HomeMy WebLinkAbout11-10-2021 Administration Committee MinutesOrange County Sanitation District
Minutes for the
ADMINISTRATION COMMITTEE
Wednesday, November 10, 2021
5:00 PM
Board Room
Administration Building
10844 Ellis Avenue
Fountain Valley, CA 92708
(714) 593-7433
CALL TO ORDER
A regular meeting of the Administration Committee of the Orange County Sanitation District
was called to order by Committee Chair Glenn Parker on Wednesday, November 10, 2021 at
5:00 p.m. in the Administration Building of the Orange County Sanitation District. Chair Parker
stated that the meeting was being held telephonically and via Internet accessibility in
accordance with new provisions in California Government Code Section 54953 and
Resolution No. OC SAN 21-14, due to the continued State of Emergency Order. Chair Parker
announced the teleconference meeting guidelines. Vice-Chair Anthony Kuo led the Pledge of
Allegiance.
ROLL CALL AND DECLARATION OF QUORUM:
Roll call was taken and a quorum was declared present, as follows:
PRESENT:Glenn Parker, Anthony Kuo, Brad Avery, Art Brown, Kim Carr, Mark
Chirco, Marshall Goodman, Patrick Harper, Andrew Nguyen, David
Shawver, Chad Wanke and John Withers
ABSENT:Rose Espinoza
STAFF PRESENT: Kelly Lore, Clerk of the Board, and Joshua Martinez were present in the
Board Room. Jim Herberg, General Manager; Rob Thompson, Assistant General Manager;
Lorenzo Tyner, Assistant General Manager; Celia Chandler, Director of Human Resources;
Kathy Millea, Director of Engineering; Lan Wiborg, Director of Environmental Services;
Jennifer Cabral; Mortimer Caparas; Kim Cardenas; Brian Engeln; Tina Knapp; Rob Michaels;
Wally Ritchie; Thomas Vu; and Ruth Zintzun were in attendance telephonically.
OTHERS PRESENT: Brad Hogin, General Counsel; and Mitch Barker, Christopher Parker,
and Peter George from MGO were in attendance telephonically.
PUBLIC COMMENTS:
No public comments were provided.
Clerk of the Board Kelly Lore announced that after the publication of the agenda, Assistant
General Manager Lorenzo Tyner informed her that Item No. 2 was being pulled from
consideration.
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ADMINISTRATION
COMMITTEE
Minutes November 10, 2021
REPORTS:
Chair Parker announced that OC San's Administrative offices will be closed on November
11th in observance of Veterans Day and on November 25th and 26th in observance of
Thanksgiving. He also stated that the Steering and Board meetings would be held one week
early on November 17th.
General Manager Jim Herberg did not provide a report.
CONSENT CALENDAR:
1.APPROVAL OF MINUTES 2021-1939
Originator: Kelly Lore
MOVED, SECONDED, AND DULY CARRIED TO:
Approve Minutes of the Regular Meeting of the Administration Committee held October
13, 2021.
AYES:Glenn Parker, Anthony Kuo, Brad Avery, Art Brown, Kim Carr, Mark
Chirco, Marshall Goodman, Patrick Harper, Andrew Nguyen, David
Shawver, Chad Wanke and John Withers
NOES:None
ABSENT:Rose Espinoza
ABSTENTIONS:None
2.PROFESSIONAL RISK MANAGEMENT CONSULTANT AGREEMENT 2021-1925
Originator: Lorenzo Tyner
ITEM PULLED FROM CONSIDERATION
Approve a sole source Professional Consultant Services Agreement with John J.
Preston, Specification No. SSJ 2468, to perform professional risk management
consulting services for the Orange County Sanitation District, which includes
overseeing property and general liability loss control and setting loss control
requirements on public bids and contracts, risk transfer, loss prevention, and risk
reduction in an amount not to exceed $150,000 per year, for a term of one year
beginning December 1, 2021 through November 30, 2022; with up to two (2) one-year
renewal options.
3.OCEAN MODELING SUPPORT PROJECT 2021-1883
Originator: Lan Wiborg
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
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Minutes November 10, 2021
A. Approve Amendment extending the Agreement between the Orange County
Sanitation District and Southern California Coastal Water Research Project
regarding Ocean Outfall Plume Modeling, to provide physical and
biogeochemical modeling of the Orange County Sanitation District’s ocean
discharge, at a cost not to exceed $135,000, for a total amount not to exceed
$383,000;
