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Home My WebLink About2006-10-18 ORANGE COUNTY SANITATION DISTRICT October 11, 2006 phone: 17141 9 62-2411 es: NOTICE OF MEETING I7141962-0396 www..d.aom m.iiiag Wares P.O. Box real? BOARD OF DIRECTORS Fountain Vallsy.G ORANGE COUNTY SANITATION DISTRICT 92728-8127 aerett aaanea: 10844 Ellis Avenue r°°"` o 7 a9Zao WEDNESDAY, October 18, 2006 — 5:00 P.M. — 7:00 P.M. Mather Allende.0 DISTRICT'S ADMINISTRATIVE OFFICES Clain° 10844 Ellis Avenue Fountain Valley, California 92708 Anaheim Brad Buena Park Cypress Fountain Wley Fallartan A Workshop on Streamlining Board and Committee Functions for the Board of Screen eaHunie e Directors of the Orange County Sanitation District will be held at the above Irvine location, time and date. to Habra La Palma Las Alamitos Newyort Beech Orange p/ Perverse Banta Ana Beal Bdacb M and Secres Saran Tustin Vile Park Verb.Lind. County of Orange Sanitary Districts Costa Mesa Maws,City Water Districts Irvine Ranch To maintain world-class leadership in wastewater and water resource management. Streamlining Board and Committee Functions Workshop BOARD OF DIRECTORS ORANGE COUNTY SANITATION DISTRICT DISTRICT'S ADMINISTRATIVE OFFICES 10844 Ellis Avenue Fountain Valley, CA 92708 October 18, 2006 5-7 P.M. Agenda 1. Introductory Comments: Board Chair and Board Vice Chair 2. Public Comments 3. Presentation by General Manager regarding recommendations to streamline Board and Committee functions. 4. Discussion 5. Adjournment ( ROLL CALL (' BOARD OF DIRECTORS ORANGE COUNTY SANITATION DISTRICT MEETING DATE & TIME: �fD (SIMONIAN) ..................... ANDERSON................... (SHANKS) ........................ANTOS ......................... (WILSON) ........................BANKHEAD................... — (DUMITRU).......................CAVECCHE................... _G — (GARCIA)..........................CHRISTY..................... — (COLLINS)........................CRANDALL................... _ (ROSEN)...........................DALTON....................... — (KAWASHIMA)..................DAVERT...................... — (WINDER).........................DUVALL...................... — (UNDERHILL) ...................ECKENRODE................. �/ — (SCHAFER) ......................FERRYMAN................... _ (FAUTEUX).......................FRESCHI .............. ..... — (CHOI)...............................KANG.......................... (SONDHI)..........................LUEBBEN..................... — (DOW)...............................MARSHALL.................. (REINHART).....................MILLER ........................ .- - — (BEAUMAN)......................MOORE........................ _ (KIRKPATRICK-PILGER) .NEUGEBAUER.............. — (DRISCOLL)......................PARKER....................... �L — (WEBB) ............................RIDGEWAY................... t� — (DONAHUE) .....................SHAWVER.................. JL — (HERNANDEZ).................SIDHU.......................... cv — (CORREA) ........................SILVA...... (COOK) ............................SULLIVAN...................... — (RODRIGUEZ)..................WALDMAN.................... 7 STAFF: Arhontes Colson Ghire Herber Kovac Kyle Ludwin Miles Ruth Torres Tyner OTHERS: Ho in 09/20/06 HAdepMdm1n0S0RECT0RIDirectors Roll Call.doc Special Board Workshop a October 18,2006 Board-Directed Initiatives ♦ Reorganization plan ♦ Appoint an AGM • Succession management plan • Performance evaluation system ♦ Management training program • Information technology assessment ♦ Develop 2-year budget ♦ Savedanaddibonal Stpmillion savings in uperstional budget Additional Accomplishments ♦ Audited CIP procurement process • Cut almost$500 million from CIP budget • Summarized strategic plan to 10 major initiatives ♦ Purchased'NOW,Yard" • Analyzing wage and benefit package ♦ Began labor negotiations • Conducting peer review of CIP,audit of HR and safety programs ♦ Held a management retreat Streamlining Board and Committee Functions Four RecanmerMetlwrs: i. Restructure and reduce standing and special committees from S to 3 z. Eliminate certain types of non-essential agenda reports 3. Create a Directors Web site page 4. Change the Delegation of Authority Board sT.nA nntlw ma Ena xM Gm xqs MMnleuexen WOpnnxone IPulcemmix« Reo1Gm xw POLICY BUSINESS BUSINESS axxnl PROPOSED rmweaw vyeTxer ean�°wre MMN.btl�.e wGamiene IPW CemmI1M (xl41 CLTITIIs CURRENT umnT Pole Mtln r_!� 1� mP O.ntlxM �mTrnwa ceeTmxm �InTtllMmn� h �� ' YMnPunM 2 Steering Meets onceamoem Committee District-wide Policy Matters and: ♦ audit findings ♦ strategic planning ♦ budget policy ♦ labor negotiations ♦ legislation ♦ goals for General Manager Finance and Administration Meelseltemefingmonms, (F&A)Committee ores ecoosd Business Decisions: ♦ budgeting ♦ finance ♦ administration ♦ human resources Engineering and Operations 'Mass aeemaWrommrexc. (E&O)Committe9 or"noves° Business Decisions: ♦ engineering/construction/CIP • plant operagons • collections system ♦ technical and compliance issues ♦ cooperative projects ♦ urban runoff 3 Committee Structure ywnrsw 2ryMxlry a.eem mmmNb.tlm lmeop..uw Cemmims (sa4lCmbmltlw Ma0lcswiWe 7 Wmbn 13 Winbw a WMNr. -Bom4Gmr -BwiO CIWr -Belie Crab -earovwtwr -owm vt.treb mb -C- mM Cb -Ego C Clatr -CAN Club Clwir ub -ElO m1.OiWr -CmM Viw CIWr -Cme YO CMb -JOIMry -BpMn -IBaNen Efficiencies and Cost Savings Numbers Cemmm. Oliactor Meetings Meetlle per Year DaYs Con Currently as at $83,470 PMPmetl 24 no g45.900 savings 42 Meetings 221 gays SZTA 0. .Bee41amiwanes Infoe,c Vy ,Wa.P,wBrey, lanitOrlBl conl eellmaee e151 s,ms serywr,na Mdselig area time Streamlining Board and Committee Functions Four Recsmnren Wrs: i. Restructure and reduce standing and special committees from 8 to 3 2. Eliminate certain types of non-essential agenda reports 3. Create a Director's Web site page 4. Change the Delegation of Authority 4 Reduction in Agenda Report Submittals ♦ HR and Safety policies ♦ Receive and file only those reports required by law ♦ No cost Impact amendments elms eevrW.I redueiom,chmmeoNem, name to .n ,chemise) ♦ Informational items Reduce Number of Routine Agenda Reports (Sept 200"ept 2006) Curmm Proposed %Reduodon Stewing Se 23 e0% FMR 101 57 44% OMTS 71 31 55% PDC' 200 71 64% Total 430 182 SS% aseetl on Prop m en"ioonof Ronh Percent enlhpen emsemmendmionelo vlceAg l clunge vNen entl Pmlvvelvnvl$ervlee CervamenK Average Number of Routine Agenda Reports per Month Current I Proposed! Steering 13 2+ FOR 10 5 OMTS' S 3 PDC' 17 S •New-O Commf..sgen4s eembines em vNue er ot1 wW Poc 5 Agenda Report Content ♦ New former ♦ Less technical detail ♦ Fewer attachments Streamlining Board and Committee Functions Fourgecommendatl . i. Restructure and reduce standing and special committees from 8 to 3 2. Eliminate certain types of non-essential agenda reports s. Create a Director's Web site page a. Change the Delegation of Authority Create a Director's Web site Page ♦ Committee and Board agendas and reports ♦ Monthly and quarterly reports ♦ Quarterly change order reports ♦ Archived documents 6 Streamlining Board and Committee Functions Fovr Recwnmendelbna: 1. Restructure and reduce standing and special committees from 8 to 3 2. Eliminate certain types of non-essential agenda reports 3. Create a Director's Web site page a. Change the Delegation of Authority Proposed Delegation of Authority ALL M Amendment AMhedM y`ar°MII°nY r and Change Chen Comreds Gervral a10000D 10MOIcontredvalue Manager managed by GM Commlaeea .5100,00010 100%olonhadvelue 4200,000 meneged by GM Board of amen contingency beegdn DpedaA 4200,000 redommandallone by GM end appro ved by abser Board General commlaes Ap,nn..w1m Manager and Board a%C.mtg.no, Aumaray Approval ryt.e YI mm C___ AMWensI"Vi OmWwtlen Cbetle Ghel(A) awr.Aljm CMhtet eplo Al.eY A,Wnn nypr...l 7 ORANGE COUNTY SANITATION DISTRICT GOJNIy SANITgr�Oy �,A = y Q o vvv�i ti `.r 9orFC 0 THE Recommendations for Streamlining Board and Committee Functions October 18, 2006 RECOMMENDATIONS FOR STREAMLINING u BOARD AND COMMITTEE FUNCTIONS TABLE OF CONTENTS Section 1. General Manager's Memorandum 2. Calendar 3. 'Board and Committee Agendas 4. 'Agenda Reports 5. Directors'Web Page 6. Resolutions 7. Delegation of Authority Recommendations `NOTE: Proposed change documents are on green copies. October 16, 2006 a MEMORANDUM p TO: Chair and Members, Board of Directors Orange County Sanitation District FROM: James D. Ruth Interim General Manager SUBJECT: Recommendations for Streamlining Board and Committee Functions The purpose of our workshop on Wednesday, October 18, is to explore the possibilities of streamlining how we conduct our business and to consider ways in which we might become more efficient without diminishing our oversight responsibilities. When you employed me last December, the Sanitation District was in transition. The General Manager and the Public Affairs Director had resigned and a great deal of uncertainty encompassed the District. Confidence in the Administration waned and the Board was looking for greater accountability and a clearer sense of direction from its staff. Three new department heads had been appointed in Operations and Maintenance (O&M), Finance, and Regional Assets and Services (RAS), and one department head position remained vacant. Within the first month of my assuming my duties as Interim General Manager, I met with the Steering Committee to seek input and direction, and to share with the Committee my early impressions of the organization. In that meeting, I laid out a game plan that I believed was consistent with the Board's goals and expectations, and would address what I believed were areas that would get us back on track. Chair and Members Board of Directors October 16, 2006 Page 2 In that meeting, we agreed to: • Look at the organization structure • Create an Assistant General Manager position • Establish a Succession Plan • Create a new Performance Evaluation System with more specific goals and accountabilities for department heads and managers • Establish a new Training Program to develop the fundamentals of management for our Managers and EMT • Develop a two-year budget and implement more stringent controls over our CIP and change order management • Conduct an assessment of the Information Technology (IT) department and develop an action plan for improvement During the past nine months, we have been successful in moving forward on all fronts as outlined above: • We have adopted a reorganization plan, appointed Bob Ghirelli Acting Assistant General Manager, and eliminated two department head positions. We have improved communication and coordination of the Safety and Health, PIO, and Human Resources functions. • We have implemented our Performance Evaluation System • Made major progress in finalizing a Succession Plan • Conducted three training sessions for our administrative managers on the Profession of Management • We have synthesized a two and a half year strategic plan down into ten major initiatives with specific action plans for implementation. • We have conducted an external audit of our RFP process for CIP projects. • Completed IT assessment and developed an action plan for improvements. • We consummated the acquisition of a 50,000 sq. ft, 2.5 acre North County maintenance facility for Collections to accommodate our growing maintenance needs. • We have employed the services of an outside consultant to analyze our wage and benefit package, see how we compete in the market, and what options may be available to us to contain our long term financial liabilities. Chair and Members Board of Directors October 16, 2006 Page 3 • Reconstituted our Labor Management Committee to improve communication and understanding with our labor units and to set a game plan for negotiations with our six bargaining units whose contracts expire June 30, 2007. • We continue to look at other methods of reducing costs and are currently in the process of having a peer review of our Engineering department Capital Improvement Program management methodology, while our Internal Audit Team is currently reviewing HR and will review our Safety and Health program beginning in January. • Conducted a management retreat to make sure our work plan and priorities were in alignment with Board policy and direction. As you can see, we have been busy and we thank you for your leadership and guidance through this challenging transition period. We hope that your trust and confidence in our staff has been restored and now we can focus on how best to move forward. Tonight, at the direction of your Chair and Vice Chair, staff has prepared a series of recommendations for your consideration that are designed to streamline our Committee structure, create greater efficiencies in how we manage our business, expedite decision making, and reduce costs. After reviewing the committee structures, meeting frequency, agenda reports, various work products, and committee actions, it was found that the bulk of the committees' work falls into two broad areas: district wide policy issues and business matters affecting the operations of the district. The time and resources spent to effectively direct the business of the district often takes time away from the committees' ability to explore and resolve policy issues that have a more global impact on the District. This report suggests an approach for streamlining the Board and committee process and recommends four actions to increase the effectiveness of District committees: 1) The standing committees should be restructured so that they are focused on the business of the district, with the Steering Committee .. having responsibility for dealing with district wide policy issues. Chair and Members Board of Directors `..� October 16, 2006 Page 4 2) Certain types of agenda reports should be eliminated to reduce the number of information-only and routine agenda items that appear on Board and committee agendas. 3) A "Directors" web site page should be created so that Directors can quickly access informational and operational reports instead of printing and mailing the reports. The site would also archive the reports for easy retrieval. 4) The Delegation of Authority (DOA) should be changed to more effectively support the new committee structures. 1 . COMMITTEE RESTRUCTURING RECOMMENDATIONS To create an environment that better meets the policy needs of the District, policy matters and business activities should be clearly separated at the committee level. To accomplish this, staff recommends three committees be established to take the place of the existing Board committees. The proposed new committees would include: 1) A re-purposed Steering Committee 2) Engineering and Operations Committee 3) Finance and Administration Committee These three committees would replace the eight current standing and special committees: Steering, Finance and Human Resources (FAHR), Operations, Maintenance and Technical Services (OMTS), Planning, Design and Construction (PDC), Legislative Affairs, Cooperative Projects, Capital Improvement Program, and Urban Runoff. Each of the 25 members of the Board of Directors would be assigned to sit on either the Engineering & Operations Committee or the Finance & Administration Committee. The Steering Committee would be comprised of a smaller number of Board members as described below. Chair and Members Board of Directors October 16, 2006 Page 5 1.1 Steering Committee To create an environment that better meets the policy needs of the District, it is recommended that policy issues and business matters be shared among the committees. To accomplish this, it is recommended that the Steering Committee be the lead for policy matters and two committees - Engineering and Operations, and Finance and Administration - provide oversight on the important business of the district. Focusing decision making on district wide policy matters in the Steering Committee provides a direct line of communication between the GM and Board leadership on important policy matters facing the District. The new Steering Committee would meet the second week of every month. Additional meetings could be scheduled as needed, including the day of the regularly scheduled Board Meeting. .d As proposed, the new Steering Committee would have seven members: (1) Board of Directors Chair (2) Board of Directors Vice-Chair (3) Finance and Administration Committee Chair (4) Engineering and Operations Committee Chair (5-7) Three At-large members selected by the Board of Directors Chair The steering committee would normally deal with district wide policy matters, audit findings, strategic planning, budget policy, legislation, and goals for the general manager. 1.2 Engineering and Operations (E&O) Committee This Committee would make business decisions and provide oversight on matters that deal with engineering, construction, operational and technical issues. They would make recommendations to the Board of Directors on planning, design, and construction of OCSD's wastewater collection and treatment facilities, plant operations and requirements and compliance with public health Chair and Members Board of Directors October 16, 2006 Page 6 and environmental laws and regulations. The committee would also address issues related to Cooperative Projects, Capital Improvement Program and Urban Runoff. The Committee would meet every other month, although the Engineering Department's workload may require a monthly meeting, at least for the foreseeable future. The committee would be comprised of 14 members: (1) Board of Directors Chair (2) Board of Directors Vice Chair (3) Engineering and Operations Committee Chair (4) Engineering and Operations Committee Vice Chair (5-14) Ten at-large Board members selected by the Board Chair who are not serving on the Finance and Administration Committee. 1.3 Finance and Administration IF& A) Committee This Committee would address business matters relating to budgeting, finance, administration and human resources. It would meet every other month, possibly alternating with the Engineering and Operations Committee. Additional meetings could be scheduled as needed, specifically during the two-year budget development cycle. As proposed, the Finance and Administration Committee would be comprised of 13 Members: (1) Board of Directors Chair (2) Board of Directors Vice-Chair (3) Finance and Administration Committee Chair (4) Finance and Administration Committee Vice-Chair (5-13) Nine at-large Board members selected by the Board Chair who are not serving on the Engineering and Construction Committee. Chair and Members Board of Directors October 16, 2006 Page 7 1.4 Efficiencies and Cost Savings By restructuring and redefining the purpose of the committees as proposed, the District would see a reduction of 42 committee meetings (a 60% reduction) and 221 director meeting days annually, while still accomplishing and meeting the goals of the District. Although the primary focus of this review was Committee efficiency and effectiveness, the proposed Committee structure would yield cost savings as well. As envisioned, the District could save up to $37,500 in meeting reimbursement costs annually. Additional savings would be realized related to food, security and janitorial costs. Present Structure Meetings Members MM Cost FAHR 11 10 110 $18,700 PDC 11 11 121 $20,570 OMITS 11 8 88 $14,960 Steering 12 6 72 $12,240 CIP Oversight 4 6 24 $4,080 Legislative Affairs 12 3 36 $6,120 Cooperative Projects 4 8 32 $5,440 Urban Runoff 1 8 8 $1,360 Total (A) 66 491 $83,470 New Structure Meetings Members MM Cost Finance/Administration 6 13 78 $13,260 Engineering/Operations 6 14 84 $14,280 Steering 12 9 108 $18,360 Total (B) 24 270 $45,900 Savings (A— B) 42 221 $37,570 2. AGENDA REPORTS The following recommendations are intended to reduce the number of agenda reports and the amount of backup information provided with agenda reports. Implementation of these recommendations would allow staff to focus more of its time on getting the work done and the Board of Directors to focus on "the big picture' rather than the technical details of projects. Chair and Members Board of Directors �..✓ October 16, 2006 Page 8 2.1 Reduction in Agenda Report Submittals Staff recommends that certain types of agenda reports be eliminated to reduce the number of routine agenda items that appear on Board and committee agendas. Those reports would include: (1 ) Human Resources Policies (2) Safety Policies (3) Receive and file only those reports required by law (4) No cost impact amendments (time extensions/reductions; change orders; name changes/ownership changes) 2.2 Agenda Report Content Over the years and at the request of various Committee members, the content of agenda reports, particularly those prepared by the Engineering Department, has significantly increased to include expanded technical detail and discussion, data tables, photographs, and staff reports. Due to the very technical nature of the work that is being reported upon and the complexity of the issues, very lengthy and detailed reports are necessary to give the directors the requested depth and detail. In an effort to streamline the process, it is recommended that creative consideration be given to what the directors need to fulfill their fiduciary responsibilities and maintain accountability for their decisions, balanced with staffs responsibilities to manage the work in accordance with the Board's direction and adopted policies, and in a competent and professional manner. This could lead to a reduction in the size and detail of the agenda reports; as well as a significant reduction in the staff effort required to support the agenda preparation process. 3. CREATION OF A "DIRECTORS" WEBPAGE It is recommended that the District develop and launch a "Directors" webpage where directors can have access to electronic versions of informational and operational reports that in the past have appeared �- on committee and Board agendas. The online versions would eliminate the need to print and mail the reports. The webpage will Chair and Members Board of Directors October 16, 2006 Page 9 contain a link to Board and committee agendas and reports for the upcoming meetings and it will also archive past informational and operational reports for easy retrieval. Detailed reports would be posted on the website along with an executive summary of the material. For example, the monthly Board Member Request Summary, Management Travel and Public Outreach logs, and legislative report are printed and mailed to the directors monthly. These reports would be posted to the website for online viewing. 4. DELEGATION OF AUTHORITY RECOMMENDATIONS In conjunction with the recommendation that the Board's committee structure be streamlined, resulting in a significantly reduced number of committee meetings, staff has also identified areas for changes to the current delegation of authority (DOA). An effective way to enhance efficiency while still maintaining a comfortable level of accountability and oversight is to reduce the number of routine agenda items that appear on Board and committee agendas. To reduce the items that appear on the agendas without reducing the Board's role in approving expenditures, staff recommends two changes to the DOA: 1 . Increase the Steering, Finance and Administration, and Engineering and Operations committees' DOA to $200,000; 2. Establish a project specific percent contingency on amendments to Board approved agreements and on change orders to construction contracts, and delegate approval authority to the GM to approve. 4.1 Committee DOA The Committees would be granted a delegation of authority to expend up to $200,000, the same authorization given the current PDC Committee. This would allow the committees to act on matters up to that amount without having to move items to the full Board for final review and approval. It would reduce the number of contracts, change orders, professional services agreements, and other Chair and Members Board of Directors October 16, 2006 Page 10 expenditures that now appear on the monthly Board meeting agenda, allowing the Board to devote more time to policy related matters. For example, at the $200,000 approval level, 20% of the agenda reports related to budget and contract amendments, which would otherwise go to the Board for approval, would be handled at the committee level. 4.2 Percent Contingency of Amendments to Agreements and Change Orders for Construction Contracts Staff utilizes the services of consultants, vendors and contractors for a variety of needs, including technical studies, facility services, design and construction management, and construction of capital facilities. Amendments to agreements and change orders to construction contracts are often necessary to assure the final product meets the needs of the operating departments. Upon award of an agreement or r✓ a construction contract by the Board, budgetary contingencies would be established and spending authority delegated to the General Manager for amendments to agreements and for contract change orders. Staff would recommend the contingency amount based on the complexity of the project, the relative certainty and thoroughness of the scope, and the expected project goals and outcome. The contingency amount would be within the approved project budget, reviewed by the Engineering and Operations or Finance and Administration Committee, and approved by the Board. If there is a need to exceed the delegated authority levels during the course of a study or construction project, staff would justify the request and Board approval would be required. Staff will submit periodic reports to the Board to provide oversight of actions taken by staff and the General Manager pursuant to the DOA. Staff will present an in-depth review of the DOA in the near future to address additional areas for improvement and efficiency. JDR:gg H dap6gmo\1 M110 Admin\RUTH JAMESMamos 2006M1806 JDR memo to Chair re Streamlining Board-Comm structure FINAL rloc 2006-07 COMMITTEE/BOARD CALENDAR JULY '06 I AUGUST'06 SEPTEMBER '06 S M T W JTF S S MT W T F S S M T W T F S 1 1 3 4 5 1 2 2 3 8 6 7 8 10 1112 3 5 7 8 9 9 10 11 15 13 14 15 1617 18 19 10 11 12 14 15 16 16 17 18 22 20 21 22 24 25 26 17 18 19 20 21 22 23 23 24 25 28 29 27 28 29 30 31 24 25 28 28 29 30 30 31 OCTOBER '06 NOVEMBER '06 DECEMBER 'os S M T W T F S S M T W S M T W T F S 1 2 3 5 B 7 —� i 2 8 9 10 12 13 14 5 5 7 3 4 5 7 8 9 15 16 17 18 19 20 21 12 13 14 10 11 12 14 15 16 22 23 24 26 27 28 19 20 21 2242 17 18 19 r 21 22 23 29 30 31 26 27 28 2924 27 28 29 30 31 JANUARY '07 FEBRUARY '07 MARCH '07 S M T W T F S S M T W T F I S S M T W T F S 2 3 4 5 6 1 2 3 1 2 3 7 8 9 11 12 13 4 5 6 8 9 10 4 5 6 8 9 10 14 15 16 17 18 19 20 11 13 15 16 17 11 12 13 15 16 17 21 22 23 25 26 27 18 20 21 22 23 24 18 19 20 21 22 23 24 28 29 30 31 25 26 27 25 26 27 29 30 31 APRIL '07 MAY '07 JUNE '07 S M T W T F S S M f2224 F S S M J26 T F S 1 2 3 5 6 7 4 5 1 2 8 9 10 12 13 14 6 7 11 12 3 4 7 8 9 15 16 17 18 19 20 21 13 14 18 19 10 11 14 15 16 22 23 24 26 27 28 20 21 25 26 17 18 21 22 23 29 30 27 24 26 28 29 30 Board(Blue) ,Steering Committee(Red) F&A(Yellow) ,E&O(Green) .00SD Holidays REDUCTION OF REPORTS The agenda report analysis demonstrates the need for reassessment. The revised practice will reduce reports in Committee-Board packages for each committee. The tables below will provide an overall representation of the reduction and how it will be modified. The "Revised" practice is the result of omitting mundane reports such as human resource policies, safety policies, receive and file only those reports required by law, no cost impact amendments (time extensions/reductions; change orders; name changes/ownership changes), and information items. The omitted reports will be distributed to the "Directors Only" webpage and/or General Manager. These recommendations will focus staff exclusively on committee issues. Table 1 represents the number of reports to be eliminated from the Committee-Board package as a percentage for the year September 2005- September 2006. Committees Percentage of Reduction Steering 60% FAHR 44% OMTS 56% PDC 64% Table 2 represents the overall distribution of reports from the current practice to the revised practice for the year September 2005- September 2006. Committees Current Revised Webpage GM Eliminated Steering 58 23 35 0 0 FAHR 101 57 34 4 6 OMTS 71 31 38 2 0 PDC' 200 71 62 63 4 `PDC revision is based on the new DOA recommendations re: Percent Contingency of Construction Contract Change Orders(C.O.)and Professional Services Design Agreements Addenda(PSA). In order to see the actual effects, the statistics captures the approximate number of `..i items per month for both old and new practice. The value was determined by using the data of Table 2 "Current" and"Revised" and divide it by the number of meetings in each committee for the year September 2005-September 2006 (Steering= 13 mtgs, FAHR= 10 mtgs, OMTS= 9 mtgs, and PDC= 12 mtgs). Table 3: Items per month Committees Current Revised Steering 13 2 FAHR 10 6 OMTS* 6 3 PDC* 17 6 Note: For the new E&O committee agenda,combine the values of OMTS and PDC. STREAMLINED F & A AGENDA REGULAR MEETING OF THE FINANCE AND ADMINISTRATION COMMITTEE ORANGE COUNTY SANITATION DISTRICT WEDNESDAY, SEPTEMBER 13, 2006, AT 5:00 P.M. ADMINISTRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, California 92708 www.ocsd.com (1) ROLL CALL (2) APPOINTMENT OF CHAIR PRO TEM, IF NECESSARY (3) PUBLIC COMMENTS (4) REPORT OF COMMITTEE CHAIR (5) REPORT OF GENERAL MANAGER (6) REPORT OF DIRECTOR OF FINANCE AND ADMINISTRATIVE SERVICES (7) REPORT OF GENERAL COUNSEL (8) CONSENT CALENDAR ITEMS Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: a. Approve minutes of the July 12, 2006 joint meeting of the Finance and Administration Committee meeting. b. F&A.06-60 Recommend to the Board of Directors to adopt Resolution No. OCSD 06 Adoption of District's 2006 Conflict of Interest Code, and Repealing Resolution No. OCSD 04-24. END OF CONSENT CALENDAR September 13, 2006 STREAMLINED F&A AGENDA Page 2 a.i C. Consideration of items deleted from Consent Calendar, if any. (9) ACTION ITEMS (10) INFORMATIONAL ITEMS a. F&A.06-61 Investment Strategies Lorenzo Tyner-20 Minutes b F&A.06.62 Retirement/Benefits—John Bartel 30-day update Lorenzo Tyner - 15 Minutes C. F&A.06-63 Joint Powers Insurance Authority (JPIA) Feasibility Analysis Lorenzo Tyner- 10 Minutes (11) CLOSEDSESSION .................................................................................................................................................................................................................................................6. .. ........ During the course of conducting the business set forth on this agenda as a regular meeting of the Committee, j the Chair may convene the Committee in closed session to consider matters of pending real estate negotiations, j 1 pending or potential litigation, or personnel matters, pursuant to Government Code Sections 54956.8, 54956.9, j 154957 or 54957.6,as noted. i I Reports relating to (a) purchase and sale of real property; (b) matters of gentling or potential litigation; (c) i employee actions or negotiations with employee representatives; or which are exempt from public disclosure i under the California Public Records Act, may be reviewed by the Committee dunng a permitted closed session i j and are not available for public inspection. At such time as final actions are taken by the Committee on any of j 1 these subjects,the minutes will reflect all required disclosures of information. a. Convene in closed session. 