment Plant Program to make the necessary
allocation to the project.
The cogeneration system will be in operation for the foreseeable future. The fuel valves and
control system should be upgraded to ensure continued safe and reliable operation of the
cogeneration system and these upgrades are required to re -enter into a long -term service
agreement.
Staff has concluded that this action is exempt from the California Environmental Quality Act
(CEQA) under District CEQA Guidelines Section 15301 since it involves repairs to an
Page 3 of 4
POSITION PAPER
Board Meeting Date: September 5, 2013
subject: ADOPT A RESOLUTION MAKING FINDINGS AND AUTHORIZING THE
GENERAL MANAGER TO EXECUTE A SOLE - SOURCE CONTRACT WITH SOLAR
TURBINES, INC. FOR THE COGEN CONTROLS UPGRADE PROJECT, DISTRICT
PROJECT NO. 7308, AND APPROVE A SUPPLEMENTAL AUTHORIZATION OF
$800,000 TO THE TREATMENT PLANT PROGRAM OF THE 2013 -14 CAPITAL
IMPROVEMENT BUDGET
existing public facility involving no expansion of use. Approval of this action will establish
the Board of Directors' independent finding that this project is exempt from CEQA.
COMMITTEE RECOMMENDATION: This matter was reviewed by the Capital Projects
Committee on August 30, 2013.
RECOMMENDED BOARD ACTION: Take the following actions:
Adopt a resolution authorizing the following action and making the following findings
in connection with the Cogen Controls Upgrade Project, District Project 7308:
A. Authorize the General Manager to enter into a sole- source contract in an
amount not to exceed $650,000 with Solar Turbines for the installation of fuel
and control system upgrades to the cogeneration system, pursuant to
subdivision (c)(3) of Public Contract Code section 3400 and District
Purchasing Standard S -013; and
B. Find that:
a. The public interest is best served by utilizing the unique technology and
proprietary knowledge that Solar Turbines, Inc., the original equipment
manufacturer, has developed to upgrade the gas turbine generator set,
which is part of the cogeneration system.
b. Under the circumstances, Solar Turbines is the only qualified supplier to
install the upgrade equipment and that it is in the best interest of the
District to proceed with a sole- source contract with Solar Turbines.
C. The contract is exempt from CEQA.
2. Approve a supplemental authorization of $800,000 to the Treatment Plant Program of
the Fiscal Year 2013 -14 Capital Improvement Budget.
Attached Supporting Document:
1 Proposed Resolution
Page 4 of 4
RESOLUTION NO. 2013-
A RESOLUTION OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT
APPROVING A SOLE - SOURCE CONTRACT WITH SOLAR TURBINES, INC.
FOR FUEL AND CONTROL SYSTEM UPGRADES COGENERATION SYSTEM
WHEREAS, the Central Contra Costa Sanitary District's (District) Purchasing
Procedures Manual Section 5.3.15 provides that, in those cases involving a unique or
novel product application required to be used in the best public interest, a governmental
entity may specify such unique or novel product as an appropriate sole source; and
WHEREAS, the District has a Solar Centaur 40 gas turbine generator set as part of its
cogeneration system which is in need of a fuel and control system upgrade; and
WHEREAS, Solar Turbines, Inc.'s proprietary technology can be utilized and
incorporated to upgrade the District's gas turbine generator set, thereby extending the
service life of the turbine and increasing reliability and maintainability; and
WHEREAS, Section 3400(c) of the California Public Contract Code sets forth certain
conditions under which a particular material or product or service may be purchased
without the necessity of competitive bidding; and
WHEREAS, in order to allow for future long -term maintenance, it is prudent to have the
upgrade performed by Solar Turbines, Inc., the original equipment supplier.
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Central Contra
Costa Sanitary District (the Board) as follows:
THAT the Board hereby adopts the recitals set forth above as the basis of its
findings.
2. THAT the Board finds the public interest is best served by utilizing the unique
technology and proprietary knowledge that Solar Turbines, Inc., the original
equipment manufacturer, has developed to upgrade the gas turbine generator
set, which is part of the cogeneration system.
3. THAT, in accordance with Section 3400(c) of the California Public Contract
Code, the Board finds that the proprietary technology offered by Solar Turbines,
Inc. shall be utilized in the District's treatment plant to repair, modify and upgrade
the District's Solar Centaur 40 gas turbine generator set, and that a sole - source
contract with Solar Turbines, Inc. meets the criteria set forth in that section.
Central Contra Costa Sanitary District
Resolution 2013 -
Sole- Source Contract — Solar Turbines, Inc.
Page 2 of 2
4. THAT that the contract is exempt from the California Environmental Quality Act
(CEQA) under District CEQA Guidelines Section 15301 since it involves repairs
to an existing public facility involving no expansion of use.
5. THAT the Board authorizes the General Manager to enter into a sole- source
contract with Solar Turbines, Inc. in an amount not to exceed $650,000 for the
installation of fuel and control system upgrades to the cogeneration system,
Cogen Controls Upgrade Project, District Project 7308.
PASSED AND ADOPTED this 5th day of September, 2013, by the Board of Directors of
the Central Contra Costa Sanitary District by the following vote:
AYES:
Members:
NOES:
Members:
ABSENT:
Members:
James A. Nejedly
President of the Board of Directors
Central Contra Costa Sanitary District
County of Contra Costa, State of California
COUNTERSIGNED:
Elaine R. Boehme, CIVIC
Secretary of the District
Central Contra Costa Sanitary District
County of Contra Costa, State of California
Approved as to form:
Kenton L. Alm, Esq.
Counsel for the District
C�
CENTRAL CONTRA COSTA SANITARY DISTRICT
Summary of Capital Improvement Budget/Plan Financial Process
August 22, 2013
Introduction
Each year, the District updates the Capital Improvement Budget (CIB) and Capital
Improvement Plan (CIP). The CIB covers capital improvement projects and
expenditures anticipated for the following fiscal year. The CIP includes the CIB year
and nine additional future years, for a total of ten years. The CIP is sometimes referred
to as the Ten Year Capital Plan. The capital program is divided into four programs
(Treatment Plant, Collection System, General Improvements, and Recycled Water),
each of which is further divided into several sub - programs. Each project is assigned to
a sub - program within one of the four programs.
The Board adopts the CIB /CIP before the new fiscal year starts, and in so doing,
authorizes not expenditures, but a total authorization for each of the four capital
programs. The program authorization is the total of the anticipated allocations for
projects in the program for the fiscal year. The General Manager then approves project -
specific allocations from the four program authorizations, within approval limits set by
the Board. The question of why the Board approves program authorizations rather than
project expenditures has been discussed at length. Approving program authorizations
and delegating project- specific allocation and expenditure approval to the General
Manager gives staff the flexibility to adjust the scope and expenditures of current
projects within limits set by the Board. It also gives staff the ability to respond to
conditions that arise as projects progress without going back to the Board for approval
each time.
Each project in the CIB /CIP is assigned to a Project Manager who has overall
responsibility for completion of the project and approving expenditures, within limits set
by the Board. Each program in the CIB /CIP is overseen by a senior staff member, who
has overall responsibility for planning which projects are to be included in the CIB /CIP
for the program. The Capital Projects Division Manager has overall responsibility for the
capital program.
