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HomeMy WebLinkAbout2004-02 DRAFT MINUTES OF STEERING COMMITTEE MEETING Wednesday, February 25, 2004 A meeting of the Steering Committee of the Orange County Sanitation District was held on Wednesday, February 25, 2004 at 5 p.m., in the District's Administrative Office. (1) The roll was called and a quorum declared present, as follows: STEERING COMMITTEE MEMBERS: OTHERS PRESENT: Directors Present: Thomas L. Woodruff, General Counsel Shirley McCracken, Chair Don Hughes Steve Anderson, Vice Chair Ana Burkhart Jim Ferryman, Chairman, OMTS Committee Doug Stack Brian Donahue, Chairman, PDC Committee John Hogan Brian Brady, Chairman, FAHR Committee Jim Silva, County Supervisor Norm Eckenrode, Past Board Chair STAFF PRESENT: John Collins, Guest Blake Anderson, General Manager Roy Moore, Guest Bob Ghirelli, Director of Technical Services David Ludwin, Director of Engineering Directors Absent: Gary Streed, Director of Finance/Treasurer None Lisa Tomko, Director of Human Resources Jean Tappan, Committee Secretary (2) APPOINTMENT OF CHAIR PRO TEM FILED IN THE OFFICE OF THE SECRETARY No appointment was necessary. ORANGE DISTRICT MAR 2 4 2004 (3) PUBLIC COMMENTS eT There were no public comments. (4) RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the January 28, 2003 Steering Committee meeting were approved as drafted. Minutes of the Steering Committee Page 2 February 25, 2004 (5) REPORT OF THE COMMITTEE CHAIR Committee Chair Shirley McCracken reported that she was happy to be back and thanked Steve Anderson for acting as Chair pro tern in her absence. Chair McCracken reported that the Legislative Affairs Committee continues to meet. She announced that Director Tod Ridgeway was in Washington, DC, where he attended the Orange County water community's annual luncheon with our representatives and their staff members today representing the Sanitation District. This is an opportunity for Orange County water agencies to talk about the broad water quality and water supply issues that are important to us. The Steering Committee is evaluating our existing policies regarding Directors' business expense reimbursement,travel reimbursement and meeting compensation. Directors Anderson and Brian Brady are operating as a sub-committee of the Steering Committee. The Committee took a preliminary look at the new draft policy and agreed to put consideration on hold awaiting the outcome of the Ortiz bill in Sacramento. (6) REPORT OF THE GENERAL MANAGER General Manager Blake Anderson reported that a complaint has been filed against our biosolids operation in Nevada. Staff is meeting with Senator Reid's office on this issue. He also provided an update on in-county biosolids alternatives and the ocean discharge permit process. Bob Ghirelli, David Ludwin, Bob Cotten, General Counsel and several other staff members met with EPA and the Regional Board in San Francisco Tuesday, February 24. They reported that things went well and that we expect terms and conditions that will meet our needs. A draft permit is expected in March. Mr.Anderson also reported on the on-going negotiations with SAWPA. While there has been some forward progress,there are still disagreements about how much capacity SAWPA currently owns in our ouffall and four other issues. It appears that the Legislative Analysts Office in Sacramento Is recommending that a portion of special district property tax revenues be transferred to each of the County Board of Supervisors for discretionary distribution. Gary Streed, Director of Finance, reported that debt service is pledged against revenue and may be protected. The Steering Committee directed staff to wait and see what develops after the election, review our options and report back to the Committee. (7) REPORT OF GENERAL COUNSEL General Counsel Tom Woodruff reported that the CA Supreme Court denied Crow-Winthrop's petition and the case is closed. o, Minutes of the Steering Committee Page 3 February 25, 2004 (8) DISCUSSION ITEMS(Items A-D) A. Revisions to Delegation of Authority Resolution Gary Streed reviewed the proposed changes and said that these would be taken to the OMTS and PDC Committees as information items. The FAHR Committee and Board will be asked to approve them in March. B. Carbon Canyon Trunk Sewer and Pump Station Abandonment Jim Herberg provided a report on the proposed development north of Brea In both Los Angeles and Orange Counties and outlined the alternatives for sewering them. Staff brought this issue to the attention of the Steering Committee because of the controversial nature of the project related to the development in the Brea and La Habra Hills. Directors Roy Moore and John Collins were asked to attend the meeting because the project has expanded service area implications that are important to their cities. City of Brea representatives Doug Stack and John Hogan provided background information. The Rowland Water District would be the local sewering agency. The main issue is whether to include in the EIR the alternative to size the new Carbon Canyon Trunk Sewer larger than needed to serve the entire area. Staff was given information direction to move the EIR forward, including an evaluation of pipe sizing that will and will not accommodate future development. Chair McCracken assigned Roy Moore, Brian Donahue and Steve Anderson to an ad hoc committee to advise staff on the overall Issues and to provide Input to the Steering Committee. C. The Agenda Items scheduled to be reviewed by the Board's working committees in March were reviewed. D. The agenda items scheduled to be presented to the Board at tonight's meeting were reviewed. Additional information was provided on Agenda Item 13.