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HomeMy WebLinkAbout1996-10 v _ County Sanitation Districts In the Ohne of the Secretar of Orange County,California Cou Sanit$lion D' Vici(s P.O. Box 8127 • 10844 Ellis Avenue Vo(s) y3.5,G // / >✓/f� Fountain Valley,CA 92728-8127 DRAFT Telephone: (714)962-2411 ii0 996 By MINUTES OF THE STEERING COMMITTEE Wednesday, October 23, 1996 at 5:30 p.m. A meeting of the Steering Committee of the County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11. 13 and 14 of Orange County, California was held on Wednesday, October 23, 1996 at 5:30 p.m., at the Districts' Administrative Office. ROLL CALL The roll was called and a quorum declared present, as follows: Committee Members Present: Staff Present: John Collins, Joint Chair Don McIntyre, General Manager Peer Swan, Vice Joint Chair Blake Anderson, Chief Operations Officer George Brown, Chair, FAHR Committee Judy Wilson, Chief Administrative Officer Pat McGuigan, Chair, OMTS Committee Mike Pelerman, Director of Human Resources John Cox, Past Joint Chair Gary Streed, Director of Finance Marc Dubois, Contracts/Purchasing Manager Absent: Lynda Heller, Purchasing Secretary Nancy Wheatley, Director of Technical Services Sheldon Singer, Chair, PDC Committee Roger Stanton, Vice Chair, FAHR Committee Jean Tappan, Committee Secretary Others Present: Thomas L. Woodruff, General Counsel John Gullixson, Dist. 13 Chair Jim Broder, CMS Jim Coleman, CMS APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. PUBLIC COMMENTS There were no comments by any member of the public. Minutes of the Steering Committee Page 2 October 23, 1996 RECEIVE, FILE AND APPROVE MINUTES OF PREVIOUS MEETING MOTION: Receive, file and approve draft minutes of the September 25, 1996 Steering Committee meeting. MOTION UNANIMOUSLY CARRIED. REPORT OF THE COMMITTEE CHAIR The Committee Chair asked Nancy Wheatley, Director of Technical Services, to update the members on the status of the SAWPA agreement. A meeting has been scheduled for October 25 with the Chair and Vice Chair of the Eastern Municipal Water District and the President of Chino Basin Municipal Water Basin to try to reach consensus regarding the continuing guarantee agreement that Chino Basin has to now refused to sign. Chair Collins indicated that if the SAWPA members cannot reach agreement on this issue, the Districts would be forced to return to the terms of the existing agreement. A report will be made on this issue at the November 20, 1996 Steering Committee meeting. REPORT OF THE GENERAL MANAGER The General Manager did not make a report. REPORT OF GENERAL COUNSEL General Counsel did not make a report. DISCUSSION ITEMS (Nos. 1-3) 1. PROPOSED CHANGES TO PURCHASING RESOLUTION. The Purchasing Manager presented proposed changes to the purchasing resolution that will streamline the purchasing process, reduce expenditures, and provide for increased staff efficiencies through revisions to the review and approval process and flexibility in standard purchase awards. Recommended Action: Information item only. RECOMMENDATION: The Steering Committee recommended that the revised purchasing resolution be presented to the FAHR Committee in November for detailed review. 2. LAFCO ACTIONS RE CONSOLIDATION. The Chief Administrative Officer discussed recent activities of LAFCO's staff regarding consolidation of the Districts and discussion of this item at the next LAFCO Board meeting. Recommended Action: Seek direction from the Steering Committee. Y l Minutes of the Steering G. mittee Page 3 October 23, 1996 RECOMMENDATION: It was agreed that Chair Collins would attend the next LAFCO Board Meeting on November 6 and discuss the position of the Districts, the status of consolidation and anticipated schedule if the Districts decides to proceed with consolidation. Because of the change in membership on the Districts' Boards of Directors in January, the issue has been tabled until the new members can be educated on the issues. LAFCO staff has indicated that, if requested, they would be willing to assist with special legislation. 3. AGENDA ITEMS SCHEDULED TO BE PRESENTED TO COMMITTEES IN NOVEMBER. The list of items scheduled to be reviewed by the working committees will be reviewed. Recommended Action: Information item only. CLOSED SESSION The Committee convened in closed session at 6:35 p.m. pursuant to Government Code Section 54956.9. Confidential Minutes of the Closed Session held by the Steering Committee have been prepared in accordance with California Government Code Section 54957.2 and are maintained by the Board Secretary in the Official Book of Confidential Minutes of Board and Committee Closed Meetings. There were no actions taken. The Committee reconvened in regular session at 7:29 p.m. OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There was no other business discussed. MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for November 20, 1996 at 5:30 p.m. ADJOURNMENT The Chair declared the meeting adjourned at 7:30 p.m. §uIbmitted by: in Tappan, Steeri g ommittee Secretary \V�p°CGMl41RLOMMSB'IX.l W INl1�E3 CCf 11.� Nm./ STATE OF CALIFORNIA ) )SS. COUNTY OF ORANGE ) Pursuant to California Government Code Section 54954.2, 1 hereby certify that the Notice and the Agenda for the Steering Committee meeting held on Wednesday, October 23, 1996, was duly posted for public inspection in the main lobby of the Districts' offices on October 18, 1996. IN WITNESS WHEREOF, I have hereunto set my hand this 23rd day of October, 1996. Penny Kyle, ret of each of the Boards of Directors of I anitation Districts Nos. 1, 2, 3, of Orange County, California Posted: October 18 , 1996,—4—L P.M. By: Signature Mpdoft rammt tlnpbn >' COUNTY 7ANITATION DISTRICTS OF ORPtili COUNTY, CALIFORNIA BOARD SECRETARY(2) Phone: October 18, 1996 (714)962-2411 mailing address: NOTICE OF MEETING PD. Box B12] Fountain Valley.CA 92728812] STEERING COMMITTEE abeacaaa mm 18844 Ellis Valley CA Fountain Valley.CA 92]C8]D18 COUNTY SANITATION DISTRICTS NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14 OF ORANGE COUNTY, CALIFORNIA Member Agencies 0 WEDNESDAY, OCTOBER 23, 1996 - 5:30 P.M. Cities Anaheim Brad Buena Perk DISTRICTS' ADMINISTRATIVE OFFICES Cypress 10844 ELLIS AVENUE Fauntain Valley Fullerton FOUNTAIN VALLEY, CALIFORNIA 92708 Huntington Beach Irvine is Habra le Palma Los Alamitos Newport Beach Orange A regular meeting of the Steering Committee of the Joint Boards of Directors Brreh Pdacantd. of County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange Santa Ana Sand Beach County, California, will be held at the above location, date and time. Brenton Tustin Villa Park Yorba Linda County of Orange Sanitary Districts Costa Mesa Garden Grove Midway City Water District. Irvine Rench A Public wiarewater end Environmental Management Agency Committed to Protecting the Environment Since 1954 FUTURE STEERING COMMITTEE MEETING DATES Month Steerina Committee Meeting Date October 1996 October 23, 1996 November 1996 November 20, 1996 December 1996 December 18, 1996 January 1997 January 22, 1997 February 1997 February 26, 1997 March 1997 March 26, 1997 April 1997 April 23, 1997 May 1997 May 28, 1997 June 1997 June 25, 1997 July 1997 July 23, 1997 August 1997 August 27, 1997 September 1997 September 24, 1997 STEERING COMMITTEE Roll Call: Meeting Date: October 23, 1996 Meeting Time: 5:30 p.m. Meeting Adjourned: Committee Members John J. Collins, Joint Chair . . . . . . . . .. . .. . . . . . _ Peer A. Swan, Vice Joint Chair . . . . . . . . .. . . . . . George Brown, Chair, FAHR . . . . . . . . . . .. . . . . . Sheldon Singer, Chair, PDC . . . . . . . . . . .. . . . . . Pat McGuigan, Chair, OMTS . . . . . . . . . . . . . . . . . Roger Stanton, Vice Chair, FAHR . . . . . . . . . . . . . John C. Cox, Jr., Past Joint Chair . . . . . . . . . . . . . Others Thomas L. Woodruff, General Counsel . . . . . . . . . Staff Present Donald F. McIntyre, General Manager . . . . . . . . . . Blake P. Anderson, Asst. General Manager . . . . . . Judith A. Wilson, Asst. General Manager. . . . . . . . Marc Dubois, Purchasing Manager . . . . . . . . . . . . Jean Tappan, Secretary . . . . . . . . . . . . . . . . . . . . _ c: Board Secretary Lenora Crane October 18, 1996 AGENDA REGULAR MEETING OF THE STEERING COMMITTEE COUNTY SANITATION DISTRICTS NOS. 1, 2, 3, 5, 6, 7, 11, 13 AND 14 OF ORANGE COUNTY, CALIFORNIA WEDNESDAY, OCTOBER 23, 1996 AT 5:30 P.M. ADMINISTRATIVE OFFICES 10844 Ellis Avenue Fountain Valley, California ROLL CALL APPOINTMENT OF CHAIR PRO TEM, IF NECESSARY AGENDA In accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted in the main lobby of the Districts'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. In the event any matter not listed on this agenda is proposed to be submitted to the Steering Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an emergency item or that there is a need to take immediate action which need came to the attention of the Districts subsequent to the posting of the agenda, or as set forth on a supplemental agenda posted not less than 72 hours prior to the meeting date. PUBLIC COMMENTS All persons wishing to address the Steering Committee on specific agenda items or matters of general interest should do so at this time. As determined by the Chairman, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to five 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). APPROVE MINUTES OF PREVIOUS MEETING RECOMMENDED ACTION: Approve draft minutes of the September 25, 1996 Steering Committee meeting. REPORT OF COMMITTEE CHAIR REPORT OF GENERAL MANAGER REPORT OF GENERAL COUNSEL DISCUSSION ITEMS (Items 1-3) 1. PROPOSED CHANGES TO PURCHASING RESOLUTION. The Purchasing Manager will present proposed changes to the purchasing resolution that will streamline the purchasing process, reduce expenditures, and provide for increased staff efficiencies through revisions to the review and approval process and Flexibility in standard purchase awards. Recommended Action: Information item only. 2. LAFCO ACTIONS RE CONSOLIDATION. The Chief Administrative Officer will discuss activities of LAFCO regarding consolidation of the Districts. Recommended Action: Seek direction from the Steering Committee. 