1. Confer with General Counsel—Pending litigation and significant exposure to litigation; Open compensation claims(Government Code Section 54956.9): b. Reconvene in regular session. c. Consideration of action, I any, on matters considered in closed session. (12) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY (13) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT C:1Documents and Seflingslxarox%Local Setlings\Temporary Internet Files\OLK78WOCK FA Agenda 091306(4).dw September 13, 2006 STREAMLINED F&A AGENDA Page 3 �.s (14) FUTURE MEETING DATES The next regular FA Committee meeting is scheduled for October 11, 2006, at 5 p.m. (15) ADJOURNMENT Agenda Posting: In accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted in the main lobby of the District's Administrative offices not less than 72 hours prior to the meeting date and time above. All written materials relating to each agenda item are available for public inspection in the office of the Board Secretary, Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an emergency item or because there is a need to take immediate action, which need came to the attention of the Committee subsequent to the posting of agenda, or as set forth on a supplemental agenda posted in the manner as above, not less than 72 hours prior to the meeting date. Public Comments: Any member of the public may address the Finance, Administration and Human Resources Committee on specific agenda items or matters of general interest. As determined by the Chair, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to three minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). Consent Calendar: All matters placed on the consent calendar are considered as not requiring discussion or further explanation, and unless a particular item is requested to be removed from the consent calendar by a Director of staff �..i member, there will be no separate discussion of these items. All items on the consent calendar will be enacted by one action approving all motions, and casting a unanimous ballot for resolutions included on the consent calendar. All items removed from the consent calendar shall be considered in the regular order of business. The Committee Chair will determine if any items are to be deleted from the consent calendar. Items Continued: Items may be continued from this meeting without further notice to a Committee meeting held within five(5)days of this meeting per Government Code Section 54954.2(b)(3). Meeting Adiournment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955 (posted within 24 hours). Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation District Board Secretary's office at (714) 593-7130 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. Notice to Committee Members: For any questions on the agenda or to place any items on the agenda, Committee members should contact the Committee Chair or Secretary ten days in advance of the Committee meeting. Committee Chair: Darryl Miller (949)453-5300 Committee Secretary: Lilis Kovac (714)593-7124 Ikovacralowd.com Interim General Manager: Jim Ruth (714)593-7110 imth(Mocsd.com Acting Assistant General Manager Bob Ghirelli (714)593-7400 bahirellilatocsci com Director of Finance and Lorenzo Tyner (714)593-7550 Ityner(a ccsd.00m Administrative Services Human Resources Manager: Jeff Reed (714)593-7144 ireed(alocsd.com C:N ments and Settingslxemx%Local SettingrMTemporary Internet Files\OLK78WOCK FAAgenda 091306(4).doc AGENDA REGULAR JOINT MEETING OF THE FINANCE, ADMINISTRATION AND HUMAN RESOURCES COMMITTEE & STEERING COMMITTEE ORANGE COUNTY SANITATION DISTRICT WEDNESDAY, SEPTEMBER 13, 2006, AT 5:00 P.M. ADMINISTRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, California 92708 www.ocsd.com (1) ROLL CALL (2) APPOINTMENT OF CHAIR PRO TEM, IF NECESSARY (3) PUBLIC COMMENTS (4) REPORT OF COMMITTEE CHAIR (5) REPORT OF GENERAL MANAGER (6) REPORT OF DIRECTOR OF FINANCE AND ADMINISTRATIVE SERVICES (7) REPORT OF GENERAL COUNSEL (8) CONSENT CALENDAR ITEMS Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: a. Approve minutes of the July 12, 2006 joint meeting of the Finance, Administration and Human Resources Committee and Steering Committee meeting. b. FAHR06-57 Receive and file Employment Status Report as of August 23, 2006. `.✓ C. FAHR06-58 Receive and file OSHA Incidence Rates and Workers' Compensation Claims and Costs Report. September 13, 2006 Page 2 d. FAHR06-59 Recommend to the Board of Directors to adopt Resolution No. 06-_, amending Resolution No. OCSD 98-33, amending Human Resources Policies and Procedures Manual. e. FAHR06-60 Recommend to the Board of Directors to adopt Resolution No. OCSD 06-_, Adoption of District's 2006 Conflict of Interest Code, and Repealing Resolution No. OCSD 04-24. f. FAHR06-61 Recommend to the Board of Directors to receive and file report of General Manager approved purchases in amounts exceeding $50,000 in accordance with Board purchasing policies. g. FAHR06-62 Recommend to the Board of Directors to receive and file the FY 2005-06 Quarterly Financial Report for the period ended June 30, 2006. h. FAHR06-63 Recommend to the Board of Directors to approve revisions to SAFETY- POL-101, Injury and Illness Prevention Program Policy, as provided for in Resolution No. OCSD 02-5 regarding the District's Injury and Illness Prevention Program. END OF CONSENT CALENDAR i. Consideration of items deleted from Consent Calendar, If any. (9) ACTION ITEMS (10) INFORMATIONAL ITEMS a. FAHRO6.64 Investment Strategies Lorenzo Tyner-20 Minutes b FAHRO6-65 Retirement/Benefits —John Bartel 30-day update Lorenzo Tyner - 15 Minutes C. FAHRO6-66 Joint Powers Insurance Authority (JPIA) Feasibility Analysis Lorenzo Tyner- 10 Minutes (11) CLOSED SESSION H:\deptlagenda\FAHR\FAHR2006\0906\03.091306 FAHRAgenda.doc September 13, 2006 Page 3 V..� During the course of wnducting the business set forth on this agenda as a regular meeting of the Committee, the Chair may convene the Committee in closed session to consider matters of pending real estate negotiations, pending or potential litigation,or personnel matters, pursuant to Government Code sections 54956.8,54956.9, 54957 or 54957.6,as noted. Reports relating to (a) purchase and sale of real property, (b) matters of pending or potential litigation; (c) j employee actions or negotiations with employee representatives; or which are exempt from public disclosure under the California Public Records Act,may be reviewed by the Committee during a permitted closed session i and are not available for public inspection. At such time as final actions are taken by the Committee on any of these subjects,the minutes will reflect all required disclosures of information. a. Convene in closed session. 1. Confer with General Counsel —Pending litigation and significant exposure to litigation; Open compensation claims (Government Code Section 54956.9): Heller Lynda; Nguyen Nguyen; Nguyen Thuthuy; Smith Suzanne; Woodside Frankie. b. Reconvene in regular session. c. Consideration of action, 'If any, on matters considered in closed session. (12) OTHER BUSINESS. COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY ... (13) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT (14) FUTURE MEETING DATES The next regular FAHR Committee meeting is scheduled for October 11,2006, at 5 p.m. (15) ADJOURNMENT H:\dep8agenda\FAHRtFAHR2006\0906t03.091306 FAHRAgenda.doc September 13, 2006 Page 4 Agenda Posting: In accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted in the main lobby of the District's Administrative offices not less than 72 hours prior to the meeting date and time above. All written materials relating to each agenda Item are available for public Inspection in the office of the Board Secretary. Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an emergency item or because there is a need to take Immediate action, which need came to the attention of the Committee subsequent to the posting of agenda, or as set forth on a supplemental agenda posted in the manner as above, not less than 72 hours prior to the meeting date. Public Comments: Any member of the public may address the Finance.Administration and Human Resources Committee on specific agenda items or matters of general interest. As determined by the Chair,speakers may be deferred until the specific item is taken for discussion and remarks may be limited to three minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). Consent Calendar: All matters placed on the consent calendar are considered as not requiring discussion or further explanation, and unless a particular item is requested to be removed from the consent calendar by a Director of staff member,there will be no separate discussion of these items. All Items on the consent calendar will be enacted by one action approving all motions, and casting a unanimous ballot for resolutions Included on the consent calendar. Al items removed from the consent calendar shall be considered in the regular order of business. The Committee Chair will determine if any items are to be deleted from the consent calendar. Items Continued: Items may be continued from this meeting without further notice to a Committee meeting held within five(5)days of this meeting per Government Code Section 54954.2(b)(3). Meeting Adiournment: This meeting may be adjourned to a later time and Items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955(posted within 24 hours). Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation District Board Secretary's office at (714) 593-7130 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. Notice to Committee Members: For any questions on the agenda or to place any Items on the agenda,Committee members should contact the Committee Chair or Secretary ten days In advance of the Committee meeting. Committee Chair. Darryl Miller (949)453.5300 Committee Secretary: Lille Kovac (714)593-7124 Ikovac@ocsd.00m Interim General Manager: Jim Ruth (714)593-7110 0uth@ocsd.cgm Acting Assistant General Manager Bob Ghirelli (714)593.7400 bnhirellifdlocsd.com Director of Finance and Lorenzo Tyner (714)593.7550 Itvner(dtocsd.com Administrative Services - Human Resources Manager: Jeff Reed (714)593-7144 keedillocsd.00m H:\depttagenda\FAHR\FAHR2006\0906103.091306 FAHR Agenda.doc STREAMLINED E & O AGENDA REGULAR MEETING OF THE ENGINEERING AND OPERATIONS COMMITTEE ORANGE COUNTY SANITATION DISTRICT THURSDAY, SEPTEMBER 14, 2006 5:30 - 7:30 P.M. ADMINISTRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, California www.ocsd.com Agenda Posting: In Accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted in the main lobby of the District's Administrative offices not less than 72 hours prior to the meeting date and time above. All written materials relating to each agenda item are available for public inspection in the office of the Board Secretary. Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an emergency item or because there is a need to take immediate action,which need came to the attention of the Committee subsequent to the posting of agenda, or as set forth on a supplemental agenda posted in the manner as above, not less than 72 hours prior to the meeting date. Public Comments: Any member of the public may address the Planning, Design, and Construction Committee on specific agenda items or matters of general interest. As determined by the Chair, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to three minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). Consent Calendar: All matters placed on the consent calendar are considered as not requiring discussion or further explanation, and unless a particular item is requested to be removed from the consent calendar by a Director of staff member,there will be no separate-discussion of these items. All items on the consent calendar will be enacted by one action approving all motions, and casting a unanimous ballot for resolutions included on the consent calendar. All items removed from the consent calendar shall be considered in the regular order of business. The Committee Chair will determine if any items are to be deleted from the consent calendar. Items Continued: Items may be continued from this meeting without further notice to a Committee meeting held within five(5)days of this meeting per Government Code Section 54954.2(b)(3). Meeting Adiournment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955(posted within 24 hours). Accommodations for the Disabled: The Board of Directors Meeting Room Is wheelchair accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation District Board Secretary's office at(714)593-7130 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. STREAMLINED E & O AGENDA September 14, 2006 1. ROLL CALL 2. APPOINTMENT OF CHAIR PRO TEM, IF NECESSARY 3. PUBLIC COMMENTS 4. REPORT OF COMMITTEE CHAIR 5. REPORT OF GENERAL MANAGER 6. REPORT OF DIRECTOR OF ENGINEERING 7. REPORT OF GENERAL COUNSEL 8. CONSENT CALENDAR ITEMS Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: a. Approve minutes of the August 3, 2006 Engineering and Operations Committee Meeting. END OF CONSENT CALENDAR b. Consideration of items deleted from Consent Calendar, if any. 9. INFORMATIONAL ITEM (Item a) a. E&O.06-39 Change Order Management Plan (Update) 10. ACTION ITEMS (Items a-n) a. E&O.06-40 Recommend to the Board of Directors to: a)Authorize the General Manager to accept a $76,098 credit for Trunkline Chemical Treatment Strategy in the Miller-Holder, Knott and Baker-Gisler Trunklines from U.S. Peroxide, LLC; and 2)Authorize the General Manager to utilize up to $60,100 of the $76,098 credit for the relocation of the chemical dosing tank to be completed by U.S. Peroxide, LLC. CdDocuments and SeNngslxere LLoral Setgngswemporary Inteript FllestOLK78NAOCK EO Agenda 0914W(3).doc STREAMLINED E & O AGENDA September 14, 2006 b. E&O.06-41 Recommend to the Board of Directors to approve a Consulting Services Agreement with TMV Systems Engineering,for Process Control System Historical Replacement, Specification No. CS-2006-281BD, providing technical consulting, implementation support and software purchase, in the amount of$357.902, and a contingency of$17,098 for a total amount not to exceed $375.000. C. E&O.06-42 Recommend to the Board of Directors to authorize the re-appropriation of $450,000 from 1) Biosolids Production Siting Study, SP-105; Environmental Compliance Assessment Program, SP-104; and, Odor Control Study, Job No. P2-95, approved projects in the FY 06-07 CIP, to fund the FY 06-07 Research Program projects not included in the current CIP. d. E&O.06-43 (1) Ratify Change Order No.1 to Plant 1, Underground Storage Tank Rehabilitation at Electric Power Building 4,Job No. FE05-31, with Fleming Environmental, Inc., authorizing an addition of$8.512 and 181 calendar days, increasing the total contact amount to$130,612 and 231 days; and, (2)Accept Plant 1, Underground Storage Tank Rehabilitation at Electric Power Building 4, Job No. FE05-31, as complete, authorizing execution of the Notice of Completion and approving the Final Closeout Agreement with Fleming Environmental, Inc. This item is for E&O approval per Delegation of Authority by Board Resolution No. 04-06. e. E&O,06-44 Recommend to the Board of Directors to (1) Ratify Change Order No. 1 to Plant 1, Underground Storage Tank Rehabilitation at Cengen Building, Job No. FE05-32, with Fleming Environmental, Inc., authorizing an addition of$33,570 and 181 additional days, increasing the total contact amount to $145,030 and 231 days; and, (2)Accept Plant 1, Underground Storage Tank Rehabilitation at Cengen Building, Job No. FE05-32, as complete, authorizing execution of the Notice of Completion and approving the Final Closeout Agreement with Fleming Environmental, Inc. f. E&O.06-45 Recommend to the Board of Directors to (1)Approve plans and specifications for Contract No. 1-1 OA, 66-Inch Ellis Avenue Trunk Sewer on file at the office of the Board Secretary; (2)Approve Addendum Nos. 1, 2, 3, 4, and 5 to the plans and specifications; (3) Receive and file bid tabulation and recommendation; and, a.i (4)Award a construction contract to Barnard Soletanche, a joint venture for Contract No. I-10A, 66-Inch Ellis Avenue Trunk Sewer, for an amount not to exceed $32,232,600. Mocumems and Settingslxaw&=l Settings\Temporary Interrol Files\OLK78WOCK EO Agenda 091406(3).dw STREAMLINED E & O AGENDA �..i September 14, 2006 g. E&O.0646 Recommend to the Board of Directors to (1) Ratify Change Order No. 4 to Plant Utilities Rehabilitation and Refurbishment, Job No. 132-82,with Olsson Construction, authorizing an addition of$1,040, and an additional 457 calendar days, increasing the total contact amount to$2,883,385; and, (2)Accept Plant Utilities Rehabilitation and Refurbishment, Job No. P2-82, as complete, authorizing execution of the Notice of Completion and approving the Final Closeout Agreement. h. E&O.06-47 Recommend to the Board of Directors to ratify Change Order No. 10 to Secondary Treatment Facilities Process Upgrades at Plant No. 2, Job No. P2-47-3,with Morrow-Meadows Corporation, authorizing an addition of$295,560, increasing the total contract amount to$7,640,167. I. E&O.06-48 Recommend to the Board of Directors to (1) Ratify Change Order No. 1 to Sunflower Interceptor Manhole Rehabilitation, Contract No. 7-21, with Sancon Engineering, Inc., authorizing an addition of$583,821, increasing the total contract amount to $2,103,021, and 79 additional calendar days; and, (2)Approve a budget amendment for Sunflower Interceptor Manhole Rehabilitation, Job No. 7-21, in the amount of$278,000, for a total budget of$3.572,000, j. E&O.06.49 Recommend to the Board of Directors to (1) Ratify Change Order No. 11 to Gisler-Redhill Trunk Improvements, Reach "A", Contract No. 7-36; Orange Trunk Improvements, Contract No. 7-39; Gisler-Redhill North Trunk Improvements, Contract No. 741; and City of Tustin Project Nos. 6106 and 6151, with ARB, Inc., authorizing an addition of$400,676, increasing the total contract amount to $22,003,110; (2) Decrease Phase 4 of Contract No. 7-41 budget by$1,300,000 for a total project budget amount of$15,460,857; and, (3) Increase Phase 4 of Contract No. 7-36 budget amount by$1,300,000 for a total project budget amount of$8,357,433. k. E&O.06-50 Recommend to the Board of Directors to ratify Change Order No. 20 to Bushard Trunk Sewer Rehabilitation, Job No. 1-24, with Steve P. Rados, Inc., authorizing an addition of$151,375, increasing the total contract amount to$30,679.877. I. E&O.06-51 Recommend to the Board of Directors to approve a Professional Design Services Agreement with The Austin Company to prepare a Feasibility Study for Laboratory Refurbishment at Plant No. 1, Job No. J-97, for an amount not to exceed $122,400. Cmmumerns and SettingsbemzLLocal SeBings7empomry Intem4t FileskOLK78w10CK EO Agenda 091406(3).dm STREAMLINED E & O AGENDA September 14, 2006 M. E&O.06-52 Recommend to the Board of Directors to approve Settlement Agreement with Parsons Engineering Science for Area Classification Study Implementation Plan, Plant Nos. 1 and 2, Job No. J-35-2, for a reimbursement amount of$610,667. n. E&O.06-53 Recommend to the Board of Directors to authorize Sole Source status for a period not to exceed September 30, 2008 for the following list of products for use in the Capital Improvement Program Projects: o MODICON/QUANTUM-Programmable Logic Controllers o EDWARDS Systems Technology- Fire Alarm Panels and Sensors o CASI-RUSCO - Security Access Systems (badge readers) o SUMITOMO ELECTRIC - Fiber Optic Network Components (Blown Fiber) o N-TRON - Industrial Ethernet Hubs o CISCO SYSTEMS - Network Switches and Routers o MODICON MODEMS - Fiber Optic Modems for use with Remote 110 racks o POWER MEASUREMENTS INC. - ION Series Power Monitors o SCHLAGE - Door Locksets o WEMCO-HIDROSTAL-Sewage Pumps o DeZURIK- Plug Valves o GENERAL ELECTRIC - Protective Relays o BASLER ELECTRIC - Protective Relays 11. CLOSED SESSION During the course of conducting the business set forth on this agenda as a regular meeting of the Planning, Design, and Construction Committee, the Chair may convene the Committee in closed session to consider matters of pending real estate negotiations, pending or potential litigation, or personnel matters, pursuant to Govemment Code Sections 54956.8, 54956.9, 54957 or 54957.6, as noted. Reports relating to (a)purchase and sale of real property, (b)matters of pending or potential litigation; (c) employment actions or negotiations with employee representatives;or which am exempt from public disclosure under the California Public Records Act, may be reviewed by the Committee during a permitted closed session and are not available for public inspection. At such time as final actions are taken by the Boards on any of these subjects, the minutes will reflect all required disclosures of information. a. Convene in closed session, if necessary. b. Reconvene in regular session. c. Consideration of action, if any, on matters considered in closed session. CAD=ments an SelBngslce=MLL lSettings\Temporary InlerrBt Fi WOLUBWOCK EO AgeMa 091406(3).dw STREAMLINED E & O AGENDA v, September 14, 2006 12. OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS IF ANY 13. MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING 14. MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT 15. FUTURE MEETING DATES The regularly scheduled Planning, Design, and Construction Committee Meeting will be held on October 5, 2006 at 5 p.m. 16. ADJOURN NOTICE TO COMMITTEE MEMBERS 'v For any questions on the agenda or to place items on the agenda, Committee members should contact the Committee Chair or Secretary ten days in advance of the Committee meeting. i E&O Committee Chair Tod Ridgeway (949)644-3004 tndaewayCalcitv.newoort-beach j E&O Vice Committee Chair Carolyn Cavecche (714)744-2211 caveccheRiuno.mm 'Interim General Manager Jim Ruth (714)593-7110 iMhColocsd.com I Acting Assistant General Manager Bob Ghirelli (714)593-7400 bahirelliAomd.com 'Director of Engineering David Ludwin (714)593-7300 dludwinRocsd.com Dir.of Operations&Maintenance Jim Herberg (714)593-7020 iherberaCalocsd.com i Acting Dir.of Technical Services Ed Tortes (714)593-7080 etomes(docsd.com Dir.of Regional Assets&Services Nick Arhontes (714)593-7210 narhontesgilomd.com Dir.of Information Technology Patrick Miles (714)693-7280 DmilesOocsd.com Secretary Penny Kyle (714)593-7130 DkyleOocsd.mm C:\Documents and SettingsVeroaRocal Settings\Temporary Interr@l Fles\OLK78\MOCK EO Agenda 091406(3).dx AGENDA .✓ REGULAR MEETING OF THE OPERATIONS, MAINTENANCE AND TECHNICAL SERVICES COMMITTEE ORANGE COUNTY SANITATION DISTRICT September 6, 2006 - 5:00 P.M. AD NI TRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, California 92708 www.ocsd.com (1) ROLL CALL (2) APPOINTMENT OF CHAIR PRO TEM. IF NECESSARY (3) PUBLIC COMMENTS `..� (4) REPORT OF COMMITTEE CHAIR (5) REPORT OF GENERAL MANAGER (6) CONSENT CALENDAR ITEMS Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: a. Approve minutes of the July 5, 2006 Operations, Maintenance and Technical Services Committee meeting. b. OMTS06-36 Receive and file Technical Services Monthly Report, which focuses on regulatory biosolids and performance measures for the Technical Services Department. C. OMTS06-37 Receive and file Operations 8 Maintenance Monthly Report, which focuses on compliance, financial data and performance measures for Operations and Maintenance Department. d. OMTS06-38 Receive and file Regional Assets and Services Monthly Report for the months of June, and July which focus on current business information, performance `"� trends and financial information of the business units. OMTS 09/06/06 Page 2 e. OMTSOG-39 1). Ratify approval of Amendment No. 1 to the sole source agreement with UC Riverside for the project titled 'Seasonal Evaluation of Reproductive Status and Exposure to Environmental Estrogens in Homyhead Turbot at the Municipal Wastewater Outfall of Orange County", for an additional amount of$50,000 for year two of the contract, for a total amount not to exceed $100,000; and, 2). Approve an extension to the contract for year three for said project for an additional amount of$50,000, for a total amount not to exceed $150,000. END OF CONSENT CALENDAR f. Consideration of items deleted from Consent Calendar, if any. (7) ACTION ITEMS a. OMTS06-00 Recommend to the Board of Directors to a). authorize the General Manager to accept a $76,098 credit for Trunkline Chemical Treatment Strategy in the Miller- Holder, Knott and Baker-Gisler Trunklines from U.S. Peroxide, LLC; and 2). authorize the General Manager to utilize up to $60,100 of the $76,098 credit for the relocation of the chemical dosing tank to be completed by U.S. Peroxide, LLC. Ed Torres - 5 Minutes b. OMTS06-01 Recommend to the Board of Directors to approve a Consulting Services Agreement with TMV Systems Engineering, for Process Control System Historical Replacement, Specification No. CS-2006-281 BD, providing technical consulting, implementation support and software purchase, in the amount of $357,902,and a contingency of$17,098 for a total amount not to exceed $375,000. Robert Thompson -5 Minutes C. OMTS06-42 Recommend to the Board of Directors to authorize the re-appropriation of $450,000 from 1) Biosolids Production Siting Study, SP-105; Environmental Compliance Assessment Program, SP-104; and,Odor Control Study, Job No. P2-95, approved projects in the FY 06-07 CIP,to fund the FY 06-07 Research Program projects not included in the current CIP. Ed Torres—20 Minutes (8) INFORMATIONAL ITEMS a. OMTS06-43 SARI Line—Operational Overview `...� Nick Arhontes - 15 Minutes OMTS 09/06/06 Page 3 `..� (9) REPORT OF DIRECTOR OF INFORMATION TECHNOLOGY (10) REPORT OF DIRECTOR OF OPERATIONS AND MAINTENANCE (11) REPORT OF ACTING DIRECTOR OF TECHNICAL SERVICES (12) REPORT OF DIRECTOR OF REGIONAL ASSETS AND SERVICES (13) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY (14) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT (15) FUTURE MEETING DATES The next Operations, Maintenance and Technical Services (OMTS) Committee Meeting is scheduled for October 4, 2006, at 5:00 p.m. �..' (16) CLOSED SESSION 'During the course of conducting Me busmess set forth on this agenda as a regular meeting of the Commttee,the Chair may convene the Committee in dosed session to consider matters of pending real estate negotiations, 1panding or potential litigation, or personnel matters, pursuant to Govemmem Code Sections 54956.8. 54966.9, j 154957 or 54957.6.as noted. j i !Reports relating to (a) purchase and sale of real properly, (b) matters of pending or potential litigation; (c) iempbyee actions or negotiations with employee representatives; or which are exempt from puble disclosure ?under the California Public Records Act, may be reviewed by the Committee during a permitted dosed session 'and are not available for pub8c inspection. At such time as the Committee takes final actions an any of these !suNects,the minutes will reflect all required disclosures of information. __ ! A. Convene in closed session. B. Reconvene in regular session. C. Consideration of action, H any, on matters considered in closed session. (17) ADJOURNMENT OMTS 09/06/06 Page 4 ... Agenda Posting: In Accordance with the requirements of California Government Code Section 54954.2,this agenda has been posted in the main lobby of the District's Administrative offices not less than 72 hours prior to the meeting date and time above. All written materials relating to each agenda item are available for public inspection in the office of the Board Secretary. Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b)as an emergency item or because there is a need to take immediate action,which need came to the attention of the Committee subsequent to the posting of agenda, or as set forth on a supplemental agenda posted in the manner as above,not less than 72 hours prior to the meeting date. Public Comments: Any member of the public may address the Operations, Maintenance and Technical Services Committee on specific agenda items or matters of general interest. As determined by the Chair, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to three minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). Consent Calendar: All matters placed on the consent calendar are considered as not requiring discussion or further explanation, and unless a particular item is requested to be removed from the consent calendar by a Director of staff member, there will be no separate discussion of these items. Al items on the consent calendar will be enacted by one action approving all motions,and casting a unanimous ballot for resolutions included on the consent calendar. All items removed from the consent calendar shall be considered in the regular order of business. The Committee Chair will determine if any items are to be deleted from the consent calendar. Items Continued: Items may be continued from this meeting without further notice to a Committee meeting held within five(5)days of this meeting per Government Code Section 54954.2(b)(3). Meeting Adioumment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955(posted within 24 hours). Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation District Board Secretary's office at(714) 593-7130 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. i !Notice to Committee Members: i (For any questions on the agenda or to place any items on the agenda,Committee members should contact the Committee !Chair or Secretary ten days in advance of the Committee meeting. j i !Committee Chair Carolyn Cavemhe (714)744-2211 caveocheCnliuno.com iCommittee Secretary: Lilia Kovac (714)593-7124 Ikovac(a7ocsd.com ;Interim General Manager Jim Ruth (714)593.7110 iMhroIomd.com :Acting Assistant General Manager Bob Ghirelli (714)593-7400 IwhirelligDomd.com ;Acting Dir.of Technical Services Ed Tones (714)593-7080 etomes@ocsd.com :Dir.of Operations&Maintenance Jim Herberg (714)593-7020 Iherbemrdomd.00m Dir.of Regional Assets&Services Nick Amontes (714)593.7210 namontes(olocsd.com i !Dir.of Information Technology Patrick Miles (714)593-7280 pmiles@ocsd.mm :_-----_-._...-._-__.______-..._-.._.__._.___ AGENDA REGULAR MEETING OF THE PLANNING, DESIGN, AND CONSTRUCTION COMMITTEE ORANGE COUNTY SANITATION DISTRICT THURSDAY, SEPTEMBER 14, 2006 5:30 - 7:30 P.M. PLANT NO. 2 P2-66 TRAILERS 22212 Brookhurst Street Huntington Beach, California 92646 www.ocsd.com Aaenda Postina: In Accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted in the main lobby of the District's Administrative offices not less than 72 hours prior to the meeting date and time above. Al written materials relating to each agenda item are available for public inspection in the office of the Board Secretary. Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action,it will be done in compliance with Section 54954.2(b)as an emergency item or bemuse there is a need to take immediate action,which need came to the attention of the Committee subsequent to the posting of agenda, or as set forth on a supplemental agenda posted in �i the manner as above, not less than 72 hours prior to the meeting dale. Public Comments: Any member of the public may address the Planning, Design, and Construction Committee on specific agenda items or matters of general interest. As determined by the Chair,speakers may be deferred until the specific item is taken for discussion and remarks may be limited to three minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). Consent Calendar: All matters placed on the consent calendar are considered as not requiring discussion or further explanation,and unless a particular item is requested to be removed from the consent calendar by a Director of staff member,there will be no separate discussion of these Items. All items on the consent calendar will be enacted by one action approving all motions,and casting a unanimous ballot for resolutions included on the consent calendar. All items removed from the consent calendar shall be considered in the regular order of business. The Committee Chair will determine if any items are to be deleted from the consent calendar. Items Continued: Items may be continued from this meeting without further notice to a Committee meeting held within five(5)days of this meeting per Government Code Section 54954.2(b)(3). Meeting Adioumment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955(posted within 24 hours). Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation District Board Secretary's office at(714) 593-7130 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. September 14, 2006 1. ROLL CALL 2. APPOINTMENT OF CHAIR PRO TEM. IF NECESSARY 3. PUBLIC COMMENTS 4. REPORT OF COMMITTEE CHAIR 5. REPORT OF GENERAL MANAGER 6. REPORT OF DIRECTOR OF ENGINEERING 7. REPORT OF GENERAL COUNSEL 8. CONSENT CALENDAR ITEMS Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: a. APPROVE MINUTES OF PREVIOUS MEETING Approve minutes of the August 3, 2006 Planning, Design, and Construction Committee Meeting. b. PSA AND AMENDMENT REPORT Attached is the PSA and Amendment Report. This is an information only item. Action on PSAs and Amendments that require PDC Committee or Board approval will be taken separately. There were no PSAs and no Amendments approved by the General Manager from July 21 through August 24, 2006. C. FACILITIES ENGINEERING CONSULTANT ACTIVITY REPORT Attached is the Facilities Engineering Consultant Activity Report. This is an information only item. END OF CONSENT CALENDAR Consideration of items deleted from Consent Calendar, if any. 2 September 14, 2006 9. INFORMATIONAL ITEM (Item a) a. PDCO6-83 Change Order Management Plan (Update) 10. ACTION ITEMS (Items a-q) a. PDCO6-84 Receive and file the Collection System Strategic Plan Update dated April 2006, prepared by MWH Americas, Inc.for the Collection System Model and Strategic Plan Update, Job No. J-101. Presentation: Jim Burror b. PDCO6-85 (1) Ratify Change Order No.1 to Plant 1, Underground Storage Tank Rehabilitation at Electric Power Building 4, Job No. FE05-31,with Fleming Environmental, Inc., authorizing an addition of$8,512 and 181 calendar days, increasing the total contact amount to$130,612 and 231 days; and (2)Accept Plant 1, Underground Storage Tank Rehabilitation at Electric Power Building 4,Job No. FE05-31, as complete, authorizing execution of the Notice of Completion and approving the Final Closeout Agreement with Fleming Environmental, Inc. This item is for PDC approval per Delegation of Authority by Board Resolution No. 04-08. �..� C. PDCO6-86 Recommend to the Board of Directors to (1)Ratify Change Order No. 1 to Plant 1, Underground Storage Tank Rehabilitation at Cengen Building, Job No. FE05-32,with Fleming Environmental, Inc., authorizing an addition of$33,570 and 181 additional days, increasing the total contact amount to$145,030 and 231 days; and (2)Accept Plant 1, Underground Storage Tank Rehabilitation at Cengen Building,Job No. FE05-32, as complete,authorizing execution of the Notice of Completion and approving the Final Closeout Agreement with Fleming Environmental, Inc. d. PDCO6-87 Recommend to the Board of Directors to (1)Ratify Change Order No.1 to Plant No. 2, Utility Corridor, Parking and Pump Station for Contractor Staging,Job No. P2-66-3, with Denboer Engineering and Construction, Inc., authorizing an addition of$37,762 and 159 calendar days, increasing the total contract amount to $1,360,762; and (2)Accept Plant 2, Utility Corridor, Parking and Pump Station for Contractor Staging,Job No. P2-66-3, as complete, authorizing execution of the Notice of Completion and approving the Final Closeout Agreement. e. PDC06-88 Recommend to the Board of Directors to (1)Approve plans and specifications for Contract No. 1-10A, 66-Inch Ellis Avenue Trunk Sewer on file at the office of the Board Secretary, (2)Approve Addendum Nos. 1, 2, 3,4, and 5 to the plans and specifications; (3) Receive and file bid tabulation and recommendation; and (4)Award a construction contract to Barnard Soletanche, a joint venture for Contract No. 1-10A, 66-Inch Ellis �...✓ Avenue Trunk Sewer,for an amount not to exceed $32,232,600. 3 September 14,2006 f. PDC06-89 Recommend to the Board of Directors to (1)Ratify Change Order No.4 to Plant Utilities Rehabilitation and Refurbishment, Job No. P2-82, with Olsson Construction, authorizing an addition of$1,040, and an additional 457 calendar days, increasing the total contact amount to$2,883,385; and (2)Accept Plant Utilities Rehabilitation and Refurbishment, Job No. P2-82, as complete, authorizing execution of the Notice of Completion and approving the Final Closeout Agreement. g. PDCO6-90 Recommend to the Board of Directors to ratify Change Order No. 10 to Secondary Treatment Facilities Process Upgrades at Plant No. 2, Job No. P247-3,with Morrow-Meadows Corporation,authorizing an addition of $295,560, increasing the total contract amount to$7,640,167. h. PDCO6-91 Recommend to the Board of Directors to(1)Ratify Change Order No. 1 to Sunflower Interceptor Manhole Rehabilitation, Contract No. 7-21,with Sancon Engineering, Inc., authorizing an addition of$583,821, increasing the total contract amount to$2,103,021, and 79 additional calendar days; and (2)Approve a budget amendment for Sunflower Interceptor Manhole Rehabilitation, Job No. 7-21, in the amount of$278,000,for a total budget of$3,572,000. i. PDCO6-92 Recommend to the Board of Directors to ratify Change Order No. 2 to Rehabilitation of theta Street Pump Station, Contract No. 5-51, and Rehabilitation of the "A"Street Pump Station, Contract No. 5-52,with Kiewit Pacific Company, authorizing an addition of$256,079 and 14 calendar days, increasing the total contract amount to$12,095,223. j. PDCO6-93 Recommend to the Board of Directors to(1) Ratify Change Order No. 11 to Gisler-Redhill Trunk Improvements, Reach"A", Contract No. 7-36; Orange Trunk Improvements, Contract No. 7-39; Gisler-Redhill North Trunk Improvements, Contract No. 741;and City of Tustin Project Nos. 6106 and 6151,with ARB, Inc., authorizing an addition of$400,676, increasing the total contract amount to$22,003,110; (2) Decrease Phase 4 of Contract No. 741 budget by$1,300,000 for a total project budget amount of$15,460,857; and (3) Increase Phase 4 of Contract No. 7-36 budget amount by$1,300,000 for a total project budget amount of $8.357,433. k. PDCO6.94 Recommend to the Board of Directors to ratify Change Order No. 28 to Primary Clarifiers 16-31 and Related Facilities, Job No. P1-37,with Margate Construction, authorizing an addition of$83,637, increasing the total contract amount to $72,760,157. 1. PDCO6-95 Recommend to the Board of Directors to ratify Change Order No. 20 to Bushard Trunk Sewer Rehabilitation, Job No. 1-24, with Steve P. Rados, Inc., authorizing an addition of$151,375. increasing the total contract amount to$30,679,877. 4 September 14, 2006 M. PDC06-96 Recommend to the Board of Directors to approve a Professional Design Services Agreement with The Austin Company to prepare a Feasibility Study for Laboratory Refurbishment at Plant No. 1, Job No. J-97, for an amount not to exceed $122,400. n. PDCO6-97 Recommend to the Board of Directors to (1)Approve Amendment No. 5 to the Professional Services Agreement with Camp, Dresser, & McKee for Rehabilitation of Odor Control Facilities, Job No. J-71-8, providing for an adjustment to the burdened labor rates for an additional amount of $109,668, increasing the total amount not to exceed $5,028,372. 0. PDCO6-98 Recommend to the Board of Directors to approve Amendment No. 8 to the Professional Service Agreement with Tran Consulting Engineers for additional construction support services for Sunflower Interceptor Manhole Rehabilitation, Contract No. 7-21, for an additional amount of$7,625, increasing the total amount not to exceed $1,270,697. P. PDCO6-99 Recommend to the Board of Directors to approve Settlement Agreement with Parsons Engineering Science for Area Classification Study Implementation Plan, Plant Nos. 1 and 2, Job No. J-35-2,for a reimbursement amount of$610,667. q. PDC06-100 Recommend to the Board of Directors to authorize Sole Source status for a period not to exceed September 30, 2008 for the following list of products for use in the Capital Improvement Program Projects: o MODICOWQUANTUM-Programmable Logic Controllers o EDWARDS Systems Technology- Fire Alarm Panels and Sensors o CASI-RUSCO-Security Access Systems (badge readers) o SUMITOMO ELECTRIC-Fiber Optic Network Components (Bk)wn Fiber) o N-TRON- Industrial Ethernet Hubs o CISCO SYSTEMS-Network Switches and Routers o MODICON MODEMS- Fiber Optic Modems for use with Remote 1/0 racks o POWER MEASUREMENTS INC. - ION Series Power Monitors 0 SCHLAGE-Door Locksets o WEMCO-HIDROSTAL-Sewage Pumps 0 DeZURIK-Plug Valves o GENERAL ELECTRIC- Protective Relays o BASLER ELECTRIC-Protective Relays 11, CLOSED SESSION During the course of conducting the business set forth on this agenda as a regular meeting of the Planning, Design, and Construction Committee, the Chair may convene the Committee in closed session to consider matters of pending real estate negotiations, pending or potential litigation, or personnel matters, pursuant to Government Code Sections 54956.8, 54956.9, 54957 or 54957.6, as noted. 5 September14,2006 Reports relating to(a)purchase and sale of real property,;(b)matters of pending or potential litigation;(c) employment actions or negotiations with employee representatives; or which are exempt from public disclosure under the California Public Records Act may be reviewed by the Committee during a permitted closed session and are not available for public inspection. At such time as final actions are taken by the Boards on any of these subjects, the minutes will reflect all required disclosures of information. a. Convene in closed session, if necessary. b. Reconvene in regular session. c. Consideration of action, if any, on matters considered in closed session. 12. OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY 13. MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING 14. MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT 15. FUTURE MEETING DATES The regularly scheduled Planning, Design, and Construction Committee Meeting will be held on October 5, 2006 at 5 p.m. 16. ADJOURN NOTICE TO COMMITTEE MEMBERS For any questions on the agenda or to place items on the agenda, Committee members should contact the Committee Chair or Secretary ten days in advance of the Committee meeting. Committee Chair. Tod Ridgeway (949) 644-3004 tridcewayalcitv.newoort- beach.ca.us Director of Engineering., David Ludwin (714) 593-7300 dludwin@ocsd.com Secretary: Penny Kyle (714) 593-7130 pkyle@ocsd.com HAdepeengW OCW000WEPAgenda.doc 6 STREAMLINED BOARD AGENDA BOARD OF DIRECTORS ORANGE COUNTY SANITATION DISTRICT DISTRICT'S ADMINISTRATIVE OFFICES 10844 ELLIS AVENUE FOUNTAIN VALLEY, CA 92708 REGULAR MEETING September 27, 2006 — 7:00 P.M. 1. Invocation and Pledge of Allegiance (Board of Supervisors— Director Silva) 2. Roll Call 3. Consideration of motion to receive and file minute excerpts of member agencies relating to appointment of Directors, if any. City/Acency Active Director Alternate Director Orange Carolyn Cavecche Jon Dumitru 1. Appointment of Chair pro tem. if necessary 5. Public Comments 6. The Chair, General Manager and General Counsel present verbal reports on miscellaneous matters of general interest to the Directors. These reports are for information only and require no action by the Directors. a. Report of Chair; consideration of Resolutions or recommendations, presentations and awards b. Report of General Manager C. Report of General Counsel 7. Ratifying payment of claims of the District, by roll call vote, as follows: ALL DISTRICTS 08/15/06 08/31/06 Totals $19,628,166.52 $24,509,685.16 DIRECTORS: Pursuant to Government Code Section 84308, you are required to disclose any campaign contribution greater than $250 received in the past twelve months from any party to a contract involving OCSD. This requires that you identify the contributor by name. Further, you may not participate in the decision making process to award a contract to such party. For reference, you are directed to the Register of Warrants as to all current contractors/vendors with OCSD. For the specifics of Government Code Section 84308, `—" please see your Director's Handbook or call the office of General Counsel. STREAMLINED BOARD AGENDA 09/27/06 Page 2 �... CONSENT CALENDAR 8. Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: a. Order the minutes for the regular meeting held on August 23, 2006, to be filed and deemed approved, as mailed b. (1) Receive and file petition from Charles J. Walker requesting annexation of 1.988 acres to Orange County Sanitation District in the vicinity of Brier Lane and Highcliff Drive in an unincorporated area of Orange County; and, (2)Adopt Resolution No. OCSD 06-19, authorizing initiation of proceedings to annex said territory to OCSD (Proposed Annexation No. OCSD 57—Walker Annexation). C. (1) Receive and file petition from Michael and Virginia Rue requesting annexation of 1.06 acres to Orange County Sanitation District in the vicinity of Skyline Drive and Reservoir Road in an unincorporated area of Orange County; and, (2)Adopt Resolution No. OCSD 06-20, authorizing initiation of proceedings to annex said territory to OCSD (Proposed Annexation No. OCSD 58—Rue Annexation). d. Adopt Resolution No. OCSD 06-24, Levying Assessment Installments in lieu of the Payment of Sewer System Capital Facilities Capacity Charges Incidental to the Connection of Assessor's Parcel No. 503-301-04 and 502-232-06 to the Sewer System END OF CONSENT CALENDAR e. Consideration of items deleted from Consent Calendar, if any. COMMITTEE REPORTS AND RECOMMENDED ACTIONS 9. STEERING COMMITTEE Consent Calendar a. Order draft Steering Committee Minutes for the meeting held on August 23, 2006, to be fled. b. Adopt Resolution No. OCSD 06-21, Declaring Support of Proposition 1 E. Non-Consent Calendar C. Consideration of items deleted from Steering Committee Consent Calendar, if any. STREAMLINED BOARDAGENDA 09/27/06 Page 3 ..s 10. ENGINEERING AND OPERATIONS COMMITTEE (E&O) E&O Consent Calendar a. Order draft Engineering and Operations Committee Minutes for the regular meeting held on September 6, 2006, to be filed. b. (1)Authorize the General Manager to accept a$76,098 credit for Trunkline Chemical Treatment Strategy in the Miller-Holder, Knott and Baker-Gisler Trunklines from U.S. Peroxide, LLC; and, (2)Authorize the General Manager to utilize up to $60,100 of the$76,098 credit for the relocation of the chemical dosing tank to be completed by U.S. Peroxide, LLC. C. Approve a Consulting Services Agreement with TMV Systems Engineering, for Process Control System Historical Replacement, Specification No. CS-2006-281 BD, providing technical consulting, implementation support and software purchase, in the amount of$357,902, and a contingency of$17,098 for a total amount not to exceed $375,000. d. Authorize the re-appropriation of$450,000 from Biosolids Production Siting Study, SP-105; Environmental Compliance Assessment Program, SP-104; and, Odor Control Study, Job No. P2-95, approved projects in the FY 06-07 CIP, to �s fund the FY 06-07 Research Program projects not included in the current CIP. e. (1) Ratify Change Order No. 1 to Plant 1, Underground Storage Tank Rehabilitation at Cengen Building, Job No. FE05-32, with Fleming Environmental, Inc., authorizing an addition of$33,570 and 181 additional days, increasing the total contact amount to$145,030 and 231 days; and, (2)Accept Plant 1, Underground Storage Tank Rehabilitation at Cengen Building, Job No. FE05-32, as complete, authorizing execution of the Notice of Completion and approving the Final Closeout Agreement with Fleming Environmental, Inc. f. (1)Approve plans and specifications for 66-Inch Ellis Avenue Trunk Sewer, Contract No. 1-10A, on file at the office of the Board Secretary; (2)Approve Addenda Nos. 1, 2, 3, 4, and 5 to the plans and specifications; (3) Receive and file bid tabulation and recommendation; and (4)Award a construction contract to Barnard Soletanche, a joint venture, for 66-Inch Ellis Avenue Trunk Sewer Contract No. I-10A, for an amount not to exceed $32,232,600. g. (1) Ratify Change Order No. 4 to Plant Utilities Rehabilitation and Refurbishment, Job No. P2-82, with Olsson Construction, authorizing an addition of$1,040, and an additional 457 calendar days, increasing the total contact amount to $2,883,385; and, STREAMLINED BOARDAGENDA 09/27/06 Page 4 (2)Accept Plant Utilities Rehabilitation and Refurbishment, Job No. P2-82, as complete, authorizing execution of the Notice of Completion and approving the Final Closeout Agreement. h. Ratify Change Order No. 10 to Secondary Treatment Facilities Process Upgrades at Plant No. 2, Job No. 132-47-3, with Morrow-Meadows Corporation, authorizing an addition of$295,560, increasing the total contract amount to $7,640,167. i. (1) Ratify Change Order No. 1 to Sunflower Interceptor Manhole Rehabilitation, Contract No. 7-21, with Sancon Engineering, Inc., authorizing an addition of $583,821, increasing the total contract amount to$2,103,021, and 79 additional calendar days; and, (2)Approve a budget amendment for Sunflower Interceptor Manhole Rehabilitation, Job No. 7-21, in the amount of$278,000,for a total budget of $3,572,000. j. (1) Ratify Change Order No. 11 to Gisler-Redhill Trunk Improvements, Reach "A", Contract No. 7-36; Orange Trunk Improvements, Contract No. 7-39; Gisler-Redhill North Trunk Improvements, Contract No. 7-41; and City of Tustin Project Nos. 6106 and 6151, with ARB, Inc., authorizing an addition of$400,676, increasing the total contract amount to $22,003,110; . (2) Decrease Phase 4 of Contract No. 741 budget by$1,300,000 for a total project budget amount of$15,460,857; and, (3) Increase Phase 4 of Contract No. 7-36 budget amount by$1,300,000 for a total project budget amount of$8,357,433. k. Approve a Settlement Agreement with Parsons Engineering Science for Area Classification Study Implementation Plan, Plant Nos. 1 and 2, Job No. J-35-2, for a reimbursement amount of$610,667. E&O Non-Consent Calendar I. Consideration of items deleted from E&O Consent Calendar, if any. 11. FINANCE AND ADMINISTRATION COMMITTEE (F8A1 F&A Consent Calendar a. Order draft Finance and Administration Committee Minutes for the meeting held on September 13, 2006,to be filed. b. Adopt Resolution No. OCSD 06-23, Adoption of District's 2006 Conflict of Interest Code, and Repealing Resolution No. OCSD 04-24. F&A Non-Consent Calendar C. Consideration of items deleted from F&A Consent Calendar, if any. STREAMLINED BOARD AGENDA 09/27/06 Page 5 �./ 12. GWR SYSTEM STEERING COMMITTEE fGWRSSCI GWRSSC Consent Calendar a. Order Joint Groundwater Replenishment System Steering Committee Minutes for the meeting held on September 11. 2006, to be filed. b. Approve a Professional Services Agreement with Faubel Public Affairs for one year of outreach support services for the Groundwater Replenishment System, Job No. J-36, for an amount not to exceed $255,850 to be cost shared equally (OCSD's portion $127,925) with the Orange County Water District. GWRSSC Non-Consent Calendar C. Consideration of items deleted from GWRSSC Consent Calendar, K any. NON-CONSENT CALENDAR 13. Closed Session CLOSED SESSION: During the course of conducting the business set forth on this agenda as a regular meeting of the Board, the Chair may convene the Board in closed session to consider matters of pending real estate negotiations, pending or potential litigation, or personnel matters, pursuant to Government Code Sections 54956.8, 54956.9, 54957 or 54957.6, as noted. Reports relating to(a) purchase and sale of real property; (b) matters of pending or potential litigation; (c)employment actions or negotiations with employee representatives; or which are exempt from public disclosure under the California Public Records Act, may be reviewed by the Board during a permitted closed session and are not available for public inspection. At such time as the Board takes final action on any of these subjects, the minutes will reflect all required disclosures of information. a. Convene in closed session, if necessary b. Reconvene in regular session C. Consideration of action, if any, on matters considered in closed session 14. Other business and communications or supplemental agenda items, if any 15. Matters which a Director may wish to place on a future agenda for action and staff report. 16. Future Meeting Date: The next Board of Directors regular meeting is scheduled for October 25, 2006, at 7:00 p.m. 17. Adjournment STREAMLINED BOARDAGENDA 09/27/06 Page 6 Agenda Posting: In accordance with the requirements of California Government Code Section 54954.2,this agenda has been posted in the main lobby of the District's Administrative offices not less than 72 hours prior to the meeting date and time above. All written materials relating to each agenda item are available for public inspection in the office of the Board Secretary. Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Board for discussion and/or action,it will be done in compliance with Section 54954.2(b)as an emergency item or because there is a need to take immediate action,which need came to the attention of the Board subsequent to the posting of agenda,or as set forth on a supplemental agenda posted in the manner as above,not less than 72 hours prior to the meeting date. Public Comment : Any member of the public may address the Board of Directors on specific agenda items or matters of general interest. As determined by the Chair, speakers may be defamed until the specific item is taken for discussion and remarks may be limited to three minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Board of Directors except as authonzed by Section 54954.2(b). If you wsh to speak,please complete a Speakers Form(located at the table outside of the Board Room)and give it to the Board Secretary. Consent Calendar.All matters placed on the Consent Calendar are considered as not requiring discussion or further explanation and unless any particular Rem is requested to be removed from the Consent Calendar by a Director,staff member or member of the public in attendance,there will be no separate discussion of these items. All items on the Consent Calendar will be enacted by one action approving all motions,and casting a unanimous ballot for resolutions included on the consent calendar. All items removed from the Consent Calendar shall be considered in the regular order of business. Members of the public who wish to remove an item from the Consent Calendar shall,upon recognition by the Chair,state their name,address and designate by number the item to be removed from the Consent Calendar. The Chair will determine if any items are to be deleted from the Consent Calendar. Items Continued: Items may be continued from this meeting without further notice to a Committee or Board meeting held within five(5)days of this meeting per Government Code Section 54954.2(b)(3). Meeting Adiournment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955(posted within 24 hours). Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair accessible. If you require any special disability related accommodations,please contact the Orange County Sanitation District Board Secretary's office at(714)593-7130 at least 72 hours prior to the scheduled meeting. Requests must soecifv the nature of the disability and the rice of accommodation requested. STREAMLINED BOARD AGENDA 09/27/06 Page 7 ............................_._..............____.............-.__..................__._._—_.____........._....................................___...._................. ;NOTICE TO DIRECTORS:To place items on the agenda for the Regular Meeting of the Board of €Directors, items shall be submitted to the Board Secretary no later than the close of business 14 days .preceding the Board meeting. The Board Secretary shall include on the agenda all items submitted by *Directors,the General Manager and General Counsel and all formal communications. ;Interim General Manager James D. Ruth (714)593-7110 irdh6D0csd.wm .Acting Assistant General Manager Bob Ghirelli (714)593-7400 rghirelli0c sd.wm .Board Secretary Penny Kyle (714)593-7130 Pkvle0ocsd.wm :Director/Engineering David Ludimn (714)593-7300 dludmn(Wimsd.wm Director/Finance 8 Admin Services Lorenzo Tyner (714)593-7550 ltvner0ocsd Mm ;Director/Information Technology Patrick Miles (714)593-7280 omilesgDwsd.win Director/Operations 8 Maintenance Jim Herberg (714)593-7020 iherbertigDocsd.com ;Acting DirectorlTechnical Services Ed Tones (714)593-7080 etomesc@orsd.wm Director/Regional Assets 8 : Services Nick Arhontes (714)593-7210 namontesCdocsd.wm Brad.Hogm -_..,.... ........_..__Q.14).564-2606_.bh in w -law.wm.__.._ .___ _ _ H'idePhagendaiBoard Agendas2006 Board AgendnW92706 agenda.doc AGENDA BOARD OF DIRECTORS ORANGE COUNTY SANITATION DISTRICT DISTRICT'S ADMINISTRATIVE OFFICES 108" ELLIS AVENUE FOUNTAIN VALLEY, CA 92708 REGULAR MEETING September 27, 2006 —7:00 P.M. 1. Invocation and Pledge of Allegiance (Board of Supervisors— Director Silva) 2. Roll Call 3. Consideration of motion to receive and file minute excerpts of member agencies relating to appointment of Directors, if any. City/Acencv Active Director Alternate Director Orange Carolyn Cavecche Jon Dumitru 4. Appointment of Chair pro tem, if necessary 5. Public Comments 6. The Chair, General Manager and General Counsel present verbal reports on miscellaneous matters of general interest to the Directors. These reports are for information only and require no action by the Directors. a. Report of Chair; consideration of Resolutions or recommendations, presentations and awards b. Report of General Manager C. Report of General Counsel 7. Ratifying payment of claims of the District, by roll call vote, as follows: ALL DISTRICTS 08/15/06 08/31/06 Totals $19,628,166.52 $24,509,685.16 DIRECTORS:Pursuant to Government Code Section 84308, you arezequired to disclose any campaign contribution greater than $250 received'inl-e- - gtta"iliofithsfrom any party to a'contract'involving OCSD. This requires that- dildiill .contributor by.name. Further,'you may not participate in the decisionmalut 'to8M�rEta cortract to such party. For reference,you are directed to the Reglalerf , Msdo aIC current. ,t contractors/vendors with OCSD. For the specks of Government Coile'�'SecOon 84308, please see your Directors Handbook or call the office of General Counsel 09/27/06 Page 2 CONSENT CALENDAR 8. Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: a. Order the minutes for the regular meeting held on August 23, 2006, to be filed and deemed approved, as mailed b. (1) Receive and file petition from Charles J.Walker requesting annexation of 1.988 acres to Orange County Sanitation District in the vicinity of Brier Lane and Highcliff Drive In an unincorporated area of Orange County; and, (2)Adopt Resolution No. OCSD 06-19, authorizing initiation of proceedings to annex said territory to OCSD (Proposed Annexation No. OCSD 57—Walker Annexation). C. (1) Receive and file petition from Michael and Virginia Rue requesting annexation of 1.06 acres to Orange County Sanitation District in the vicinity of Skyline Drive and Reservoir Road in an unincorporated area of Orange County; and, (2)Adopt Resolution No. OCSD 06-20, authorizing initiation of proceedings to annex said territory to OCSD (Proposed Annexation No. OCSD 58— Rue Annexation). �.d d. Adopt Resolution No. OCSD 06-24, Levying Assessment Installments in lieu of the Payment of Sewer System Capital Facilities Capacity Charges Incidental to the Connection of Assessor's Parcel No. 503-301.04 and 502-232-06 to the Sewer System END OF CONSENT CALENDAR 9. Consideration of items deleted from Consent Calendar, if any. COMMITTEE REPORTS AND RECOMMENDED ACTIONS 10. STEERING COMMITTEE Consent Calendar a. Order draft Steering Committee Minutes for the meeting held on August 23, 2006, to be filed. b. Adopt Resolution No. OCSD 06-21, Declaring Support of Proposition 1E. . Non-Consent Calendar �. C. Consideration of items deleted from Steering Committee Consent Calendar, if any. 09/27/06 Page 3 11. OPERATIONS, MAINTENANCE AND TECHNICAL SERVICES COMMITTEE (OMITS) OMITS Consent Calendar a. Order draft Operations, Maintenance and Technical Services Committee Minutes for the regular meeting held on September 6, 2006, to be filed. b. (1) Ratify approval of Amendment No. 1 to the sole source agreement with UC Riverside for the project titled 'Seasonal Evaluation of Reproductive Status and Exposure to Environmental Estrogens in Homyhead Turbot at the Municipal Wastewater Outfall of Orange County, for an additional amount of$50,000 for year two of the contract, for a total amount not to exceed $100,000; and, (2)Approve an extension to the contract for year three for said project for an additional amount of$50,000,for a total amount not to exceed $150,000. . C. (1)Authorize the General Manager to accept a $76,098 credit for Trunkline Chemical Treatment Strategy in the Miller-Holder, Knott and Baker-Gisler Trunklines from U.S. Peroxide, LLC; and, (2)Authorize the General Manager to utilize up to $60,100 of the $76,098 credit for the relocation of the chemical dosing tank to be completed by U.S. Peroxide, LLC. d. Approve a Consulting Services Agreement with TMV Systems Engineering, for Process Control System Historical Replacement, Specification No. CS-2006-281 BD, providing technical consulting, implementation support and software purchase, in the amount of$357,902, and a contingency of$17,098 for a total amount not to exceed$375,000. e. Authorize the re-appropriation of$450,000 from Biosolids Production Siting Study, SP-105; Environmental Compliance Assessment Program, SP-104; and, Odor Control Study, Job No. 132-95, approved projects in the FY 06-07 CIP, to fund the FY 06-07 Research Program projects not included in the current CIP. OMITS Non-Consent Calendar f. Consideration of items deleted from OMTS Calendar, if any. 12. PLANNING. DESIGN AND CONSTRUCTION COMMITTEE (PDC) PDC Consent Calendar a. Order draft Planning, Design and Construction Committee Minutes for the regular meeting held on September 14, 2006, to be filed. b. Receive and file the Collection System Strategic Plan Update dated April 2006, prepared by MWH Americas, Inc. for the Collection System Model and Strategic V..� Plan Update, Job No. J-101. C. Item removed. 09/27/06 Page 4 d. (1) Ratify Change Order No.1 to Plant No. 2, Utility Corridor, Parking and Pump Station for Contractor Staging, Job No. P2-66-3, with Denboer Engineering and Construction, Inc., authorizing an addition of$37,762 and 159 calendar days, increasing the total contract amount to$1,360,762; and (2) Accept Plant 2, Utility Corridor, Parking and Pump Station for Contractor Staging, Job No. P2-66-3,as complete, authorizing execution of the Notice of Completion and approving the Final Closeout Agreement. e. (1)Approve plans and specifications for 66-Inch Ellis Avenue Trunk Sewer, Contract No. 1-10A, on file at the office of the Board Secretary; (2)Approve Addenda Nos. 1,2, 3, 4, and 5 to the plans and specifications; (3) Receive and file bid tabulation and recommendation; and (4)Award a construction contract to Barnard Soletanche, a joint venture,for 66-Inch Ellis Avenue Trunk Sewer Contract No. 1-10A, for an amount not to exceed $32,232,600. f. (1) Ratify Change Order No. 4 to Plant Utilities Rehabilitation and Refurbishment, Job No. P2-82, with Olsson Construction, authorizing an addition of$1,040,and an additional 457 calendar days, increasing the total contact amount to $2,883,385; and, `..� (2) Accept Plant Utilities Rehabilitation and Refurbishment, Job No. P2-82, as complete, authorizing execution of the Notice of Completion and approving the Final Closeout Agreement. g. Ratify Change Order No. 10 to Secondary Treatment Facilities Process Upgrades at Plant No. 2, Job No. P247-3,with Morrow-Meadows Corporation, authorizing an addition of$295,560, increasing the total contract amount to $7,640,167. h. (1) Ratify Change Order No. 1 to Sunflower Interceptor Manhole Rehabilitation, Contract No. 7-21, with Sancon Engineering, Inc., authorizing an addition of $583,821, increasing the total contract amount to $2,103.021, and 79 additional calendar days; and, (2)Approve a budget amendment for Sunflower Interceptor Manhole Rehabilitation, Job No. 7-21, in the amount of$278,000, for a total budget of $3,572,000. . I. Ratify Change Order No. 2 to Rehabilitation of theta Street Pump Station, Contract No. 5-51, and Rehabilitation of the"A" Street Pump Station, Contract No. 5-52, with Kiewit Pacific Company, authorizing an addition of$256,079 and 14 calendar days, increasing the total contract amount to$12,095,223. . 