Prepared by E. Millier and A. Antkowiak Page 1 of 8
CENTRAL CONTRA COSTA SANITARY DISTRICT
Summary of Capital Improvement Budget/Plan Financial Process
August 22, 2013
A. How Projects are Included in the CIB /CIP
Projects are identified and included in the CIB /CIP for one or more of the following
reasons:
1. The District's asset management plan calls for renovation or replacement of an
asset;
2. The project is included for planning purposes, from which individual projects will
be developed;
3. The project is determined to be necessary due to regulatory, environmental or
customer service requirements;
4. Engineering judgment or maintenance considerations call for renovation or
replacement;
5. Purchase of vehicles, computers and other equipment;
6. A necessary asset has failed or is about to fail (may be a contingency project and
therefore not in the CIB);
7. The project is a mechanism for capitalization of expenditures such as planning
studies, the purchase of easements, etc.
B. Capital Budget/Plan Preparation
The first preliminary- estimate of capital expenditures for the next fiscal year is typically
done in November. Individual project expenditure estimates are updated, and the list of
projects is refined. The Board meets in December for a high -level overview of
estimated capital program expenditures.
Total expenditure estimates for the four programs (Treatment Plant, Collection System,
General Improvements, and Recycled Water) are calculated and are used by
management to develop the District's Ten -Year Financial Projections for Rate Setting.
Various financial scenarios are developed and presented to the Board in January,
based on the capital program expenditure estimates and O &M expenditure estimates.
The rate setting process and development of the CIB /CIP are done in parallel. As the
CIB /CIP is developed, a draft is presented to the Board in March, and project scopes
and expenditure estimates are further refined. By this point, making large changes to
the four programs' expenditure estimates is problematic because those numbers have
been used to develop rate scenarios.
Because of the long lead time needed to meet Proposition 218 requirements for sewer
service charge rate setting, capital project expenditure estimates for the following fiscal
year must be set fairly early in the process, even as multi -year projects are moving
Prepared by E. Millier and A. Antkowiak Page 2 of 8
CENTRAL CONTRA COSTA SANITARY DISTRICT
Summary of Capital Improvement Budget/Plan Financial Process
August 22, 2013
forward, existing projects are undergoing changes, and new projects are under
development.
The Board holds a workshop in April to review the draft CIB /CIP. Changes are
incorporated, and the final CIB /CIP is adopted by the Board in June. The attached
Budget Schedule lays out the detailed development and approval process for the
CIB /CIP as well as the Staffing Plan, O &M budget/SSC rate setting, and other fees.
C. Initial and Supplemental Authorizations
Initial authorization: Each year, the Board adopts the CIB /CIP, thereby approving the
Total Proposed Authorization for each of the four capital programs. The Total Proposed
Authorization includes the estimated carryover (allocated but unspent) amounts plus the
estimated new allocation total for each program. The new allocation total is the sum of
allocations planned for all projects in the program for the fiscal year.
The estimated new program allocation total is the initial authorization to each program
from the Sewer Construction Fund and becomes the beginning balance of funds
available to be allocated in the new fiscal year. This amount is divided between two
accounts for each program: Unallocated (95% of the approved new allocation amount)
and Program Contingency (5% of the approved new allocation amount.) See the
attached example of the Capital Improvement Budget Summary for Fiscal Year 2012-
13, which shows the total of estimated allocations by program—,and the division of the
amounts into Unallocated and Program Contingency beginning balances.
Individual projects allocate money from the program balance on Capital Improvement
Budget Allocation Requests, or CIBAs (example attached). As projects allocate money
from the program, the amounts are deducted from either the Unallocated or Program
Contingency beginning balance. If the project is in the CIB, it allocates from the
Unallocated account. If the project was not in the CIB, it allocates from the Program
Contingency account.
Program balances are monitored by staff in Engineering as allocations occur. See the
attached CIBA Log example. As allocations are later entered into the Sungard system
by Accounting staff, the available balance in the system is reflected on an Account
Activity Listing (example attached). The CIBA Log is reconciled with the Sungard report
several times during the year to make sure all allocations are accounted for. The CIBA
Log acts as an early warning of a low program balance so that appropriate steps can be
taken, i.e., halt allocations or request a supplemental authorization.
Prepared by E. Millier and A. Antkowiak Page 3 of 8
CENTRAL CONTRA COSTA SANITARY DISTRICT
Summary of Capital Improvement Budget/Plan Financial Process
August 22, 2013
Because of project changes and delays, there is usually a difference between the
amounts planned to be allocated and what is actually allocated during the fiscal year,
but the program cannot be allocated down to below a zero balance. Any remaining
balance in the Unallocated account is returned to the Sewer Construction Fund at the
end of the fiscal year.
Supplemental authorization: The estimated allocation for each project is determined
well before the allocation will actually happen. Occasionally, a project that did not plan
to allocate money in the fiscal year has to allocate. Perhaps the project is ahead of
schedule, or it might have spent more money than anticipated due to a change in scope
or costs. When this happens, staff might ask the Board for a supplemental
authorization to the program. The supplemental authorization is needed when projects
need to move forward and must allocate funds so that work can continue, but the
balance in the program fund is depleted. The alternative to approving a supplemental
authorization is to slow down or halt work on the project. An example of supplemental
authorization language is attached.
The supplemental authorization language is usually included in the contract award
position paper. If the Board approves a supplemental authorization, the amount is
added to the remaining balance in the program's Unallocated account.
On rare occasions, a program balance might approach zero as a result of multiple
projects moving ahead of schedule, changed timing of allocations, added scope and
cost, or other need for an unanticipated allocation, and staff might prepare a position
paper for a supplemental authorization that is not tied to a particular project's contract
approval.
D. Allocation Carryover (adjustment in September to reflect actual carryover
amount)
At the adoption of the CIB /CIP (usually in June or July) the Board approves the Total
Proposed Authorization for each of the four programs, which includes an estimate of
carryover (allocated but unspent funds.) The actual amount of carryover is not known
until the fiscal year closes out. When the actual carryover is known, staff goes back to
the Board with a report of the actual carryover and a position paper requesting approval
of the revised Table 1 from the CIB /CIP. This position paper is usually included in an
agenda for a Board meeting in September. A copy of the FY 2011 -12 revised carryover
position paper is attached.
Prepared by E. Millier and A. Antkowiak Page 4 of 8
CENTRAL CONTRA COSTA SANITARY DISTRICT
Summary of Capital Improvement Budget/Plan Financial Process
August 22, 2013
E. Expenditures
The Expenditure Estimates shown in the CIB /CIP are preliminary estimates. Because
the planning and design phases of projects typically have not been completed, and bids
have not been obtained, the cost estimates are preliminary. These estimates do not
include project contingency. The contingency is excluded to reduce over - inflating and
under - spending program budgets (the contingency may or may not be needed or used).
As project designs are completed, a final construction cost estimate and total project
cost is prepared. Depending on project criticality and the status of remaining program
allocations and expenditures available, the project may proceed and /or be delayed to
the following fiscal year. See item H: Project Budget Overrun.
F. Program Contingency and Project Contingency
The Program Contingency is 5% of the total of new planned allocations for each
program, which is approved by the Board when the CIB /CIP is adopted. The 5% is set
aside in a separate account and is used solely for allocations for projects that are not in
the CIB. The 95% is used for allocations for projects in the CIB. The General Manager
has authority from the Board to approve allocations of contingency funds up to
$100,000 per project. Each of the four programs has a contingency beginning balance,
and these amounts are generally not spent in their entirety. Any amount not allocated
by the close of the fiscal year is returned to the Sewer Construction Fund.