3. AGENDA ITEMS SCHEDULED TO BE PRESENTED TO COMMITTEES IN NOVEMBER. The list of items scheduled to be reviewed by the working committees will be reviewed. Recommended Action: Information item only. CLOSED SESSION During the course of conducting the business set forth on this agenda as a regular meeting of the Steering 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 ligitation; (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 Directors 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. 2 1. Convene in closed session. Pursuant to Government Code 54956.9(b)2, the Steering Committee will convene to confer with its General Counsel as to one matter. 2. Reconvene in regular session. 3. Consideration of action, if any, on matters considered in closed session. OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT FUTURE MEETING DATES The next Steering Committee Meeting is scheduled for November 20, 1996. Notice to Committee Members. For any questions on the agenda or to place items an the agenda,Committee members should contact the Committee Chair or the Secretary ten days in advance of the Committee meeting_ Committee Chair: John CONns (714)9654400(City Hall) Secretary: Jean Tappan (714)962-2411. Ect 2001 (714)962-0356(Fax) It .rrvrvoocwrasmcounwan GlDrro.ocr 3 AGEN, k � - ITEM TRANSMITTAL �m MEETING DATE DISTRICT NO. CONTACTFORINFORMATION (—\'r— Qmnalsof Onginator) OMTS: PDC. Tappan,Jean FAHR: �, 2150, 2001 EXEC. All STEER: 10123/96 Division No.,Name,and Extension JT.BDS: AGENDA WORDING AND RECOMMENDED ACTION(S): Agenda Wordina: DRAFT MINUTES OF SEPTEMBER 25, 1996 STEERING COMMITTEE (All Districts): The Steering Committee Secretary requests approval of the draft minutes of the previous Steering Committee meeting. Recommended Action(s): Approve Draft Minutes of September 25, 1996 Steering Committee. CEOA REVIEW: Project is Exempt: NOT APPLICABLE DATE OF MOST RECENT BOARD ACTION ON THIS SPECIFIC ITEM: Dale Notice of Exemption Fite: Negative Decoration Approved on N/A Fine l EIR Approved on_and Notice of Determination filed on_ BUDGET INFORMATION N/A CURRENTYEAR CURRENT YEAR. YEAR-TO-DATE REVISED BUDGET TOTAL BUDGETED AMT.: $ BUDGET AMOUNT TO-DATE BUDGET BALANCE TOTAL SOURCE: CORF JO DISTRICTS EXPENDITURES Fa Ie.ge* s'n .em) Scheduiehine Item: N/A N/A N/A N/A AMOUNT OF TRANSFER: Schedule&ine Item: AIT/PROJECT COST INFORMATION ORIGINAL BID,PO, CHANGE ORDERS, AMOUNT AMENDED PROJECT CONTRACT FUNDS PREY. REOUESTEDTHIS AMOUNT AMOUNT APPROVED AR WA N/A N/A WA WILL PROJECT REQUIRE ADDITIONAL PERSONNEL? NO REQUIRES BOARD POLICY ACTION? NOTAPPLJCABLE IIYES,statenumber. _Peranent Umited Term If YES,explain in ADDITIONAL INFORMATION section CONCURRENCES: ATTACHMENTS TO AGENDA(List) To Committee: 1. Draft Minutes of 925/96 Steering Signature Dale Committee Meeting Division Manager(Or Designee) Signature Date To Jt. Bds.: 1. Draft Minutes of 925/96 Steering Department Head (Or Designee) Committee Meeting Signature Date Assistant General Manager(Or Designee) t:, � x i�,��',a�R)t� �•°$$, a a al.N .J a� ,,� aa't� 6a 3 earl I a w`tC9kk"1'i` ADDITIONAL INFORMATION(BecagrourW anNor Summary) JT c: Department Head AGM-Administration AGM-Operations General Manager J:IW PDOCIGMISTR-COMM\9610CTISEP-MINAIT Page 2 of 2 Revision: 812e/96 w a„ County Sanitation Districts y: of Orange County, California P.O. Box 8127 • 10844 Ellis Avenue Fountain Valley,CA 92728-8127 Telephone: (714)962-2411 DRAFT MINUTES OF THE STEERING COMMITTEE WEDNESDAY, SEPTEMBER 25, 1996 AT 5:30 P.M. A meeting of the Steering Committee of the County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County, California was held on Wednesday, September 25, 1996, at the Districts' Administrative Office. ROLL CALL The roll was called and a quorum declared present, as follows: Present: Staff Present: John Collins, Joint Chair Don McIntyre, General Manager Peer Swan, Vice Joint Chair Blake Anderson, Chief Operations Officer George Brown, Chair, FAHR Committee Judy Wilson, Chief Administrative Officer Pat McGuigan, Chair, OMTS Committee Nancy Wheatley, Director of Technical Services Sheldon Singer, Chair, PDC Committee Jean Tappan, Committee Secretary Absent: Others Present: Roger Stanton, Vice Chair, FAHR Committee Terry Andrus, Counsel John Cox, Past Joint Chair APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. PUBLIC COMMENTS There were no comments by any member of the public. APPROVAL OF MINUTES MOTION: Approve the draft minutes of the August 28, 1996 Steering Committee meeting. MOTION APPROVED UNANIMOUSLY. 1 a Minutes of the Steering Committee Meeting Page 2 September 25, 1996 REPORT OF THE COMMITTEE CHAIR The Committee Chair requested the formation of an Ad Hoc Committee to Establish Evaluation and Weighting Criteria for Evaluating Alternatives in the Strategic Plan. The members will be Directors Leipzig, Swan, Griffin, Singer, McGuigan, Brown and Collins. Gail Lynch of Carollo Engineers will also be requested to attend these meetings, the first to be held Wednesday, October 9, 1996 at 4 p.m. Chair Collins also complimented staff on the workshop held Saturday, September 21. There were 19 Directors in attendance. Director Brown will be speaking to the issue at the Board meeting immediately following this meeting, to encourage Directors to attend future RAC and PAC meetings, as well as the quarterly workshops. Director Swan again requested that a "state-of-the-plants" report be presented by staff. After discussion, it was decided that the question about the need for this report will be presented at the monthly OMTS Committee meeting. Action: Bob Dolan, Director of Operations, will be making a preentation on the state of the Operations and Maintenance Department and will be responsible for addressing the issue and proposing a format for it. At a FAHR Committee in the fall of 1994 when the auditors presented their report, Director Swan asked them about the County Investment Pool. At that time the auditors said that the pool was in good shape and did not recommend making any changes. OCWD was told the same thing by their auditors and as a result, they have decided to sue the auditors, based on that advice. Action: Judy Wilson will try to find the tape and/or notes from that meeting for verification purposes and report back to the Committee. Director Swan also gave the Committee members a heads-up on the activities of IRWD regarding the Orange County bankruptcy. As matters unfold, he will bring this issue to the attention of the Steering Committee and the FAHR Committee. Action: Judy Wilson to perform research as requested and report back to the Steering Committee before going to the FAHR Committee. REPORT OF THE GENERAL MANAGER The General Manager did not make a report. Motion: It was moved and seconded to move the item on Executive Management evaluations (Item 2) to Closed Session, and to add a discussion item on the hiring of a consultant to assist staff with NPDES permit issues. MOTION UNANIMOUSLY CARRIED. REPORT OF THE CHIEF OPERATIONS OFFICER The Chief Operations Officer did not make a report. • Minutes of the Steering Committee Meeting Page 3 September 25, 1996 REPORT OF GENERAL COUNSEL General Counsel did not make a report. DISCUSSION ITEMS (Nos. 1-3) 1. AGREEMENT WITH SAWPA: Staff seeks Steering Committee recommendation on action by the Joint Boards concerning the new agreement with SAWPA since one SAWPA member agency has failed to execute the Continuing Guarantee associated with the agreement. Action: Determine which of several options are preferred by the Districts to charge and collect from SAWPA for ownership of capacity rights and the use of Districts'joint operating treatment and disposal facilities. Nancy Wheatley updated the members on the status of the SAWPA agreement and outlined the options. After much discussion, it was decided that Chair Collins would meet with the chairman of Chino Basin Municipal Water District to discuss the problems with the agreement and to try to reach an understanding so that the issue could be finalized, and report back to the staff and the Steering Committee. Action: Staff will prepare a matrix detailing the terms of the existing agreement and the proposed agreement for the Chair's use at the meeting. 2. EXECUTIVE MANAGEMENT TEAM EVALUATIONS AND SALARIES: The General Manager will present findings on executive management salaries. Evaluation information to be handed out at the meeting. Action: This is an information item and was moved to Closed Session for discussion only. 3. AGENDA ITEMS FOR REVIEW BY WORKING COMMITTEES IN OCTOBER (All Districts): Review of the items scheduled for October action/discussion by the Operations, Maintenance and Technical Services Committee, the Planning, Design and Construction Committee, and the Finance, Administration and Human Resources Committee Action: Information item only. Minutes of the Steering Co.