09/27/06 Page 5 J. (1) Ratify Change Order No. 11 to Gisler-Redhill Trunk Improvements, Reach "A", Contract No. 7-36; Orange Trunk Improvements, Contract No. 7-39; Gisler-Redhill North Trunk Improvements, Contract No. 7-41; and City of Tustin Project Nos. 6106 and 6151,with ARB, Inc., authorizing an addition of$400,676, Increasing the total contract amount to$22,003,110; . (2) Decrease Phase 4 of Contract No. 7-41 budget by$1,300,000 for a total project budget amount of$15,460,857; and, (3) Increase Phase 4 of Contract No. 7.36 budget amount by$1,300,000 for a total project budget amount of$8,357,433. k. Ratify Change Order No. 28 to Primary Clarifiers 16-31 and Related Facilities, Job No. P1-37, with Margate Construction, authorizing an addition of$83,637, Increasing the total contract amount to$72,760,157. I. Ratify Change Order No. 20 to Bushard Trunk Sewer Rehabilitation, Job No. 1-2-4, with Steve P. Rados, Inc., authorizing an addition of$151,375, Increasing the total contract amount to $30,679,877. M. Approve a Professional Design Services Agreement with The Austin Company to prepare a Feasibility Study for Laboratory Refurbishment at Plant No. 1, Job No. J-97,for an amount not to exceed $122,400. n. (1)Approve Amendment No. 5 to the Professional Services Agreement with Camp, Dresser, & McKee for Rehabilitation of Odor Control Facilities,Job No. J-71-8, providing for an adjustment to the burdened labor rates for an additional amount of$109,668, increasing the total amount not to exceed $5,028,372. o. Approve Amendment No. 8 to the Professional Service Agreement with Tran Consulting Engineers for additional construction support services for Sunflower Interceptor Manhole Rehabilitation, Contract No.7-21, for an additional amount of$7,625, increasing the total amount not to exceed $1,270,697. P. Approve a Settlement Agreement with Parsons Engineering Science for Area Classification Study Implementation Plan, Plant Nos. 1 and 2,Job No. J-35-2,for a reimbursement amount of$610,667. PDC Non-Consent Calendar q. Consideration of items deleted from PDC Consent Calendar, if any. 13. FINANCE, ADMINISTRATION AND HUMAN RESOURCES COMMITTEE (FAHR) FAHR Consent Calendar a. Order draft Finance, Administration and Human Resources Committee Minutes for the meeting held on September 13, 2006, to be filed. b. Adopt Resolution No. 06-22, amending Resolution No. OCSD 98-33, amending Human Resources Policies and Procedures Manual. 09/27/06 Page 6 C. Adopt Resolution No. OCSD 06-23, Adoption of District's 2006 Conflict of Interest Code, and Repealing Resolution No. OCSD 04-24. d. Receive and file report of General Manager approved purchases in amounts exceeding $50,000 in accordance with Board purchasing policies. . e. Receive and file the FY 2005-06 Quarterly Financial Report for the period ended June 30, 2006. f. Approve revisions to SAFETY-POL-101, Injury and Illness Prevention Program Policy, as provided for in Resolution No. OCSD 02-5 regarding the District's Injury and Illness Prevention Program. FAHR Non-Consent Calendar g. Consideration of items deleted from FAHR Consent Calendar, if any. 14. LEGISLATIVE AFFAIRS COMMITTEE Lecislative Affairs Consent Calendar a. Order Legislative Affairs Committee Minutes for the meeting held on September 12, 2006 to be filed. Legislative Affairs Non-Consent Calendar b. Consideration of items deleted from Legislative Affairs Consent Calendar, if any. 15. GWR SYSTEM STEERING COMMITTEE (GWRSSC) GWRSSC Consent Calendar a. Order Joint Groundwater Replenishment System Steering Committee Minutes for the meeting held on September 11, 2006, to be filed. b. Approve a Professional Services Agreement with Faubel Public Affairs for one year of outreach support services for the Groundwater Replenishment System, Job No. J-36, for an amount not to exceed $255,850 to be cost shared equally (OCSD's portion $127,925)with the Orange County Water District. GWRSSC Non-Consent Calendar C. Consideration of items deleted from GWRSSC Consent Calendar, if any. 09/27/06 Page 7 NON-CONSENT CALENDAR 'r 16. Closed Session CLOSED SESSION: During the course of conducting the business set forth on this agenda as a regular meeting of the Board, the Chair may convene the Board in closed session to consider matters of pending real estate negotiations, pending or potential litigation, or personnel matters, pursuant to Government Code Sections 54956.8, 54956.9. 54957 or 54957.6, as noted. Reports relating to(a)purchase and sale of real property; (b) matters of pending or potential litigation; (c)employment actions or negotiations with employee representatives; or which are exempt from public disclosure under the California Public Records Act, may be reviewed by the Board during a permitted closed session and are not available for public inspection. At such time as the Board takes final action on any of these subjects, the minutes will reflect all required disclosures of information. a. Convene in closed session, if necessary b. Reconvene in regular session C. Consideration of action, ff any, on matters considered in closed session 17. Other business and communications or supplemental agenda items, if any 18. Matters which a Director may wish to place on a future agenda for action and staff report. 19. Future Meeting Date: The next Board of Directors regular meeting is scheduled for October 25, 2006, at 7:00 p.m. 20. Adjournment 09/27/06 Page 8 y� Agenda Posting: In accordance with the requirements of California Government Code Section 54954.2,this agenda has been posted in the main lobby of the Distdcfs Administrative offices not less than 72 hours prior to the meeting date and time above. All written materials relating to each agenda item are available for public inspection in the office of the Board Secretary. Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Board for discussion andfor action,H will be done In compliance with Section 54954.2(b)as an emergency Hem or because there is a need to take Immediate action,which need came to the attention of the Board subsequent to the posting of agenda,or as set forth on a supplemental agenda posted in the manner as above,not less than 72 hours prior to the meeting date. Public Comments: Any member of the public may address the Board of Directors on specific agenda Hems or matters of general interest. As determined by the Chair,speakers may be deferred unill the specific Ham is taken for discussion and remarks may be limited to three minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Board of Directors except as authorized by Section 54954.2(b). If you wish to speak,please complete a Speaker's Form(located at the table outside of the Board Room)and give it to the Board Secretary. Consent Calendar.All matters placed on the Consent Calendar are considered as not requiring discussion or further explanation and unless any particular Hem is requested to be removed from the Consent Calendar by a Director,staff member or member of the public in attendance,there will be no separate discussion of these items. All Hems on the Consent Calendar will be enacted by one action approving all motions,and Mating a unanimous ballot for resolutions included on the consent calendar. All items removed from the Consent Calendar shall be considered in the regular order of business. Members of the public who wish to remove an item from the Consent Calendar shall,upon recognition by the Chair,state their name,address and designate by number the item to be removed from the Consent Calendar. The Chair will determine if any items are to be deleted from the Consent Calendar. Items Continued: Items may be continued from this meeting without further notice to a Committee or Board meeting held within five(5)days of this meeting per Government Code Section 54954.2(b)(3). Meeting Adioumment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955(posted within 24 hours). Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair accessible. If you require any special disability related accommodations,please contact the Orange County Sanitation District Board Secretary's once at(714)593-7130 at least 72 hours prior to the scheduled meeting. Requests must soecifv the nature of the disability and the tvae of accommodation requested. O9/27/06 Page 9 �../ rNOTICE TO DIRECTORS:To place items on the agenda for the Regular Meeting of the Board of 1Directors, Items shall be submitted to the Board Secretary no later than the close of business 14 days ,preceding the Board meeting. The Board Secretary shall include on the agenda all items submitted by Prectors,the General Manager and General Counsel and all formal communications. ,(Interim General Manager James D.Ruth (714)593-7110 IruthAomd.com Acting Assistant General Manager Bob Ghirelli (714)593-7400 mhlrelli0ocsd.com (Board Secretary Penny Kyle (714)593.7130 okvlefalacsd.com iDrector/Engineering David Ludwin (714)593.7300 dludwinRomd.com ,Director/Finance&Admin Services Lorenm Tyner (714)593-7550 Itvner@ocsd.cam ;Director/Informallon Technology Patrick Miles (714)593-7280 Dmil"Oomd.com [Director/Operations& j Maintenance Jim Herberg (714)593-7020 iherbem@ocsd.ocm IAc0ng Dlrector/rechnical Services Ed Tortes (714)593-7080 etomasOomd.com Director/Regional Assets& Services Nick Amontes (714)593.7210 namonlesnomd.com f3enerel Counsel „Bretl Hogan,,.,...,.,, ,__,_,. .--,(714Z584-2808 - bho in s-law.co H:ldepmagendalBoard Agendaet2006 Board Agendasf092706 agenda.doc �ru►/ SAMPLE STREAMLINED AGENDA REPORT PDC COMMITTEE Meeting Da@ 10 ad.ofDr. 09/14/06 09/27/06 AGENDA REPORT Item Number Item Number Orange County Sanitation District ] Mlsc.d \� Support Projects FROM: James D. Ruth, Interim General Manager Originator: Engineering Department SUBJECT: LABORATORY REFURBISHMENT AT PLANT NO. 1, JOB NO. J-97 CONTACT: Bob Schirripa, IPMC Project Manager GENERAL MANAGER'S RECOMMENDATION Approve a Professional Design Services Agreement with The Austin Company to prepare a Feasibility Study for Laboratory Refurbishment at Plant No. 1, Job No. J-97, for an amount not to exceed $122,400. SUMMARY • The purpose of this project is to assess the future needs of the Laboratory along with the cost and effort that will be required to bring it into compliance with building codes. The Laboratory and subsequent modifications were built without a building permit from the City of Fountain Valley. In order to receive a permit for new Laboratory modifications, the entire Laboratory will need to be retroactively permitted first. The Orange County Sanitation District (Sanitation District) has done this on other buildings that were originally built without a permit, but the Laboratory is much larger and more complicated so this study is recommended before more work is done. • Once the feasibility study is completed, staff will make a recommendation on a project that will be in next year's budget. Requests for Proposal were sent to eight architectural/engineering firms. Four of the eight architectural/engineering firms provided a proposal to the Sanitation District. ADDITIONAL INFORMATION The consultant selection process was conducted in accordance with the Sanitation District's adopted policies and procedures. This item has been budgeted. (Line item: Section 8, Page 101). r.. RS:kf:bm:kf:gc H:wglobaNAgenda Dm0 Repo \PDQSAMPLE AR-J-97.eoc Page 1 PDCCOMMMEE Meeting Date roea' ir. 09/14/06 09/27/06 AGENDA REPORT Item Number Item Number PDC0 96 Orange County Sanitation District Misc.S Support Pmlects FROM: David Ludwin, Director of Engineering Originator. Bob Schirripa, IPMC Project Manager SUBJECT: LABORATORY REFURBISHMENT AT PLANT NO. 1, JOB NO. J-97 GENERAL MANAGER'S RECOMMENDATION Approve a Professional Design Services Agreement with The Austin Company to prepare a Feasibility Study for Laboratory Refurbishment at Plant No. 1, Job No. J-97, for an amount not to exceed $122,400. SUMMARY • The purpose of this project is to assess the future needs of the Laboratory along with the cost and effort that will be required to bring it into compliance with building codes. The Laboratory and subsequent modifications were built without a building permit from the City of Fountain Valley. In order to receive a permit for new Laboratory modifications, the entire Laboratory will need to be retroactively .. permitted first. The Orange County Sanitation District (Sanitation District) has done this on other buildings that were originally built without a permit, but the Laboratory is much larger and more complicated so this study is recommended before more work is done. • Requests for proposal were sent to eight architectural/engineering firms. Four of the eight architectural/engineering firms provided a proposal to the Sanitation District. The proposals were evaluated in accordance with defined Sanitation District procedures and staff recommends the approval of the Professional Design Services Agreement to The Austin Company. • Once the feasibility study is completed, staff will make a recommendation on a project that will be in next year's budget. PRIOR COMMITTEEIBOARD ACTIONS None PROJECT/CONTRACT COST SUMMARY Please see the attached Budget Information Table. A total of$122,400 for consulting services is requested for authorization. Page 1 ... BUDGET IMPACT ® This item has been budgeted. (une item: section s,Page 701). ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ❑ Not applicable (information item). ADDITIONAL INFORMATION The Consultant will perform a feasibility study: • To identify the modifications required to bring the Laboratory Building up to current building codes and obtain an occupancy permit from the City of Fountain Valley. e To determine the construction cost for the various modifications to the laboratory rooms within the Laboratory as delineated in the Scope of Work. ALTERNATIVES The City of Fountain Valley has determined that an occupancy permit will be required to make any future modifications to the Laboratory. Performing the feasibility study now would identify the costs associated with any permit requirements and allow the Sanitation District to make informed decisions for future Laboratory projects. CEQA FINDINGS This project is exempt per CEQA. A notice of exemption will be filed at the appropriate time. ATTACHMENTS t. Budget Information Table 2. PSA Status Report 3. Summary of Staff Evaluation of Proposals RS:kf:bm:kf RVAglobaMgenda Draft Repmfe�DCU-e7 as 0e0306.mw oaewa Page 2 BUDGET INFORMATION TABLE LABORATORY REFURBISHMENT AT PLANT NO. 1 JOB NO. J-97 ORIGINAL CURRENT PROPOSED PROPOSED FUNDS THIS ESTIMATED ESTIMATED PROJEL7IPHASE AUTHORIZED PROJECT BUDGET REVISED AUTHORIZED TO AUTHOR[ PROPOSED TOTAL (DECREASE ZATION EXPENDITURE TO EXPENDED TO BUDGET BUDGET INCREASE BUDGET DATE REQUEST AUTHORIZATION DATE DATE(%) P0au 1-Pitied De Io nl S 106000 S 450.000 S - S 450.000 S 182363 S 122400 S 304,763 3 ea i5/ TiR POa.2-PrOmNa Ce ' n $ 104.00D S 35.000 3 - S 35.000 S Ja 487 S - $ 34487 S 31.487 0% Phase 3-Dison $ 770IX)1$ - S - S S 130 3 iml S in Im Ph..4-CDn500db0 S 4.930,7H S - $ S P".5-Cwnmi3vori S 7B000 S - 3 $ Pnaee B-Cbe w S 21,000 S - S S - S Ph.7-Conlin S 902,149 S 50.000 S - S 50,000 3 PROJECT TOTAL S 5.912,893 $ 535,000 $ - 5 535000 S 216.980 S 122.400 S 339.380 S 117,384 35% Reimbw able C.M. PROJECT NET 3 6912893 I S 535,000 I S - S 535000 11 $ 216980 1 S 42.400 1 S 339380 S 1173" 35% PSAIConi,aa n P. S 250.000 S 250000 $ 122,400 S 122400 COnebudbn CmDad S S EDMS 003811991 Professional Design Services Agreement Status Report LABORATORY REFURBISHMENT AT PLANT NO. 1 JOB NO.J-97 Total Project Budget: $535,000 Consultant: The Austin Company Date Amendment Description Cost Accumulated Costs Design engineering services for a feasibility study to Pending Original determine the requirements to bring the Laboratory Building $122,400 $122,400 up to current codes in order to obtain an occupancy permit from the City of Fountain Valley and to construct various modifications to the existinglaboratoryrooms RS:kf EDMS:003811980 09/08/08 LABORATORY REFURBISHMENT AT PLANT NO. 1 J-97 Staff Evaluation of Proposals to Provide Engineering Services The following interested consulting firms received Requests for Proposals. • Glumac International • AC Martin Partners, Inc. • Alexander& Hibbs • The Austin Company • Bauer&Wiley • Carrier Johnson • HMC Architects • JLP Architects, Inc. Cartier Johnson declined to submit a proposal and no proposals were received from Glumac International, Alexander& Hibbs, and Bauer & Wiley. As a result, there were four(4) responsive proposals received on May 24, 2006. Proposals were reviewed in-house by a review panel from May 25, 2006 to June 15, 2006. Each proposal was graded from 1 to 10 (10 being best) in six categories described below: 1. Project Approach and Understanding of the Scope of Work(31%)— Rates the team's understanding of the Scope of Work included in the RFP and their approach to the work, methodology, and task breakdown. 2. Plan for Managing and Performing the Work (19%) — Rate the team's project management techniques and methods and procedures for performing the tasks. 3. Applicable Related Project Experience (19%)— Rates the team's overall total number of years experience and roles performing engineering services as it relates directly to the design and construction of this project. This also rates the team's recent experience on applicable projects as it relates directly to the design and construction support for this project. 4. Applicable Staff Qualifications (19%)—A comparison of the team's educational background and professional qualifications as they relate to the Scope of Work for this project. 5. Team Organization and Use of Subconsultants (6%)—Addresses the appropriateness of assignments to consultant staff and/or subconsultants to consultant teams. 6. Proposed Schedule (6%) -Does the proposed schedule meet District needs and can the Consultant meet the schedule. EDM& 003611982 The four (4) proposals were evaluated. After reviewing and grading the �✓ proposals, the four consulting firms were ranked according to the score achieved. The following summarizes the attached ranking results for the four firms: 1. The Austin Company: 1626 Points 2. HMC Architects 1494 Points 3. AC Martin Partners 1474 Points 4. JLP Architects 1336 Points The following Is a summary of how the evaluation team collectively viewed the top ranked consultant: The Austin Company The Austin Company had the highest-ranked proposal based on meeting the OCSD requirements for understanding the Scope of Work, project approach, management techniques, applicable project experience, and team organization. Specifically, the project manager for The Austin Company has over 20 years experience in this type of work including a feasibility study for the Orange County Water District(OCWD). In addition, The Austin Company has performed similar work for other local agencies and facilities. Because of this, The Austin Company is able to perform the work without the use of subconsultants which provides for better control of the project and a single point of contact. Fee Proposals After the final ranking of proposals, the sealed fee proposals submitted by the all of the firms were opened. The total fee received from the consultants arranged in order of the final ranking was The Austin Company $122,400 HMC Architects $203,682 AC Martin Partners, Inc. $102,479 J LP Architects, Inc. $ 94,829 As indicated from the above summary, The Austin Company's fee was in line with the other fees and represented a value slightly less than 50% of the $250,000 budget allocated for this work. Summary Based on the results that ranked The Austin Company highest technically, coupled with a fee that is approximately 65% less than the next highest ranked firm, staff recommends that The Austin Company be awarded the Professional Design Services Agreement(PDSA) for Laboratory Refurbishment at Plant No. 1, Job No. J-97 for a design fee not to exceed $122,400. u RS:kf eDMs: OM81I a2 TABLE 1.0 Laboratory Refurbishment at Plant No. 11J-97 STAFF EVALUATION OF PROPOSALS FOR CONSULTING SERVICES AC,Martin Firm JLP Architects The Austin Co. HMC Architects Partners Reviewer A 252 304 262 292 Reviewer B 236 226 208 226 Reviewer C 182 308 274 208 Reviewer U 214 248 242 230 Reviewer 174 260 232 238 Reviewer 278 280 276 280 Total Score 11,920 Points Maximum) 1336 1626 1494 1474 Average Score (320 Points Maximum) 222.7 271.0 249.0 245.7 Feasibility Study Completion 16 16 16 16 Proposed(Weeks) Prime Consultant Fee $49,490 $122.400 $99.652 $44.748 Subconsultant Fee $45,339 $0 $28,000 $57,731 Proposed Not to Exceed Fee $94.829 $122,400 $203,682 $102,479 EOMS'. 003811982 SAMPLE STREAMLINED AGENDA REPORT PDC COMMITTEE MmUng Date To ad.orar. 09/14/06 09/27/06 AGENDA REPORT Them Number IWn Number Orange County Sanitation District QOdor COMM FROM: James D. Ruth, Interim General Manager Originator: Engineering Department SUBJECT: REHABILITATION OF ODOR CONTROL FACILITIES, JOB NO. J-71-8 CONTACT: Bob Schirripa, IPMC Project Manager GENERAL MANAGER'S RECOMMENDATION (1)Approve Amendment No. 5 to the Professional Services Agreement with Camp, Dresser, & McKee for Rehabilitation of Odor Control Facilities, Job No. J-71-8 providing for an adjustment to the burdened labor rates for an additional amount of$109,668, increasing the total amount not to exceed $5,028,372. SUMMARY • In October 2003, the Orange County Sanitation District (Sanitation District) issued a Professional Services Agreement (PSA)to Camp, Dresser, & McKee (CDM) to provide engineering services for the Rehabilitation of Odor Control Facilities, Job No. J-71-8. This project upgrades the odor control facilities at the Metering and Diversion, Headworks, and Primary Clarifiers in Plant No. 1. • Amendment No. 5 modifies the currently approved PSA to add additional engineering services necessary to complete the design of the project and support the bidding and construction. ADDITIONAL INFORMATION This amendment complies with authority levels of the Sanitation District's Delegation of Authority. This item has been budgeted. (Line item: Section 8, Page 79). Project contingency funds will be used for this amendment. RS:kf:gc H W91obaMgwda Dreg ReporIMSAMPLE AR-J-71-9.dw Page 1 PDC COMMITTEE MeetingDa" Tosd.oroo-. 09/14/06 09/27/O6 AGENDA REPORT Item Number Item Number PDC06-97 Orange County Sanitation District aOdor Conbol FROM: David Ludwin, Director of Engineering Originator: Bob Schirripa, IPMC Project Manager SUBJECT: REHABILITATION OF ODOR CONTROL FACILITIES, JOB NO. J-71-8 GENERAL MANAGER'S RECOMMENDATION (1)Approve Amendment No. 5 to the Professional Services Agreement with Camp, Dresser, & McKee for Rehabilitation of Odor Control Facilities, Job No. J-71-8 providing for an adjustment to the burdened labor rates for an additional amount of$109,668, increasing the total amount not to exceed $5,028,372. SUMMARY • In October 2003, the Orange County Sanitation District (Sanitation District) issued a Professional Services Agreement (PSA)to Camp, Dresser, & McKee (CDM)to provide engineering services for the Rehabilitation of Odor Control Facilities, Job No. J-71-8. This project upgrades the odor control facilities at the Metering and Diversion, Headworks, and Primary Clarifiers in Plant No. 1. • Amendment No. 5 modifies the currently approved PSA by the following: o Increases the burdened labor rates to bring them up to date with the scheduled completion of the work included in the PSA. o Provides consultant support services during the bidding and construction of the Temporary Odor Control Facilities for Ellis Pump Station and Trunkline. o Provides for potholing in the Headworks and Primary Treatment areas in an effort to identify as many underground obstructions and pipelines as possible in order to minimize change orders attributed to this situation during construction. o Develop construction cost estimates and fife cycle cost estimates for the additional odor modeling runs that were authorized in Amendment No. 4. o Develop plans showing power being supplied to the air compressor in the Headworks from Power Building (PB) 3A instead of PB 10 because of space constraints in PB 10. PRIOR COMMITTEE/BOARD ACTIONS The attached PSA Status Report summarizes all Board actions. Page 1 PROJECT/CONTRACT COST SUMMARY The attached contract Amendment No. 5 letter from CDM dated July 18, 2006. summarizes the scope and costs associated with the proposed Amendment No. 5. Authorization is requested to increase the value of the PSA by$109,668, which will result in a total PSA not to exceed $5,028,372. BUDGET IMPACT ® This item has been budgeted. (Line item: Becton s-Page 79) ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted ❑ Not applicable (information Rem) Contingency funds will be used to pay for the increased cost. Please see the attached Budget Information Table for additional information. ADDITIONAL INFORMATION The work identified in proposed Amendment No. 5 has been determined by staff as necessary for the successful completion and implementation of Rehabilitation of Odor Control Facilities, Job No. J-71.8. As listed below, the work identified in the proposed Amendment No. 5 was the result of adjusting the burdened labor of the consultant and the allocation of unused budget from Amendment No. 4 to different scope items. .d o The original scope of Job No. J-71-8 inducted the facilities to control the odors from the Ellis Pump Station, Job No. W0. With the delay in the commencement of construction activities of three years for Job No. J-71-8, it became necessary to provide temporary odor control facilities for Job No. 1-10 for the period of time between the completion of Job No. 1-10 and the completion of Job No. J-71-8. This three year delay is a result of the work done during the CIP Oversight Committee workshops and their efforts to reduce the overall rate increases. Their additional work includes support during bidding and construction. The total estimate for this task is $22,740. o The Final Design Submittal (FDS)for the project has been delayed for 14 months. The FDS was originally scheduled to be completed in September 2005, but is now scheduled to be completed in October 2006. There were two primary reasons or causes for this delay. The first reason was the odor modeling for Plant No. 1 and 2 based on odor units which was approved in Amendment No. 2. Odor units are a better indicator of nuisance odors than the previous measure of Hydrogen Sulfide. The second reason was the development of scope reduction scenarios in order to reduce the capital cost of the project to support the efforts of the CIP Oversight Committee's efforts to limit rate increases. During this time, the design portion of the project progressed on a very slow basis in order to maintain continuity and to retain the essential members of the design team. CDM continued to work on areas of the design that would not be affected by the ultimate decision of OCSD. For these continued efforts, CDM incurred additional costs for project management, additional progress meetings (16 meetings), and invoice preparation (8 invoices). An additional $161,913 is required to cover additional costs. Page 2 D In order to reduce changes during construction, we are proposing that the Sanitation District consider additional underground utility research (potholing)on this project. We are proposing that a maximum of 30 potholes be completed. CDM's time for this project includes managing the subconsultants doing the field work, determining the locations to be researched, overseeing the field activities, and summarizing the findings in a technical memorandum. The estimated cost for this task is $69,450. o CDM was authorized to do nine additional odor modeling runs for the P1-102 project as part of Amendment No. 4. CDM was requested to do this work because the P1-102 project changed during design and needed to be remodeled. CDM did the original modeling. It was not envisioned that the additional modeling runs would need to include a cost estimate of the odor control technologies as well as an estimate of the operating costs. This task includes the cost to develop the capital cost estimates and operating costs. CDM requests an additional $6,617 to complete this work. o The Sanitation District recently requested that the CDM team provide power for the Headworks air compressor from Power Building 3A instead of Power Building 10 because Power Building 3A has backup power which is necessary for this essential equipment. The estimate for this task is $8,550. o The original completion date for the design of this project was September 2005. However, the design completion date was delayed until October 2006 because of the reexamination of the CIP program and its impact on the sewer rates that are charged by the Sanitation District. This re-scoping of the project coupled with the delay in the design effort resulted in an overall delay of 14 months. Accordingly, the labor rates used to develop the original PSA in October 2003 did not account for 14 month delay. CDM requests that the burdened labor rates be adjusted beginning from September 2005. Staff has reviewed the requested increase and has confirmed that it is reasonable based on the Consumer Price Index (CPI)for the Los Angeles-Riverside- Orange County area as published by the U.S. Department of Labor. This requires a budget increase of$109,668. ALTERNATIVES No viable alternatives are being presented for consideration. CEQA FINDINGS This project was included in the Sanitation District's Strategic Plan Program EIR. The EIR was certified on October 27, 1999 and a Notice of Determination was filed on October 29, 1999. In addition, a Notice of Exemption was filed with the County of Orange on February 24, 2004. ATTACHMENTS 1. Budget Information Table 2. PSA Status Report 3. Letter from CDM dated July 18, 2006 RS:kf H:Wg1obaPAgenda Daft Report XPDCV-71.8 PSA Amendment 5 AR 090706.doc Page 3 1 BUDGET INFORMATION TABLE REHABILITATION OF ODOR CONTROL FACILITIES JOB NO. J-71.8 ORIGINAL CURRENT PROPOSED PROPOSED FUNDS THIS ESTIMATED ESTIMATED BUDGET PROPOSED TOTAL BUDGET BUDGET INCREASE PROJECTIPHASE AUTHORIZED PROJECT REVISED AUTHORIZED TO AUTHORIZATION EXPENDITURE EXPENDED TO BUDGET DATE REQUEST AUTHORIZATION TO DATE DATE(AI (DECREASE Phase 1 Pr01ec1 Development S 46.180 5 46.175 S 46.175 S 46.180 S 46,180 S 46175 100% Phase 2-Preliminary Da., S 1359,368 $ 1.365.434 S 1.365.434 S 1.359.368 $ 1359.368 $ 1365434 low. Phase 3-Devoe $ 5.074.395 $ 6481193 $ 109,868 1 $ 6.590.861 S 5.D74,395 S 109688 $ 5.184.0153 S 4,140,957 80% Phase 4-Canstmctlon $ 41M.W2 S 30887839 $ 30.167,839 $ 2220028 S - S 2,220.028 S 166.878 7% Phase 5- C..is..ihg $ 351,9416 S 483472 $ 4830472 S 210,018 $ 210.018 S 21.516 -10% Phase6-Close-Out S 84.145 $ 135463 $ 135.463 S 55,189 S 0.189 $ 3" 1% Phase 7-Conbn e $ 5,494.414 $ 507/441 S 009,668 $ 4,964,773 5 0% PROJECT TOTAL $ 53,707,390 $ 44,454,017 $ - $ 44,454,017 $ 8,%5,178 $ 9,074,846 $ 5,697,305 63% Reimbursable Costs PROJECT NET $ 53,707.390 1 $ 44,45/017 S - S 44454.017 - $ 8965,178 S 9,074.846 1 S 5.697.305 63%. PSAIContract iDesqnPSA S 2103123 1$ 1918704 1 S 109868 S 5.028.372 11 S 4,916,704 1 S 109,6441 S 5.028.372 S 4.186,193 83% O0ns0MSon Cantr S 21031232 1 S 3/1810571 S - S 38810,571 S - S EDMS: 003913394 f Professional Services Agreement Status Report REHABILITATION OF ODOR CONTROL FACILITIES JOB NO. J-71-8 Total Project Budget: $53,707,390 Consultant: Camp, Dresser, & McKee(CDM) Date Amendment Description Cost Accumulated Costs 10/22/03 Original Design engineering services for modifications of odor control facilities at Metering& Diversion, Headworks,and $3,197,522 $3,197,522 Prima Facilities in Plant No. 1. 9122104 Amendment 1 Additional design services required for the expansion of Power Building No.4 and associated electrical equipment $377,685 $3,575.207 as well as the implementation of electrical design changes as a result of promect J-25.4. Additional design services required for the expansion of 11/17/04 Amendment 2 Power Building 3A including the cost for relocating existing $645.674 $4,220,881 equipment to the new expansion. Also,additional design services for the modeling of Plant Nos. 1 &2 based on odor units instead of 1-12S equivalents along with the feasibility studies to determine the proper treatment processes. 