B. Approve a contingency of 13,500 (10%); and
C. Approve an agreement performance period extension to December 31, 2024.
AYES:Glenn Parker, Anthony Kuo, Brad Avery, Art Brown, Kim Carr, Mark
Chirco, Marshall Goodman, Patrick Harper, Andrew Nguyen, David
Shawver, Chad Wanke and John Withers
NOES:None
ABSENT:Rose Espinoza
ABSTENTIONS:None
4.REPROGRAPHICS AND DOCUMENT SERVICES FOR PREVIOUSLY
CONSTRUCTED PROJECTS
2021-1942
Originator: Lorenzo Tyner
MOVED, SECONDED, AND DULY CARRIED TO:
A. Authorize a Purchase Order Contract with ARC Document Solutions, LLC for
document scanning, indexing, and hyperlinking services per County of Orange
Master Contracts #RCA MA-017-16010366, for an amount not to exceed
$125,000; and
B. Approve a contingency of $15,000.
AYES:Glenn Parker, Anthony Kuo, Brad Avery, Art Brown, Kim Carr, Mark
Chirco, Marshall Goodman, Patrick Harper, Andrew Nguyen, David
Shawver, Chad Wanke and John Withers
NOES:None
ABSENT:Rose Espinoza
ABSTENTIONS:None
5.CONSOLIDATED FINANCIAL REPORT FOR THE FIRST QUARTER
ENDED SEPTEMBER 30, 2021
2021-1704
Originator: Lorenzo Tyner
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
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Minutes November 10, 2021
Receive and file the Orange County Sanitation District First Quarter Financial Report
for the period ended September 30, 2021.
AYES:Glenn Parker, Anthony Kuo, Brad Avery, Art Brown, Kim Carr, Mark
Chirco, Marshall Goodman, Patrick Harper, Andrew Nguyen, David
Shawver, Chad Wanke and John Withers
NOES:None
ABSENT:Rose Espinoza
ABSTENTIONS:None
6.MICROSOFT ENTERPRISE LICENSE AGREEMENT (ELA) FOR
MICROSOFT ENTERPRISE SOFTWARE LICENSES
2021-1906
Originator: Lorenzo Tyner
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Approve a Purchase Order for a three-year contract to purchase Microsoft
Enterprise licenses under the Microsoft ELA in accordance with Microsoft
Volume Enterprise Enrollment - for State and Local government, Riverside
County Master Licensing Agreement 01E73970, payable annually and with a
contract expiration date of December 31, 2024, for a total amount not to exceed
$1,470,495; and
B. Approve a contingency of 220,574 (15%).
AYES:Glenn Parker, Anthony Kuo, Brad Avery, Art Brown, Kim Carr, Mark
Chirco, Marshall Goodman, Patrick Harper, Andrew Nguyen, David
Shawver, Chad Wanke and John Withers
NOES:None
ABSENT:Rose Espinoza
ABSTENTIONS:None
7.PROPERTY MANAGEMENT SERVICES FOR 18350 MT. LANGLEY
STREET AND 18368-18375-18381-18384 BANDILIER CIRCLE,
FOUNTAIN VALLEY
2021-1926
Originator: Lorenzo Tyner
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
Approve Amendment No. 5 to the sole source agreement with The Muller Company for
Property Management Services for 18350 Mt. Langley Street and 18368-18375-18381-
18384 Bandilier Circle in Fountain Valley, for the period of January 1, 2022 through
January 31, 2023 for a management fee of $3,200 per month plus other incurred
expenses, including an additional renewal period of twelve (12) months.
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Minutes November 10, 2021
AYES:Glenn Parker, Anthony Kuo, Brad Avery, Art Brown, Kim Carr, Mark
Chirco, Marshall Goodman, Patrick Harper, Andrew Nguyen, David
Shawver, Chad Wanke and John Withers
NOES:None
ABSENT:Rose Espinoza
ABSTENTIONS:None
8.GENERAL MANAGER APPROVED PURCHASES AND ADDITIONS
TO THE PRE-APPROVED OEM SOLE SOURCE LIST
2021-1952
Originator: Lorenzo Tyner
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Receive and file Orange County Sanitation District purchases made under the
General Manager’s authority for the period of July 1, 2021 to September 30,
2021; and
B. Approve the following additions to the pre-approved OEM Sole Source List for
the period of July 1, 2021 to September 30, 2021:
·ACCUSONIC (A BRAND OF ADS LLC) - Maintenance and Repair of
Accusonic Equipment
·DR. KRISTY FORSGREN - Fish Liver Histopathology Analysis and Reporting
·EATON - Uninterruptible Power Supply (UPS) Parts and Service
·MOBIUS INSTITUTE - Mobius iLearnReliabity Enterprise Training Product
·NIXON-EGLI EQUIPMENT CO. - Modifications & Custom Equipment
Installation on Welder Service Truck
·OVIVO - Trickling Filter Materials and Repairs
·TRIMBLE WATER - Trimble Unity Software and Support
AYES:Glenn Parker, Anthony Kuo, Brad Avery, Art Brown, Kim Carr, Mark
Chirco, Marshall Goodman, Patrick Harper, Andrew Nguyen, David
Shawver, Chad Wanke and John Withers
NOES:None
ABSENT:Rose Espinoza
ABSTENTIONS:None
NON-CONSENT:
9.IMPLEMENTATION OF SERVICENOW IT SERVICE MANAGEMENT
SOFTWARE
2021-1907
Originator: Lorenzo Tyner
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Mr. Tyner introduced IT Manager Rob Michaels who provided a brief overview of the
item.