Project contingencies are not included in estimated expenditures in the CIB in order to
avoid over - estimating and under - spending. The Board has given the General Manager
the authority to allocate up to 15% over the final project budget (as authorized in the
contract award position paper). However, this is limited by the remaining balance in the
applicable program account. The General Manager cannot approve allocations for
more than the remaining balance in the program account. If allocations in excess of the
allocation total in the CIB are needed, staff has to return to the Board to ask for a
supplemental authorization.
Prepared by E. Millier and A. Antkowiak Page 5 of 8
CENTRAL CONTRA COSTA SANITARY DISTRICT
Summary of Capital Improvement Budget/Plan Financial Process
August 22, 2013
G. New Projects Not in the CIB
New projects are occasionally created during the fiscal year that were not included in
the CIB because they were not anticipated, or they have arisen suddenly in response to
an emergency or other unanticipated factor. These projects can allocate up to
$100,000 out of the Program Contingency balance. To allocate more than $100,000 or
to allocate an amount less than $100,000 but exceeding the available contingency
balance for a project not in the CIB, staff has to ask the Board to approve a
supplemental authorization to the Program Contingency balance. It is fairly unusual for
unanticipated projects to be created during the fiscal year, but it does happen.
More frequently, a project that is planned to begin in the following year moves forward.
For example, a project included in the FY 2013 -14 CIB might be ready to start in
February, 2013. With the approval of the General Manager, and if funds remain in the
Program Contingency account, that project can allocate money and can start spending
before July 1, 2013. The maximum amount that can be allocated from the Program
Contingency balance by a project is $100,000. If a project not in the CIB has to allocate
more than that, Board approval is required.
H. Project Budget Overrun
Preliminary project budgets are typically set at the end of the calendar year when
projects are identified for inclusion in the next-fiscal year's CIB. Project cost -estimates
exclude the project contingency. At that time, project scope and expenditure estimates
are very preliminary. As designs advance, the project scope of work and cost estimates
become more precise. At the 100% design phase, the project engineer prepares a final
Engineer's Estimate and total project cost. The project is put out to bid, and once the
winning bid is selected, the project budget is refined to reflect actual construction bid
costs. Because of the substantial project development that typically takes place after
the CIB /CIP numbers are determined, the final project budget may differ significantly
from the numbers in the CIB /CIP.
Before a project is advertised for bid, staff reviews the remaining available program
balance and expenditures and proceeds with one of the following options:
1. Budget and allocations are adequate for bid and award — project may proceed to
bid phase.
2. Project budget exceeds remaining program balance:
a. Request supplemental authorization from the Board and proceed to bid
phase
Prepared by E. Millier and A. Antkowiak Page 6 of 8
CENTRAL CONTRA COSTA SANITARY DISTRICT
Summary of Capital Improvement Budget/Plan Financial Process
August 22, 2013
b. Slowdown and /or delay the project to the following fiscal year (non - critical
projects)
After the bid opening, staff evaluates the bids, checks the apparent low bid against the
available program balance and makes a recommendation to the Board for award or
rejection of the bids. The award position paper includes the current and needed
allocation to complete the project and shows the estimated expenditures including a
construction contingency. See item F, Program Contingency and Project Contingency.
I. Project Close -Outs
At the end of the fiscal year, all closing projects (projects whose work is completed and
that do not appear in the following year's CIB) are closed out and are included in a
report to the Board. The report includes a brief description of the work completed under
the project, the total allocated by the project, the total expenditures, and the amount of
allocated but unspent funds being returned to the program or the expenditures in
excess of the total allocation that are required in order to pay for the work done.
Closing projects either return money to the program or they allocate small additional
amounts from the program. Because these close -out allocations are prepared before
the fiscal year actually ends, the actual total expenditure is not known and the final
underrun or overrun amount is adjusted in the Accounting department when final project
expenditures are known. In general, closing projects return money to the program. Any
remaining program balance that is not allocated by the close of the fiscal year is
returned to the Sewer Construction Fund and is not carried over to the new fiscal year.
Board members frequently request presentations on completed projects, and these
presentations are scheduled soon after the close of the fiscal year. The FY 2012 -13
Closeout of Capital Improvement Projects report is attached.
Prepared by E. Millier and A. Antkowiak Page 7 of 8
CENTRAL CONTRA COSTA SANITARY DISTRICT
Summary of Capital Improvement Budget/Plan Financial Process
August 22, 2013
J. Board Approval and Staff Approval Authority:
Board approval is required at the following points in the capital program financial
system:
• Sewer Service Charge Rate (a portion of which is designated to the Sewer
Construction Fund)
• Capacity Fees (all revenue goes to the Sewer Construction Fund)
• Capital Improvement Budget and Annual Authorization (total of estimated
allocations) from the Sewer Construction Fund to the four programs
• Re- authorization of amount allocated but unspent in prior year (carryover) —
estimated at time of CIB /CIP approval and updated with actual carryover amount
in August
• Supplemental Authorizations if allocations will exceed the remaining program
balance
• Allocations greater than $100,000 or exceeding the Program Contingency
balance
• Individual project contracts — position papers include final project budgets
• Project overruns in excess of 15%
Staff-Approval:
The Board has delegated to staff the following approval authority:
• Allocations from program balances to individual projects (with a limit of $100,000
for an individual project not in the CIB from the program contingency balance)
• Project overruns up to 15
A copy of the Capital Improvement Program Authorization Limits is attached.
Prepared by E. Millier and A. Antkowiak Page 8 of 8
CENTRAL CONTRA OOSTA SANITARY DISTRICT 2013 -14 BUDGET SCHEDULE
As of 2/28/13
KEY OF SHADING: Yellow = Board Meetings; Green = 2 week early delivery of document to the Board; Blue = Committee Meetings; Orange = Prop 218 related
DATE
STAF FING PLAN
SSC RATE SETTING/C� &M, SELF -INS. AN
DEBT SERVICE BUDGETS
BUDGET (INCLUDING EQUIPMENT BUDGET)
FEES, ASSESSMENTS,
RATES & CHARGES
i s1
Capital Workshop (Committee meeting held priori
GM at special meeting - meetings to be
Dec 20
January 3
Final O &M SunGard Budget closed - no
CIB /CIP Input from Program Mgrs (until 1/25/2012)
Use Admin O/H calc update from Accounting
January 7
Mee+ with B &F Committee or ' C -yr plan
Update Capacity Fees/Developer Rates &
Board Workshop (Special Board Meeting) CIB /CIP
goals and assumptions
Charges as appropriate
Jan I i ! Equipment Budget Workpapers and Instructions
Issued (IT requests memo from IT issued)
January,„ 10 -year Plan Financial Board Workshop 1/25 - Kickoff GIB CIP Process
Review Potenba Prop 218 content with
Board f available
January 31 W orkpapers and Instructions Issued
Equip. Budget due to Accounting
Review with Engineering Division Manager
(Cap Fees. Developer Rates & Charges)
April 22
IT requests due to IT - January 31 sit
Week of Feb
(45 days
Edits Due (Both Descriptions and $ Amounts) 214- Review with GM
4
prior to 616)
_
I Prepare memo to Board
February 7
Review Potential Prop 218 content with
APRIL 30
Board if available
week of Feb
2/11 - Budget due to HR - Work papers & Instructions Issued 2/14 Department leads to discuss Equip Budget with GM, if
1
departments should cc submittals to needed
j
GM to keep him in the loop
F- ---T
i
Feb 19
2119 - Board Finance Committee Mtg
dote on contents of Prop 218 and Mid -Year Capital Review
Review Capacity Fees & Develops, Charges
February 21
Issuance - NOTICE IN ADVANCE
Feb 22
February??