6/22/200 Elimination of Loop Diagrams; additional odor modeling 5 Amendment 3 work;additional design services to incorporate Ellis Pump $370,651 $4,591,532 Station into the Headworks Odor Control System; the re- design of plant water de-chlorination system; and Relocation of Power Building 3A expansion 09/06/06 Professional Services Agreement Status Report REHABILITATION OF ODOR CONTROL FACILITIES JOB NO.J-71-8 Design for temporary odor control facilities for Ellis Pump Station &Trunkline; Pump selection for Waste Sidestream $327,172 $4,918,704 3I22106 Amendment 4 Pump Station; Development of drawings for redundant air conditioner for Control Center computer room; Incorporation of new nameplate schedule; additional odor modeling for P1-102 facilities; and Preparation of separate bid packages for Headworks and Primary Treatment odor control Adjust burdened labor rates to account for decision to extend the final design submittal until Oct 2006;Allocate $109,668 $5,028,372 unused budget from Amendment No.4 regarding the splitting of the project to support the bidding and construction of the Ellis Pump Station Temporary Odor Control Facilities,Acknowledge the delay in the Pending Amendment 5 commencement of construction activities until July 2009, Performing potholing in an effort to discover underground obstructions prior to construction, Develop construction cost estimates for the additional odor modeling runs authorized in Amendment No.4, Preparation of plans in order to feed power to the air compressor located in the Headworks from P133A instead of PB10,and Modification of scope to produce a final design submittal 3 in lieu of a final desi n submittal RS:kf EDMS:003913392 09/06/06 CDM 0 unamai)755 noon M. IN QW 55 4C 60 )4ll July 18,2006 Mr.David Ludwin,P.E. Director of Engineering Orange County Sanitation District P.O.Box 8127 Fountain Valley,California 92728-8127 Attic Mr.Robert Stldrripa,P.E. Subject: Rehabilitation of Odor Control Facilities at Plant No.1,Job No.J-71-8 PSA Amendment No.5 Them 1: Ellis Pump Station Temporary Odor Control-Services During Bidding and Construction Item 2 Schedule Delay Item 3: Potholing Item 4: Refeeding Air Compressor from Power Building 3A Item 5: Cost Estimates for Additional Odor Modeling Runs for P1-102 Item 6: Scope Change-Final Design Submittal in lieu of Final Design Submittal Dear Mr.Ludwim As requested,we have prepared a cost proposal for the items identified above. These items have been combined in this proposal for Amendment No.5 to our existing professional services agreement for provision of design services related to the Rehabilitation of Odor Control Facilities,Job No.J-71-8. Hours and costs for this amendment are presented in the attached spreadsheets(one for each task). This information is presented in the same format as the original contract submittal. The descriptions of each task are presented below. As part of Amendment No.4(dated January 13,2006),an amount of$179,055 was approved for"Separating Headworks and Primary Treatment Facilities into Two Separate Bid Packages." After Amendment No.4 was approved,the District decided not to split the project into two separate bid packages. Therefore,this budget is not currently being used in its entirety. CDM has billed$19AM against this task for services in late March/early April to prepare cost estimates and schedules for splitting the project into two separate projects. Therefore,$159,602 of this approved budget is remaining. .IIMI.11l,6011BOE�M O]I)0]161[ c.mwnnv e"a�eennp.cm)wcnan .p.onan. COM Mr.David Ludwin,P.H. July 18,2006 Page 2 The total cost of Amendment No.5 is$269270 and CDM requests that$15902 in unused funds from Amendment No.4 be applied as a credit to Amendment No.5,which results in a budget increase of$109,668. Item 1: Ellis Pump Station Temporary Odor Control-Services During Bidding and Construction The design of the Ellis Pump Station temporary odor control system was included in Amendment No.4. The estimate did not include services during bidding or construction. This task includes services during bidding and construction. Services during bidding will be to respond to questions from bidders about the temporary odor control system. CDM will provide written responses to the District The District will then provide the responses to Malcolm Pimie for inclusion in amendments. Services during construction will be limited to shop drawing reviews and responding to questions associated with the temporary odor control system designed by CDM. The total estimate for this task is$22,740. Item 2 Schedule Delay CDM would like to request that the District unease a portion of the project budget for the subject project. In order to accommodate the District's review of CIP projects and potential changes in implementation strategy,the project has been delayed beyond the original completion date of September 2005. When the initial project delays occurred,we thought that the delays would be relatively short and that we would be able to absorb the cost increases into the project But,now the Final Design Submittal3(which is taking the place of the Final Design Submittal on this project)will not be submitted until October 2006,which is a 14 month delay from the original completion date. This overall delay is longer than we anticipated and we will not be able to absorb the associated cost increases. We are requesting two separate increases to accommodate the delay: ■ Project Management Costs During Delay: Even though the delay for the project is 14 months, the design portion of the project was on hold for five=nibs from November 2004 until March 2005 for odor modeling,so the overall delay to the project is eight months. CDM requests an additional$52,244 to cover additional costs for project management activities during the delay,which include project management,additional progress meetings(16 meetings),and invoice preparation(8 invoices). ■ Increase to Accommodate Higher labor Rates.,We are requesting that the labor budget remaining after September 2005(for CDM and subconsultants)be increased by 7.5 percent .ewimmu a Dims.�m oe+ma�.e: CDM Mr.David Ludwm,P.E. July 18,2006 Page 3 in order to accommodate the relative increase in labor rates. We are also requesting that the burdened labor rates be increased by 7S percent This percentage(7.5 percent)is the percent increase of the average Consuuher Price Index(CFI)for the original project period and the extension,as shown in the following table. Month and Year CPo Awrags CPo Index• Peroenf lnorease offhs IrrdAM /yp}grp5 Average CM Weer December 2003 187.0 198.4 September 2005 205.8 May 2006 most current available 212.4 211.2 7.5 October 2008 esUrnated 216.4 'U.S.Department of Labor CPI for the Los Angelesaverside-Orsnge County area. A copy of the CPI values for 8re project flare period(December 2003 to current)Is attached. For all work completed before September 2005,CDM is not requesting any adjustments. `...� For the work that was completed after September 2005,CDM is requesting an adjustment for CDM and CDM subconsultant's labor based on to average CFI index for the two periods.The labor budget remaining after the September 2005 invoice was$1,165,381 and additional labor budget of$296,873 was added as part of Amendment No. C This results in a total budget remaining of$1,462,254 after September 2005. Eased cm the 7.5 percent mQease,we are requesting a budget increase of$109,669. This is summarized in the table below. SPEC Other from CDM Services Subconsultsnts row 9'051moketabor Rema�nbg after 5888,949r $236,747 $39.685 $1.165,381 Labor Added with $252,712 $44,181 $0 $296.873 Amendment No.4 Subbtal $1,141,661 $280,908 $39,685 $1.462,254 Increase .5% $85,62S $21,06811 $2.976 $109.669 Source:OCSD's budget tracking wxxksheet t$18,000 subtracted to account for JAK(structural subconsuftent). $18,000 was moved from CDM labor t1 subconsuftants In early 2006. Since the transfer was made after the September 2005 invoice,the subcoreu8am labor remalning after the September 20051molra does not Incurs JAK. The overall budget request for Amendment No.5Item 2 is$161,913($52,244 plus$109,669). sn.nm�v s sn ex Im anooaee CDM Mr.David Ludwin,P.B. Judy 18,2006 Page 4 Item 3:Potholing In order to reduce changes during construction,we are proposing that the District consider potholing on this project. We are proposing that a maximum of 30 potholes be completed. We we assuming that approximately 20 potholes would be needed in the Headworks area and 10 potholes would be needed in the Primary Treatment area. CDM's time for this project includes managing the potholing company,determining the locations of the potholes prior to potholing,overseeing the potholing activities,and summarizing the findings of the potholing in a technical memorandum The estimated cost for this task is$69,450. Item 4:Refeeding Air Compressor from Power Building 3A The District recently requested that the CDM team provide power for the Headworks air compressor from Power Building 3A instead of Power Building 10 so that the unit will be on standby power. The power feed for the air compressor is currently from the Chlorine Building MCC room,which is powered from Power Building 3A Since the Chlorine Building is being demolished,all of the existing loads powered from that MCC room are being relocated. Originally,all of these existing loads and the new loads were going to be powered from Power Building 3A,but due to space constraints the District directed the CDM team to move the loads to a new power building,Power Building 10. This task includes one new single lime diagram,one new elevation drawing,updating J-71-8 plan drawings and able schedule,and time for a field investigation The estimate for this task is$8,550. Item 5: Cost Estimates for Additional Odor Modeling Runs for P1-102 CDM was authorized to do nine additional odor modeling runs for the P1-102 project as part of Amendment No.4. Budget to develop construction cost estimates for these additional runs was not included in this estimate. The costs estimates will be similar to the cost estimates prepared for the Odor Modeling and Control Plans for Plant Nos.1 and 2 Final Report(CDM, June ZOOS). CDM requests an additional$6,617 to complete cost estimates for the nine runs included in Amendment No.4. Item 6:Scope Change-Final Design Submittal 3 in lieu of Final Design Submittal Per the District's request,CDM is plarming to submit a Final Design Submittal 3(FDS3) instead of the Final Design Submittal(FDS)required in the scope of work. The FDS3 will essentially be the FDS,but will not be stamped,signed,and dated. The District is anticipating w�w�5 071W lmmnoeine. COM Mr.David Ludwin,P.E. July 18,20D6 Page 5 that the project may go on hold for a period of time after the FDS3 submittal and before the preparation of the official FDS.The FDS is required in the Job No.J-71-8 Scope of Work on Page 26 and 27(Section II,Part A,Task 3). CDM proposes to use the existing FDS budget for FDS9. When the District is ready to finalize the design package,then CDM will provide an estimate to the District to complete the FDS. Summary The total value of Amendment No.5 is$269,270. Since there is$159,602 available from Amendment No.4,the net value of Amendment No.5 is$109,668. The breakdown of the amendment is summarized in the table below. Summary of Amandment No.5 Item Cost Item 1: Ellls Pump Station Temporary Odor Control-SerWcee During Bidding and $22 740 Construction Item 2: Schedule Delay $101,913 Item 3: Potholing $69.450 Item 4: Raleeding Air Compressor tram Power Building 3A $8,550 Item 5: Cost Estimates for Additional Odor Modeling Runs for PI.102 $3,317 Item 6: Request for Scope Change-Final Design Submittal 3 In Ilau of Final Design - Submatal Subtotal 1 $289,270 Leta Available Funds from Amendment No.4"Separating Roadworks and ($159 902) Primary Treatment Facilities Into Two Seperete BId Packages" Amendm nd No.5 Ran Increase $109.660 We look forward to discussing this amendment with you in more detail. please contact me at 760438-7755 if you have any questions or need additional information. Very truly yours, ON Sam AbiSamra Project Manager Camp Dresser&McKee Inc. cc:J-71-8 File 1.1.2 nm,arr�isorism4a'WtMlWx DIRECTORS' WEB PAGE The following items will be made available as follows: Monthly Reports: 1. Board Member Request Summary 2. Management Travel 3. Public Outreach Logs 4. Legislative Reports 5. OSHA Incidence Rates and Workers' Compensation Claims & Costs Report 6. Employment Status Report 7. Technical Services Monthly Report 8. O & M Monthly Report 9. RAS Monthly Report Quarterly Reports: 1. Change Order Reports 2. General Manager Purchases over $50,000 3. Quarterly Financial Reports 4. COP Reports 5. SWAP Reports 6. Comprehensive Annual Financial Reports 7. PSA & Amendments approved by General Manager 8. SARI Relocation and Protection Status Report 9. Facilities Engineering Consultant Activity Report 10. GWRS Status Report 11. IT Quarterly Report RESOLUTION NO. OCSD04-15 ESTABLISHING RULES OF PROCEDURE FOR THE CONDUCT OF BUSINESS OF THE DISTRICT A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE COUNTY SANITATION DISTRICT FIXING AND ESTABLISHING RULES OF PROCEDURE FOR THE CONDUCT OF BUSINESS OF THE DISTRICT AND REPEALING RESOLUTION NO. OCSD 01-23 WHEREAS it is necessary to establish rules of procedure to facilitate the orderly handling of business to come before the Orange County Sanitation District Board of Directors and Standing, Steering, Special and Ad Hoc Committees. NOW THEREFORE, the Board of Directors of the Orange County Sanitation District ("District"), DOES HEREBY RESOLVE, DETERMINE AND ORDER: Section 1: Rules of Procedure. That the following rules of procedure be ..✓ adopted for the conduct of business of the District: A. Regular Meetings. There shall be a regular monthly meeting of the Board of Directors of the District on the fourth Wednesday of every month at 7:00 p.m., in the Administrative Offices of the District, located at 10844 Ellis Avenue, Fountain Valley, California; provided, however, if the fourth Wednesday of the month falls upon a legal holiday, said monthly meeting shall be held on the next day thereafter, at the same time and place, unless the Board adjourns to a different date and time certain. The Board of Directors may adjourn any regular, special or adjourned special meeting to a time and place certain, as specified in the order of adjournment. B. Special Meetings. A special meeting of the Board of Directors may be called in either one of the following ways: (1) By the Chairperson of the Board of Directors; or (2) By the written request of a majority of the Steering Committee delivered to the Board Secretary. `� VMS-TLwpj*184616051101N 1 The call or notice for special meeting shall be in writing and delivered personally or by mail at least twenty-four (24) hours before the time of such meeting, as specified in the notice. Any notice deposited in the regular mail addressed to a Director at the address he or she has on file with the Board Secretary postage prepaid, sixty (60) hours in advance of any such meeting as specified in the notice, shall be presumed to have been delivered. The call or notice shall specify the time and place of the special meeting, a description of the business to be transacted, and copies of all pertinent written materials. Such written notice may be dispensed with as to any Director or Alternate Director who, at or prior to the time the meeting convenes, files with the Board Secretary a written waiver of notice. Such waiver may be given by telegram. Such written notice may also be dispensed with as to any member who is actually present at the meeting at the time it convenes. The Board Secretary shall diligently attempt to notify each Director personally of the time, place and purpose of said meeting, not less than twenty-four (24) hours before the time of said meeting. The call or notice shall be posted in the administrative offices' public lobby at least twenty-four (24) hours prior to the special meeting. C. Meetings Adioumed by Board Secretary. If at any regular, adjourned regular, special, or adjourned special meeting, there is not a quorum of Directors present, the Board Secretary may declare the meeting adjourned to a stated time and place and shall cause written notice of the adjournment to be given in the same manner as for a special meeting, unless such notice is waived as provided for in special meetings. Within twenty-four (24) hours after the time of the adjournment, a copy of the order or notice of adjournment shall be conspicuously posted on or near the door of the place where the meeting was held. D. Notices to News Media. When any local newspaper of general circulation, radio or television station requests, in writing, notices of meetings of the Board of Directors, the Board Secretary shall thereafter, until receipt of a notice terminating said request, deliver notices of regular, regular adjourned, and special adjourned meetings to such newspapers, radio or television stations. Delivery shall be made in the same manner as delivery is made to the Directors. E. Conduct of Meetings. (1) Procedural Rules. The procedural rules for debate and action shall be as set forth in Table 1, attached hereto and adopted herein by reference. Robert's Rules of Order shall not be applicable or govern the procedures for the conduct of District business. �� WSBS-TLW.p1,#19461605/10/04 2 (2) Legal Officer. In any case of ambiguity or uncertainty in the interpretation or application of these Rules to any procedure, the presiding officer may direct such question for a ruling to the Board's General Counsel, who shall be the parliamentarian of the Board. (3) Obtaining the Floor and Making Motions. Any member of the Board wishing to speak, or any member of the public wishing to address the Board, must first be recognized by the Chairperson. The Chairperson must recognize any member of the Board who seeks the floor when appropriately entitled to address the Board. Any member of the Board, including the Chairperson, may bring a matter of business properly before the Board by making a motion. Any member, including the Chairperson, except the member making the motion, may second the motion. Once a motion is seconded, it may be opened for discussion and debate, in accordance with the procedures in Subsection (4) below. (4) Rules for Discussion. Debate, and Deliberation by the Board. The procedures for consideration and action on all matters to come before the Board shall be in compliance with the terms of this Section, as follows: (a) Each item on the Agenda will be introduced in a form of a report by either Staff or Counsel. Upon completion of the report, the Chairperson (b) U p p po will allow for direct questions regarding the Rem, by Directors, each in turn, and in the order as selected by the Chairperson. (c) Upon completion of the question period, the Chairperson will entertain a motion and second for consideration by the Board. (d) Discussion among the Directors will follow. Each Director will be recognized to address the Board in the order selected by the Chairperson, with a five (5) minute time limit for each Member wishing to speak on the Agenda Rem, unless the time limit is waived by the Chairperson. There will be no interruptions of the Director who has been recognized. Attempted interruptions will be declared out-of-order, and the Board Member attempting to interrupt will be asked to remain silent until recognized. (a) As an additional courtesy to everyone, repetition of comments will be discouraged in the interest of time, and at the discretion of the Chairperson, can be declared out-of-order. wsas-nwryxreasre:o 10104 3 (f) After each Member who wishes to speak has been recognized and completed his/her remarks, a single three (3) minute period of rebuttal will be allowed any Director, unless the time limit is waived by the Chairperson. (g) If it appears to the Chairperson that any Director is pursuing a line of questioning or commentary due to lack of preparation or prior review with the District's Staff, the Director's time will be declared to have been used up, and no further inquiry will be allowed. (h) Upon adoption of a motion on an Agenda item, there will be no further discussion of that item. (5) Decorum in Debate. All Members shall address their remarks to the Chairperson and confine them to the business then pending and subject to discussion before the Board, avoiding personalities and reflections upon anyone's motives. (6) Closing or Limiting Debate. At all times the Board shall endeavor to allow free and open debate among Members of the Board. However, in the discretion of the Chairperson, it may become necessary to close or limit debate, so that action can be taken by the Board. An order by the Chairperson closing or limiting the debate can only be set aside by a majority vote of the Board. F. Quorum. A majority of the Directors shall constitute a quorum of the Board. G. Chairperson and Vice Chairperson of the Board. A Chairperson and Vice Chairperson of the Board shall be elected by a majority vote of Directors at the regular meeting in June of each year, and will assume office July 1st. The nominations for Chairperson shall be made at the regular Board meeting in May of each year, and the nominees may prepare a statement setting forth their qualifications for the office of Chairperson. The statements shall be mailed to members of the Board of Directors with the Agenda and other meeting material for the June regular meeting. The nominations and election for Vice Chairperson shall be made at the regular Board meeting in June of each year and shall be made immediately following the election of the Chairperson. The elected Vice Chairperson will assume office July 1 St. The Chairperson and Vice Chairperson shall serve at the pleasure of a majority of the Directors. In the event the office of Chairperson becomes vacant due to resignation or retirement of the incumbent prior to the expiration of the regular term, the Vice Chairperson shall automatically succeed to the office of the Chairperson and shall continue to serve through the remainder of the regular term unless sooner removed by action of a majority of the Directors. In the event the office of Vice Chairperson �� WSBS-TLW:pj9184616:05H0/0/ 4 becomes vacant prior to the expiration of the regular term, nominations and the election 1. v of a Director to serve in that capacity shall be conducted at the next regular Board meeting. The person so elected shall serve the balance of the regularly-scheduled term unless sooner removed as a result of action by a majority of the Directors. Subject to the provisions about serving at the pleasure of a majority of the Directors, the Chairperson shall not serve more than two consecutive one-year terms for which he/she has been elected to the office of Chairperson. H. Presidina Officer. The Chairperson of the Board shall preside during meetings of the Directors. In the absence of the Chairperson, the Vice Chairperson shall preside. I. Board Secretary and Minutes. The Board of Directors shall have a person designated to serve as Board Secretary. The Board Secretary will be appointed to the position by the General Manager and shall report to the General Manager or a Department Head as designated by the General Manager. The Board Secretary will be a regular full time employee, subject to all the rules and policies applicable to all regular full time employees. The Board Secretary shall attend all meetings of the Board of Directors, unless excused by the Chairperson, and shall prepare an accurate record of each meeting for submission to the Directors and subsequent approval at the following meeting; provided, however, that when an adjourned, special or special adjourned meeting of the Board of Directors immediately precedes a regular meeting, Minutes of said meeting shall be submitted for approval at the next meeting of the Board following said regular meeting. In the preparation of Official Minutes of a meeting of the Board of Directors, the Board Secretary will not record the name of the Director who moves or who seconds the adoption of a motion or Resolution, except the vote of any individual Director shall be recorded upon that Director's request. The Minutes will reflect the votes by name of Director when required by provisions of state law. In the absence of the Board Secretary, a Secretary Pro Tem shall be appointed to exercise the duties of the Board Secretary. J. Regular Business to Come Before the Board of Directors. Insofar as practicable, all items of business to be taken up at a regular meeting of the Board shall be submitted to the Board Secretary, who shall include on the Agenda all such items submitted by Directors, the General Manager and General Counsel, and all formal communications. The Board Secretary shall mail to each Director a notice of such regular meetings, together with a proposed Agenda, not later than the Friday immediately preceding such regular meetings. Said Agenda, insofar as possible, shall include �� N5&S-TLW.p1.#169616:05/10/O6 5 copies of Resolutions, except as hereafter provided, and a description of all matters to be considered, together with any pertinent written materials. Agendas shall be posted in a location freely accessible to the public not less than seventy-two (72) hours in advance of the meeting. Resolutions designated as "standard" and adopted by the Board of Directors from time to time, and approved as to form and content, need not be included with said Agenda; provided, however, that the information completing said standard Resolutions shall be set forth on the Agenda listing, and copies of said standard Resolutions shall be on file with the Board Secretary at the meeting time and place. Items of business not known at the time the regular Agenda is mailed as herein provided, may be considered as supplemental Agenda items; provided that all requirements of the Ralph M. Brown Act (California Government Code Sections 54950 at seq.) are satisfied. No business, except with consent of two-thirds of the Directors present (a majority of Directors present for emergency actions), and only if permitted by the Ralph M. Brown Act, not appearing on the regular or supplemental Agendas may be brought before the Board of Directors. The meeting Agenda shall provide for an opportunity for members of the public to address the Board on items on the Agenda and non-Agenda items of public interest. As determined by the Chairperson, speakers may be deferred until the specific Agenda Rem is taken for discussion, and remarks may be limited to three (3) minutes. Speakers on non-Agenda items may address only items that are within the subject matter jurisdiction of the Board of Directors. Time allotted for such presentations is limited to three (3) minutes or less. Total time allotted for all public input on each non- Agenda item is limited to thirty (30) minutes to one (1) hour, taking into consideration the number of persons filing a request to address the Board. However, time allotments may be waived by a majority vote of the Board. K. Handling of Business and Voting. During the course of a Board meeting, routine matters listed on the Agenda for consideration will be referred to by Agenda Item Number only. Voting on all Resolutions shall be by roll call, except if waived by unanimous voice vote, in which event, the Chairperson may order a unanimous ballot cast in favor of the motion or Resolution under discussion. The name of each Director shall be called only once. On matters of considerable interest or on which there appears to be a controversy, the motion or Resolution shall be read by title or repeated by the Chairperson. The Chairperson shall thereafter call for discussion of the motion or �� WS&S-TLwpJM184616:05/10/04 6 Resolution, at which time any member may discuss the pending matter. Any person other than a Director present at the meeting may speak on the motion if recognized by the Chairperson. Sole discretion as to the extent of discussion outside of the membership of the Board shall rest with the Chairperson. At the close of discussion, the Chairperson may, at the Chairperson's discretion, repeat the motion or Resolution pending, and thereafter, call for a vote. The Board Secretary shall determine and state whether or not a motion or Resolution is adopted by roll call vote. On all other matters, the Chairperson shall determine the outcome of the voting. L. Committees. (1) Standing Committees. (a) Steering Committee: There shall be a permanent Committee designated as the Steering Committee, comprised of the Chairperson of the Board, the Vice Chairperson of the Board, the immediate past Chairperson of the Board, the Chairperson of each of the Standing Committees and the Director from the County Board of Supervisors to assist in coordinating the flow of activities to the Committees and Board. The Vice Chairperson of each of the three Standing Committees shall serve as the designated Alternate, in the absence or inability to serve by any Chairperson. The Committee shall also conduct an annual performance evaluation of the General Manager and submit recommendations on his/her compensation to the Board of Directors. The Committee shall also review the General Manager's evaluation and compensation of the executive management employees, based on established criteria, and executive management's goals and objectives for the following year. The Committee shall also be authorized to assign new subjects of significant importance to the District, to the respective Standing Committee for study, evaluation and recommendation. The Steering Committee shall meet on the fourth Wednesday of each month at 5:00 p.m. preceding the Board's meeting, or at the call of the Chairperson of the Board of Directors. (b) Finance. Administrative and Human Resources Committee. There shall be a permanent Finance, Administrative and Human Resources Committee to advise the Staff and make recommendations on matters related to the financial, budgeting, administrative and personnel policies and programs of the District. �� WSBS-TLW:pI'1/164616:05110104 7 The Committee shall review with the Staff the procedures for development, preparation and format of the annual budget and recommend appropriate change, and counsel the Staff during the budget process to assure the proper interpretation and implementation of the Board's policies and that the desired procedures have been followed. The responsibility for consideration and adoption of the District budget rests with the Board of Directors. The Committee is responsible to periodically interview and recommend the selection of outside auditors. The Committee shall review the result of the annual audit of the District's accounts with representatives of the outside audit firm, including any comments received recommending improvements. The Committee shall review management's response to these comments and make appropriate recommendations for implementation. Periodically, the Committee shall recommend employment of an outside firm to audit internal control procedures to safeguard the assets of the District. The Committee shall interview and make recommendations on the employment of investment-banking firms, bond counsel, and if necessary or desired, financial advisors to be used in connection with the District's financing .. programs. The Committee shall periodically coordinate recommendations on personnel audits of the District's operations or segments of the operations on an as-needed basis. The Committee shall make recommendations on personnel policies and procedures, labor negotiations, insurers and coverage, procurement procedures, and such other related activities as may be needed or appropriate. The Chairperson and Vice Chairperson of the Finance, Administrative and Human Resources Committee shall be appointed by the Chairperson of the Board of Directors. The Finance, Administrative and Human Resources Committee shall meet on the second Wednesday of each month at 5:00 p.m., or at the call of its Chairperson. (c) Operations Maintenance and Technical Services Committee. There shall be a permanent Committee designated the Operations, Maintenance and Technical Services Committee. With the goal of compliance with all public health and environmental laws and regulations, the Operations, Maintenance and �, wsas-nwqute<sis:o5naa 8 Technical Services Committee shall review and submit appropriate recommendations on the matters pertaining to the operation of the District Treatment