�nittee Meeting Page 4 September 25, 1996 CLOSED SESSION The Committee convened in closed session at 7:12 p.m. pursuant to Government Code Section 54957 so that the General Manager could discuss the performance evaluations and equity adjustments and reclassifications for certain members of the Executive Management staff. The Committee reconvened in Open Session at 7:29 p.m. There were no actions taken at the meeting. OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY A discussion on hiring a legal consultant to assist with water quality standards legal analyses followed. Motion: It was moved that staff hire a firm that has a history of working with the Regional Water Quality Control Board and has access to special counsel with expertise in these activities. MOTION PASSED UNANIMOUSLY. MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for October 23, 1996. ADJOURNMENT The Chair declared the meeting adjourned at 7:30 p.m. ubmitted by: Tappan, C6mOnittee Secretary ilwaoocmnm^mcaw.nmocrwrt Sre p For Ed." t � AGEN'_ ' ❑ COMM INFO.ITEM ❑ COM1Rt ACTION ITEM ITEM 4? D JiaDS CONSENT TRANSMITTAL ❑ JT BOS.DISCUSSION o jNON­CONSENr) ❑ PUBLIC HEARING JT.8DS.MEETING DATE JT.BDS.AGENDA REM NO, MEETING DATE COMM.ID.NO. DISTRICT NO. CONTACT FOR INFORMATION06-1 (Initials of Onginaton OMTS: OMTS PDC: PDC FAHR: FAHR 2230, Marc Dubois, Ext. 2650 EXEC: EXEC ALL STEER: 10/23/96 STEER Division No.,Name,and Extension JT.BDS: AGENDA WORDING AND RECOMMENDED ACTION(S): Agenda Wordin0: RECEIVE AND FILE INFORMATION-ONLY REPORT OF CONTRACTS/PURCHASING MANAGER (ALL DISTRICTS) Recommended Action(s): Receive and file this information-only report of Contracts/Purchasing Manager CEOA REVIEW: Project is Exempt: NOT APPLICABLE DATE OF MOST RECENT BOARD ACTION ON THIS SPECIFIC ITEM: Dale Notice of Exemption Filed: Negative Declaration Approved on NOT APPLICABLE Final EIR Approved on and Notice of Determination fled on BUDGET INFORMATION CURRENTYEAR CURRENTYEAR- YEAR-TO-0ATE REVISED BUDGET TOTAL BUDGETED AMT.:N/A BUDGET AMOUNT TO-DATE BUDGET BALANCE TOTAL SOURCE: CORF JO DISTRICTS EXPENDITURES acxiBudionn Tnind^'rl Schedule/Line Item: AMOUNT OF TRANSFER: N/A N/A N/A N/A SchedulNLine Item: AITIPROJECT COST INFORMATION ORIGINAL BID,PO, CHANGE ORDERS, AMOUNT AMENDED PROJECT CONTRACT FUNDS PREV. REQUESTED THIS AMOUNT AMOUNT APPROVED An N/A NIA N/A N/A WILL PROJECT REQUIRE ADDITIONAL PERSONNEL? NO REQUIRES BOARD POLICY ACTION? NO If YES,state number: _Permanent Limited!Term If YES,explain in ADDITIONAL INFORMATION section CONIC / ATTACHMENTS TO AGENDA(List) /o 'I/ To Committee: 1. Si ure - Date i on Mana � r(O Igee Si ature Date To JL Bds.: 1. D rtment Head(Or Designee) Sig Date Assistant General Manager(Or Designee) CSDOC 0 P.O. Box 8127 0 Fountain Valley,CA 92728-8127 0 (714)962-2411 OMTS 'M. PDC COMM. FAF' 'OMM. JOINT BOARDS Meeting Dale: — — Approved: Amended: Forwarded to: ADDMONAL INFORMATION(Background and/or Summary) After a thorough evaluation of the current Purchasing Resolution, the Districts' Contracts/Purchasing Manager and General Counsel recommend the adoption of a new purchasing resolution which dramatically streamlines processes, reduces expenditures and provides for increased staff efficiency well beyond current levels. The proposed Purchasing Resolution's emphasis is directed toward reviewal and approval processes, flexibility in standard purchase awards and to accommodate Purchasing's strategy to incorporate"Best Practices" in daily procurement and contract activity District-wide. MDD:Ih c: Department Head AGM-Administration AGM-Operations General Manager H:\WP.DTAIFIN)2230WELLERAITDg255TER. Page 2 of 2 Revision: WSW CHECK LIST e (Attach completed che�*I`ist to the front of AIT when submitting to bwirmittee/Board Secretary) (This form to be hand-written) General (State Yes, No, N/A) All boxes (except shaded boxes) are filled in, including budget information, using computer Originator and/or typist's initials are typed on last page of AIT above c: Document spell checked Originator initialed in black ink as"Contact" Division, Department Head and AGM original signatures in "Concurrences"section All attachments included (see Attachments below). Attachments going to Committee/Boards listed in applicable"Attachments"section of AIT. AIT package copied to disk and disk attached to AIT package AIT Routing Slip attached to front of AIT package. Estimated Discussion/Presentation time: minutes Attachments (for Board Secretary's official files)— Check all that apply (For a complete listing of items to be attached to an AIT, refer to the Library in the Agenda Procedures Manual. Reguired backup information has not changed.) Staff Report for detailed, technical information only. Otherwise, include in AIT form Original correspondence/documents/reports to be received and filed Copy of approved Job Plan for new construction, repair, or maintenance projects CEQA documentation, if applicable(attach Notice of Exemption,if appropriate) Copy of Agreement/Addendum/Contract with exhibits, approved and signed by Contracts- Purchasing Manager/General Counsel Certification Letter for professional services agreements and addenda executed by appropriate Directors and staff for Districts oroiects only Memo re Consultant's Errors and Omissions insurance coverage signed by Department Head for design projects Construction Specifications (Plans not required to be submitted) and fully executed memo re review of Plans and Specifications (formerly BIDDOC113) Notice Inviting Bids All proposals for professional services, purchase specification contracts for chemicals and services, and construction projects to be received and filed, if appropriate Signed Bid Tabulation and Staff Recommendation (include original bid packages) Signed Purchase Requisition Contract/Signed Change Order/Closeout Agreements with Contracts-Purchasing Managers/General Counsel's concurrence(Approval memo or signature on document) Other supporting documentation Resolutions and ordinances Information for Committee/Board Meeting (State Yes, No, N( ) Originator notified Committee Secretary of his/her attendance at meeting Originator notified Committee Secretary of name(s) of guest(s) in attendance at meeting Originator notified CommunicationsDepartment of special audio/visual needs for presentation Request completed for Graphic Services for presentation materials (allow five working days minimum)(form available from Communications) Originator scheduled meeting to review presentation with Communications Director Originator notified Committee Secretary that there will be handouts at meeting (Originator makes copies and delivers to Committee Secretary before meeting) H:\W P.DTAhFIM223pW ELLER W rn0925STER. AIT ROUTING SLIP (Attach to front of AIT packa —before Check List) DATE NO OF DAYS DUE RECEIVED/ EARLY OR DATE PROCESS PRINT NAMEtINITIAL SUBMITTED LATE (2) E. 9V MGR.. DH/DM receives draft AIT ................. ......................from Originator(3) DEPT.HD.. AGM receives AIT from DHIDIVI(3) CDH receives AIT from DH/DMIAGM Comm Sao receives AIT from DH to include on draft agenda Comm Sao submits AIT packages and draft agenda to GM,AGM,CDH for review. CDH submits agenda package to Comm Sec to finalize Comm Sao submits agenda package to Xerox Comm Sao malls agenda package Comm/Bd Items submitted to Bd Sec to prepare agenda (3) Bd Sec submits to Xerox(3) Bd Sao malls package(3) (1) AIT originator to insert due dates in this column from Committee/Boards (2) For example,AIT package submitted one day early±1; two days past due date-2; on time.Q. (3) Routing for items going directly to the Boards of Directors-refer to Calendar for Board Items. The"ownership"of the AIT is transferred with each handoff. The"owner"will be responsible for adhering to the Committee/Boards calendar due dates. H IWP.DTAXFINQ23OXHELLER WIM925STER. RESOLUTION NO. PURCHASING AND CONTRACTS AWARD RESOLUTION A JOINT RESOLUTION OF THE BOARDS OF DIRECTORS OF COUNTY SANITATION DISTRICTS NOS. 1, 2, 3, 5, 6, 7, 11, 13, AND 14 OF ORANGE COUNTY, CALIFORNIA, ADOPTING A PURCHASING SYSTEM AND POLICIES AND PROCEDURES GOVERNING REPEALING RESOLUTION NO. 86-81 WHEREAS, California Government Code Section 54202 requires that every local agency shall adopt policies and procedures, including bidding regulations, governing purchases of supplies, services and equipment and that purchases of supplies, services and equipment by the local agency shall be in accordance with said duly adopted policies; and WHEREAS, 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; and WHEREAS, in order to establish efficient procedures for the purchase of supplies, services 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, to clearly define authority for the purchasing function and to establish bidding procedures, a purchasing system for the Districts and the Joint Administrative Organization, hereinafter referred RW:pf:f302WD ftNo.5:1N17M I to as "Districts", beyond what is required by said Sections of the Government Code, is desirable and in the best public interest. NOW, THEREFORE, BE IT RESOLVED that the Boards of Directors of County Sanitation Districts Nos. 1, 2, 3, 5, 6, 7, 11, 13 and 14 of Orange County, California, DO HEREBY DETERMINE, ORDER AND RESOLVE: ARTICLE I GENERAL INDEX r011;1 ; System Adoption. i li Purctta }fig L)ivision: Director Finance Authority. Set�xi� iu[5r��s; Section'4: Coopej46tl; ?1?lncurement. Section 1: System Adoption. In order to establish efficient procedures for the purchase of supplies, services and equipment, and the letting of public works contracts 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, to establish bidding procedures and in pursuance of Section 54202 of the Government Code of the State of California, a purchasing system is hereby adopted. Section : Purchasing Division: Director of Finance Authority. There is hereby vested in the Purchasing Division (hereinafter referred to as "Purchasing"), under the TLW:pjWU2%Drefl No.5:10117M 2 general supervision and direction of the Director of Finance, the authority for the purchase of supplies, services and equipment, letting of public works contracts and 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 Administrator/Purchasing Manager (a) To purchase or contract for supplies, services and equipment required by any Department or Division, in accordance with purchasing procedures prescribed by this Resolution; such administrative regulations as Purchasing shall adopt for the