Final Changes due to HR
Prop 218 notices to marling house 8
Final Equip. Budget signed sheets to Accounting
Final Memo for Board
weeks onor to Drop -Dead marling date of
4 22 that ;s 45 days BEFORE Public
CIP /CIB to Senior Staff
Hearing on 616
F ebruary 28 r Draft Budget to HR
_ i ( Committee/Management
March 1 -4 --
March i
3/4 - O &M Payroll B�t, get data due from
departments to Accounting (See separate
detailed schedule�or Budgeteers)Budgeteers)
Fall back date oli needed !e voti
Prop 218 content - notice to marling
houses on 318,12 - 6 weeks sad time
Instead of 8
March 4 - CIP /CIB comments/edits due back
Final Report to Board
Week of 3/6 - Board HR Comm. Review 3:00 3/8 - 2'"d draft CIB /CIP to senior staff and mgt -
March 4 HOB comments due back by 3/15
March 15 CIB /CIP comments due back; Final IT Plan Due In
RSC for inclusion in GIB /CIP & Equipment Budget
March 21 Set Public Hearing (Capacity Fees, and Dev.
Rates & Charges)
Week of 1" O &M reviews: department reps w/
March 25 GM and at special meeting - meetings
scheduled in Microsoft Office
March 28
April 1
Review Self- Insurance Budget and ,e�
O &M budget assumptions with Board
Finance Committee
3/28 - Distribute Admin Draft CIP /CIP and IT Budget to
Board and Concord
Review Delinquent Chargers/14D
Capacity Use & delinquen, charge on tax rolls
with Board F nance Committee
Week of Apni
Self- Insurance Budget - Board
2nd O &M reviews: department reps w/
and Adoption Requested
Presentation
i s1
GM at special meeting - meetings to be
Charges on tax roll)
April 9 j
Final O &M SunGard Budget closed - no
scheduled in Microsoft Office
new numbers from this point on
April a Board Presentation - Board Approval
Self- Insurance Budget - Board
Set Public Hearing (Set Delinquent Charges,
and Adoption Requested
Presentation
collect CAD AVAD. Cap Use, & Delinquent
Charges on tax roll)
April 9 j
Final O &M SunGard Budget closed - no
new numbers from this point on
April 11
Board Workshop (Special Board Meeting) CIB /CIP
April 12
Budget Variance Explanations due to
Accounting from D$partments -4/12
Board Approval' Public Hearing
April 18
(Cap Fees. Developer Rates & Charges)
April 22
Drop Dead date - Mail Prop 218 mailers
(45 days
to our rate payers
prior to 616)
APRIL 30
Publish New Rates (Rule: 6o days before
they become effective)
May 2
May 13
May 16
June 6
June 70 � — — - -- --
Budget Doc. including SA contribution,
given to Board at Board meeting for
5/16 workshop (2 Wks before)
and
P.P. to Set Public Hearing to set SSC
Rates & collection of SSC & Budget.
Board Finance Committee - review O &N
Budge,
Board Workshop Presentation on Budget
Board Approval and Adoption for O &M.
Self -Ins., and Debt Service Budgets Public
Hearing iSet SSC Rates) & Collect SSC
on Tax Rolls
I
Set public hearing date for CIB /CIP
Board Approval and Adoption( Public Hearing)
Board Approval, Public Hearing - Set
Delinquent Charges; collect CAD; AVAD, Cap
Use, and Delinquent Charges on tax roll
Public hearing to occur on July 25th
—
July 1 SSC Rate takes effect New Rates in Effect
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CCCSD
Capital Improvement Budget Allocation Request (CI ®A)
Project o 8233 Initial Additional x_ Closeout
Project title CSOD Facility
(25 char, or fewer) t]+ Improvements Source of funds: unallocated
x contingency
This allocation amt $83,000 Project manager Aleut Ro¢ul
Date July 18, 2013 PM's cost center 0250.470
Total project cost n)
A B? Project cost Th)s FY
(�)�� l� $355,000 ((t1)from the CIB / c7 �
t1iW0.W() (D)current plan) $30,000 $30,00
Program General Improvements ISubprwrarn F Improvements
Please enter here what the QB shows as your planned allocation for this FY $100,000
What amount have you already allocated during this FY? $0
8 -digit
ro ect S
1233
Element-
o. ect
01-00
Description
Salaries & Wages
Sum a4 or
allocations
$0
Thle allocation
$18,000
Resultinj
amount
$18,000
02-00
Benefits
$0
$40,000
$40,000
8233CC
11 -10
Materials lf<Supplias
$37,000
$5,000
$42,000
All Other Unes
$100,000 ( $0
COLUMN TOULS $137,000
( ft1 re�9asesi hero hMarra a fn uecd ror pptell) $63,000 $200,000
Remarks: (also include a few words stating what this allocation will be used for)
CSO Improvments include but not limited to. concrete work at the vehicle shop, hydro dump area, and ice machine; door port holes
and other hardware; and other.
Attachments: t°1 Monthly cashflow es_ —; e'fCIB WriEe -up X tOt Position paper.,,,-; (d)CIBA Memo_; "Cep Pro) Sum Rpt
( qu d by: (2) Rttiswed by.- (3) Recommended by: -
Pro] er (signature & date) Division Mgr (signature j date) Department Director (signature a date)
Yo be completed by CIB Coordinator
CIB eat this task 3 5-0 6V-D CIB coordinator 's
Description of work ,,, ..{.., t ..-{ Derived/ data !
(5) Reviewed By: ( Re road
r�
Director of Engineering General Manager of required) Approval Date
(7J To be completed Date Accounting notified
by Accouniing g Date closed account
form last revised July 26, 2010
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a a U 1 19
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: December 6, 2012
subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE
GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO
SUBMITTAL REQUIREMENTS WITH D. L. TALK CONSTRUCTION, INC.;
AUTHORIZE AGREEMENT AMENDMENTS WITH KPFF CONSULTING
ENGINEERS, CALPO HOM & DONG ARCHITECTS, AND XEROX CORPORATION;
AUTHORIZE AGREEMENTS WITH HARVEST TECHNICAL SERVICES, INC.,
KLEINFELDER, AND NUCP FUND I LLC FOR THE CONSTRUCTION OF THE
SEISMIC IMPROVEMENTS FOR HOB, DISTRICT PROJECT NO. 8226; AND
APPROVE A SUPPLEMENTAL AUTHORIZATION OF $1,000,000 FOR THE
GENERAL IMPROVEMENTS PROGRAM OF THE CAPITAL IMPROVEMENT
BUDGET
Submftted By. Initiating Dept/Dlv.:
Nathan Hodges, Associate Engineer Engineering I Capital Projects
REVIEWED AND RECOMMENDED FOR BOARD AC77ON:
A. �jkaA4
yyf
N. Hodges P. Seitz V A Antkowiak K Alm Ann E. Farrell,
General Manager
ISSUE: On November 20, 2012, fourteen (14) sealed bids were received and opened
for the construction of the Seismic Improvements for HOB, District Project
No. 8226. 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 requirements. Board authorization is required for the General
Manager to execute agreements beyond staffs authority. Approval by the Board of
Directors is required for a supplemental authorization to the General Improvements
Program of the Capital Improvement Budget
RECOMMENDATION: Award a construction contract; 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
(SUBMITTALS); authorize amendments to existing and new consulting agreements;
authorize the General Manager to execute agreements; and approve a supplemental
authorization of $1.000,000 for the General Improvements Program of the Capital
Improvement Budget (CIB), and find that the project is exempt from the California
Environmental Quality Act (CEQA).
