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Home My WebLink About13. Receive and accept updated project schedule and budget for the CoCo San Sustainable FarmPage 1 of 12 Item 13. ' CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER MEETING DATE: NOVEMBER 16, 2017 SUBJECT: RECEIVE AND ACCEPT UPDATED PROJECT SCHEDULE AND BUDGET FOR THE COCO SAN SUSTAINABLE FARM AND REQUEST QUARTERLY COMMITTEE UPDATES. REVIEWED BY REAL ESTATE, ENVIRONMENTAL & PLANNING (REEP) COMMITTEE. [CONTINUED FROM AUGUST 17, 2017 BOARD MEETING] SUBMITTED BY: DANEA GEMMELL, PLANNING AND DEVELOPMENT SERVICES DIVISION MANAGER REVIEWED BY: Roger S. Bailey General Manager INITIATING DEPARTMENT: ENG -PDS -DIVISION MANAGER JEAN -MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES ISSUE For the past three years, staff has been working with AgLantis to implement the CoCo San Sustainable Farm on the 14.8 acres portion of the Kiewit property (APN 159-140-051). This project has encountered numerous hurdles in obtaining a land use permit and has not progressed as initially envisioned. BACKGROUND At the July 20, 2017 Board meeting, Danea Gemmell, Planning and Development Services Division Manager, and Bethallyn Black, AgLantis Board Member, presented an update on the CoCo San Sustainable Farm which included milestone tasks for calendar years 2017 and 2018. During the presentation, Board Members expressed concern at the lack of progress and a desire to have the project administered as a typical District project with the budget identified, milestones, and a schedule for November 16, 2017 Regular Board Meeting Agenda Packet - Page 85 of 115 Page 2 of 12 adherence. A suggestion was made to have quarterly updates on the progress on the farm. Per the lease terms, AgLantis is responsible for operations and capital costs related to the farm. A budget was presented in the 2016 Annual Report for 2017 farm expenditures. All District operations costs to support the farm effort and provide maintenance to the Kiewit property are tracked with a specific operations account (OM080); 2016 costs totaled $11,647. The updated schedule (aka milestones) and budget presented in Attachments 1 and 2, respectively, have been provided by AgLantis. ALTERNATIVES/CONSIDERATIONS FINANCIAL IMPACTS None by this action. COMMITTEE RECOMMENDATION This matter was reviewed by the REEP Board Committee on October 23, 2017. RECOMMENDED BOARD ACTION Receive and accept updated project schedule and budget for the CoCo San Sustainable Farm from those presented at the July 20 and August 17, 2017 Board meetings; and request quarterly updates to the REEP Committee. Strategic Plan Tie -In GOAL SIX: Embrace Technology, Innovation and Environmental Sustainability Strategy 1 - Augment the Region's Water Supply ATTACHMENTS: 1. Farm Schedule 2. Farm Budget Estimate 3. Farm Revenue & I n -Kind Estimate November 16, 2017 Regular Board Meeting Agenda Packet - Page 86 of 115 Page 1 November 16, 2017 Regular Board Meeting Agenda Packet - Page 87 of 115 CoCo San Sustainable Farm - 5 -Year Estimated Schedule July 203.7 to July 2022 Current Period: 1 Plan Duration Actual Start %Complete PERIODS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 ACTIVITY PLAN