internal management and operation of Purchasing, and such other rules and regulations as shall be adopted by the Boards of Directors. (b) To negotiate and recommend execution of contracts for the purchase of supplies, services and equipment; for construction bY public works projects; and for the saledlsposltlon of surplus property and by-products of the sewage treatment process. Ar (c) To preparer®vl pX�ft(iro General C 17 all contracts, purchase orders and other related documents, the original executed copies of which shall be delivered to the Board Secretary for custodianship. (d) Aet To prepare for the Districts, the needed standards and specifications of quality in supplies, services, equipment and construction at the best cost and under the most favorable conditions, with due consideration to delivery and other relevant factors. (a) To discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases and sales. TLW',pJVU2M.D.ft No.5:1017M 3 (f) 4 prepare rules, regulations, procedures and administrative policies, and revisions thereto, governing the purchase of supplies, services and equipmene and for the letting of public works construction contracts and selesf7ii ¢ of surplus property and by-products. (g) prepare rules, regulations, procedures and administrative policies, and revisions thereto, governing the warehousing of inventories. (h) %6,, keep informed of current developments in the field of purchasing, t F3Ye #D prices, market conditions and new products. (i) prescribe and maintain such forms as reasonably necessary to the eperatien(MpQ),'" f7 of this Resolution and other rules and regulations, ,f')(7 % G) tS develop specifications to establish minimum standards for all purchases. (k) supervise the inspection of all supplies, services and equipment purchases to insure conformance with specifications. (1) 7% provide for transfer of surplus or unused supplies and equipment between Departments as needed. (m) M have custodianship and control of all inventories and surplus property. (n) maintain a bidders' list, vendors' catalog file, and records needed for efficient operation of the Purchasing Division. +' � '�aµreti�rew,�p�r6ve�ti�Yn,;ain�ao�)ue rnaurand'�ei���;s �,', +Qr,s�a,�>"s'Ibtrl�sr�teiits MW.Vj� 0DnR No.5:10/ 7M 4 M(p) To undertake such other and future duties as, in the Director's discretion, are incidental and necessary to the conduct of the Division. (p)(q) in the event of the sale, transfer or reorganization of a supplier's business, or a change in the supplier's name for doing business,the Contracts Adfirastrator/Purchasing Manager is authorized to revise all records to reflect said Went,.so long as all other terms and conditions of the original agreement remain the same. .Insuch event of an assignment of the purchase order or contract by the supplier, the Districts shall not be bound until they have given their 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, or the Districts` behalf. Section3: Requisitions. All employees of the Districts who need or require supplies, services andbr equipment to carry out the defined duties of their positions, shall submit requisitions for purchases or warehouse requisitions to Purchasing on standard requisition forms and in accordance with the adopted rules, regulations, procedures and policies of the Purchasing Division. Section 4: Cooperative Procurement. (a) The Districts, through Purchasing, may participate in or sponsor, conduct and/or administer a Cooperative Procurement Agreement for the acquisition of procured items 4r*4&kes with any other public agency purchasing unit, in accordance with an agreement between the Districts and the other public agency. (b) The Districts, through Purchasing, may sell to, acquire from, or use any TLw:pjVM20D.ft .5:1W17M 5 property belonging to another public agency, including the cooperative use of supplies or services. ARTICLE II PURCHASES, SUPPLIES, SERVICES AND EQUIPMENT �tian;� iiras` ��iddlrjgl�eq�lir�mei�t Emergency) C?tw*ses Mshd'ardizedPji ?anct p i al'irac � asrtlersf 166 [ t ags 166t%inbrancds 00,tf4fj ddirr9 Procedure: Puronasi oaf si p rqrti g ex:,tlat' `Ren Market Procedure PttYcfl@`.sus��as;Tf ,�loItcet urchase Orders. paqn' hd Testing. $ecttors '' I�L1 '§s:,Negotiated 001%4tgt,, Section 5. Purchases: Bidding Requirements. Except as hereinafter provided, purchasing of supplies, services or equipment shall be by bid procedures as set forth herein, when the purchase is estimated to have values greater than Twenty-Five Thousand ($25,000.00) Dollars; end the commodities or services may be obtained from more than one vendor; are not standardized as to price; and no emergency exists. Becton Purchases: Emergency. Whenever an emergency arises which is, nw:pj1= V.ft No.5:10117*0 6 or may be a threat to the continued required operations of the wastewater treatment plants and facilities owned by the Districts, or when purchases are immediately necessary for the preservation of life or property, or to avoid a threat to the public health or safely, the Division may purchase supplies, services or equipment required for immediate use, in an amount greater than Twenty-Five Thousand ($25,000.00) Dollars without observing the procedures set forth in this Resolution. In such event, Purchasing th everai Manageror'fii5 designee shall advise the District Chairman and/or Chairman Pro Tem, or the Joint Chairman and/or Vice Joint Chairman, as appropriate, of the action taken, and such action shall be ratified by the Boards of Directors at their next regular meeting. Section : Purchases Standardized Prices and Specialized Services. In purchases of supplies, services or equipment in which the items to be purchased have a demonstrated uniformity in price, or it is determined that there is a sole source, or the provider of services is determined to be uniquely qualified to perform specialized services, Purchasing may make such purchases without observing the bidding procedures of Section +4— below. $action 8: Purchase Orders. Purchases of all supplies, services or equipment shall be made by purchase order and may also require a formal written contract, when determined necessary or appropriate by the Contracts Administrator/Purchasing Manager. To ensure that all policies and procedures governing purchase orders and contracts are followed, all contracts or purchase orders less than Fifty Thousand ($50,000.00) Dollars will be executed by the Contracts Administrator/Purchasing 7LW.,1U2W:D.rt N..SAW 71 e 7 Manager. After approval by the Boards of Directors, all contracts or purchase orders in the amount of Fifty Thousand ($50,000.00) Dollars and above, will be executed by the Director of Finance, or his designee, except purchases for computer hardware, software, and communication equipment, which will be executed by the Information Technology Director, or his designee. Purchasing and employees requisitioning supplies and equipment shall be responsible that orders and 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. Purchasing shall retain, in its files, one copy of all purchase orders issued during 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. A record of all sales or 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. int and fef pub'le works, of estimated values greater then Fifty Thousand ($50,668.00) Dollars, sigall be written eentreet and purehese order agreement with the lowest possible biddef, awarded by the Boards of Bireeters, pursuant to the pfeeedures presefilsed hef . TLW:piSU250:Dnfl No.5:1011796 8 Section +eQ: Purchases: Encumbrances of Funds. Except in cases of emergency, no purchase order shall be issued for any supplies, services or equipment, unless there exists an unencumbered appropriation balance in the fund against which said purchase is to be charged. Section +11-`10: Bidding Procedure: Purchases end-Safes Greater Than $50.000.00. Except as otherwise provided by Seofi9l ;8 herein, purchases of supplies, equipment and services and the sale of pefsamal pfapeft of estimated value greater than Fifty Thousand ($50,000.00) Dollars shall be by written contract or purchase order agreement with the lowest responsible bidder, pursuant to the procedures prescribed herein. T Puktfiases of supplies, equipment and services that have appropriate )ti'udgetaryapprovals shall be awarded directly by the Contracts Administrator/Purchasing Manager. Supplies, equipment and services that are unbudgefed ' ' ff or are.purchases exceeding the budgeted. amount, polic} ecommendations or ratifications, and all public works codfrdef5ti shall require Qords of Directors'approval prior to issuance or award of puroft*erder or contract. (a) Notice Inviting Bids. The notice inviting bids shall 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 notice shall be published one (1) time at least ten (10) days TLwpja 2W:D.n N.,51N17M 9 before the date for the opening of the bids. Notice shall be published in a newspaper of general circulation, printed and published within the Districte'JORO YS. (2) Bidders List, Purchasing may also solicit sealed bids from all qualified, responsible prospective suppliers whose names are on the Bidders List maintained by the Districts, or who have requested their names to be added thereto. (3) Bulletin Boards. Purchasing shall also advertise pending purchases or sales by a notice posted on a public bulletin board in the Purchasing Division Office.. altrarilltsilelh`,bggCuReatrtwtt�sF?pet + (b) Bidder's Security. When deemed necessary by the Division, bidder's security may be prescribed in the contract specifications or in the public notice inviting bids. Bidders shall be entitled to the return of 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 his bid security upon refusal or failure to execute the contract within the prescribed time after the notice of award of contract has been meiledgei�Y6( �I O bidder„ unless the Districts are responsible for thee delay if!3ht) ttr,tiltt3. The Boards of Directors may, on refusal or failure of the successful bidder to execute the contract, award it to the next lowest responsive, responsible bidder. If the Boards of Directors award the contract to the next lowest bidder, an amount of the lowest bidder's security she" be faFfeited te the Bistriels, and the surplue,if en�, shall be returned to the lewest bidder to equal ihe differemee between the low bid and the awarded bid. equal=to the differeng"ef460,,th8 TUN. pJOMM:Dmft No.51ai7M 10 .f t l 1e#cir3ettedI P iesurplus �rs.m_.