FINANCIAL IMPACTS: Approximately $5,716,000, including, preliminary design,
detailed design, staff relocation, bid price, contingency, and construction management.
ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended.
K\PESUPTosition PaperstHodges16226 - Award Construction ContractR doc Page 1 of 8
POSITION PAPER
Board Meeting Date: December 6, 2012
subject: AWARD A CONSTRUCTION CONTRACTAND AUTHORIZE THE
GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO
SUBMITTAL REQUIREMENTS WITH D. L. FALK CONSTRUCTION, INC.;
AUTHORIZE AGREEMENT AMENDMENTS WITH KPFF CONSULTING
ENGINEERS, CALPO HOM & DONG ARCHITECTS, AND XEROX CORPORATION;
AUTHORIZE AGREEMENTS WITH HARVEST TECHNICAL SERVICES, INC.,
KLEINFELDER, AND NUCP FUND 1 LLC FOR THE CONSTRUCTION OF THE
SEISMIC IMPROVEMENTS FOR HOB, DISTRICT PROJECT NO. 8226; AND
APPROVE A SUPPLEMENTAL AUTHORIZATION OF $1,000,000 FOR THE
GENERAL IMPROVEMENTS PROGRAM OF THE CAPITAL IMPROVEMENT
BUDGET
BACKGROUND: California adopted updated building codes in January 2008, which
Included significant changes for seismic design parameters. A thorough analysis of
District facilities was completed to assess the expected seismic performance based on
the latest adopted design standards. Facilities analyzed include all structures on the
treatment plant, Headquarters Office Building (HOB), 4737 Imhoff Place Warehouse,
HHWCF, and the larger pumping stations.
HOB was found to have serious deficiencies based on current seismic design
standards. Due to the potential for severe damage to the building and possible injury to
the 120 staff members housed in HOB, staff proceeded with the design of seismic
improvements to HOB. After an extensive evaluation of alternatives, staff determined
that an interior retrofit of an empty HOB was the most cost - effective.
_- The-xojectronsists-of-a-seismic retrofit of_the_eAs ina rame_of_EfOB�The
resulting retrofit will not significantly reduce existing floor space. Staff will use the
opportunity of an empty building to include general improvements to HOB. These
general improvements include new carpet, painting, and installing recycled water to the
restrooms.
Staff will be relocated to existing District facilities at the Treatment Plant site in
Martinez, and a leased office building in Concord. The permit counter and a reception
area will be in the adjacent Annex building.
District staff executed a Professional Engineering Services Agreement with KPFF
Consulting Engineers (KPFF) to prepare design drawings and specifications for the
seismic retrofit. The architectural firm of Calpo Hom & Dong Architects (CHD) prepared
the plans and specifications for the general architectural improvements. The
Engineer's estimate for construction of the Seismic Improvements for HOB is
$5,700,000. This project was advertised on October 9 and 14, 2012. Fourteen (14)
sealed bids ranging from $2,807,151 to $4,585,000 were received and publicly opened
on November 20, 2012. The Engineering Department conducted a technical and
commercial review of the bids and determined that D.L Falk Construction, Inc. is the
N:TESUPTosition Papers\Hodges \8226 - Award Construction ContractR doc Page 2 of 8
POSITION PAPER
Board Meeting Date: December 6, 2012
subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE
GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO
SUBMITTAL REQUIREMENTS WITH D. L. FALK CONSTRUCTION, INC.;
AUTHORIZE AGREEMENT AMENDMENTS WITH KPFF CONSULTING
ENGINEERS, CALPO HOM & DONG ARCHITECTS, AND XEROX CORPORATION;
AUTHORIZE AGREEMENTS WITH HARVEST TECHNICAL SERVICES, INC.,
KLEINFELDER, AND NUCP FUND I LLC FOR THE CONSTRUCTION OF THE
SEISMIC IMPROVEMENTS FOR HOB, DISTRICT PROJECT NO. 8226; AND
APPROVE A SUPPLEMENTAL AUTHORIZATION OF $1,000,000 FOR THE
GENERAL IMPROVEMENTS PROGRAM OF THE CAPITAL IMPROVEMENT
BUDGET
lowest responsive bidder with a bid amount of $2,807,151. A summary of bids received
is shown in Attachment 1.
An additive bid item was included in the Bid Schedule to replace the CAT 5 network
cables with CAT 6 network cables, and upgrade the fiber optic backbone from 1
gigabyte to 10 gigabytes. Staff received several quotes during the bid process to
estimate the costs associated with updating the cables. The costs ranged from
$80,000 to $110,000. The low bidder for the project, D.L. Falk Construction, Inc., has
shown his cost to be $293,585 to remove and install these new network cables.
Therefore, staff recommends awarding the base bid without this additive bid item.
The District will administer the construction contract and will provide contract
administration, inspection, office engineering, and submittal review. Staff recommends
retaining KPFF and CHD to provide construction support for this project because these
cons ultants_perfolmeda key role-in_preparing_the- plans_and-specifications and -have a
unique understanding of the project. KPFF and CHD will review shop drawings and
submittals, provide responses to requests for information, review design changes and
change orders, attend progress meetings, as needed, and provide intermittent
construction inspection. Amendments with not -to- exceed cost ceilings have been
negotiated with each consultant: KPFF $75,000 (total agreement $485,103); CHD
$30,000 (total agreement $92,860).
The seismic retrofit work requires special inspection. Staff has negotiated an
agreement with Kleinfelder in an amount not to exceed $100,000, and an agreement
with Harvest Technical Services, Inc. to supplement District inspection staff in an
amount not to exceed $150,000.
Relocating staff out of HOB includes moving the Reprographics Service Center (RSC),
which includes Xerox staff and Xerox's equipment. Xerox will move their equipment
and provide an additional staff member to handle the increased mail and courier duties
Staff has negotiated a contract amendment in an amount not to exceed $130,000.
NVESUMPosMon PaperslHodges18226 -Award construction Contractkdoc Page 3 of 8
POSITION PAPER
Board Meeting Date: December 6, 2012
suboer AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE
GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO
SUBMITTAL REQUIREMENTS WITH D. L. FALK CONSTRUCTION, INC.;
AUTHORIZE AGREEMENT AMENDMENTS WITH KPFF CONSULTING
ENGINEERS, CALPO HOM & DONG ARCHITECTS, AND XEROX CORPORATION,
AUTHORIZE AGREEMENTS WITH HARVEST TECHNICAL SERVICES, INC.,
KLEINFELDER, AND NUCP FUND I LLC FOR THE CONSTRUCTION OF THE
SEISMIC IMPROVEMENTS FOR HOB, DISTRICT PROJECT NO, 8226; AND
APPROVE A SUPPLEMENTAL AUTHORIZATION OF $1,000,000 FOR THE
GENERAL IMPROVEMENTS PROGRAM OF THE CAPITAL IMPROVEMENT
BUDGET
Staff has negotiated a lease agreement with NUCP Fund I, LLC for additional office
space to accommodate HOB staff relocation. The lease term is for 12 months at a cost
of $29,000 /month.