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Approve a Professional Services Agreement to Computer Aid, Inc. (CAI) to
provide ServiceNow IT Service Management software and implementation
services, Specification No. CS-2021-1244BD, for a total amount not to exceed
$474,505; and
B. Approve a contingency of 47,451 (10%).
AYES:Glenn Parker, Anthony Kuo, Brad Avery, Art Brown, Kim Carr, Mark
Chirco, Marshall Goodman, Patrick Harper, Andrew Nguyen, David
Shawver, Chad Wanke and John Withers
NOES:None
ABSENT:Rose Espinoza
ABSTENTIONS:None
10.ORANGE COUNTY SANITATION DISTRICT ANNUAL
COMPREHENSIVE FINANCIAL REPORT FOR THE YEAR END JUNE
30, 2021
2021-1908
Originator: Lorenzo Tyner
Mr. Tyner introduced Accounting Supervisor Kim Cardenas who provided an
informative PowerPoint presentation regarding the Annual Comprehensive Financial
Report.
Peter George, MGO provided a PowerPoint presentation regarding the audit basis and
responded to questions from the Committee.
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
Receive and file the Orange County Sanitation District’s Annual Comprehensive
Financial Report (ACFR) for the year ended June 30, 2021, prepared by staff and
audited by Macias Gini & O’Connell LLP (MGO), Certified Public Accountants, along
with the following reports prepared by MGO:
1. Report to the Board of Directors; and
2. Independent Accountants’ Report on Agreed-Upon Procedures Applied to
Appropriations Limit Worksheets.
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AYES:Glenn Parker, Anthony Kuo, Brad Avery, Art Brown, Kim Carr, Mark
Chirco, Marshall Goodman, Patrick Harper, Andrew Nguyen, David
Shawver, Chad Wanke and John Withers
NOES:None
ABSENT:Rose Espinoza
ABSTENTIONS:None
11.SECTION 115 TRUST PENSION ACCOUNT CONTRACT AWARD 2021-1731
Originator: Lorenzo Tyner
Mr. Tyner provided an overview of the history of the item and the evaluation process.
After discussion of the item, an alternate motion was made to award to only one firm.
MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Approve Professional Services Agreements to three firms: Chandler Asset
Management, Inc.; PFM Asset Management, Inc.; and Public Agency
Retirement Services to establish and oversee Orange County Sanitation
District’s Internal Revenue Service (IRS) Code Section 115 pension trust
administration and investment management services;
B. Adopt Resolution No. OC SAN 21-XX entitled: “A Resolution of the Board of
Directors of Orange County Sanitation District Adopting a Post-Employment
Benefit Trust Agreement with Chandler Asset Management, Inc.; and
Authorizing Officers to Execute Documents and Agreements”;
C. Adopt Resolution No. OC SAN 21-XX entitled: “A Resolution of the Board of
Directors of Orange County Sanitation District Adopting a Post-Employment
Benefit Trust Agreement with PFM Asset Management, Inc.; and Authorizing
Officers to Execute Documents and Agreements”;
D. Adopt Resolution No. OC SAN 21-XX entitled: “A Resolution of the Board of
Directors of Orange County Sanitation District Adopting a Post-Employment
Benefit Trust Agreement with Public Agency Retirement Services; and
Authorizing Officers to Execute Documents and Agreements”; and
E. Authorize staff to make an initial investment of up to $15 million into the Section
115 pension trusts.
AYES:Glenn Parker, Anthony Kuo, Brad Avery, Art Brown, Kim Carr, Mark
Chirco, Marshall Goodman, Patrick Harper, Andrew Nguyen, David
Shawver, Chad Wanke and John Withers
NOES:None
ABSENT:Rose Espinoza
ABSTENTIONS:None
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Minutes November 10, 2021
INFORMATION ITEMS:
12. HUMAN RESOURCES DEPARTMENT OVERVIEW 2021-1955
Originator: Celia Chandler
Human Resources and Risk Manager Laura Maravilla provided a PowerPoint
presentation that gave an overview of the three main areas in the Human Resources
Department: Employee & Labor Relations, HR Operations, and Risk Management. Ms.
Maravilla explained OC San University, the current Compensation and Classification
Study, negotiations, and succession management.
ITEM RECEIVED AS AN:
Information Item.
DEPARTMENT HEAD REPORTS:
None.
CLOSED SESSION:
None.
OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF
ANY:
None.
BOARD OF DIRECTORS INITIATED ITEMS FOR A FUTURE MEETING:
None.
ADJOURNMENT:
Chair Parker declared the meeting adjourned at 6:11 p.m. to the next Regular Administration
Committee meeting to be held on Wednesday, December 8, 2021 at 5:00 p.m.
Submitted by:
__________________
Kelly A. Lore, MMC
Clerk of the Board
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