- ..m #Umeds Oft'I�sCWder (c) Bid Opening Procedure. Sealed bids shall be submitted to the Contracts Administrator and Secretary of the Boards of Directors, and shall be identified as bids on the envelope. Bids shall be opened in public by the Contracts Administrator or his designated representative at the time and place stated in the public notices. A tabulation of all bids received shall be open for public inspection during regular business hours for a period of not less than thirty (30) calendar days after the bid opening. (d) Rejection of Bids. In their discretion, the Boards of Directors may reject any and all bids presented and readvertise for bids. If all bids are rejected, the Boards of Directors, by majority vote, 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. (e) Award of G-ntf� A purchase order or written forms' contreet shall be awarded by the Boards ef B rectors to the o9vast respoisible b older, except a-9 (e) 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 readvertising for bids, the Boards of Directors may accept the one they choose or accept the lowest bid made by negotiation with the tie bidders at the time of the award. nw.P193EML tR No.5'1 N17M 11 (f) Performance Bonds. Purchasing shall have 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 the Districts. 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. (g) Exception. Notwithstanding the provisions of subsections (a) through (f) above, the Purchasing Division may award a contract to purchase supplies, equipment or services in an amount greater than Fifty Thousand ($50,000.00) Dollars without obtaining bids and following the procedures set forth above when the (hG WIMOWNPurchasing Division determines that: (1) 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 (2) It can obtain equipment or supplies immediately that might not otherwise be available at such time as purchasing procedures could be completed gt W00,.e ofs aRf Y+ Y r� »1r lGpJaare, !}, earrene /pentads AlU i* tnti t �� ti�17���'r�t�,rhe>�anfr��`s:�Ci (r�bfs�r�t4Ylat�r'�1r'a�'fYg;M�i�er i�ei1' �Ce: All such purchases shall be ratified by the Boards of Directors at their next nWpj9 25ODnnW5:1alr96 12 regular meeting.Seeflen 42! PuFehases! Been Market Preeedtire Sales Less 11he Purchases of supplies, equipment and services, and the sale of surplus BistriN personal property of an estimated value in the amount of Fifty Thousand ($50,000.00) Dollars or less on which bidding is not required by state law, may be made by the Purchasing Division in the open market without observing the procedures prescribed by Section }} 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 responsible bidder. (b) Solicitation of Bids. Bids shall be solicited by written requests to prospective vendors or purchasers and/or by telephone, fgcsfrnfie frrnSniislq} 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 the Purchasing Division, who 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) Purchases Less Than $1,000.00. The Purchasing Division may purchase supplies, equipment and services of a value in the amount of One Thousand ($1,000.00) Dollars or less per purchase order, without observing the procedures prescribed in this Section when, in its discretion, it is determined that observing such TLW:pj:N34MDA No.5:101IM 13 procedures would not result in a lower overall cost to the Districts. Section +all: Blanket Purchase Orders. The Purchasing Division may issue annual blanket purchase orders for recurring purchases of miscellaneous supplies that:. (a) Because of economic considerations are not carried in stock in the Districts' warehouse; 'u l[85fiigs le a% ii tit is)h fhe best fh7eres(s of fhe pW ,QVa� 4,.. k Y�Btelli(Stltkf ordec.lnXinVe<A. :, %71s; of and for _:___„____.._ services, where such purchase of supplies and services in the aggregate will exceed an estimated value of Fifty Thousand ($50,000.00) Dollars from a single vendor during the budget year, without observing the procedures prescribed in Section 1410 when, in its discretion, it is determined that such blanket purchase orders are at a cost favorable to the Districts and will result in 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. Section 4413: Inspection and Testing. The supplies and equipment delivered, and contractual services performed, shall be inspected to determine their conformance with the specifications set forth in the purchase order or contract. Purchasing shall have authority to request professional services, or to require chemical and physical nwPl:a3axw:omx No.s:iai Tree 14 tests of samples submitted with bids and samples of deliveries which are necessary to determine their quality and conformance with specifications. Section 45'l : Purchases - Negotiated Contracts. Notwithstanding other provisions of this Resolution, the Boards of Directors may, when it appears in the best interests of the Districts, authorize the Staff to negotiate and award a contract for purchase of supplies, equipment or services without observing the procedures prescribed in Sections 11 and 93 ebave%jgnd a;1 above (a) When such authorization has been granted for purchase of supplies, equipment or services of an estimated value in the amount of Fifty Thousand ($50,000.00) Dollars or greater, the Staff shall obtain the concurrence of the District Chairman and/or Chairman Pro Tem, or the Joint Chairman and/or Vice Joint Chairman, as appropriate, prior to awarding such purchase. (b) Whenever any contract for supplies, equipment or services has been entered into between the Districts and a person or entity providing such supplies, equipment or services, and Purchasing determines that it is in the best interest of the Districts to continue said contract with such person or entity, Purchasing may, in its discretion, negotiate an extension of such contract without observing the procedures prescribed in Sections+t a .0jd l i above, provided the amount of the extension does not exceed Fifty Thousand ($50,000.00) Dollars. In the event the extension is in an amount greater than Fifty Thousand ($50,000.00) Dollars, it shall be approved and awarded by the Boards of Directors. This Section shall not apply to the letting of public works construction contracts in excess of Twenty-Five Thousand nw:yjA3 M:DrenM.5:10117M 15 ($25,000.00) Dollars. ARTICLE III SAL-ESDISPOSAL OF SURPLUS PROPERTY INDEX $iC6 o !* Surplus Supplies and Equipment. i(ils Sale of-Real Property. Section IM: Surplus Supplies and Equipment. All departments and/or divisions shall submit to Purchasing, at such times and in such form as it shall prescribe, reports showing all supplies and/or equipment which are no longer used or which have become obsolete or worn out. Purchasing shall have authority, pursuant to the provisions of this Resolution, to sell, er exchange for, or trade in on new supplies and equipment, or dispose as deemed appropriate, all supplies and equipment which cannot be used by any other Department or Division, or which have become unsuitable for Districts' use. Section +7-16: Sale of Real Property. No real property of the Districts may be sold, or any negotiations leading to such sale may be made, without prior approval of the Boards of Directors. ARTICLE IV PROFESSIONAL SERVICES INDEX Section 17t Professional Services Agreement, TI-M,,VU22 OmR No.5:10117I 16 Section +817: Professional Services Agreement. All contracts for the retention of architectural, engineering and similar, related professional services shall be governed by the Policy of the Boards of Directors Establishing Procedures for the Selection of Professional, Engineering and Architectural Services, Resolution No. 90-43, dated May 9, 1990. ARTICf"O_'/' PUBLIC WORKS CON5TRUCTro S`ectidn 1a Public Works Contract Defined. Section 19, Public Works Bidding. Required. Section 20: Bidding Procedures ~_., 43iunstruct ori'dWeCTha $25,000.00. Section 2018: Public Works Contract Defined. Public works contracts are herein defined as contracts with duly licensed contractors in the State of California for the furnishing of labor, and materials, and equipment and permits, as deemed necessary;for the erection, construction, alteration, repair, improvement of wastewater collection, treatment and disposal facilities, and any other public building, structure or improvement necessary to the operation of the Districts, in an amount greater than Twenty-Five Thousand ($25,000.00) Dollars, as per Public Contract Code Sections 20783 at seq. S cthrri Public Works BiddinoFWauired When the expenditure required i114, 4b construction project iii&dds`, "+,Vehty-Five Thousand ($25,000.00) „ killiC{contracted,for and let to the lowest responsible bidder, in nwylra/zwmnrt W 5]NI7 9 17 60 ids p savi'si R f-,fM . ©niracts (4e.58Pd�dn 2„b783. Section -420: Bidding Procedure - Public Works Construction Greater Than $25,000.00. Procedures for soliciting bids and awarding contracts for public works projects for more than Twenty-Five Thousand ($25,000.00) Dollars, shall be by written contract with the lowest responsible bidder, pursuant to the procedures prescribed herein and in accordance with applicable provisions of the Public Contracts Code eOt3ft EIM of the State of California. (a) Notice Inviting Bids. Notice inviting bids shall distinctly describe the work to be performed, shall state where bid forms and specifications may be secured, and the time and place for receiving and opening sealed bids. (1) Published Notice. 