The funds required to complete this project, as shown In Attachment 2, are $4,746,000.
The total cost of the Seismic Improvements for HOB is anticipated to be $5,716,000.
The current bid climate Is very favorable, as indicated by the number of bids received.
This translates to a very low construction price realized by the District that will affect the
costs for planning, design, and construction management as a percent of construction.
This project is Included in the fiscal year (FY) 2012 -2013 Capital Improvement Budget
(CIB) on pages GI -34 and G1 -35. Staff has conducted a cash -flow analysis of the
Capital Improvement Program budget, and concluded that a supplemental authorization
of $1,000,000 for the General Improvements Program will be necessary to complete
this project.
On September 20, 2012, the Board of Directors adopted a resolution finding that, in
accordance with California Public Contract Code Section 7201, the Seismic
Improvements for HOB, DP 8226, is substantially complex to justify increasing the
constructing contract retention amount from 5% to 10 %. The increased retention
amount and resolution was included in the bid documents and is incorporated into the
construction contract.
Staff has concluded that this project is exempt from the California Environmental
Quality Act (CEQA) under District CEQA Guidelines Section 15301 since it involves
minor alterations to an existing public facility involving no expansion of use. Approval
of this project will establish the Board of Directors' independent finding that this project
is exempt from CEQA.
RECOMMENDED BOARD ACTION: Staff recommends the following:
1. Award a construction contract in the amount of $2,807,151 for the construction of
the Seismic Improvements for HOB, District Project 8226, to D.L. Falk
Construction, Inc., the lowest responsive bidder.
N WESUPToshion Papers\Hodges \8226 - Award Construction ContractR doc Page 4 of 8
POSITION PAPER
Board Meeting Date: December 6, 2012
suajecc AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE
GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO
SUBMITTAL REQUIREMENTS WITH D. L. FALK CONSTRUCTION, INC.;
AUTHORIZE AGREEMENT AMENDMENTS WITH KPFF CONSULTING
ENGINEERS, CALPO HOM & DONG ARCHITECTS, AND XEROX CORPORATION;
AUTHORIZE AGREEMENTS WITH HARVEST TECHNICAL SERVICES, INC.,
KLEINFELDER, AND NUCP FUND I LLC FOR THE CONSTRUCTION OF THE
SEISMIC IMPROVEMENTS FOR HOB, DISTRICT PROJECT NO. 8226; AND
APPROVE A SUPPLEMENTAL AUTHORIZATION OF $1,000,000 FOR THE
GENERAL IMPROVEMENTS PROGRAM OF THE CAPITAL IMPROVEMENT
BUDGET
2. Authorize the General Manager to execute the Contract Documents subject to
SUBMITTAL requirements.
3. Authorize the General Manager to execute amendments to existing,agreements
with KPFF Consulting Engineers and Calpo Hom & Dong Architects not to
exceed $75,000 (total agreement $485,103) and $30,000 (total agreement
$92,860), respectively.
4. Authorize the General Manager to execute an amendment to an existing
agreement with Xerox in an additional amount not to exceed $130,000.
5. Authorize the General Manager to execute technical services agreements with
Kleinfelder and Harvest Technical Services, Inc. with amounts not to exceed
$.100.0 44�ad_M000, pectiveLy —
6. Authorize the General Manager to execute a lease agreement for additional
office space with NUCP FUND I LLC, c/o Thomas Properties, 3100 Oak Road,
Suite 140, Walnut Creek, CA 94597.
7. Approve a supplemental authorization of $1,000,000 for the General
Improvements Program of the Capital Improvement Budget.
8. Find that the project is exempt from CEQA.
NVESUPTosition PapersWodges%8226 - Award Construction ContractR.doc Page 5 of 8
Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Mewing Date: September 6, 2612
Subjeet: APPROVE A REVISED 2012 -13 CAPITAL IMPROVEMENT BUDGET
FUNDING AUTHORIZATION TABLE (TABLE 1) WITH ACTUAL RATHER THAN
ESTIMATED CARRYOVER OF UNSPENT FUNDS PREVIOUSLY ALLOCATED TO
ONGOING PROJECTS, AND REVISED TOTAL 2012 -13 AUTHORJZATIONS FOR
EACH PROGRAM
Submitted By: Initiating DeptJDlv.:
Earlene Millier, Engineering Assistant III Engineering /Environmental Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
v44 on %1
E Muller T. Brightbill J. Miyarribtowifla Ann E. Farrell
General Manager
ISSUE: Board approval of the revised 2012 -13 Capital Improvement Budget (CIB)
funding authorization table (Table 1) will result in an accurate presentation of the actual
authorized funding level for the current budget year.
RECOMMENDATION: Approve a revised 2012 -13 CIB funding authorization (Revised
Table 1), and total 2012 -13 revised authorizations for each program.
FINANCIAL IMPACTS: Planned expenditures have not changed.
ALTERNATIVESICONSIDERATIONS._ The- Board zould -�kect staff-to- modify-the..CIB
by canceling and closing some ongoing projects to reduce the carryover of previously
allocated funds, or defer some planned 2012 -13 allocations to reduce "Allocations This
Fiscal Year° and thus keep the total funding authorization level consistent with the
estimates included in the approved CIB. This alternative is not recommended.
BACKGROUND: The Board approved the CIB for inclusion in the FY 2012 -13 District
Budget and adopted -the bkjdget on June 7, 2012. Final expenditures for FY 2011 -12
were not known at that time, and therefore, Table 1 of the CIB included estimated
amounts for funds previously allocated to ongoing projects, but unspent at the end of
the fiscal year, referred to as "carryover". Now that actual 2011 -12 expenditures for
capital projects are known, Table 1 has been revised to reflect the actual carryover
amounts.
The difference in carryover between estimated and actual carryover (approximately
$4.6 million) is due primarily to changes in the timing of projects, which left allocated
funds unspent at the end of the fiscal year. Allocated but unspent amounts are carried
over to the next fiscal year. Because of the project changes and consequent higher
carryover, the Total Proposed Authorization is now $45,547,749.
POSITION PAPER
Board Meefing Date: September 6, 2012
subject APPROVE A REVISED 2012 -13 CAPITAL IMPROVEMENT BUDGET
FUNDING AUTHORIZATION TABLE (TABLE 1) WITH ACTUAL RATHER THAN
ESTIMATED CARRYOVER OF UNSPENT FUNDS PREVIOUSLY ALLOCATED TO
ONGOING PROJECTS, AND REVISED TOTAL 2012 -13 AUTHORIZATIONS FOR
EACH PROGRAM
It is appropriate for the Board to approve the revised 2012 -13 CIB Table 1 with actual,
rather than estimated carryover of allocated but unspent funds for ongoing projects, and
total 2012 -13 revised authorizations for each program.
Attachment 1 includes the Original Table 1 included in the approved CIB and the
Revised Table 1 that includes actual carryover and total program authorizations.
RECOMMENDED BOARD ACTION: Approve the revised 2012 -13 Capital
Improvement Budget funding authorization table with actual, rather than estimated,
previously allocated but unspent funds for ongoing projects, and total 2012 -13 revised
authorizations for each program.