Works, including such matters as current and projected service/flow needs, level and quality of treatment, conservation, recycling and reuse activities, and air quality issues. The Committee shall also review issues pertaining to the District's NPDES Ocean Outfall Discharge Permit, including annual review of the contractor(s) performing the ocean monitoring and research programs required as a condition of said permit, and related issues regarding protection of the marine waters off metropolitan Orange County's coastline from impacts resulting from the District's operations and discharge of treated wastewater. The Committee shall also review matters pertaining to contractual arrangements by the District to provide sewerage services to areas outside the District's boundaries or approved spheres of influence. The Committee shall review plans for the future needs of the District, explore alternatives and make recommendations on solutions to the Planning, Design and Construction Committee. In carrying out its responsibilities, the Committee shall regularly study, visit and observe the various operational functions of the District Treatment Works. The Chairperson and Vice Chairperson of the Operations, Maintenance and Technical Services Committee shall be appointed by the Chairperson of the Board of Directors. The Operations, Maintenance and Technical Services Committee shall meet on the first Wednesday of each month at 5:00 p.m., or at the call of its Chairperson. (d) Planning, Design and Construction Committee. There shall be a permanent Committee designated the Planning, Design and Construction Committee. The Planning, Design and Construction Committee shall review and submit appropriate recommendations on matters pertaining to capital projects which address operational needs identified by the Operations, Maintenance and Technical Services Committee, including the selection of professional consulting services to assist in studying, planning and designing needed District Treatment Works and support facilities, including computerized systems, in accordance with the Board's established policies and procedures for procuring such services; the Committee shall further review construction projects for said facilities in accordance with applicable public works laws and Board policies. Said oversight shall include the contracts for professional services and public works construction projects and addenda or change orders thereto. In carrying out its responsibilities, the Committee shall receive advance notice and regular status reports on the projects from Staff, and monitor, visit and observe the District Treatment Works' operational functions and major capital construction projects. �� WSBS-TLW:p1*184616:05110164 9 The Chairperson and Vice Chairperson of the Planning, Design and Construction Committee shall be appointed by the Chairperson of the Board of Directors. The Planning, Design and Construction Committee shall meet on the first Thursday of each month at 5:00 p.m., or at the call of its Chairperson. (e) FAHR, OMTS, and PDC Committee Assignments. The Chairperson of the Board shall make all Committee assignments, and may appoint the immediate Past Chairperson to one of the Committees. (2) Soecial and Ad Hoc Committees. In addition to the Standing Committees, the Chairperson of the Board of Directors, or the Chairperson of a Standing Committee, or a majority of the Directors, may appoint, from time to time, Special or Ad Hoc Committees to study and report on specific matters. Such Committees shall be temporary in nature, and their assignments shall pertain to a current, specific issue. Upon completion of the assigned task, the Ad Hoc or Special Committee will be dissolved. The Chairperson and Vice Chairperson of Special and Ad Hoc Committees shall be appointed by the Chairperson of the appointing authority. Special or Ad Hoc Committees shall meet at the call of its Chairperson. M. Motion to Refer to a Standing Committee. Any Director at a Board meeting may move to have a policy or any other activity affecting the District, or any one of the member Agencies, referred to a Standing Committee for study and report. This motion shall be a privileged motion, and when duly seconded, discussion thereof shall be limited to Directors only. Said motion shall receive an affirmative vote of a majority of the Directors for adoption. Section 2: Procedure for Consideration of Demands for Corrective Action. A. Requirement of Written Demand. Prior to any person commencing a judicial action for injunction or mandamus to declare any action taken by the Board void because of failure to observe Brown Act requirements, such person must first serve upon the Board Secretary a written demand describing the alleged violation and. demanding corrective action. Such demand must be served upon the Board Secretary within thirty (30) days of the complained of action. Failure to serve any such demand within this thirty (30) day period shall result in the loss of any right to challenge any action to have been taken in violation of Sections 64953, 54954.2, or 54956 of the California Government Code. `� VMS-TLW:PI.#18S616:05/10/0C 10 B. Consideration of Corrective Action. Upon receipt of such a demand, consideration of the demand shall immediately be placed on the Agenda for the next meeting of the Board of Directors. If the demand is received less than seventy- two (72) hours prior to the time set for the next meeting, the Board may determine that the notice constitutes the initiation of litigation, and that the need to take action on the threatened litigation arose subsequent to the posting of the Agenda, and may consider it at that meeting pursuant to Section 1(J) above. A description of any item so placed on the Agenda shall include both consideration of the demand, and the possibility of corrective action by the Board. In considering such demands, the Board shall first determine, by motion, whether corrective action should be taken. If no motion to take corrective action is carried, the Board Secretary shall inform the demanding party in writing of the Board's decision not to cure or correct the challenged action. C. Implementing Corrective Action. If a motion to take corrective action passes, the Chairperson may entertain a motion implementing corrective action. Any motion implementing corrective action shall address the concerns raised in the consideration of corrective action. The motion implementing corrective action may include a motion to rescind prior action taken, as appropriate. Passage of a motion to rescind invalidates prior action only as of the time of the passage of the motion, and not from the date of the initial action. A motion implementing corrective action resulting from a written demand is out-of-order if the action complained of (a) was in connection with the sale or issuance of notes, bonds, or other evidences of indebtedness, or any contract, agreement, or incident thereto; or (b) gave rise to a contractual obligation upon which a party has, in good faith, detrimentally relied. In any event, the Board shall notify the party making the demand in writing of its decision to take corrective action, and shall describe any corrective action taken. This notice shall be given to the demanding party as soon as possible after the meeting, but in no event more than thirty (30) days after receipt of the demand. �..d WS&S-TLW:pj:#184616.05/101N 11 Section 3: Resolution No. OCSD 01-23 is hereby repealed. Section 4: This Resolution shall become effective upon adoption. PASSED AND ADOPTED at a regular meeting held May 26, 2004. Chair ATTEST: Board Secretary vsaS-rLwW.*IU61e:osia0a 12 TABLE 1 �.r BOARD PROCEDURES AND ORGANIZATION SUMMARY OF MOTIONS A. PRIVILEGED MOTIONS Kfnd of Second Motion Required Debatable Amendable Vine Required Purpose Adjourn Yes No No Majority To end the meeting To Take a Yes No No Majority To interrupt a Recess meeting for a short time or to provide an intermission Raise a No No No None To obtain action Question of immediately in an Privilege I I I I emergency B. MAIN MOTION AND RELATED SUBSIDIARY MOTIONS Kind of Second Vote Required Motion Required Debatable Amendable Purpose Main Motion Yes Yes Yes Majority To introduce new business ,'upt Amend Main Yes Yes Yes Majority To modify or alter Motion a motion Substitute Yes Yes Yes Majority To replace the main Motion motion entirely Previous Yes No No Majority To close debate Question on the main or amended motion immediately Continue to a Yes Yes Yes Majority To defer action Certain Time To Table Yes No No Majority To discontinue consideration until brought back by vote of the Board Take a Motion Yes No No Majority To bring before the from the Table group a motion previously tabled `t vms—TLW.pj:#lW16.W1dD0 13 Limit or Yes No Yes Majority To limit or extend Extend Limits limits of debate of Debate Refer to a Yes Yes Yes Majority To place business Committee in hands of a Committee Withdraw No No No None To withdraw Motion motion before it is voted on Reconsider Yes Yes No Majority. To seem a new Must be by a vote on a motion Director who previously voted voted for the upon prevailing side on the original motion C. INCIDENTAL RULES NON-RANKING Kind of Second Vote Required Motion Required Debatable Amendable rbminess se Request to Yes No No Tw Thirdste Suspend the Rules o theon Overtide Yes No No Majority To have Order of the Board Chair majority rule on the order Point of Order No No No None To enforce the rules of the organization VYSW-Tt w:plrle4eta:tlytao4 14 `..d o�JN14 SANITq T�p� c 9 � n o . THE ENJ\Po� RESOLUTION NO. OCSD 04-08 ESTABLISHING POLICIES AND PROCEDURES FOR: THE AWARD OF PURCHASE ORDERS AND CONTRACTS: PUBLIC WORKS PROJECT CONTRACTS; PROFESSIONAL SERVICES CONTRACTS; AND DELEGATION OF AUTHORITY TO IMPLEMENT SAID POLICIES AND PROCEDURES A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE COUNTY SANITATION DISTRICT (DISTRICT OR OCSD) ESTABLISHING POLICIES AND PROCEDURES FOR THE AWARD OF PURCHASE ORDERS AND CONTRACTS; AWARD OF PUBLIC WORKS PROJECT CONTRACTS; AWARD OF PROFESSIONAL SERVICES CONTRACTS; AND DELEGATION OF AUTHORITY TO IMPLEMENT SAID POLICIES AND PROCEDURES; AND REPEALING RESOLUTION NO. OCSD 99-23 TABLE OF CONTENTS ARTICLE 1: RECITAL OF FINDINGS...................................................Page 1 Section 1.01: Findings: Declaration of Intent. ARTICLE II: TERMS AND DEFINITIONS..............................................Page 2 Section 2.01: Terms and Definitions ARTICLE III: DELEGATION OF AUTHORITY—GENERAL..................Page 5 Section 3.01: Purpose and Scope. Section 3.02: Authorizing General Manager to Establish Rules and Guidelines. Section 3.03: Procedure for Delegation of Authority D Approval Levels a. Co-signatures b. Procedural Requirements c. Special Consideration for Extraordinary Projects I Events Section 3.04: Purchasing System Adoption Section 3.05: Purchasing Division Delegated Authority Section 3.06: Procurement Card Program �..� Section 3.07: Requisitions Section 3.08: Cooperative Procurement Section 3.09: Purchases: Emergency Section 3.10: Purchases: Sole Sources; Standardized Prices, Specialized Services, and Sole Sources Section 3.11: Purchase Orders Section 3.12: Purchases: Encumbrances of Funds Section 3.13: Blanket Purchase Orders Section 3.14: Surplus Supplies, Materials, and Equipment. Section 3.15: Sale of Real Property. Section 3.16: Reoordkeeping ARTICLE IV: OPERATIONAL SUPPLIES, MATERIALS.....................Page 12 EQUIPMENT&SERVICES, INCLUDING PROFESSIONAL SERVICE CONSULTANTS (EXCLUDING PUBLIC WORKS CONTRACTS OR PROFESSIONAL DESIGN SERVICE AGREEMENTS) Section 4.01: Purpose and Scope. Section 4.02: Purchases: Bidding Requirements. Section 4.03: Bidding Procedure: Purchases Greater than $50,000. Section 4.04: Purchases between $50,000 and $100,000. Section 4.05: Bidding Procedure: Purchases Less Than $50,000. Section 4.06: Bidding Procedure: Purchases Less `..� Than $5,000. Section 4.07: Inspection and Testing. Section 4.08: Purchases: Negotiated Contracts. Section 4.09: Request for Proposal Procedure. ARTICLE V: PROFESSIONAL DESIGN SERVICE AGREEMENTS...Page 18 Section 5.01: Purpose and Scope. Section 5.02: Retention of Professional Design Consultants. Section 5.03: Facilities Engineering Project. Section 5.04: Facilities Engineering Project: Approval of Plans and Specifications. Section 5.05: Facilities Engineering Project: Annual Budget Approval. Section 5.06: Facilities Engineering Project Selection of Consultants—Procedure. Section 5.07: Major Capital Project:Approval of Plans and Specifications. Section 5.08: Major Capital Project: Scope of Work a. Proposals— Notice Requesting b. Staff Screening Committee c. Proposal— Contents d. Review of Proposals by Staff Screening Committee e. Procurement& Negotiation of Agreement f. Continuation of Services g. Specialized Services h. Agreement for Services I. Conflict of Interest Section 5:09: Major Capital Project: Selection of Consultants— Procedure. ARTICLE VI : PUBLIC WORKS CONSTRUCTION CONTRACTS........Page 26 Section 6.01: Purpose and Scope. a. Notice Inviting Bids b. Bidder's Security c. Bid Opening Procedure d. Rejection of Bids e. Tie Bids f. No Bids g. One Bid h. Emergencies I. Surety Bonds j. Cost Records Section 6.02: Public Works: Bidding Required. Section 6.03: Bidding Procedure: Public Works Construction Greater than $35,000. iii ARTICLE VII: AWARD AUTHORIZATION............................................Page 29 `...d Section 7.01 Operational Supplies, Materials, Equipment& Services, Including Professional Service Consultants: A. Primary Agreements& Purchases B. Amendments Section 7.02 Facilities Engineering Projects: A. Task Orders B. Amendments Section 7.03 Major Capital Projects—Professional Design Services: A. Primary Agreements B. Amendments Section 7.04 Public Works Projects: A. Primary Agreements B. Change Orders C. Close-Out Agreements D. Notice of Completion E. Time Extension to Public Works Contract ARTICLE All: TRAINING, MEETINGS, AND RELATED TRAVEL EXPENDITURES ...........................................................Page 35 Section 7.01: Purpose and Scope. Section 7.02: General. Section 7.03: Policies and Procedures. ARTICLE IX: MISCELLANEOUS.........................................................Page 37 Section 8.01: Noncompliance. Section 8.02: Severability. Section 8.03: Effective Date. Section 8.04: Repeal of Prior Resolution. IV \ftwl ARTICLE I RECITAL OF FINDINGS Section 1.01: Findings: Declaration of Intent. A. California Government Code Section 54202 requires that every local agency shall adopt policies and procedures, including bidding regulations governing purchases of supplies, services, materials and equipment, and that purchases of supplies, services, materials and equipment by the local agency shall be in accordance with said duly adopted policies. B. California Government Code Section 54204 requires that if the local agency is other than a city, county, or city and county, policies provided for in Section 54202 of said Code shall be adopted by means of a written rule or regulation, copies of which shall be available for public distribution. C. In order to establish efficient procedures for the purchase of supplies, services, materials, and equipment, and the letting of public works contracts at the best possible cost commensurate with quality and delivery needs, together with other relevant factors, to exercise positive financial control over purchases, and to clearly define authority for the purchasing function, and to establish bidding procedures, a purchasing system for OCSD beyond what is required by said Sections of the Government Code is desirable and in the best public interest. D. An effective, comprehensive organization needs an administrative structure with support procedures that are logical, efficient, well documented, are understood by the organization's employees and members of the public, and that will enable timely and responsive administrative acquisition of supplies, services, materials, and equipment. The organization should also appropriately delegate authority to those persons and units having responsibility for these activities. E. The Board of Directors has determined that a delegation of authority structure provides for better training of employees which will result in improved efficiency and effectiveness of OCSD's operations. Resolution No.OCSD(M 08 1 o137 .,, ARTICLE II TERMS AND DEFINITIONS Section 2.01: Terms and Definitions. A. `Amendment or Change Order"shall mean written agreements entered into and between the Professional Service Provider or Contractor and OCSD, properly executed, covering alterations, changes, additions, or deletions to the Contract which are necessary for the proper completion of the work. B. "Capital Facilities"shall mean those public works owned by OCSD that are currently in existence. C. "Capital Facilities Operational Projects"shall mean the routine, retuning, and usual work for the preservation or protection of any public works, as well as any minor repainting, landscape, maintenance, or work performed to keep, operate, and maintain OCSD's water, power and wastewater disposal systems. This work shall include modification or repair, or the replacement of parts, equipment, and facilities. D. "Capital Improvements"shall mean those public works that are to be newly-erected or constructed by OCSD in the future. E. "Change Order"shall mean written agreements entered into and between the Contractor and OCSD, for Public Works Contracts, properly executed, covering alterations, changes, additions, or deletions to the Contract, which are necessary for the proper completion of the work. F. "Competitive Bidding"shall mean the process and procedure whereby OCSD, in accordance with Califomia Public Contract Code Section 20783, prepares Plans and Specifications for the construction of public works; publishes a Notice Inviting Bids, and at a fixed time opens all bids received; and subsequently awards a Construction Contract to the lowest responsive and responsible bidder. G. "Design Agreement"shall mean a contract between OCSD and a Professional Design Consultant who is licensed, certified, or registered by the State of California to perform professional services. For OCSD purposes, these individuals shall be known as "Professional Design Consultants". H. "Facility Engineering Project"shall mean a miscellaneous capital improvement or facility modification, replacement, or repair project, related to plant safety, reliability and efficiency enhancements where professional consulting services are estimated to be in an amount not to exceed $100,000 (inclusive of amendments)for each project. I. "Force Account"shall mean work that is performed solely by OCSD employees which has a cost value, including labor, overhead, parts, and �..d supplies, in an amount not to exceed $5,000 for each Project, except as allowed in Resolution No.OCSD 04-M 2 of 37 Subparagraphs(a) and (b) below. It does not mean work performed for OCSD by persons or an entity under contract to OCSD, even when said work may be ordered by OCSD as being outside or beyond the original contract scope of work. OCSD employees may perform work on contracts, without limitation on amount only, for one of the following reasons: (a) It is an emergency and performing the work with OCSD forces is more expedient; or (b)The Board of Directors has rejected all bids and by a four-fifths vote declared that the work can be performed more economically by day labor. A written cost effectiveness analysis must be placed in the contract file. This force account provision shall not apply to sewerage maintenance or repair work. J. `PDC"shall mean the Planning, Design and Construction Committee of the Board of Directors. K. "Major Capital Projects"shall mean the construction, repair, modification, or rehabilitation of OCSD's Capital Facilities, including treatment plants, trunk sewers, pump stations, ocean outfall, administrative and support facilities, and other facilities related to OCSD operations,where the cost of Professional Design and Consultant Services are estimated to be in an amount in excess of$100,000 for any project. These projects may require Selection Committee or Board approvals. L. "Professional Design Consultant"shall mean an individual or firm providing engineering, architectural, environmental, land surveying, construction management, and other similar services which are those professional services associated with development and design for construction, alteration, or repair of public works, as well as incidental services that members of these professions, and those in their employ, may logically or justifiably perform, including studies, investigations, surveys, evaluations, consultations, planning, inspections, shop drawing reviews, sample recommendations, cost estimates, inspections, preparation of operation and maintenance manuals, and other related services, all of which must be incidental to OCSD awarding a contract for the construction of public works. M. "Professional Design Service Agreement"shall mean a Contract between OCSD and a Professional Design Consultant to provide services to OCSD for professional engineering, architecture, environmental, land surveying, and similar services as a non-employee of OCSD. N. 'Professional Service Consultant" shall mean an individual or firm (other than a "Professional Design Consultant"), providing professional services to OCSD, such as, but not limited to, accounting and financial services, information technology, general research, evaluation of systems design related to wastewater treatment systems, legislative evaluation and advocacy, human resources consultation and advocacy, and miscellaneous scientific research and consultation. Resolution No.OCSD 0408 3 of 37 O. `Professional Service Consultant Agreement'shall mean a contract between OCSD and a Professional Consultant to provide services to OCSD as a non-employee of the District. P. 'Public Works"shall mean all buildings, structures, facilities, improvements, or works that are owned or operated by OCSD for the benefit of the public and which were or are being constructed, altered, demolished, or repaired under contract and paid for, in whole or in part, out of public funds. O. `Public Works Contract shall mean an Agreement between OCSD and another party for the erection, construction, alteration, repair, or improvement of any public works of any kind. Public Works projects estimated more than $35,000 must adhere to the provisions of the California Public Contract Code. Readudon No.OCSD 0448 40r37 �.✓ ARTICLE III DELEGATION OF AUTHORITY - GENERAL Section 3.01: Purpose and Scope. In an effort to remove barriers that prevent OCSD employees from performing their jobs at the highest level of efficiency, a delegation of authority structure will appropriately provide staff with information on its increased responsibility and ownership, hence, it will contribute to the improved efficiency and effectiveness of OCSD. Section 3.02: Authorizing General Manager to Establish Rules and Guidelines. The levels of authorization to award purchase orders and contracts to acquire services, including professional services, supplies, materials, and public works project contracts, are as more particularly specified in Article VII herein. The General Manager of OCSD is hereby authorized to establish rules and guidelines to implement Board policies and to delegate to Staff, signature authority to initiate the procurement process, as specked in Articles IV through VII herein. Section 3.03: A. Procedure for Delegation of Authority. These procedures establish the framework and boundaries within which a delegate can operate, and also provide Management with a mechanism to evaluate implementation and hold the delegate accountable for his/her actions. Upon delegation of authority by the General Manager, each Department shall be authorized to further delegate to respective employees within the Department. The delegation shall be effective upon the Department Head setting forth, in writing,the name of the delegated employee, the job position, and specific level of delegated authority as Staff Level A, B, or C, respectively (as set forth in Section 7.01A below), and filing it with the Contracts/Purchasing Manager. The General Manager shall establish further procedures to implement delegated authority into the organization. To commence the procurement process for acquisition of operational supplies, services, materials, and equipment, public works contracts governed by state law and professional and design service agreements, signature authority is hereby established asset forth in Section 7.01A below. The functional authority level listed describes the highest level of signature approval needed. Intermediate management approval between the initiator/requestor and listed approval level must also be obtained. The General Manager may delegate authority for all purposes under this Resolution to a Department Head to act in the General Manager's absence. Remotion No.OCSD 04-08 5 of 37 B. Co-Signatures. In addition to the signature of the Delegated Authority: 1. To ensure that all policies and procedures governing purchase orders and contracts are followed, all contracts and purchase orders will be signed by the Contracts/Purchasing Manager, or his designee upon approval of the delegated authority specified in Section 7.01A. 2. All purchases for computer hardware, software, copiers, faxes, and communication equipment will be pre-approved by the Information Technology Director, or his designee. C. Procedural Requirements. All policies and procedures adopted by the Board of Directors or promulgated by the General Manager governing the procurement of supplies, materials, equipment or services, will apply, and shall be complied with. Budgeted funds must be available prior to the acquisition of goods or services. Upon the identification of goods or services needed that are not originally budgeted, either a budget transfer request form must be completed demonstrating that adequate funds are available to cover the acquisition, or the Board of Directors must authorize a budget amendment, at which time, the item being acquired would fall into the budgeted category. D. Special Consideration for Extraordinary Prolects I Events. `.� The Board of Directors, at its discretion, may temporarily increase the General Manager's purchasing approval and amendment/change order authority due to circumstances it finds critical to the operation. In addition, the Board may also allow the replenishment of the General Manager's amendment/change order authority, once exhausted, back to its original level, If necessary. Section 3.04: Purchasing System Adoption. The procedures and authority set forth in this Resolution are intended to operate in concert with and supplemental to the delegation of authority granted by the governing Board of Directors in the adoption of this Resolution. Full compliance with the provisions of all Articles in this Resolution is required. Section 3.05: Purchasing Division Delegated Authority. There is hereby vested in the Purchasing Division (hereinafter referred to as "Purchasing"), under the general supervision and direction of the Director of Finance,the authority for the purchase of supplies, services, materials, and equipment; letting of public works contracts; and the establishment of rules, procedures, and administrative policies relative thereto. The Director of Finance may delegate or assign any or all of the following duties to the Contracts/ Purchasing Manager: A. To purchase or contract for supplies, services, materials, and equipment required by any Department or Division, in accordance with purchasing procedures prescribed by this Resolution; such administrative regulations as Purchasing Resolullon No.OCSD 0"8 6 of 37 shall adopt for the internal management and operation of Purchasing; and such other rules and regulations as shall be adopted by the Board of Directors. B. To negotiate and recommend execution of contracts for the purchase of supplies, services, materials, and equipment;for construction of public works projects; and for the disposition of surplus property and by-products of the sewage treatment process. C. To submit to General Counsel for review or approval, as necessary, contracts, purchase orders, and other related documents. The Board Secretary shall be the designated Custodian of all original executed copies of contracts, purchase orders, and other related documents which are approved by the Board of Directors. The Purchasing Department shall be the designated Custodian of all other executed contracts. D. To discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases and sales. E. To prepare rules, regulations, procedures, and administrative policies, and revisions thereto, governing the purchase of supplies, services, materials, and equipment; for the letting of public works construction contracts in accordance with the provisions of state law; and disposition of surplus property and by-products of the sewage treatment process. F. To prepare rules, regulations, procedures, and administrative policies, and revisions thereto, governing the warehousing of inventories. G. To keep informed of current developments in the field of purchasing, including but not limited to prices, market conditions, and new products. H. To prescribe and maintain such forms as are reasonably necessary for the implementation of this Resolution and other rules and regulations of OCSD. 1. To review and recommend specifications to establish minimum standards for all purchases. J. To supervise the inspection of all supplies, services, materials, and equipment purchases to insure conformance with specifications. K. To provide for the transfer of surplus or unused supplies and equipment between Departments, as needed. L. To have custodianship and control of all inventories and surplus property. M. To maintain a bidders' list, vendors' catalog file, and records needed for the efficient operation of the Purchasing Division. �..d N. To review, approve, and maintain active insurance documents for all OCSD procurements. Rewlurlon No.OCSD 04-08 70137 `.,.j O. To revise all records to reflect the sale, transfer, or reorganization of a supplier's business, or a change in the supplier's name for doing business, so long as all other terms and conditions of the original agreement remain the same. In such event of an assignment of the purchase order or contract by the supplier, OCSD shall not be bound until it has given its consent in writing, which consent shall not be unreasonably withheld. An amendment to the original agreement shall be prepared authorizing and consenting to the assignment and shall be executed by the General Manager, or his designee on OCSD's behalf. P. To undertake such other and future duties as, in the Director of Finance's discretion, are incidental and necessary to the conduct of the Division. Section 3.06. Procurement Card Program. OCSD has established a Procurement Card ("Procard") Program allowing specifically authorized employees to purchase goods and services with a total dollar value less than $1,000, thereby eliminating the purchase requisition, purchase order, invoice, and check requirements for these purchases. Approval for use of a Procard must first be obtained from OCSD's Procard Administrator, with the concurrence of the Contracts/Purchasing Manager and appropriate Department Head. All employees authorized by the Finance Department to use a Procurement Card shall do so only in accordance with OCSD's Procurement Card Policies and Procedures. Section 3.07: Requisitions. All OCSD employees who need or require supplies, services, materials, or equipment to carry out the defined duties of their positions, shall submit requisitions, in advance,for purchases or warehouse requisitions to Purchasing, in accordance with the adopted rules, regulations, procedures, and policies of the Purchasing Division. Usage of OCSD's procurement cards shall be exempt from this requirement. Section 3.08: Cooperative Procurement. A. OCSD, through Purchasing, may participate in or sponsor, conduct, and/or administer a Cooperative Procurement Agreement for the acquisition of procured items or services with any other public agency purchasing unit, or public agency alliance, in accordance with an agreement between OCSD and the other public agency. B. OCSD, through Purchasing, may sell to, acquire from, or use any property (other than real property) belonging to another public agency, including the cooperative use of supplies or services. C. Purchasing may, at its discretion, procure from the County of Orange Cooperative Purchasing Program, the State of California Multiple Award Schedules Program and the Department of General Services Program, the California Association of Public Purchasing Officers Program, the Western States Contracting Alliance, the County of Los Angeles' Cooperative or Piggyback Programs, and U.S. Communities Alliance, without obtaining bids and following procedures set forth below, if Resolution No.OOSD 0408 8 of 37 the Contracts/ Purchasing Manager determines that goods or services procured through said Programs are cost-favorable to OCSD. Section 3.09: Purchases: Emernencv. Whenever an emergency arises which is, or may be, a threat to the continued required operations of the wastewater treatment plants and facilities owned by OCSD, or when purchases are immediately necessary for the preservation of life or property, or to avoid a threat to the public health or safety, the Division may purchase supplies, services, materials, or equipment required for immediate use, in an amount greater than One Hundred Thousand($100,000) Dollars without observing the procedures set forth in this Resolution. The General Manager or his designee, shall advise the OCSD Chair and/or Vice Chair, as appropriate, of the action taken, and such action shall be ratified by the Board of Directors at its next regular meeting. Section 3.10: Purchases: Standardized Prices, Specialized Services. and Sole Sources. A. The Purchasing Division may make purchases of supplies, materials, equipment or services without observing the bidding and Board approval procedures of Section 4.13 below when: 1. Items to be purchased have a demonstrated uniformity in price; or 2. An emergency arises which is, or may cause, a threat to the continued required operations of Reclamation Plant 1 or Treatment Plant 2; or 3. Purchases are immediately necessary for the preservation of life or property, or to avoid a threat to the public health or safety; or 4. The Provider of goods or services is determined to be uniquely qualified to provide specialized goods or perform specialized services. 