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 the bids. 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 Districts. (2) Mailed Notice. Unless the work to be done is proprietary, notice inviting bids shall be mailed to all contractors on the Districts' list of bidders for the category of work being bid and all trade journals fhatp,Ubhs speeifted for Orange County by the Galifefn a Uniform 6onstruction Gast Aeectint mg Gomm ss on no less than thirty (30) calendar days before the date of opening of bids. (3) Bidders List. Purchasing may also solicit sealed bids from all RW**34250AaM No.5:10'17M 18 • qualified, responsible, prospective suppliers whose names are on a Bidders List that may be maintained by Districts. (b) Bidder's Security. When deemed necessary by the Purchasing Division, bidder's security may be prescribed in the contract specifications and in the public notice inviting bids. Bidders shall be entitled to return of bid security, upon full execution by the successful bidder of an awarded contract by the Districts. 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 meiledi� ' Se kYfidY, unless the Districts are responsible for the delayaAk 640 The Boards of Directors may, on refusal or failure of the successful bidder to execute the contract, award it to the next lowest responsive, responsible bidder. If the Boards of Directors award the contract to the next lowest bidder, an amount of the lowest bidder's security Mom` ei7iYCd iiatit between the low bid and the awarded bid, shall be forfeited to the Districts, and the surplus, if any, shall be returned to the lowest bidder te eeltial the diffefenee. (c) Bid Opening Procedure. Sealed bids shall be submitted to the Contracts Administrator and Secretary of the Boards of Directors and shall be identified as a bid, on the envelope. Bids shall be opened in public by the Contracts Administrator or his designee at the time and place stated in the public notice. A tabulation of all bids received shall be open for public inspection during regular business hours for a period of not less than thirty (30) calendar days after the bid opening. (d) Refection of Bids. In their discretion, the Boards of Directors may reject RMpj*3425D9 ftNo.5]WIM 19 any and all bids presented and readvertise for bids. If, after the opening of bids, all ' bids are rejected, the Boards ofZirectors, on a Resolution adopted by a four-fifths (4/5) vote, may declare that the work can be performed more economically by day labor, 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. (a) 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 or readvertising for bids, the Boards of Directors may accept the one RN7 chooses, or accept the lowest bid made by negotiation with the tie bidders at the time of the award. (f) No Bids. If no bids are received, the Districts may have the work done by force account; may readvertise for bids pursuant to the procedures herein; or may select a contractor by negotiation. (g) 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 the Districts, 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 Public Contracts Code. This authority is hereby delegated to the General Manager, or his designee, by the Boards of Directors pursuant to the authority of Public Contract Code Section 22050. In such event, the General Manager shall advise the District Chairman and/or Chairman Pro nWPJx 20MUn W.SAW17Me 20 Tem, or the Joint Chairman and/or Vice Joint Chairman, as appropriate, of the action taken, and such action shall be confirmed by a four-fifths (4/5) vote of the Boards of Directors at their next regular meeting. (h) Performance 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 the Districts. The form and amount of the bond shall be described in the notice inviting bids, or in the contract specifications. (i) Cost Records. Cost records shall be kept in the manner provided in Sections 4000 to 4007, inclusive, of the California Government Code. ARTICLE VI MISCELLANEOUS INDEX Section 21: Noncompliance:: Section 22: Severability Section 2.5: Repeafgf;Conflf 165 SBGipr4t' fate Section 2221: Noncompliance. Any transaction failing to comply with this Resolution in any respect is voidable in the discretion of the Boards of Directors, and any employee willfully and knowingly violating any provision of this Resolution may be nWpj. u2%,o N..siair� 21 subject to disciplinary action. Section 4322: 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 Boards of Directors hereby declare that they 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 -2423: Repeal of Conflicting Rules. Resolution No. 86-81 and all Resolutions or motions, or portions thereof in conflict herewith, are hereby rescinded and made of no further effect. Section 4524: Effective Date. This Resolution shall take effect immediately upon adoption by the Boards of Directors. PASSED AND ADOPTED at a regular meeting held TLW:,jR 25 :D ft N..5:I CM 22 October 16, 1996 .�..,. - Om MEMORANDUM TO: The File u� FROM: Judy Wilson{" SUBJECT: October 11 meeting with Dana Smith, Executive Director, Orange County LAFCO. Re: Consolidation of CSDOC. This meeting was held to discuss the status of the Districts' Consolidation. We explained that the issue had been tabled until January, 1997. John Collins explained that there were two significant issues: - Governance- Neither 4730 nor 4730.1 are optimal governance arrangements. He stated that, "Neither choice is really acceptable." He noted that there was some discussion regarding special legislation, i.e., "4730.xxx" whereby the Districts could draft a better solution. - Equalization of rates-John Collins also explained that in his opinion, to consolidate and not equalize rates over a reasonable period of time, would be a sham. It was noted that the original staff recommendation had been to equalize rates over a five-year period of time. John stated that he could not support Consolidation unless it included the equalization of rates. Dana Smith was asked the question, "Under what conditions would LAFCO initiate a Consolidation?" She noted that LAFCO had only been given authority to initiate actions two years ago. Prior to that legislation, its only authority was reactive in nature. LAFCO staff is currently working on a policy to respond to the issue of when to initiate an action. (A copy of the draft is attached to this memo.) LAFCO staff will be sending its recommendation to the Board on October 30 for its November 6 meeting. John Collins told Dana that he was upset that LAFCO had agendized this matter since the Districts are actively engaged in the issue and will be reconsidering the matter in January. Dana responded that LAFCO is under intense pressure to resolve issues and initiate actions. She noted that LAFCO may be taking over the South County study as well. She asked John Collins his opinion on how long CSDOC should be given to resolve Consolidation on its own before LAFCO might step in. John responded with the following time-table: - Advise the cities about the Consolidation issue and provide briefings as requested. December 196-January '97 (John noted that this effort should wait until the November elections are held and the new Council members are in place.) CSDOC • P.O. Box 8127 0 Fountain Valley,CA 92726-6127 0 (714)962-2411 v � a 1 To The File Page 2 October 16, 1996 - Place Consolidation on Joint Boards' agenda for discussion and policy direction. January '97 - Appoint Ad Hoc Committee or Executive Committee to resolve governance issues and rate issues and draft special legislation. April '97 (The deadline for submission of special legislation is approximately April '97) Dana said that LAFCO could set up the process and get others' input. She said, "Once it's in the LAFCO arena, we can push It forward." John responded that he didn't think that this was necessary and that the Districts would work toward a consensus solution. Dana also noted that LAFCO would be happy to collaborate on legislation. It was noted that there is always a risk of unfriendly amendments with special legislation. Dana said that LAFCO could include the language of the special legislation as one of the Terms and Conditions and approve the Consolidation conditioned on that particular legislation. In the event the bill was amended in a manner which was not supported by the Districts, LAFCO could cancel its action. (In this event, however, it would also be necessary to kill the bill.) Dana indicated that LAFCO staff would be sending a formal letter to CSDOC advising of their October Board discussion and the upcoming discussion at their November meeting. Dana suggested that CSDOC be represented at the November 6 LAFCO meeting to provide comments on the LAFCO staff recommendation and/or to present the Districts' views. John noted that he had not been authorized to do so, but that he would place this matter on the October Steering Committee agenda for discussion. JAW:cmc J.XWPDOC%GMVWILSON\CORRESM%101496.M1 LAFCO -I - Local Agency Formation Commission Orange County CHAIRMAN October 17, 1996 JOHN B.WITHERS DIRECTOR TO- $ ecial DislnCta dVI50 Committee IRVINE RANCH WATER P rY DISTRICT FROM: Dana M.Smilb, Executive Officer VICE-CHAIRMAN JAMES H.FLORA COUNCILMAN SUBJECT: Review of Draft Policy on LAFCO Initiated Proposals CDYOFLA HASRA mvm wI REPRESENTATIVE OF Attached are two versions of a draft policy that will guide LAFCO in its GENERA-PUBLIC determination of how and when to exercise it authority to initiate special district RANDAL J.BRESSETTE consolidation, dissolution, merger, or establishment of subsidiary districts. The COu.C11AIAN version shown