N. IENVRSEC1Position PapersWillleA20 M-6 -1211212 Revised Table 1 - 9.6 -12 FINAL doc Page 2 of 2
ATTACHMENT 1
ORIGINAL — Table 1: Capital Improvement Budget Summary for Fiscal Year 2012 -13
(Adopted June 7, 2012)
Program
Estimated
Allocation this
FY
Estimated
Carryover from
Previous FY
Total Proposed Authorizatio
n
Estimated FY
2012 -13
Expenditures
Treatment Plant
$8,300,000
$1,944,000
$10,244,000
$7,438,000
Collection System
$8,611,000
$9,013,000
$17,624,000
$13,723,000
General Improvements
$8,520,000
$176,000
$8,606,000
$7,254,000
Recycled Water .
$4,170,000
$216,000
$4,386,000
$3,930,000
Total this FY
$29,601,000
$11,349,000
$40,,000
960
$32,343,000
REVISED — Table 1: Capital Improvement Budget Summary for Fiscal Year 2012 -13
(Revised September, 2012)
Program
Estimated
Allocation this
FY
Actual
Carryover from
Previous FY
Total Proposed
Authorization
Estimated FY
2012.13
Expenditures
Treatment Plant
$8,300,000
$0,227,535
$14,527,535
$7,436,000
Collection System
$8,611,000
$6,284,290
$14,895,290
$13,723,000
General lm rovements
$8,520,000
$2,870,572
$11,390,672
$7,254,000
Recycled Water
$4,170,000
$564,352
$4,734,352
$3,930,000
Total this FY
$29,601,000
$15,946,749
1 $45,547,749
$32,343,000
Central Contra Costa Sanitary District
August 16, 2013
TO: CAPITAL PROJECTS COMMITTEE
VIA: CURTIS W. SWANSON, PROVISIONAL GENERAL MANAGER
DANEA GEMMELL, ENVIRONMENTAL SERVICES DIV'N. MANAGER
THOMAS BRIGHTBILL, SENIOR ENGINEER
FROM: EARLENE MILLIER, ENGINEERING ASSISTANT 111
SUBJECT: CLOSEOUT OF CAPITAL IMPROVEMENT PROJECTS
Work has been completed on 22 capital improvement projects during the 2012 -13 fiscal
year.
As a result of the closeout of these projects, $1,084,854 is being returned to the
Treatment Plant, Collection System, General Improvements and Recycled Water
Programs.
Below is a summary of the allocated budgets and expenditures for the closed projects
by program. Attachment 1 lists the allocated budgets and expenditures and
"underun /(overrun) amounts for each project. Attachment 2 contains a brief summary of
the work completed under each eject
Program
Allocated Budget
Expenditures as
of June 30, 2012
Underrun = Amount
Returned to Program
Treatment Plant
$10,970,000
$10,521,123
$448,877
Collection System
$9,360,600
$9,401,161
($40,561)
General Improvements
$4,485,028
$3,791,759
$693,269
Recycled Water
$163,000
$179,731
($16,731)
Totals
$24,978,628
$23,893,774
$1,084,854
Attachment 1
Budget and Expenditure Summary - 2013 Closeouts
TREATMENT PLANT PROGRAM CLOSING PROJECTS
DISTRICT
PROJECT NO.
PROJECT TITLE
ALLOCATED
BUDGET
EXPENDITURES
AS OF 6130112
UNDERRUN
(OVERRUN)
7255
Primary Structures Demolition
1,580,000
1,537,099
42,901
7256
Alternative Energy Study
700,000
706,242
-6,242
7276
Piping Renovations, Phase 5
2,902,000
2,484,924
417,076
7288
Piping Renovations, Phase 6
2,253,000
2,267,250
- 14,250
7290
Outfall Improvements, Phase 6
1 3,535,0001
3,525,6081
9,392
Program Totals
1 $10,970,000
1$10,521,123
1 $448,877
COLLECTION SYSTEM PROGRAM CLOSING PROJECTS
DISTRICT
PROJECT NO.
PROJECT TITLE
ALLOCATED
BUDGET
EXPENDITURES
AS OF 6130112
UNDERRUN
(OVERRUN)
5965
Collection System Planning
1,250,000
1,219,494
30,506
5967
A -Line Easement Acquisition, Phase 2
1,447,000
1,356,786
90,214
5987
Cathodic Protection System Replacement
400,000
349,392
50,608
5989
South Orinda Sewer Renovations, Phase 5
2,907,000
2,904,199
2,801
5992
Walnut Creek Sewer Renovations, Phase 8
2,111,700
2,104,896
6,804
6476 �`
8urinybrook Road Contractual Assessment District
158,900
156,744
2,156
6513
St. Mary's Road Contractual Assessment District
375,000
386,660
- 11,660
8416
2012 -13 Development Sewerage
711,000
922,990
- 211,990
Program Totals
$9,360,600
$9,401,161
{$40,561)
GENERAL IMPROVEMENTS PROGRAM CLOSING PROJECTS
DISTRICT
PROJECT NO.
PROJECT TITLE
ALLOCATED
BUDGET
EXPENDITURES
AS OF 6130112
UNDERRUN
(OVERRUN)
8210
Kiewit Parcel Development
300,000
147,529
152,471
8219
HOB Improvements
795,000
781,916
13,084
8221
POD Improvements Program
497,000
150,903
346,097
8224
District Rental Property Improvements
540,500
569,496
- 28,996
8228
District Easement Acquisition
790,000
740,018
49,982
8231
Seismic Improvements - Rental Property
371,000
375,821
-4,821
8512
2011 -12 Equipment & Vehicles Acquisition
234,874
234,874
0
8513
2012 -13 Equipment & Vehicles Acquisition
956,6541
791,202
165,452
Program Totals
$4,485,028
1 $3,791,759
1 $693,269
RECYCLED WATER PROGRAM CLOSING PROJECTS
DISTRICT
PROJECT TITLE
ALLOCATED
EXPENDITURES
UNDERRUN
PROJECT NO.
BUDGET
AS OF 6130112
(OVERRUN)
7303
RW Line to Conco & Maltby Pump Stations
163,000
179,731
- 16,731
Program Totals
$163,000
$179,731
($16,731)
Attachment 2
Project Descriptions (2013 Closeouts)
TREATMENT PLANT PROGRAM
Project # Project Title
DP 7255 Primary Structures Demolition
This project increased safety around the old abandoned primary sedimentation tanks
and prepared the area for future expansion of the primary sedimentation tanks and
related facilities. This project demolished the old abandoned primary sedimentation
tanks and backfilled the area with clean fill material. It also demolished the not used
lime storage silos, building, and associated piping systems. Other obsolete and not
used facilities were also demolished and removed.
DP 7256 Alternative Energy Study
The study evaluated renewable energy sources and made recommendations for
meeting future greenhouse gas (GHG) emission reduction requirements. In addition,
the study reviewed current energy use and made recommendations for future energy
reduction projects and recommended power portfolio to meet the Treatment Plant's
energy needs, while complying with AB 32.
DP 7276 Piping Renovations, Phase 5
This project was a 5th phase of a multiple phase's treatment plant piping renovation
program. This project improved the reliability of the piping systems above and below
ground in the treatment plant. It replaced the aging aeration air supply headers and
down comers at the aeration tanks. It also replaced other plant piping showing signs of
corrosion, suc as the water supp y and drainTines on the aeration condensers and
number 3 high pressure water (3WHP) pipelines in the West Gallery.