5. It is determined that there is a sole source Provider that has goods and services available immediately that might not otherwise be available at such time purchasing procedures could be completed, and Staff determines such items are critical to OCSD's operations; a. For sole sources greater than $100,000, the General Manager, or his designee, shall advise the OCSD Chair and/or Vice Chair, as appropriate, of the action to be taken, and such action shall be ratified by the Board of Directors at its next regular meeting. b. Sole sources between $50,000 and $100,000 shall be approved by the General Manager and reported to the Board of Directors quarterly. c. All sole sources shall require pre-approval from the requesting Department Head, the Contracts/ Purchasing Manager and the Director of Finance. Resolution No.OCSD 0408 9 of 37 Section 3.11: Purchase Orders. �...' Purchases of all supplies, services, materials, or equipment shall be made by purchase order through use of a requisition, and may also require a formal written contract when determined necessary or appropriate by the Contracts/Purchasing Manager. To ensure that all policies and procedures governing purchase orders and contracts are followed, all contracts or purchase orders will be executed by the Contracts / Purchasing Manager, or as delegated by the Contracts/ Purchasing Manager. Employees requisitioning supplies and equipment shall be responsible that requisitions are in conformity with the spirit and intent of this Resolution and that no purchase has been broken into smaller units to evade any requirement of this Resolution. In accordance with OCSD's Records Retention Policy, Purchasing shall retain in its files one (1) copy of all purchase orders issued during the two (2)years preceding, on which copy of the purchase order there shall be a list of bidders and prices bid for the materials or equipment purchased, or if no bids or quotations were taken or received, a full statement as to the reason therefor. Section 3.12: Purchases: Encumbrances of Funds. Except in cases of emergency, no purchase order shall be issued for any supplies, services, materials, or equipment, unless there exists a sufficient budget item against which said purchase is to be charged, and which is not pledged towards any other specific purchase. Section 3.13: Blanket Purchase Orders. Vr� The Purchasing Division may issue annual blanket purchase orders for recurring purchases of miscellaneous supplies that: A. Are not carried in stock in OCSD's warehouse because of economic considerations; B. Are stock items that have been designated as appropriate sole source acquisitions; C. Have been competitively bid because Purchasing determines it is in the best interests of OCSD to issue a blanket order for inventory items; or D. Are for miscellaneous supplies, services, materials and equipment where such purchase may be procured from a single vendor during the budget year, without observing the procedures prescribed in Section 4.03 below when, in the Purchasing Division's discretion, it is determined that such blanket purchase orders are at a cost favorable to OCSD and will result in a more efficient procurement of such items. Blanket purchase orders shall be in conformity with the spirit and intent of this Resolution. The Purchasing Division shall, at the beginning of each budget year, file a list of such purchase orders and the estimated annual amount with the Director of Finance. Resolwion No.OCSD 0408 10 of 37 Section 3.14: Surplus Supplies, Materials, and Equipment. All Departments and/or Divisions shall submit to Purchasing, at such times and in such form as Purchasing shall prescribe, reports showing all supplies, materials, and / or equipment which are no longer used or which have become obsolete or wom out. Purchasing shall have the authority, as deemed appropriate by the Contracts/ Purchasing Manager, to sell, exchange for, or trade in on new supplies, materials, and equipment, or dispose, as deemed appropriate, of all supplies, materials, and equipment which cannot be used by any other Department or Division, or which have become unsuitable for OCSD use. Section 3.15: Sale of Real Property. No negotiations concerning the sale of real property of OCSD may be made without prior review from the Contracts/Purchasing Manager and the General Counsel. No real property of OCSD may be sold without prior approval of the Board of Directors Section 3.16: Recordkeeping. A record of all sales of surplus property and by-products shall also be maintained by Purchasing upon or in which is maintained, the record of the bids received for the property or by-products sold, or if bids were not taken or received, a full explanation thereof. Such records shall be maintained for two (2) years after the sale. Resolution No.OCSO 04-08 11 of 37 ARTICLE IV ar OPERATIONAL SUPPLIES, MATERIALS, EQUIPMENT & SERVICES, INCLUDING PROFESSIONAL SERVICE CONSULTANTS (EXCLUDING PUBLIC WORKS CONTRACTS OR PROFESSIONAL DESIGN SERVICE AGREEMENTS) Section 4.01: Purpose and Scope. In order to establish efficient procedures for the purchase of supplies, materials, equipment and services, including Professional Service Consultants, at the best possible cost, commensurate with quality and delivery needs and other relevant factors; to exercise positive financial control over purchases; to clearly define authority for the purchasing function; and to establish bidding procedures pursuant to Section 54202 of the Government Code of the State of California, a purchasing system is deemed necessary. This Article does not apply to Professional Design Service Agreements and Public Works Contracts,which are defined and governed by Articles V and VI below. Section 4.02: Purchases: Bidding Requirements. �..J Except as hereinafter provided, purchasing of supplies, materials, equipment or services, including Professional Service Consultants, shall be by bid procedures as set forth in this Article IV, when the purchase is estimated to have a value greater than Five Thousand ($5,000) Dollars;the supplies or services may be obtained from more than one vendor; are not standardized as to price; and no emergency exists. Section 4.03: Bidding Procedure: Purchases Greater Than $50,000. A. Award to Lowest Bidder. Except as otherwise provided in this Article IV, purchases of supplies, materials, equipment or services, including Professional Service Consultants, of an estimated value greater than $50,000 shall be by written contract or purchase order with the lowest responsive and responsible bidder (unless a Request for Proposal solicitation instrument is utilized), pursuant to the procedures prescribed herein. B. Award Approval. Purchases of supplies, materials, equipment or services, including Professional Service Consultants, that are identified and have appropriate not to exceed contractual pre-approvals, as outlined in each Fiscal Year's annual budget, to include capital equipment, shall be bid and awarded directly by the Contracts/ Purchasing Manager, or as delegated by the Contracts/Purchasing Manager in accordance with the procedures in this Section 4.03. Supplies, materials, equipment or services, Including Professional Service Consultants, not budgeted, or which exceed the Board or pre-approved amount, or subsequent increases to the contract above the original amount identified and approved in the budget year the contract was awarded (both pre-approved or Board approved), or Resolution No.opsD 0448 12 or 37 which affect policy recommendations or ratifications, or are sole source contracts �../ exceeding $100,000, and all applicable public works contracts, shall require Board of Directors'approval prior to issuance or award of a purchase order or contract, except as provided in Section 7.01(B). C. Notice Inviting Bids. A Notice Inviting Bids shall be published and include a general description of the articles or services to be purchased or sold, shall state where bid forms and specifications may be secured, and the time and place for opening bids. 1. Published Notice. The Notice Inviting Bids shall set a date for the opening of bids. The publication or posting of the Notice shall beat least ten (10) days before the date of opening the bids. Notice maybe published in a newspaper of general circulation, printed and published within OCSD's jurisdiction; or by electronic bulletin board procedures designed to reach the industry or market of supply; or through OCSD's Internet Web Site. 2. Bidder's List. Purchasing may also solicit sealed bids, or receive bids electronically, from all qualified, responsible prospective suppliers whose names are on the Bidders List maintained by OCSD, or who have requested their names to be added thereto. 3. Bulletin Boards. Purchasing may also advertise pending purchases or sales by a notice posted on a public bulletin board in the Purchasing Division Office, and by electronic bulletin board, as deemed appropriate by the Contract's Purchasing Manager. D. Bidder's Security. When deemed necessary by Purchasing, a bidder's security may be prescribed in the contract specifications or in the Notice Inviting Bids. Purchasing, or those assigned by Purchasing, shall maintain said bidders security. Bidders shall be entitled to the return of a bid security upon the full execution of an awarded contract or issuance of a purchase order by the successful bidder. A successful bidder shall forfeit its bid security upon refusal or failure to execute the contract within the prescribed time after the Notice of Award of Contract has been delivered to the bidder, unless OCSD is responsible for a delay in the prescribed time. The Contracts/Purchasing Manager may, on refusal or failure of the successful bidder to execute the contract, award it to the next lowest responsive, responsible bidder. If the Contracts/ Purchasing Manager awards the contract to the next lowest bidder, an amount of the lowest bidder's security equal to the difference between the low bid and the awarded bid shall be forfeited to OCSD, and the surplus, If any, shall be returned to the lowest bidder. E. Bid Opening Procedure. Sealed or electronically received bids shall be submitted to the Contracts/Purchasing Manager and/or Secretary of the Board of Directors, and shall be identified as a bid on the envelope or the electronic bulletin board. Bids shall be opened in pubic by the Contracts/Purchasing Manager, or his designated representative, at the time and place stated in the public notices. A tabulation of all bids received shall be available for public inspection during regular business hours for a period of not less than thirty(30) calendar days after the bid opening. In cases wherein the Request for Proposal ("RFP") instrument is utilized, all ReeoNBon No.OCSD 0408 13 or 37 RFP's will be opened, and only the name of the Proposer shall be read aloud at the time and place set forth therein. F. Refection of Bids. At his discretion, the Contracts/Purchasing Manager may reject any and all bids presented and re-advertise for bids. If all bids are rejected, the Contracts/Purchasing Manager may declare that the materials or supplies may be acquired at a lower cost by negotiation in the open market and authorize the purchase in that manner. G. Tie Bids. If two or more bids received are for the same total amount or unit price (with quality and service being equal), and if the public interest will not be best served by a delay of re-advertising for bids, the Board of Directors or Contracts/Purchasing Manager may accept the one it chooses or accept the lowest bid made by negotiation with the tie bidders at the time of the award. H. Performance Bonds. Purchasing shall have the authority to require a Faithful Performance Bond, a Labor and Materials Bond, and/or a Warranty Bond, before entering into a contract in an amount as it shall find reasonably necessary to protect the best interests of OCSD. If the Purchasing Division requires any of these Bonds, the form and amount of the Bond shall be described in the Notice Inviting Bids and in the Contract Specifications. Section 4.04: Purchases between $50,000 and$100,000. Purchasing may award a contract to purchase supplies, materials, equipment or services, induding Professional Service Consultants, in an amount greater than$50,000 and less than $100,000, without obtaining bids and following the procedures all as more particularly set forth in Section 4.03 above when the Contracts/Purchasing Manager determines that: A. By purchasing immediately, it can avoid an imminent price increase or realize a substantial price discount that is available on a short-term basis only; or B. It can obtain supplies, materials, equipment or services, including Professional Service Consultants, immediately that might not otherwise be available at such time as purchasing procedures could be completed; or C. Said contract for supplies, materials, equipment or services, including Professional Service Consultants, includes Board of Directors' approval for multiple one(1)year renewal periods at the Districts option. All such contracts shall not exceed the prescribed limit of renewal periods as defined by the Board of Directors and shall require the Contracts/Purchasing Manager's approval; or D. The supplies, materials, equipment or services, including Professional Service Consultants, are only available from a sole source; or E. Whenever an emergency arises which is, or may cause, a threat to the continued required operations of Reclamation Plant 1 or Treatment Plant 2, or when purchases are immediately necessary for the preservation of life or property, or to avoid a threat to the public health or safety. Resolution No.OCSD 04-08 14 of 37 Section 4.05: Bidding Procedure: Purchases Less Than $50,000. Purchases of supplies, materials, equipment or services, including Professional Service Consultants, of an estimated value in the amount of$50,000 or less on which bidding is not required by state law, may be made by Purchasing in the open market without observing the same procedures as prescribed by Section 4.03 above. The procedures to be used for these purchases are as follows: A. Minimum Number of Bids. Open market purchase shall, whenever possible, be based on at least three(3) bids and shall be awarded to the lowest responsive and responsible bidder, and shall be by written contract or purchase order. B. Solicitation of Bids. Bids shall be solicited by written requests to prospective vendors or purchasers and/or by telephone, facsimile transmission, electronic bulletin board, and/or by public notice posted on a public bulletin board in the Purchasing Division Offices. C. Receipt of Bids. Bids shall be submitted to Purchasing, which shall keep a public record of all open market orders and bids for a period of two (2)years after the submission of bids or the placing of orders. D. Exceptions. Purchasing may purchase supplies, materials, equipment or services, including Professional Service Consultants, without observing the procedures prescribed in Subparagraphs A, B, and C above, if supplies, materials, equipment or services, including Professional Consultant Services are only available from a sole source. All such purchases shall be approved by the Director of Finance, the requesting Department Head, and the Contracts/Purchasing Manager. Section 4.06: Bidding Procedure: Purchases Less Than $5,000. Purchasing may purchase supplies, materials, equipment or services, including Professional Service Consultants of a value in the amount of$5,000 or less per purchase order, without observing the procedures prescribed in Section 4.05 when, in the Contracts/Purchasing Manager's discretion, it is determined that observing such procedures would not result in a lower overall cost to OCSD. Record of such decision shall be fully stated in the purchase order file as to the reason therefor. Section 4.07: Inspection and Testing. The supplies, materials, equipment or services delivered, including performance or deliverables resulting from a Professional Service Contract, shall be inspected to determine their conformance with the specifications set forth in the purchase order or contract. Purchasing shall have the authority to request professional services, or to require chemical and physical tests of samples submitted with bids and samples of deliveries which are necessary to determine their quality and conformance with specifications. Resolution No.OCSD 04-08 15 of 37 Section 4.08: Purchases: Negotiated Contracts. Notwithstanding other provisions of this Resolution, the Board of Directors may, when it appears in the best interests of OCSD, authorize the Staff to negotiate and award a contract for the purchase of supplies, materials, equipment or services, including Professional Service Consultants, without observing the procedures prescribed in Sections 4.03, 4.04 and 4.05 above. A. When such authorization has been granted for the purchase of supplies, materials, equipment or services, including Professional Service Consultants, of an estimated value in the amount of$100,000 or greater,the Staff shall obtain the concurrence of OCSD Chair and/or Vice Chair, as appropriate, prior to awarding such purchase. B. Whenever any contract for supplies, materials, equipment or services, including Professional Service Consultants, has been entered into between OCSD and a person or entity, and Purchasing determines that it is in the best interest of OCSD to continue said contract with such person or entity, Purchasing may, in its discretion, negotiate an extension of such contract without observing the bidding procedures prescribed in Sections 4.03 and 4.05 above; provided, the original contract contains provisions for subsequent extension periods; has been approved and awarded by the Board of Directors; and/or has prior contractual pre-approval, as provided in Section 4.03. Section 4.09: Request for Proposal Procedure. As deemed appropriate by the Contracts/Purchasing Manager, a Request for Proposal ('RFP") solicitation process may be employed in lieu of the competitive bidding process. The RFP process may be used for goods or services that prove difficult to quantify or describe. Therefore, Proposers are offered the opportunity to offer solutions. Award shall be based upon criteria which provide the"best value" received by OCSD, which is not solely determined by price. A. All Purchases—All Levels. Except as otherwise stated below, the RFP process shall follow bidding thresholds and procedures as outlined in Sections 4.03 and 4.05 above. B. Purchasing shall solely prescribe the Request for Proposal (RFP) procedure and award criteria. OCSD's RFP procedure shall be on file and available with the Contracts/Purchasing Manager or designee. C. The Contract/ Purchasing Manager shall solely prescribe and approve all RFP Evaluations team members. D. In order to avoid actual or perceived conflicts of interest, members of the Board of Directors are prohibited from participating in the RFP Evaluation process, except in those instances where the potential provider shall directly serve and report to the Board or its respective Committee(s) or when approved to do so by the Board Chair. E. OCSD maintains a Conflict of Interest Code pursuant to California �..d Government Code Sections 87100 at seq., which governs the activities and performance Renal Won No.OCSD 04-M 16 of 37 of duties of its Directors, officers, employees, or agents in the conduct of project work for `ft� OCSD. F. No Director, officer, employee, or agent of a Professional Service Consultant under contract with OCSD, shall solicit or accept rebates, kickbacks, favors, or other unlawful consideration from any individual or firm on behalf of any firm that may be potentially selected as a qualified firm to provide professional consulting services to OCSD. Acceptance of food and refreshments of a nominal value on infrequent occasions, and acceptance of gratuities or gifts shall not be deemed a violation of this provision, provided that if said items exceed $340, or the amount as fixed by California Govemment Code Section 89503, or California Code of Regulations Title 2, Section 18940.1, in a calendar year, the Director, officer, employee, or agent may be disqualified from participating in the decision pursuant to Article III of OCSD's Conflict of Interest Code; and provided, further, that any Director, officer, employee, or agent, as a designated employee under OCSD's Conflict of Interest Code, shall report any amount of gifts on his/her annual Statement of Economic Interests, as required by said Code. G. Any firm seeking selection under these procedures that violates OCSD's Conflict of Interest Code shall be automatically disqualified. H. Any fine solicited to violate the Code must report said solicitation to the Board of Directors, or it will be automatically disqualified. �..d Resolutlon No.OCSD 04-08 17 of 37 ARTICLE V PROFESSIONAL DESIGN SERVICE AGREEMENTS Section 5.01: Purpose and Scope. OCSD, in the interest of uniformity, fairness, and cost effectiveness desires to establish policies and procedures for the selection and procurement of professional engineering, architectural, environmental, land surveying, and construction management services. Section 5.02: Retention of Professional Design Sewise Consultants. This Resolution establishes a procedure to be followed in the selection and retention of Professional Design Consultants in the areas of engineering, architecture, environmental, land surveying, and construction management services. Professional Design Consultants are those individuals or firms providing engineering, architectural, environmental, or land surveying services which are those professional services associated with research, development, design and construction, alteration, or repair of real property, as well as incidental services that members of these professions and those in their employ may logically or justifiably perform, including studies, investigations, surveys, evaluations, consultations, planning, programming, conceptual designs, plans and specifications, cost estimates, inspections, shop drawing reviews, sample recommendations, preparation of operation and maintenance manuals, and other related services, all of which must be incidental to OCSD awarding a contract for Construction or Public Works. Services for product testing are excluded. It is recognized that no two individuals or firms have equal skills, training, or experience, and that the qualities of such firms vary. Accordingly, Professional Design Consultants shall be selected based upon OCSD's discretion and opinion as to which particular Consultant is hest qualified to perform the work (hereinafter referred to as the "project") in question. For purposes of this Resolution, "firm"shall mean any individual,firm, partnership, corporation, association, or other legal entity permitted by law to practice the profession of architecture, engineering, environmental services, land surveying, or construction project management. Evaluation and selection of a consultant firm will include, but not be limited to, the following: A. The firth shall be of high ethical and professional standing, its members being of good moral character, and it shall be prepared to submit references from persons of known repute. B. The principal and other responsible members of the firm must be registered in the State of California, as required by law. Resolution No.OCSD 04-08 18 of 37 C. A principal member of the firm's staff must have the minimum �..i appropriate experience in responsible charge of work of the type involved in the project. The appropriate experience required will solely be determined by OCSD staff. D. At least two (2)additional members of the firm's staff must have appropriate experience in responsible charge in the field or fields required by the project. The appropriate experience required will solely be determined by OCSD staff. E. The firm shall be capable of performing the work within the prescribed time limitations considering the current and planned workloads of the firm. F. If all other factors are equal, preference shall be given to a locally based firm when more than one firm is being considered. G. If the project is funded, either in whole or in part, by state or federal funds that require, as a condition of establishing or maintaining eligibility for state or federal funds, that firms working on the project maintain an affirmative action employment program,then the firm selected for the project must certify to having such a program. OCSD also recognizes that the scope of services and the qualifications of consultants can differ significantly between major capital facilities projects and facilities engineering projects. The criteria set forth in Paragraphs C and D above maybe waived by OCSD for Facilities Engineering Projects. The procedures set forth in this Resolution shall govern the retention of `..d Professional Design Consultants. Section 5.03: Facilities Engineering Proleet: "Facilities Engineering Project" is defined as a miscellaneous capital improvement or facility modification, replacement, or repair project, related to plant safety, reliability or efficiency enhancements where professional design consulting services are estimated to be in an amount not to exceed $100,000($75,000 for original Task Order and $25,000 for any additional amendments)for each project. Section 5.04: Facilities Engineering Project: Annual Budget Approval. Upon approval by the Board of Directors of an annual budget, OCSD's Director of Engineering or OCSD's Contracts/ Purchasing Manager, or their designees, shall be authorized to solicit contract proposals from professional engineering, architectural, environmental, land surveying, and construction management firms to perform the required services for the approved Facilities Engineering Projects, as defined and prescribed herein. Section 5.05: Facilities Enaineering Project: Selection of Consultants— Procedure. A. OCSD's Staff shall compile a master pre-approved list of not less `....� than 5, nor more than 10 firms having the required expertise to perform the required Resolution No.OCSD 0408 19 of 37 professional service for a Facilities Engineering Project. The master list of firms will be selected based upon a solicitation, review of qualifications, and Board approval of the agreements including up to two annual optional renewals. Upon selection and approval, the Professional Design Consultant shall execute the District's Professional Design Service Agreement. The original term of the agreement shall be for one(1)year. Thereafter, the Director of Engineering (DOE) shall be authorized to recommend to the General Manager, an extension of the qualified Professional Design Service Agreement for up to two (2)additional one (1)year renewal periods, for a total of three (3) years, with each of the Parties designated on the approved master list. The Professional Design Service Agreement for each Party on the master list shall be forwarded to the Purchasing Office. The Engineering Department Staff shall prepare the appropriate requisition documentation to insure future payment to the consultant. B. As a need for an individual speck Facilities Engineering Project arises, OCSD will implement the Agreement by issuing a Task Order identifying the specific project by name and number, and include the approved scope of work required of the consultant for the project. There is a maximum annual fiscal year contract limitation of$200,000 for each Professional Design Service Agreement under the provisions of this Section 5.05. C. The DOE shall first obtain at least two (2) price proposals from consultants before the Task Order is awarded to a consultant. This requirement maybe waived at the discretion of the DOE, where a determination is made that the subject work is unique such that only one (1) consultant is available to perform the work, or where significant time constraints or emergency conditions dictate that one (1) v.J consultant be solicited for a price proposal. The DOE, or his designee, shall review the proposals specifically addressing cost and ability to meet OCSD schedule requirements. Based on the evaluations, the DOE is authorized to award the original Task Order. D. Once the Professional Design Consultant is selected for the award of a Facilities Engineering Project and the Task Order is executed by OCSD, the DOE shall issue the Notice to Proceed. Section 5.06: Facilities Engineering Project: Approval of Plans and Specifications. The Board of Directors delegates to the Director of Engineering (DOE), as a Professional Registered Engineer, the authority to approve the design, plans, and specifications for the construction of a new or modified OCSD facility that is deemed a Facilities Engineering Project, as defined in Section 5.03 above. Section 5.07: Major Capital Protect: Scope of Work. A. For every project approved by the General Manager, the PDC Committee, or the Board of Directors, and for which outside professional consulting services are required, OCSD Staff shall develop a comprehensive scope of work. B. The scope of work shall define the extent of the services and the time required. Remludon No.OCSD 04-08 20 of 37 Section 5.08: Maior Capital Project: Selection of Professional Design `.,.