as attachment"A"was prepared b a sub-committee from WACO. C11TOFLAG11NA HILLS Prep Y The second version shown as attachment`S"was prepared by staff using models LAMES W.SILVA and ideas from throughout the state. SUPERVISOR - SECOND DISTRICT It is requested that the advisory committee review both policies and be prepared to WILLIAM G.STEINER discuss the merits and disadvantages of both. These policies are considered to be SUPERVFOURTH DI worltin drafts and have not been circulated for comment and review b Orange FOURTH DITTRIGT g Y g County agencies or the Commission itself. BOBERTLHLITLLY DIRECTOR MU>lRCT WATER DLSTRKT ACIER:NATE C.LEE RISNER REPRESENTATIVE OF GENERAL MIBLIC ALTERNATE TOM HA1i COUNCILMAN CITY OF HUNTINGTON BEACH ALTERM E PHILIPLANFRONT DIRECTOR ORANGE COUNTY WATER DISTRICT ALTERNATE DONALD J.SALTARELLI SUPERVISOR THIRD DISTRICT DANA.NLSSIM EXELITVEOFFRER 12 Civic Center Plaza.Room 235.Santa Ann,CA 92701 (714) 834-2556 FAX(714)834-2643 PROPOSED PROCEDURES FOR THE PROCESSING OF - ` SPECIAL DISTRICT CONSOLIDATION OR REORGANIZATION PLANS I. With the implementation of AB 1335 and the seating of Special District representatives on LAFCO,rules or procedures for the processing of special district reorganization,mergers or consolidation must in fairness and equity be added to those regulations guiding annexations to or creation of cities and if necessary eliminate inconsistencies. H. AB 1335 dictates that the consolidation or merger of special districts with another entity or entities result in"public service costs...that are likely to be less than or substantially similar to the costs of alternative means of providing the service." Therefore, WACO recommends the following criteria in determining cost savings while providing the same service: A. Determination of the costs to the proposed consolidated entity of providing the same level of service and facilities during the three years following consolidation; B. Determination of the proposed entity's revenues for three years after consolidation; C. Determination of the effects of the costs and revenues on any trust,joint or mutual aid agreements or any other local agency during three years after consolidation; D. Determination of the effects of the costs and revenues on the levels of participation with or access to other goverment agencies m representing the constituent interests of the proposed entity; E. Determination that the proposed entity will provide a reserve needed to protect constituents with maintaining services and facilities during three years following consolidation. All tmallorated reserves will he returned to taxpayers or ratenaverc through a rebate, F. Determination ofproviding equity andlorparity forthe ratepayer and taxpayers in the individual agencies proposed for consolidation.When a population segment of one ofthe entities exists outside the boundaries of the other emity(ies)to be consolidated, the Commission must develop a financial mechanism for that segment to pay its apportioned share of capital facilities and debt service costs invested by the rateltax payers of that district to which the aforementioned population segment did not belong:(or,when the boundaries ofthe entities to be consolidated are not contiguous, those outside the boundaries of either agency must 'buy in" to the proposed consolidated agency—in short the Commission will not authorize a"free ride or load" at the expense of either agency); G. Determination that the costs and revenues of the proposed merger for three years after consolidation will not impact negatively in the case of a water district on the quality of the water delivered by the proposed entity; CV1 2 ,..1 _ Proposed Procedures Page 2 H. Determination of costs,revenues and levels of service and representation provided by the Special District or Districts during the three years prior to the date of the proposed consolidation or reorganization to establish a historical baseline. M. Determination that the proposed consolidation is consistent with the intent of AB 1335 and the 1985 Cortese-Knox Local Government Act. IV. Determination that the proposed consolidation is consistent with the spheres of influence of the impacted agencies. V. Determination that the proposed consolidation will result in more efficient administration of services to citizens: A. Determination of the definition of"efficiency"; B. Determination of the existing levels of service. VI. Determination in the case ofwater districts of the effects of consolidation,including the costs and revenues,upon existing water rights,water capacity and access to the Santa Ana River Basin. VII. Determination that a change or reorganization that is authorized by the Commission promotes public access and accountability for community services and financial resources: A. Determination of the levels of public access and accountability before reorganization and for three years after, B. Determination that boundaries of the agencies to be merged or consolidated shall be contiguous or follow existing political boundaries so as to provide the widest range of public access and accountability to those affected by reorganization; C. Determination that no agency boundaries should be drawn so as to leave an island, corridor, or strip either within the proposed territory or immediately adjacent to it without representation or service at the same or substantively similar rate and service levels; D. Determination of whether the proposed reorganization plan includes time total territories or populations of the agencies involved rather than leaving a portion excluded, the effect of which would be to impose higher rates or other financial penalties upon the citizens excluded from access to the reorganized agencies. VIE. Determination that the proposed consolidation is supported by the citizens within the affected agencies. E.ob DRAFT POLICtFS AND PROCEDU FS for TNITiATION OF PROPOSALS BY THE LOCAL T AGENCY FORMATION COM ESSION I3ackpround and Purpose As part of the 1993 legislative session,the Legislature passed and the Governor signed Assembly Bill 1335(Gotch)-Chapter 1307,Statutes of 1993.The new law amends the Cortese-Knox Act to allow the Local Agency Formation Commission to initiate certain changes of organization affecting special districts. This Commission recognizes that in Orange County there currently exist the county government,31 cities and more than 60 special districts which provide local governmental services. In its adopted Strategic Plan,the Commission's mission statement speaks to LAFCOs role in providing leadership for restructuring and simplifying the provision of government services to the citizens of Orange County. The Commission desires to exercise its powers under State law to restructure and simplify the system for providing local governmental services in the county in pursuit of three general objectives: • To allow provision of similar or improved level of services at a lower overall cost to citizens. • To improve public access and accountability for governmental services. • To encourage,where it is feasible, provision of services by general purpose governments rather than single purpose special districts where a full range of urban services is required. As required by State law, the Commission has determined and periodically reviews and updates spheres of influence for each city and special district in the county. These sphere of influence determinations may recommend local governmental reorganization,including changes in the status of special districts. The primary purpose of Commission initiation of proposals under these procedures is to carry out provisions of the Cortese-Knox Act by proactively exploring the feasibility of implementing governmental changes as recommended by sphere of influence designations or other governmental studies. In implementing the AB 1335,the Commission will continue to follow long-standing State and local policy that when areas are urbanized to the extent that they need the full range of community services, a single governmental agency, rather than several limited purpose agencies, is in many cases better able to assess and be accountable for community service needs and financial resources; and, further, that wherever a full range of urban services is required, general purpose local governments are preferred to multiple special districts for the provision of services. I [y Q^A w, '�[r�'[WVVVVVV yyyy .6� pJ1 �I Draft Initiation Policy October 17, 1996 Page 2 Legal Requirements for Proposals initiated by the Commission Government Code Section 56375,effective July 1, 1994, authorizes the Commission to initiate the following specific types of proposals: ■ Consolidation of special districts formed under the same enabling act. ■ ' Dissolution of a special district,where another agency can assume service responsibility. ■ Mercer of a district with a city,where the city encompasses the entire district. ■ Establishment of a subsidiary district of a city,where at least 70%of the district's territory and population are within the city. ■ A reorganization which includes two or more of the above changes of organization. Proposals initiated by the Commission must be consistent with the recommendation of a sphere of influence study conducted pursuant to Government Code Section 56425 or other governmental study performed pursuant to Government Code Section 56378. Each of the above types of proposals has specific legal requirements which must also be met. In approving a proposal it has initiated, the Commission's resolution making determinations must make both of the following determinations, as required by Government Code Section 56852: (1) Public service costs of a proposal that the Commission is authorizing are likely to be less than or substantially similar to the costs of alternative means of providing the service. (2)A change of organization orreorgan nation that is authorized by the Commission promotes public access and accountability for community needs and financial resources. Policies on Initiating Proposals 1. Proposals initiated by the Commission shall be selected on the basis of sphere of influence recommendations or other governmental studies prepared pursuant to Government Code Section 56378. 