PLAN ACTUAL ACTUAL Jul/ Nov/ Feb/ Aug/ Jan/ Jul/ Oct/ Jan/ Jul/ Oct/ lan/ 1. Oct/ START DURATION START DURATION PERCENT Oct Jan Apr May/ Dec Hoar Apr/i sept Dec Mar Apr/i sept Dec near Apr/� sept Dec Jan/M MILESTONE DATE PERIOD (Mos) PERIOD (Mos) COMPLETE v 18 18 Jul 18 18 19 un 19 19 19 20 un 20 20 20 21 un 21 21 21 ar 22 1 Fundraising & In -Kind Donations (Continuous) December 31, 2022 1 60 1 1 60 500 2 Community Education (Continuous) December 31, 2022 1 60 1 60 20% 3 Mulch Spreading (yearly) January 31, 2018 1 3 1 3 70% Recycled Water Points of Connection (include 4 August Fire comments) May 1, 2019 4 12 0% Irrigation Plan Resubmittal (comments 5 addressed) June 1, 2018 4 6 1 33% 6 Title 22 Permit June 1, 2018 4 6 0% 7 COA#1 Updated Site Plan October 31, 2017 1 4 1 2 10000 8 COA#3 Compliance Application July 31, 2017 1 1 1 1 100% 9 COA#4 Compliance Report Submittal October 1, 2020 3 30 1 50% 10 COA#15 RPZ Fencing Installation July 31, 2017 1 1 1 1 100% 11 COA#16 Trash Enclosure Screening October 1, 2020 11 3 0% 12 COA#17 Absorbent Materials Onsite (Every 3 years) March 31, 2017 1 1 1 1 100% 13 COA#21 Submit elevations of temp office 30 days prior to submittal of building permit N/A 0% 14 COA#23 30 -ft height limit; Submit elevations of all buildings 30 days prior to building permit October 1, 2018 5 2 0% Page 1 November 16, 2017 Regular Board Meeting Agenda Packet - Page 87 of 115 �CoCo San Sustainable Farm - 5 -Year Estimated Schedule July 203.7 to July 2022 Current Period: 1 1 Plan Duration IMActual Start =% Complete ACTIVITY 15 COA#24 Submit elevations 30 days prior to submittal of all building permits 16 COA#25 Submit permanent sign program 30 days prior to submittal of building permit for signs 17 COA#31 Install temporary signs with BAAQMD rules 18 COA#32 Burrowing Owl Study 30 days before construction 19 COA#34 Submit updated geotech report (Danea Letter) 20 COA#35(a) Submit building plans & elevations to ALUC 21 COA#35(c) Submit annual report to ALUC by April 1 MILESTONE DATE October 1, 2018 N/A July 31, 2017 October 1, 2018 April 1, 2018 October 1, 2018 April 1, 2018 PLAN START PERIOD PLAN DURATION (Mos) ACTUAL START PERIOD ACTUAL DURATION (Mos) PERCENT COMPLETE 12 Jul/ Nov/ Oct Jan 17 18 5 2 COA#40 Install signs w/ noise control requirements July 31, 2017 0%- 1 1 1 100% 25 0% 1 1 1 1 100% 100% 26 1 60 1 60% 2 6 drainage plans compliant with NPDES & C.3 February 1, 2018 80% 9 1 100% 0% 3 1 0% 22 COA#35(e) Install signage at Safety Zone 2/4 July 31, 2017 1 1 1 1 100% 24 23 COA#39 Submit indemnity agreement with County July 31, 2017 1 1 1 1 100% 24 COA#40 Install signs w/ noise control requirements July 31, 2017 1 1 1 1 100% 25 COA#46 Public Works - Submit improvement plans February 1, 2018 2 6 2 100% 26 COA#55/56/60/61 Public Works - Submit grading & drainage plans compliant with NPDES & C.3 February 1, 2018 2 6 2 100% 27 COA#59 Flood Control- Submit grading & drainage plans, if impacts FC ROW N/A 0% 28 Adv. Note (F) Submit building Plans to Fire February 1, 2018 2 6 80% Page 2 November 16, 2017 Regular Board Meeting Agenda Packet - Page 88 of 115 3 Feb/ Apr 18 4 May/ Jul IS 5 Aug/ Dec 18 6 Jan/ Mar 19 7 Apr/J un 19 8 Jul/ Sept 19 9 Oct/ Dec 19 10 Jan/ Mar 20 11 