� Consultants— Procedure. For the employment of any Professional Design Consultant or Professional Service Consultant for major capital projects budgeted and approved by the Board of Directors, the following procedures shall apply: A. Proposals—Notice Reguestino. Staff shall prepare a Request for Proposal ('RFP') or a Request for Qualifications ('RFQ"), for the scope of work which shall include a request for the firm's qualifications, personnel capability, demonstration of firm's capabilities, identification of personnel assigned to the project, estimate of number of hours for each aspect of the project, fee proposals, and conflict of interest disclaimer. The Request for Qualifications' process may be used, at Staffs discretion, to narrow the field of firms submitting proposals on the project. OCSD shall maintain a comprehensive list of professional consultants' demonstrated competence. Optionally, notice may be given by publication in professional journals or publications of general circulation. B. Staff Screening Committee. A Screening Committee of at least two (2) Staff Members, as chosen by the Department Director, shall review all submitted proposals and prepare a recommendation for selection of the best qualified consultant to the PDC Committee as described in Paragraph D below. In order to avoid actual or perceived conflicts of interest, members of the Board of Directors are prohibited from participating in the RFQ Evaluation process `.' except in those instances where the potential provider shall directly serve and report to the Board or its respective Committee(s)or when approved to do so by the Board Chair. C. Proposals—Contents. Proposals submitted shall: 1. Acknowledge the scope of the project and extent of the services required. 2. Include a description of the firm's qualifications for performing the proposed work. 3. In the case of a proposal for construction management services, each firm shall provide evidence that its personnel that will carry out on-site responsibilities have expertise and experience in construction project design review and evaluation, construction mobilization and supervision, bid evaluation, project scheduling, cost-benefit analysis, claims review and negotiation, and general management and administration of a construction project. 4. Include past performance records of the firm. 5. Demonstrate the firm's capabilities to complete the work within the time allotted. 6. Identify the specific key personnel to be assigned to the `...� project. R..oUion N. OCSD 04-08 21 of 37 7. Provide an estimate of the number of hours involved in `..� each aspect of the scope of work for such personnel. 8. Be accompanied by a sealed fee proposal estimate which shall not be opened until the firm is selected as being qualified. Thereafter, it shall be the basis for procurement negotiations. The form of the fee proposal shall be as described in Subsections E2 and E3 below. 9. Contain a conflict of interest disclaimer. 10. Provide any other information required to properly evaluate the firm's qualifications and familiarity with the types of problems applicable to the project. D. Review of Proposals by Staff Screening Committee 1. The Staff Screening Committee shall review, and evaluate proposals, negotiate fees, and determine and make recommendations to the PDC Committee as to which firm is deemed to be fully qualified to provide services sought by OCSD based on the firm's demonstrated competence and qualifications. 2. The Staff Screening Committee, upon making a determination of the fully qualified firms, shall rank the firms considered, based upon the qualifications and in order of preference. E. Procurement and Negotiation of Agreement. To determine the ..d firm to be selected and the compensation for the services sought, the following procedures will be strictly adhered to: 1. The Staff Screening Committee will, at its discretion, invite the firm that is considered to be the best qualified to appear before the Staff Screening Committee. 2. The proposal for fees associated with the services, as submitted by the selected firm, shall be presented in sufficient detail to enable the Staff. Screening Committee to adequately ascertain the level of effort associated with the scope of work and to determine whether the firm has thoroughly identified the efforts associated with the services and thoroughly understands the work required. 3. The basis of the fee shall be cost plus a fixed fee with a maximum amount; per diem rate(s)with a maximum amount; or a lump sum (fixed)fee. 4. If it is the decision of the Staff Screening Committee to use methods for compensation other than the lump sum or cost plus a fixed fee with a maximum, or the per diem rates with a maximum,justifications for this decision shall be made by the Staff Screening Committee in Its recommendation to the PDC Committee and the Board of Directors. 5. The Staff Screening Committee shall review the compensation requested by the firm which shall be compared with the maximum fee as previously established. Re olulbn No.OCSD 04-0 22 of 37 6. The final negotiated fee, as recommended to the PDC `.�.i Committee and Board of Directors, shall be certified by the Staff Screening Committee as reasonable for the services requested and not resulting in excessive profits for the firm. 7. If agreement is not reached, the negotiations should be terminated and similar interviews should then follow with the next ranked firm. 8. All such negotiations shall be on a strictly confidential basis, and in no case shall the compensation discussed with one firm be discussed with another. F. Continuation of Services. 1. In some instances when a qualified firm has satisfactorily completed one phase in the development of a project, Staff shall, based on an outline and recommendation of the scope of additional work, obtain Board approval to negotiate with the same firm for additional services related to other phases of the project. 2. Continuation of services may arise when a firm has completed a feasibility report or a preliminary engineering report, and the services for said work are satisfactory to the Board and the procedure of examining other firms for subsequent phases is not deemed necessary or cost effective. 3. In the event that satisfactory negotiations for price cannot be concluded under these circumstances, negotiations should be terminated and the �.✓ provisions set forth hereinabove for selection of a firm would apply. G. Specialized Services. 1. In the event that specialized professional services are required, where it is determined that only one(1) qualified firm can best perform the services for a specific project for professional fees estimated to be in an amount greater than $50,000, the Staff Screening Committee will negotiate a Professional Design Service Agreement or Professional Consultant Service Agreement, make recommendations to the PDC or other Standing Committee, and upon action by such Committee, present it to the Board of Directors for approval. 2. The basis of selection of the specialized firm or individual under Subparagraph G(1) above, along with the negotiated fee, shall be presented to the Board of Directors for consideration. H. Agreement for Services. 1. Upon approval by the Board of Directors of a negotiated agreement for professional services, a contract shall be executed in a form approved by the General Counsel. Resolution No.OCSD 04-08 230r37 �..d following terms: 2. The contract shall include, but not be limited, to the (i) A statement on the scope of the project. (it) The basis and individual elements of the fees. (iii) The basis for payment to the firm. (iv) The time limits in which the services must be performed. (v) Provisions for fee adjustments, should there be changes in the scope of work. (vi) If it is determined by the Standing Committee that OCSD may be caused to incur a penalty or liability, or suffer a loss because of the failure of the firm to perform the work within specified time limits, the contract shall include a clause setting forth penalties for such nonperformance or delayed performance, in amounts to be determined by the Standing Committee. (vii) For projects exceeding $50,000 in fees or in other cases, as determined by OCSD, errors and omissions insurance in an amount recommended by the General Counsel or OCSD's Risk Manager (based upon engineering data from the Department Director) shall be required, unless the Standing Committee or Board of Directors, as the case may be, waives said insurance. (viii) For projects that involve engineering studies where a consultant is asked to provide a report not related or leading directly to a design project, the General Manager(based upon engineering data from the Department Director), in his discretion, may waive the requirement for the consultant to provide errors and omissions/professional liability insurance. I. Conflict of Interest 1. OCSD maintains a Conflict of Interest Code pursuant to California Govemment Code Sections 87100 at seq., which governs the activities and performance of duties of its Directors, officers, employees, or agents in the conduct of project work for OCSD. Resolution No.OCSD 04-08 24 of 37 2. No Director, officer, employee, or agent of a Professional Design Consultant under contract with OCSD shall solicit or accept rebates, kickbacks, favors, or other unlawful consideration from any individual or firm on behalf of any firm that may be potentially selected as a qualified firm to provide professional consulting services to OCSD. Acceptance of food and refreshments of a nominal value on infrequent occasions, and acceptance of gratuities or gifts shall not be deemed a violation of this provision, provided that if said items exceed $340, or the amount as fixed by California Government Code Section 89503, or California Code of Regulations Title 2, Section 18940.1, in a calendar year, the Director, officer, employee, or agent may be disqualified from participating in the decision pursuant to Article III of OCSD's Conflict of Interest Code; and provided further, that any Director, officer, employee, or agent, as a designated employee under OCSD's Conflict of Interest Code, shall report any amount of gifts on his/her annual Statement of Economic Interests, as required by said Code. 3. Any firm seeking selection under these procedures that violates OCSD's Conflict of Interest Code shall be automatically disqualified. 4. Any firm solicited to violate the code must report said solicitation to the Board of Directors or it will be automatically disqualified. Section 5.09: Major Capital Protect: Approval of Plans and Specifications. The procedure and authority for the approval of the design plans and specifications for construction of new or modified OCSD major capital projects are as follows: A. For any project, 0 the engineer's estimate for the construction contract, as provided by the Director of Engineering or OCSD's consulting design engineer, is greater than the approved construction budget for the project, the Director of Engineering shall submit the project to the PDC Committee for recommendation, and based thereon, to the Board of Directors for approval of the Plans and Specifications. B. For any project, I the engineer's estimate for the construction contract, as provided by the Director of Engineering or OCSD's consulting design engineer is equal to or less than the approved construction budget for the project, the Director of Engineering shall submit the plans and specifications to the Board of Directors for approval, and thereafter may advertise for bids, and upon receipt, the lowest responsive bid of a responsible bidder will be submitted to the Board of Directors for approval, as provided for in Article VI. Remlution No.OCSD 04-08 25 of 37 ARTICLE VI PUBLIC WORKS CONSTRUCTION CONTRACTS Section 6.01 : Purpose and Scope. Public works contracts are herein defined as contracts with duly licensed contractors in the State of California for the furnishing of labor, materials, equipment, and permits, as deemed necessary for the erection, construction, alteration, repair, or improvement of wastewater collection, treatment and disposal facilities, and any other public building, structure, or improvement necessary to the operation of OCSD, in an amount greater than $35,000, as per California Public Contract Code Sections 20783 at seq. Section 6.02: Public Works: Bidding Required. When the expenditure required for a public works construction project exceeds $35,000, it shall be contracted for and let to the lowest responsive and responsible bidder, in accordance with the provisions of California Public Contract Code Section 20783. Section 6.03 : Bidding Procedure: Public Works Construction Greater Than $35,000. Procedures for soliciting bids and awarding contracts for public works projects for more than $35,000 shall be in accordance with applicable provisions of California Public Contract Code Section 20783. A. Notice Inviting Bids. The Notice Inviting Bids shall specifically describe the work to be performed, shall state where Bid Forms, Specifications, General and Special Provisions may be secured, and the time and place for receiving and opening sealed bids. 1. Published Notice. Pursuant to California Public Contract Code Section 20783, the Notice Inviting Bids shall set a date for the opening of bids. The first publication or posting of the Notice shall be at least ten (10)calendar days before the date for the opening of bids. The Notice shall be published at least two(2) times, not less than five (5) days apart, in a newspaper of general circulation, printed and published within the jurisdictional boundaries of the District. 2. Bidders' List. The District may also solicit sealed bids from all quallfied, responsible, prospective suppliers whose names are on a Bidders' List that may be maintained by OCSD. B. Bidder's Security. When deemed necessary by the Purchasing Division, a bidder's security may be prescribed in the Contract Specifications and in the public Notice Inviting Bids. Bidders shall be entitled to the return of the bid security upon full execution by the successful bidder of an awarded contract by OCSD. A successful bidder may forfeit its bid security upon refusal or failure to execute the Resolution No.OCSD 0408 26 of 37 Contract within the prescribed time after the Notice of Award of Contract has been delivered to the bidder, unless OCSD is responsible for the delay in the prescribed time. The Board of Directors may, on the refusal or failure of the successful bidder to execute the contract, award it to the next lowest responsive, responsible bidder. If the Board of Directors awards the Contract to the next lowest bidder, an amount of the lowest bidder's security equal to the difference in an amount between the low bid and the awarded bid shall be forfeited to OCSD, and the surplus, if any, shall be returned to the lowest bidder. C. Bid Opening Procedure. Sealed bids shall be submitted to the Director of Engineering, or Contracts/ Purchasing Manager, or their designee, or the Secretary of the Board of Directors, as identified in the bid document, and shall be identified as a bid on the envelope. Bids shall be opened in public, at the time and place stated in the public notice. A tabulation of all bids received shall be available for public inspection during regular business hours for a period of not less than thirty (30) calendar days after the bid opening. D. Bid Equal or Less Than Construction Budget. For any project, upon receipt of bids for construction, if the lowest responsive bid of a responsible bidder is equal to or less than the approved construction budget for the project, the bid will be submitted to the Board of Directors. The Board of Directors may award a contract. E. Bid Greater Than Construction Budget. For any project, upon receipt of bids for construction, if the lowest responsive bid of a responsible bidder is greater than the approved construction budget for the project, Staff shall present the bid �..✓ and a recommendation to the PDC Committee for review and recommendation to the Board of Directors. F. Refection of Bids. In its discretion, the Board of Directors may reject any and all bids presented and re-advertise forbids. If, after the opening of bids, all bids are rejected, the Board of Directors, on a Resolution adopted by a four-fifths (4/5ths)vote, may declare that the work can be performed more economically by force account, if in accordance with applicable provisions of California Public Contract Code, or the materials or supplies furnished at a lower price in the open market and may have the work done in a manner stated in the Resolution in order to take advantage of this lower cost. G. Tie Bids. If two (2) or more bids received are for the same total amount or unit price(with quality and service being equal), and if the public interest will not be best served by a delay or re-advertising for bids, the Board of Directors may accept the one it chooses, or accept the lowest bid made by negotiation with the tie bidders at the time of the award. H. One Bid. When only one bid is received in response to a Notice Inviting Bids(NIB),the bid may be considered and accepted If a determination is made that(a)the specifications used in the NIB were not unduly restrictive, (b)the required competition was solicited and it could have been reasonably assumed that more than one bid would have been submitted, (c)the price is reasonable, (d)the bid is otherwise in accordance with the NIB, and (a)all processes and procedures have been followed in accordance with the Public Contract Code. �J Resolution No.OCSD 04-08 27 of 3r I. No Bids. If no bids are received, OCSD may have the work done by force account, may re-advertise for bids pursuant to the procedures herein, or may select a contractor by negotiation. J. Emergencies. Whenever an emergency arises which is, or may be, a threat to the continued operation of the wastewater facilities, support facilities, and /or administrative facilities operated by OCSD, a Contract for the repair or replacement of the public facility may be ordered by the General Manager without complying with the provisions of this Resolution or the California Public Contract Code. This authority is hereby delegated to the General Manager, or his designee, by the Board of Directors pursuant to the authority of California Public Contract Code Section 22050. In such event, the General Manager shall advise the OCSD Chair and/or Vice Chair, as appropriate, of the action taken, and such action shall be confirmed by a four-fifths (4/5ths) vote of the Board of Directors at its next regular meeting. K. Surety Bonds. The Purchasing Division shall require a Faithful Performance Bond and a Labor and Materials Bond. A Warranty Bond may be required before entering into a Contract in an amount up to one hundred (100%) percent of the amount of the Contract, as it shall find reasonably necessary to protect the best interests of OCSD. The forth and amount of the Bond shall be described in the Notice Inviting Bids, or in the Contract Specifications. Original Bonds for public works construction contracts shall be kept in the official OCSD file which is maintained by the Board Secretary. L. Cost Records. Cost records shall be kept in the manner provided in Sections 4000 to 4007 inclusive, of the California Government Code. R..V,on No.OCSD 04-08 28 of 37 `r ARTICLE VII AWARD AUTHORIZATION 7.01 OPERATIONAL SUPPLIES, MATERIALS, EQUIPMENT & SERVICES, INCLUDING PROFESSIONAL SERVICE CONSULTANTS A. Primary Agreements & Purchases B. Change Orders 7.02 FACILITIES ENGINEERING PROJECTS A. Primary Agreements B. Amendments 7.03 MAJOR CAPITAL PROJECTS — PROFESSIONAL DESIGN SERVICES A. Primary Agreements B. Amendments 7.04 PUBLIC WORKS PROJECTS A. Primary Agreements B. Change Orders C. Close-Out Agreements D. Notice Of Completion E. Time Extension To Construction Contract Agreement u Resolution No.OCSD U-08 29 of 37 Section 7.01: OPERATIONAL SUPPLIES, MATERIALS. EQUIPMENT !SERVICES, INCLUDING PROFESSIONAL SERVICE CONSULTANTS: A. Primary Agreements & Purchases The award and execution of an Agreement or Purchase Order, by the Contracts/ Purchasing Manager, for operational supplies, materials, equipment and services, including Professional Service Consultants on behalf of OCSD, shall be made in accordance with the following delegations of authority: "Delegated Authorized Authori " Authorized Action Staff Level C Authorization to approve budgeted purchases less than or equal to$2,000. Staff Level B Authorization to approve budgeted purchases from$2,001 through $5,000. Staff Level A Authorization to approve budgeted purchases from $5,001 through $10,000. Division Manager Authorization to approve budgeted purchases from $10,001 through $25,000. Department Director Authorization to approve budgeted purchases from$25,001 through $50,000. General Manager Authorization to review and approve budgeted purchases between $50,001 and an amount not to exceed $100,000. Items to be reported to the Board of Directors on a quarterly basis. Board of Directors Authorization to approve purchases over $100,000,with the exception of pre- approved purchases pursuant to Section 4.03 and emergency items pursuant to Section 4.4 herein. Resolution No.OCSO 04-06 30 of 37 B. Amendments for Operational Supplies, Materials. Equipment and Services. Including Professional Service Consultants Agreements: The award and execution for any amendments to operational supplies, materials, equipment and services, including Professional Service Consultants, on behalf of OCSD shall be made in accordance with the following: Authorized Authority Authorized Action Department Head Authorization to make recommendation to the General Manager. General Manager Review recommendation of Department Head and approve amendments provided that the total contract shall not exceed $100,000 (includes original contract and all amendments). General Manager shall be authorized to approve all amendments for chemical contracts, unless contract unit price has been changed from original Board award. If the original chemical contract was approved in the budget pre-approval process, a unit price increase exceeding the unit price awarded in the budget pre- approval year would require Board approval. Contracts awarded in the pre-approval process based upon a not to exceed amount, not unit price, may be increased up to the amount pre-approved in the budget year the contract was awarded. Board of Directors Receive recommendations of Staff, General Manager, and Standing Committees and approve all amendments for Board approved contracts or purchases, and for contracts or purchases that exceed $100,000. Resolution No.OCSD 04-08 31 of 37 Section 7.02: FACILITIES ENGINEERING PROJECTS: A. Task Orders The award and execution of a Task Order shall be made in accordance with the following Delegation of Authority: Authorized Authority Authorized Action Director of Engineering Authorization to evaluate proposals and execute a Task Order up to$50,000. B. Amendments The award and execution of an amendment to an issued Task Order shall be made in accordance with the following Delegation of Authority: Authorized Authority Authorized Action Director of Engineering Authorization to negotiate amendments and make recommendations to the General Manager. General Manager Receive recommendation of DOE and approve each amendment to the Task Order in an amount up to$50,000. When the total combined value of the Task Order and all amendments equals or exceeds $100,000, the General Manager's amendment authorization limit has been satisfied. Section 7.03: MAJOR CAPITAL PROJECTS— PROFESSIONAL DESIGN SERVICES: A. Primary Agreements Primary Agreement: The award and execution of an agreement for Professional Design Consultant Services on behalf of OCSD, shall be made in accordance with the following Delegation of Authority: Authorized Authority Authorized Action Director of Engineering Solicitation of Requests for Or Purchasing Qualifications (RFQ) and Requests for Proposals (RFP). General Manager Authorization to evaluate proposals and to execute a Professional Design Service Agreement up to$100,000. Resolution No.OCSD 04-08 32 of 37 OMTS, PDC, or FAHR Receive recommendations of Staff `../ Committees("Standing and General Manager, and approve Committees") a Professional Design Service Agreement from $100,001 through 200,000. Board of Directors Receive recommendations of Staff, General Manager, and Standing Committees and approve a Professional Design Service Agreement in amounts greater than $200,000. B. Amendments The award and execution of an amendment to a Professional Design Service Agreement on behalf of OCSD shall be made in accordance with the following: Authorized Authoril Authorized Action Director of Engineering Authority to negotiate addenda and make or Purchasing recommendations to the General Manager. General Manager Receive recommendation of the Department Head and approve contract amendments in an amount up to$100,000 per Professional Design Service Agreement. When the total combined value of all amendments approved by the General Manager, the Standing Committee and /or Board of Directors for the Professional Design Consultant Agreement equals or exceeds $100,000, the General Manager's authorization limit has been satisfied. OMTS, PDC, or FAHR Receive recommendations of Staff Committees ("Standing and the General Manager, and Committees') approve contract amendments from $100,001 through $200,000 per Professional Design Service Agreement. When the total combined value of all amendments approved by the General Manager and Board of Directors for the Professional Design Service Agreement equals or exceeds$200,000, the Standing Committee's authorization limit has been satisfied. Board of Directors Receive recommendations of Staff, General Manager, and Standing Committees and approve contract amendments in amounts over$200,000. Resolution No.OCSD 0408 33 of 37 Section 7.04: PUBLIC WORKS PROJECTS: A. Primary Agreements The award and execution of an original Construction Contract shall be made in accordance with the following delegations of authority: Authorized Authority Authorized Action General Manager Authorization to execute a construction contract less than or equal to $100,000. PDC Committee Authorization to execute a construction contract from $100,001 through $200,000. Board of Directors Authorization to execute a construction contract over$200,000. B. Change Order. The award and execution of a Change Order shall be made in accordance with the following delegations of authority: Authorized Authority Authorized Action General Manager Receive recommendation of the Department Head and approve contract changes in an amount up to $100,000 per Public Works contract. When the total combined value of all Change Orders approved by the General Manager, the PDC Committee and /or Board of Directors equals or exceeds $100,000, the General Manager's authorization limit has been satisfied. Note that this is the total amount of Change Order additions (not net amount of change order). Total cumulative amount for all Change Order additions not to exceed 5% of the original contract amount or$100,000, whichever is less. PDC Committee Receive recommendation of the General Manager and approve contract changes from $100,001 through $200,000 per Public Works contract. When the total combined value of all Change Orders approved by the General Manager, the PDC Committee and Resolution No.OOSD 04-08 34 of 37 /or Board of Directors equals or exceeds $200,000, the PDC's authorization limit has been satisfied. Note that this is the total amount of Change Order additions (not net amount of Change Order). Total cumulative amount for all Change Order additions not to exceed 10% of the original contract amount or$200,000, whichever is less. Board of Directors Approve Change Order additions in amounts over 10% of the original contract amount, or greater than $200,000. C. Close-Out Agreement. The approval and execution of an original Close-Out Agreement shall be made in accordance with the following delegations of authority: Authorized Authoriri Authorized Action General Manager Original Close-Out Agreement up to $200,000. `...� PDC Committee Original Close-Out from $200,001 through $400,000. Board of Directors Original Close-Out Agreement over $400,000. D. Notice of Completion. The approval and execution of an original Notice of Completion shall be made in accordance with the following delegations of authority: Authorized Authority Authorized Action Director of Engineering Authority to approve and execute all or Purchasing Notices of Completion. E. Time Extension to Public Works Contract. The approval and execution of an original Time Extension to Construction Contract shall be made in accordance with the following delegations of authority: Authorized Authority Authorized Action General Manager Authority to approve and execute construction contract time extensions. Resolution No.OCSD 04-08 35 of 37 ARTICLE VIII TRAINING. MEETINGS AND RELATED TRAVEL EXPENDITURES Section 8.01: Purpose and Scope. This Article sets forth the procedures and scope of delegated authority by which OCSD employees are authorized to incur expenses for budget-approved meetings and training in furtherance of OCSD business. Section 8.02: General. A. Training or meetings exceeding $500 will be itemized, as well as possible, in the approved budget. It is recognized that some meetings and training cannot be pre-planned during the budget process. B. All out-of-country travel (excluding Canada and Mexico) requires approval by the Board of Directors. C. Training or meetings requests exceeding $2,000 will be approved by the Department Director. D. Training or meetings requests less than $2,000 will be approved by the Division Manager. E. Established approvals must be received prior to arrangements for meetings or training being made. Section 8.03: Policies and Procedures. All policies and procedures governing training or meetings, such as the use of OCSD forms and justification, will be followed. Resolution No.OCSD 64-08 36 of 37 ARTICLE IX MISCELLANEOUS Section 9.01: Noncompliance. Any transaction failing to comply with this Resolution in any respect is voidable in the discretion of the Board of Directors, and any employee willfully and knowingly violating any provision of this Resolution may be subject to disciplinary action. Section 9.02: Severability. If any section, subsection, subdivision, sentence, clause, or phrase of this Resolution is for any reason held to be unconstitutional or otherwise invalid, such invalidity shall not affect the validity of the entire Resolution or any of the remaining portions thereof. The Board of Directors hereby declares that it would have passed this Resolution, and each section, subsection, subdivision, sentence, clause, and phrase thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, or phrases be declared unconstitutional or otherwise invalid. Section 9.03: Effective Date. This Resolution No. OCSD 04-08 shall take effect immediately upon adoption by the Board of Directors. Section 9.04: Reveal of Prior Resolution. Resolution No. OCSD 99-23 is hereby repealed in Its entirety. PASSED AND ADOPTED at a regular meeting of the Board of Directors held March 24, 2004. CHAIR ATTEST: BOARD SECRETARY Resdution No.OCSD 04-08 37 of 37 ..✓ DELEGATION OF AUTHORITY Current Delegation of Author!ri General Manager $100,000 for all contracts Steering Committee -0- FAHR Committee $200,000 for PDSAs only OMTS Committee $200,000 for PDSAs only PDC Committee $200,000 for PDSAs, construction contracts, change orders and close- out agreements Proposed Deleaation of Authod Agreements/Contracts Amendments/Chan a Orders General Manager <$100,000 100% of contract value managed by General Manager Steering, E&O and F&A >$100,000 <$200,000 100% of contract value managed ... Committees by General Manager Board of Directors >$200,000 Percentage contingency based on recommendation by General Manager and approved by Board of Directors STATE OF CALIFORNIA) ) SS. COUNTY OF ORANGE ) Pursuant to California Government Code Section 54954.2, 1 hereby certify that the Notice and Agenda for the Streamlining Board and Committee Functions Workshop Board Meeting of Orange County Sanitation District to be held on October 18, 2006, was duly posted for public inspection in the main lobby of the Districts'offices on October 11, 2006. IN WITNESS WHEREOF, I have hereunto set my hand this 11th day of October, 2006. Penny M. K e, Secret Board of Directors Orange County Sanitation District HADEPT\GNIM150\151\3S\FORMS AGENDA CERTIFICATIONAOC