DP 7288 Piping Renovations, Phase 6
This project was a 6th phase of a multiple phase's treatment plant piping renovation
program. It included piping renovations and replacement work not included in previous
phases of the program. As part of the project sections of the scrubber water piping,
centrate pipe at the foam suppression tank, flow meter in the discharge piping of
aeration blower #2, scrubber drain piping in the SCB plenum were replaced. Also as a
pilot test baffles were installed in one primary sedimentation tank.
DP 7290 Outfall Improvements, Phase 6
This project inspected both the land and submarine portions of the 72 -inch outfall
pipeline. Every joint was tested to a specified threshold and failed joints were repaired
by installation of mechanical seals. As part of the project a new meter vault and a new
60 -inch magnetic flow meter was installed for measurement of final effluent flow. The
submarine section of the outfall was stabilized by placing additional ballast rock around
the pipe.
COLLECTION SYSTEM PROGRAM
Project # Project Title
DP 5965 Collection System Planning
This project purpose is to identify, evaluate, and schedule short and long -term sewer
improvement projects and to provide design flow rates for major facility plans.
Collection System Planning studies provide the basis for improvements to the District's
sewer system and flow rates for facility plans. Studies focus on six major activities:
Local Capacity Studies (LCS) in response to proposed developments, LCS to identify
and define existing deficiencies in the sewer main system, land use and collection
system database management, flow rates for facility plans and for special studies to
assure District sewer renovation plans and priorities are consistent with capacity,
routing, and acceptable service level guidelines, and Pumping Stations Master Plan
DP 5967 A -Line Easement Acquisition, Phase 2
The project purpose was to complete the amended grants of easements for the
Southern Pacific Railroad corridor purchased form the County in 1985, and to secure
property rights for existing and future segments of the A -Line Relief Interceptor, Walnut
Creek Bypass, existing A -Line and Main Trunk No. 1, and the San Ramon Valley Trunk
Sewer. A majority of the proposed easement alignment is within the lronhorse Trail,
formerly known as the Southern Pacific Railroad corridor, and the Walnut Creek
channel.
DP 5987 Cathodic Protection System Replacement
This project included performing a District -wide cathodic protection survey of all
underground facilities, including the pumping stations and buried metallic piping and
replacing emoting_ amt_faci-lities_ and installing new-syste ns ►Mere required. As part of
this project, a master plan was updated with recommendations for required
maintenance, replacement and /or addition of new cathodic protection for facilities
requiring such protection. The master plan includes cathodic protection implementation
and monitoring recommendations.
DP 5989 South Orinda Sewer Renovations, Phase 5
This project is a fifth phase of multiple phases to renovate sewer pipelines as part of the
ongoing Collection System Renovation Program. The project installed approximately
11,000 linear feet of 6 -inch and 8 -inch sewer lines within public right of way and in
easements. Construction methods used were horizontal directional drilling, pipeburst,
and open cut. Included in this project was the easement site along Camino Encinas,
which was removed from the Hall Drive project in 2011 due to right of way issues.
DP 5992 Walnut Creek Sewer Renovations, Phase 8
This project is eight phase of multiple phases to renovate sewer pipelines as part of the
ongoing Collection System Renovation Program. The project installed approximately
10,000 linear feet of 6 -inch through 12 -inch sewer lines within public right of way and
easements in Contra Costa County in the City of Walnut Creek. Construction methods
used were pipebursting and open cut. In addition, there was one site located in the
Town of Clyde that installed four access structures along the force main. These
structures allow the force main to be cleaned and CCTV inspected as necessary.
DP 6476 Sunnybrook Road Contractual Assessment District
Sunnybrook Road CAD 2010 -1 designed and constructed approximately 610 linear feet
of sanitary sewer pipeline, together with appurtenant work and facilities along
Sunnybrook Road in Alamo. The project serves 16 residential properties.
DP 6513 St. Mary's Road Contractual Assessment District
St. Mary's Road CAD 2011 -1 designed and constructed approximately 1,557 linear feet
of sanitary sewer pipeline, together with appurtenant work and facilities along a portion
of St. Mary's Road in Lafayette. The project serves 11 residential properties, one
undeveloped residential property, and a City of Lafayette property containing ball fields
and community meeting room.
DP 8416 2012 -13 Development Sewerage
Work done by District staff to ensure that contributed sewers meet the District's
Standard Specifications for Design and Construction is funded from the Sewer
Construction Fund, since it results directly in District capital assets (completed main
sewers, easements and permanent records.) This project provided a means to
capitalize District labor and other expenses for planning, design, and construction of
developer installed and contributed main sewer facilities during the 2012 -13 fiscal year.
GENERAL IMPROVEMENTS PROGRAM
Project # Project Title
DP 8210 Kiewit Parcel Development
District used the Kiewit property as a source of revenue by leasing it as a clean fill site.
County Quarry was contracted to oversee the leasing agreement and operate the clean
fill site. This project brought clean fill to the Kiewit parcel and raised the elevation
approximately five feet.
DP 8219 HOB Improvements
This project included limited renovation of the interior and exterior of the Headquarters
Office Building (HOB). It included conditioning the exterior, some renovation of interior
wall finishes and ceiling, replacing some flooring and carpeting, upgrading electrical and
lighting systems, reconfiguring offices and workstations. This project included funds to
design improvements needed to bring the building's interior and exterior into compliance
with the Americans with Disabilities Act (ADA) requirements.
DP 8221 POD Improvements Program
This project made various improvements to the interior and exterior of the Plant
Operations Department (POD) Administration offices. This was a multi -year project
that provided an allowance to renovate and upgrade the interior and exterior of the POD
Administration offices and the Emergency Operations Center (EOC) located in the Multi -
Purpose Room. It included limited renovation and /or reconfiguration of offices and
workstation spaces to match employee needs and duties, replaced outdated and /or
worn out furniture, and incorporated new office technologies.
DP8224 District Rental Property Improvements
The purpose of this project was to protect and enhance the District's rental properties,
surrounding parking lots and grounds through additions, improvements, betterments,
replacements, and extraordinary repairs. This was a multi -year project and the
improvements were typically triggered by equipment or building failure, or a need to
improve the property.
DP 8228 District Easement Acquisition
As capital projects are designed, sanitary sewer easements may have to be acquired
through budgets for those specific projects. This project provided funds for the
acquisition of easements for projects where specific funds were not identified in the
Capital Improvement Budget.
DP 8231 Seismic Improvements — Rental Properties
This project improved the seismic performance of the District's rental property buildings.
The 4737 warehouse building was seismically retrofitted to provide basic life safety for
building occupants. Work included limited structural modifications to the building.
DP 8512 2011 -12 Equipment and Vehicles Acquisition
This project provided funding for safe and cost - effective vehicles and equipment for FY
2011 -12. The project did not close at the end of FY 2011 -12 because of the late
delivery of one of the purchased vehicles.
DP 8513 2012 -13 Equipment and Vehicles Acquisition
This project provided funding for safe and cost - effective vehicles and equipment for FY
2012 -13.
RECYCLED WATER PROGRAM
Proiect # Proiect Title
DP 7303 Recycled Water Line to Conco & Maltby Pump Stations
This project repaired failed portions of the recycled water line that feeds Conco and
Maltby Pumping Station and installed flow meter to monitor for future leaks.