Apr/J un 20 12 Jul/ Sept 20 13 Oct/ Dec 20 14 Jan/ Mar 21 15 Apr/J un 21 16 Jul/ Sept 21 17 Oct/ Dec 21 18 Jan/N ar 22 Page 3 November 16, 2017 Regular Board Meeting Agenda Packet - Page 89 of 115 CoCo San Sustainable Farm - 5 -Year Estimated Schedule July 203.7 to July 2022 Current Period: 1 Plan Duration Actu;IStaComplete PERIODS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 ACTIVITY PLAN PLAN ACTUAL ACTUAL Jul/ Nov/ Feb/ Aug/ Jan/ Jul/ Oct/ Jan/ Jul/ Oct/ Jan/ Jul/ Oct/ START DURATION START DURATION PERCENT Oct Jan Apr May/ Dec near Apr/i sept Dec near Apr/i sept Dec near Apr/J sept Dec Jan/M MILESTONE DATE PERIOD (Mos) PERIOD (Mos) COMPLETE v 18 18 Jul 181 is 1 19 Jun 19 19 19 20 un 201 20 20 21 un 21 21 21 ar 22 29 Fire Dept- Added Site Improvement Plans per August letter: Fire Hydrants, etc May 1, 2018 4 6 20% 30 Fire Dept -Review March 1, 2018 2 6 75% 31 Fire Dept -Construct added Improvements per August letter October 1, 2018 5 6 0% 32 Construct Access Road July 1, 2018 4 3 0% 33 Electrical trenching (Construction service) October 1, 2018 5 3 0% 34 Construct Greenhouse Pad October 1, 2018 5 3 0% 35 Submit PG&E Application for temp power October 1, 2018 5 3 0% 36 Contra Costa County Building Review/Permit October 1, 2018 5 3 10% 37 Construct Greenhouse December 31, 2019 5 18 0% 38 COA#26 Submit as -built photos 30 days after construction of all buildings January 31, 2021 14 3 0% 39 Install irrigation for demonstration vegetables N/A 0% 40 Plant demonstration vegetables December 31, 2017 2 6 0% 41 Plant a crop (such as green manure) on 5 acres December 31, 2017 2 3 2 25% 42 Updated Business/Strategic Plan April 1, 2018 3 1 3 1 0% Page 3 November 16, 2017 Regular Board Meeting Agenda Packet - Page 89 of 115 Page 4 November 16, 2017 Regular Board Meeting Agenda Packet - Page 90 of 115 CoCo San Sustainable Farm - 5 -Year Estimated Schedule July 203.7 to July 2022 Current Period: 1 Plan Duration Actu;IStaComplete PERIODS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 ACTIVITY PLAN PLAN ACTUAL ACTUAL Jul/ Nov/ Feb/ Aug/ Jan/ Jul/ Oct/ Jan/ Jul/ Oct/ Jan/ Jul/ Oct/ START DURATION START DURATION PERCENT Oct Jan Apr May/ Dec near Apr/i sept Dec near Apr/i sept Dec near Apr/J sept Dec Jan/M MILESTONE DATE PERIOD (Mos) PERIOD (Mos) COMPLETE v 18 18 Jul 181 18 1 19 Jun 19 19 19 20 un 201 20 20 21 un 21 21 21 ar 22 43 Plant a crop (such as green manure) on 5 acres December 31, 2018 2 6 0% Amount of Produce Provided to Food 44 Bank/Schools December 31, 2018 4 6 0% 45 Fence above ground improvements December 31, 2018 5 3 0% 46 Plant a crop (such as green manure) on 5 acres December 31, 2019 6 12 0% Amount of Produce Provided to Food 47 Bank/Schools December 31, 2019 6 12 0% 48 Develop a Teaching Plan Curriculum December 31, 2019 9 3 80% 49 Increase volunteers 15% from last year December 31, 2019 6 12 0% 50 Fence food crops and improvements December 31, 2020 13 3 0% 51 Teaching facility will be greenhouse December 31, 2019 5 18 0% Page 4 November 16, 2017 Regular Board Meeting Agenda Packet - Page 90 of 115 CoCo San Sustainable Farm: 3 -Year Budget Cost Estimate (203.7-203.9) Page 1 November 16, 2017 Regular Board Meeting Agenda Packet - Page 91 of 115 ACTIVITY CASH