2. The Commission will continue to prefer proposals submitted by petition of voters or landowners or by resolution of application by an affected local agency. However, the Commission will consider initiating proposals that it believes furthers the interests of increased efficiency and government accountability. Factors to be considered in determining whether to initiate a proposal will include but not be limited to the following: Draft Initiation Policy October 17, 1996 Page 3 a. A sphere of influence or other governmental study has shown that a proposal may result in one or more of the following: lower overall public service costs, overall increased levels of service to the citizens of one or more agencies affected,greater local government access and accountability. b. There exists a level of public concern about a district's services or governance which,in the Commission's view,warrants initiation of a proposal c. Boundaries of existing agencies artificially divide a community of interest or overlap different communities of interest. d. A sphere of influence or other governmental study indicates that services may be beneficially shifted from a special district to a multi-purpose local government agency. e. There is a logical potential successor agency or agencies which could assume service responsibility. £ There are identifiable benefits to future and existing citizens from increased coordination and regional planning affecting - facility planning, infrastructure financing,public resources protection,or service reliability. g. The Commission can complete the necessary review, analysis, and processing with its own staffresoumes,or funds are available from the successor agency or other sources to pay for the additional assistance needed to complete the review and processing of the proposal. Procedure 1. The Commission will consider whether or not to initiate a proposal at a regular public meeting.The Commission will consider a preliminary staff report,which estimates,to the extent possible without a full study, an assessment of the factors identified above. After reviewing the preliminary report, if the Commission decides to proceed, it will adopt a resolution of application pursuant to Government Code Section 56900. 2. If the Commission initiates a proposal,staff review will commence.Staff review will provide for agency participation and comment, environmental review, a property tax exchange (if applicable), and an executive officer's report and recommendation, as required for all proposals. The executive officer's report shall address the factors as required for all proposals in Gov. Code Sec.56841 and the report shall provide the information as required in the Commission's application questionnaire for similar changes of organization. rith tAl MT Draft Initiation Policy October 17, 1996 Page 4 3. The Commission may refer the proposal to a reorganization committee as provided in Goverment Code Section 56475.As an alternative,the Commission may refer the proposal to the Special Districts Advisory Committee from which an executive steering committee would be formed A representative from each affected district and any additional representatives the Commission deems appropriate could be added to the steering committee. 4. Following completion of staff review, and upon compliance with CEQA,the Commission will consider the executive officer's report, the report of any reorganization or special districts advisory committee,and comments of affected agencies and the public at a hearing noticed for that purpose in the manner provided by law. 5. At the hearing,the Commission will consider testimony of any interested person or affected agency.The hearing may be continued from time to time not to exceed 70 days. 6. Within 35 days after the conclusion of the hearing, the Commission will adopt a resolution malting determinations and either approving the proposal, subject to any terms and conditions which the Commission deems appropriate, or disapproving the proposal. 7. If the proposal is disapproved, the Commission will not initiate a substantially similar proposal for a period of three years.The Commission may waive this limitation if changes in conditions or circumstances warrant earlier reconsideration. 8. Ifthe proposal is approved,the Commission's resolution making determinations shall include the determinations required by Government Code Section 56852 that(a)public service costs are likely to be less than or substantially similar to the costs of alternative means of providing the service, and (b) the proposal promotes public access and accountability for community needs and financial resources. 9. If the proposal is approved, the Commission will authorize the Board of Supervisors, as conducting authority, to complete the proceedings as provided by law. Special hearing, protest and election requirements as provided in Government Code Sections 57008 and 57092 will apply,including a public hearing within the territory of the affected district(s). 10. Upon completion ofproceedings by the conducting authority,with or without an election as may be required,the executive officer will comply with the filing and reporting requirements of Part 4, Chapter 8 of the Government Code. iw �lq�3��� 8� y n. AGE ' ITEM a TRANSMITTAL r_ MEETING DATE e0 Y «`I> DISTRICT NO. CONTACT FOR INFORMATION (Indials of Odginaton OMITS: PDC: FAHR: '.., ..�,., All 2150,Jean Tappan, Ext.2001 EXEC: STEER: 1023/96 TiTEER 'k" Oivision No.,Name,and Extension AGENDA WORDING AND RECOMMENDED ACTION(S): Agenda Wording: AGENDA ITEMS FOR REVIEW BY WORKING COMMITTEES IN NOVEMBER (All Districts): Review items scheduled for action/discussion by the Operations, Maintenance and Technical Services Committee, the Planning, Design and Construction Committee, and the Finance, Administration and Human Resources Committee in November. Recommended Action(s): This is an information item. CEQA REVIEW: Project is Exempt: NOT APPLICABLE DATE OF MOST RECENT BOARD ACTION ON THIS SPECIFIC REM: Date Notice of Exemption Filed: Negative Declaration Approved on N/A Fidel EIR Approved on_and Notice of Determination Ned on_ BUDGET INFORMATION WA CURRENT YEAR CURRENT YEAR. YEAR-TOZATE REVISED BUDGET TOTAL BUDGETED AMT.: $ BUDGET AMOUNT TOAATE BUDGET BALANCE TOTAL SOURCE: CORF JO DISTRICTS EXPENDITURES Roes aodvn pwenuurenl SchedulelLine Item: N/A N/A NIA N/A AMOUNT OF TRANSFER: SchedulelLlne Item: AIT/PROJECT COST INFORMATION ORIGINAL BID,PD. CHANGE ORDERS, AMOUNT AMENDED PROJECT CONTRACT FUNDS PREV. REQUESTED THIS AMOUNT AMOUNT APPROVED AR NIA N/A N/A N/A WILL PROJECT REQUIRE ADDITIONAL PERSONNEL? N/A REQUIRES BOARD POLICY ACTION? NOTAPPLICABLE If YES,explain in ADDITIONAL INFORMATION section CONCURRENCES: ATTACHMENTS TO AGENDA(List) To Committee: 1. Signature Date Division Manager(Or Designee) Signature Date To Jt.Bds.: 1. Department Head (Or Designee) /LGIKG/� Gl�r,%snt /O�r1�y6 Sig ure Date Assistant General Manager(Or Designee) s^kt.° milaw"m ADDITIONAL INFORMATION(Background andlor Summary) Staff routinely prepares a listing of items that are scheduled to be presented to the working committees and the Boards the following month. This allows the Steering Committee the opportunity to review these items early enough to make changes in the review or approval process. The following dams are scheduled to be considered by the Committees in November: OMTS Committee: 1. EMA Competitiveness Action Plan (information Rem) 2. Biosolids Proposal Review and Recommendation 3. Air Torics Emission Inventory and Health Risk Assessment (information item) 4. LAWDARWD Co-Use Agreement 5. Update on Benchmarking Study 1 Proposal(information hem) 6. Draft Benchmarking Study 2 Proposal(information hem) 7. Results of FSM Screenings Washing Compactor Test PDC Committee: 1. Approve Addendum No.2 to PSA with Lee and Ro re Job Nos.P1d0-2 8 P2-47-2, Facilities Modifications and Safety Upgrades at Plant Nos. 1 and 2 2. Approve Addendum No.4 to PSAwith Lee 8 Ro re Job Nos. P1-40-1 8 P2-47-1, Modifications to Electrical and Control Systems and Process Evaluation at Plant Nos. 1 and 2 3. Approve Change Order Nos.4 to Contract No.5-37-3, Replacement of Pacific Coast Highway Gravity Sewer between the Bitter Point Pump Station and Newport Blvd. 4. Approve Easement Modification No.2 re Contract No.2-25,Fullerton-Brea Trunk Sewer and Fullerton-Brea Interceptor Sewer 5. Approve Addendum No.3 to PSA with Carollo Engineers; approve Addendum No. 1 to the plans and specifications;receive and file bid recommendation;and award contract for Job No.J-34-1,Ocean Outfall Reliability Upgrades B. Approve PSAs for Jobs Nos.J-40-2 and J-40-3,Phases 2 and 3 of the Strategic Plan 7. Establish budget and approve agreementwith Edison Source for Job No.P1-52,66 W Substation 8. Approve Quit Claim Deed for Existing Easement to abandon Corona Del Mar Pump Station (District 5 project) FAHR Committee: 1. Consideration of Commercial Bank Selection 2. First Quarter Investment Program Update(information hem) 3. First Quarter Training Program Update(information hem) 4. Consideration of Comprehensive Annual Financial Report for the Year Ended June 30, 1996 5. Consideration of Revisions to Purchasing Resolution 6. Consideration of Broker-of Record for Property and Personnel Insurance 7. Status of Meet-and-Confer Process(information hem) jt c: Department Head AGM-Administration AGM-Operations General Manager J:IWPDOC16M15TR.COMMOMCTWTS-NOVAIT Page 2 of Revslon:911&96