BUDGET IN-KIND BUDGET Total Estimated Budget 1 Fundraising & In -Kind Donations ($15,500 Yearly) $ 1,500.00 $ 45,000.00 $ 46,500.00 2 Community Education ($3000 Yearly) $ 9,000.00 $30,000 $ 39,000.00 3 Mulch, Delivery, Spreading $ - $ 1,000,000.00 $ 1,000,000.00 4 Recycled Water Points of Connection (include August Fire Comments) $ - $ - $ - 5 Irrigation Plan Resubmittal (comments addressed) $ - $ 5,000.00 $ 5,000.00 6 Title 22 Permit<http://www.dtsc.ca.gov/LawsRegsPolicies/Title22/> $ - $ 3,000.00 $ 3,000.00 7 COA#1 Updated Site Plan $ - $ 10,000.00 $ 10,000.00 8 COA#3 Compliance Application $ - $ - $ - 9 COA#4 Compliance Report Submittal $ 1,000.00 $ 10,000.00 $ 11,000.00 10 COA#15 RPZ Fencing Installation $ 13,000.00 $ 1,000.00 $ 14,000.00 11 COA#16 Trash Enclosure Screening $ 300.00 $ 2,000.00 $ 2,300.00 12 COA#17 Absorbent Materials Onsite (Biyearly) $ - $ 10,000.00 $ 10,000.00 13 COA#21 Submit elevations of temp office 30 days prior to submittal of building permit $ - $ 500.00 $ 500.00 14 COA#23 30 -ft height limit; Submit elevations of all buildings 30 days prior to building permit $ 3,000.00 $ 500.00 $ 3,500.00 15 COA#24 Submit elevations 30 days prior to submittal of all building permits $ 30.00 $ 500.00 $ 530.00 16 COA#25 Submit permanent sign program 30 days prior to submittal of building permit for signs $ 375.00 $ 1,000.00 $ 1,375.00 17 COA#31 Install temporary signs with BAAQMD rules $ 150.00 $ 1,000.00 $ 1,150.00 18 COA#32 Burrowing Owl Study 30 days before construction $ - $ 500.00 $ 500.00 19 COA#34 Submit updated geotechnical report $ - $ - $ - 20 COA#35(a) Submit building plans & elevations to ALUC $ - $ 500.00 $ 500.00 21 COA#35(c) Submit annual report to ALUC by April 1 $ - $ 1,000.00 $ 1,000.00 22 COA#35(e) Install signage at Safety Zone 2/4 $ 100.00 $ 200.00 $ 300.00 23 COA#39 Submit indemnity agreement with County $ - $ 100.00 $ 100.00 24 COA#40 Install signs w/ noise control requirements $ 100.00 $ 1,000.00 $ 1,100.00 25 COA#46 Public Works - Submit improvement plans $ 1,000.00 $ 10,000.00 $ 11,000.00 26 COA#55/56/60/61 Public Works - Submit grading & drainage plans compliant with NPDES & C.3 $ 1,000.00 $ 20,000.00 $ 21,000.00 27 JCOA#59 Flood Control- Submit grading & drainage plans, if impacts FC ROW $ - $ - I $ - Page 1 November 16, 2017 Regular Board Meeting Agenda Packet - Page 91 of 115 CoCo San Sustainable Farm: 3 -Year Budget Cost Estimate (203.7-203.9) Page 2 November 16, 2017 Regular Board Meeting Agenda Packet - Page 92 of 115 ACTIVITY CASH BUDGET IN-KIND BUDGET Total Estimated Budget 28 Adv. Note (F) Submit building Plans to Fire $ - $ 5,000.00 $ 5,000.00 29 Fire Dept- Added Site Improvement Plans per August letter: Fire Hydrants, etc $ - $ 5,000.00 $ 5,000.00 30 Fire Dept -Review $ 500.00 $ - $ 500.00 31 Fire Dept -Construct added Improvements per August letter $ - $ 5,000.00 $ 5,000.00 32 Construct Access Road $ - $ 70,000.00 $ 70,000.00 33 Electrical Plan and Installation (starting with construction service) $ 3,000.00 $ 5,000.00 $ 8,000.00 34 Construct Greenhouse Pad $ - $ 20,000.00 $ 20,000.00 35 Greenhouse electrical design & installation $ 3,000.00 $ 5,000.00 $ 8,000.00 36 Submit PG&E Application for temp power $ 500.00 $ 2,000.00 $ 2,500.00 37 Electrical Construction Service Permit $ 250.00 $ 250.00 $ 500.00 38 Contra Costa County Building Review/Permit $ 3,000.00 $ 5,000.00 $ 8,000.00 39 Construct Greenhouse $ 60,000.00 $ 25,000.00 $ 85,000.00 40 COA#26 Submit as -built photos 30 days after construction of all buildings $ 50.00 $ 300.00 $ 350.00 41 Install irrigation for demonstration vegetables $ 1,000.00 $ 3,000.00 $ 4,000.00 42 Plant demonstration vegetables $ 1,000.00 $ 4,000.00 $ 5,000.00 Total $ 102,855.00 $ 1,307,350.00 $ 1,410,205.00 Page 2 November 16, 2017 Regular Board Meeting Agenda Packet - Page 92 of 115 COMMENTS ANNUAL REPORT CASH ANNUAL REPORT IN-KIND Costs; Volunteer Time Costs; Volunteer Time Mulch, Delivery, Equipment, Labor 2-3 Hydrants Required Expert Design Expert Design Engineer, Surveying Fees; Volunteer Time Fence Contractor Design, Labor, Materials Mulch, Delivery, Equipment, Labor Volunteer Time Engineered Plans; Volunteer Time Copies Engineered Plans; Volunteer Time Public Works Fee for 3 Future Signs Signs; Framing, Plastic, Volunteer Time Expert Time Letter from Danea Volunteer Time Volunteer Time Volunteer Time Volunteer Time Labor and Materials; See COA 31 Engineer Engineer, See COA 46 N/A Page 3 November 16, 2017 Regular Board Meeting Agenda Packet - Page 93 of 115 COMMENTS ANNUAL REPORT CASH ANNUAL REPORT IN-KIND Engineer Engineer, See COA 46 See COA 46 See COA 46 & $5000 other labor Engineer; Materials; Construct (COA 46) Electrical Engineer; Equipment and labor Engineer; Materials; Construction (COA 46) Elec. Eng; Equip; Trenching; Volunteer Time Electrical Engineer Electrical Engineer Fees; Volunteer Time Labor; Materials; Volunteer Labor, Donations Volunteer Time; Photo printing Labor & Materials Seed; Labor; Materials, Volunteer Time Page 4 November 16, 2017 Regular Board Meeting Agenda Packet - Page 94 of 115 CoCo San Sustainable Farm: 3 -Year Revenue & In -Kind Estimate (203.7-2019) Page 1 November 16, 2017 Regular Board Meeting Agenda Packet - Page 95 of 115 ACTIVITY CASH IN-KIND Total Estimated Revenue 1 Cash $ 75,000.00 $ - $ 75,000.00 2 Grants $ 30,000.00 $5,000 $ 35,000.00 3 Contracts $ 50,000.00 $10,000 $ 60,000.00 4 Mulch, Delivery, Spreading $ 10,000.00 $ 5,000.00 $ 15,000.00 5 Community Education $ - $ 5,000.00 $ 5,000.00 6 Construct Access Road $ - $ 40,000.00 $ 40,000.00 7 Construct Greenhouse Pad $ - $ 10,000.00 $ 10,000.00 8 Farming $ - $ 18,000.00 $ 18,000.00 9 Engineering $ - $ 50,000.00 $ 50,000.00 10 Electrical Plan and Installation (starting with construction service) $ - $ 5,000.00 $ 5,000.00 11 Construct Greenhouse $ - $ 5,000.00 $ 5,000.00 12 Install irrigation $ 1,000.00 $ 5,000.00 $ 6,000.00 13 1 Total $ 166,000.00 $ 158,000.00 $ 324,000.00 Page 1 November 16, 2017 Regular Board Meeting Agenda Packet - Page 95 of 115 COMMENTS ANNUAL REPORT CASH ANNUAL REPORT IN-KIND Costs; Volunteer Time Costs; Volunteer Time Contra Costa County Mulch, Delivery, Equipment, Labor Volunteer Teachers Materials, Labor, Engineering Materials, Labor, Engineering Volunteer Time Engineered Plans; Volunteer Time Labor; Materials; Volunteer Labor, Donations Materials & Volunteer Time Page 2 November 16, 2017 Regular Board Meeting Agenda Packet - Page 96 of 115