(1), a non-consent PDC Committee item regarding the PSA with Black and Veatch and the procedures for Issuing task orders. (8) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY Chair McCracken announced that a supplemental agenda item has been added to tonight's agenda. This Is the report from the NW RI Blue Ribbon Panel on their findings on the asset management strategic plan, which the Steering Committee considered at It's January meeting. (10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. t Minutes of the Steering Committee Page 4 February 25, 2004 (11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND/OR STAFF REPORT There were none. (12) CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for Wednesday, March 24, 2004 at 5 p.m. The next Board Meeting is scheduled for Wednesday, March 24, 2004 at 7 p.m. There will also be a special Directors Workshop on the CIP on March 31 at 5 p.m. (13) CLOSED SESSION The Committee convened at 6:38 p.m. in Closed Session, pursuant to Sections 54956.9 and 54957.6,to discuss two issues. Minutes of the Closed Session are on file with the Board Secretary. Confidential Minutes of the Closed Session held by the Steering Committee have been prepared in accordance with 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. A report of the recommended actions will be publicly reported at the time the approved actions become final. At 6:55 p.m., the Committee reconvened in regular session. (14) ADJOURNMENT The Chair declared the meeting adjourned at 6:55 p.m. Submitted by: c/v-4 J n appan S ring Committee Secretary H imwbvewe�s,eanw[ommmeewawaeousoa sc MnNe:ea< ORANGE COUNTY SANITATION DISTRICT we..: b P+%ss2mss �.atae.tam Ra NOTICE OF MEETING "Vaua,.0 OF THE 92ree-e,z STEERING COMMITTEE 0&t{9u Menus 927M''18 ORANGE COUNTY SANITATION DISTRICT sz,oe-�o,s u.,.w Aq ' WEDNESDAY, FEBRUARY 25, 2004 - 5 P.M. • cm.. awb,n, DISTRICT'S ADMINISTRATIVE OFFICE gy'° eStar,e Pere 10844 ELLIS AVENUE Recce FOUNTAIN VALLEY, CALIFORNIA 92708 Fwantda Qwdw end. �.eit,pn et.m aw,e Le Palm :. le Pe,,,,s, A regular meeting of the Steering Committee of the Board of Directors of L=aw.atoa Orange County Sanitation District will be held at the above location, date and AkWot beech time. Rucmwa .8seta Ana . eeel Beach STanron iuvo, l•e Pere ' 'Sbh Linde '—T' saes 't"d cts cafe ha.ae efdmy Chy 'Wwe Wttoatt I+y,e Ranch F` }Y To maintain world-class leadership in wastewater and water resource management H STEERING COMMITTEE AND BOARD MEETING DATES FOR THE NEXT TWELVE MONTHS Wednesday, March 24, 2004 Wednesday, April 28, 2004 Wednesday, May 26, 2004 Wednesday, June 23, 2004 Wednesday, July 21, 2004' Wednesday, August 25, 2004 Wednesday, September 22, 2004 Wednesday, October 27, 2004 Wednesday, November 17, 2004 Wednesday, December 15, 2004 Wednesday, January 26, 2005 Wednesday, February 23, 2005 'Tentatively rescheduled from regular fourth Wednesday. STEERING COMMITTEE (1) Roll Call: Meeting Date: February 25, 2004 Meeting Time: 5 P.m. Meeting Adjourned: Committee Members Shirley McCracken, Board Chair Steve Anderson, Board Vice Chair Brian Donahue, Chair, PDC Committee Jim Ferryman, Chair, OMTS Committee Brian Brady, Chair, FAHR Committee Jim Silva, Supervisor Norm Eckenrode, Past Board Chair Roy Moore, Director, City of Brea (Guest) John Collins, Director, City of Fountain Valley (Guest) Others Thomas L Woodruff, General Counsel Don Hughes Staff Present Blake P. Anderson, General Manager................................ Bob Ghirelli, Director of Technical Services......................._ David Ludwin, Director of Engineering............................... Patrick Miles, Director of Information Technology.............. Robert Ooten, Director of Operations& Maintenance........_ Gary Streed, Director of Finance/Treasurer......................._ Lisa Tomko, Director of Human Resources........................ Carol Beekman, Communications Services Manager........ Marc Dubois, Purchasing Manager.................................... Jim Herberg, Engineering Manager.............. ................... Jean Tappan, Secretary..................................................... c: Lenora Crane AGENDA REGULAR MEETING OF THE STEERING COMMITTEE ORANGE COUNTY SANITATION DISTRICT WEDNESDAY, FEBRUARY 25, 2004 AT 5 P.M. ADMINISTRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, California Agenda Postino: In accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted in the main lobby of the District's Administrative offices not less than 72 hours prior to the meeting date and time above. All written materials relating to each agenda Item are available for public inspection in the office of the Board Secretary. Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an emergency item or because there is a need to take immediate action,which need came to the attention of the Committee subsequent to the posting'of agenda,or as set forth on a supplemental agenda posted in the manner as above,not less than 72 hours prior to the meeting date. Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair accessible. If you require any special disability related accommodations,please contact the Orange County Sanitation District Board Secretary's office at(714)593.7130 at least 72 hours prior to the scheduled meeting. Requestsmust specify the nature of the disability and the type of accommodation requested. Items Continued: Items may be continued from this meeting without further notice to a Committee meeting held within five (5)days of this meeting per Government Code Section 54954.2(b)(3). Meetino Adiournment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955(posted within 24 hours). (1) ROLL CALL (2) APPOINTMENT OF CHAIR PRO TEM. IF NECESSARY Book I -2- February 25, 2004 Agenda (3) 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 three minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). (4) APPROVE MINUTES OF PREVIOUS MEETING Approve draft minutes of the January 28, 2004 Steering Committee meeting. (5) REPORT OF COMMITTEE CHAIR A. Report on Legislative Affairs Activities (6) REPORT OF GENERAL MANAGER A. In-County Biosolids Alternatives B. Status of Ocean Discharge Permit (7) REPORT OF GENERAL COUNSEL (8) DISCUSSION ITEMS (Items A-D) A. Revisions to Delegation of Authority Resolution—Information Only (Streed) B. Carbon Canyon Trunk Sewer and Pump Station Abandonment— Information Only (Herberg) C. Review Agenda Items scheduled to be presented to Committees in March (Information item only) D. Review and consideration of Agenda Items for Board of Directors Meeting of February 25, 2004; in particular, 13.(1): Non-Consent PDC Item regarding PSA for Black and Veatch and associated task orders (9) OTHER BUSINESS COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY (10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING Book 2 .3- February 25, 2004 Agenda (11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT (12) FUTURE MEETING DATES The next Steering Committee Meeting is scheduled for 5 p.m., Wednesday, March 24, 2004. The next Board Meeting is scheduled for 7 p.m., Wednesday, March 24, 2004. There will be a special Directors workshop on March 31, 2004, at 5 p.m. to discuss the CIP. (13) 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 litigation; (c) employment actions or negotiations with employee representatives; or which are exempt from public disclosure under the California Public Records Act, may be reviewed by the Directors during a permitted closed session and are not available for public inspection. At such time as final actions are taken by the Board on any of these subjects, the minutes will reflect all required disclosures of information. A. Confer with General Counsel re: 1. Woodside v. Orange County Sanitation District, at al., Orange County Superior Court Case No. 03CC17413 (Government Code Section 54956.9) 2. Confer with Lisa Tomko, Human Resources Director, re Unrepresented Groups Compensation and Benefits (Government Code Section 54957.6) B. Evaluation of General Counsel Services pursuant to Government Code Section 54957. C. Reconvene in regular session D. Consideration of action, if any, on matters considered in closed session. (14) ADJOURNMENT jt N:NEP ENDAZTEERIND WMMITEE WE60E3 MENDkD Book 3 -4- February 25, 2004 Agenda Notice to Committee Members: For any questions on the agenda or to place items on the agenda,Committee members should contact the Committee Chair or the Secretary ten days in advance of the Committee Meeting. Committee Chair: Shirley McCracken (714)765-5247(Anaheim City Hall) Committee Staff Contact: Blake P.Anderson (714)593-7110 General Counsel: Thomas L.Woodruff (714)664-2605 Secretary: Jean Tappan (714)593-7101 (714)962-0356 (Fax) E-mail: jtappan®oced.com Book 4 DRAFT MINUTES OF STEERING COMMITTEE MEETING Wednesday, January 28, 2004 A meeting of the Steering Committee of the Orange County Sanitation District was held on Wednesday,January 28, 2004 at 5 p.m., in the District's Administrative - Office. (1) The roll was called and a quorum declared present, as follows: STEERING COMMITTEE MEMBERS: OTHERS PRESENT: Directors Present: Thomas Nixon, Counsel Steve Anderson, Vice Chair Don Hughes Jim Ferryman, Chairman, OMTS Committee Sonja Wassgren Brian Donahue, Chairman, PDC Committee Ana Burkhart Brian Brady, Chairman, FAHR Committee Gerhardt Van Drie Jim Silva, County Supervisor STAFF PRESENT: Directors Absent: Blake Anderson, General Manager Norm Eckenrode, Past Board Chair Bob Ghirelli, Director of Technical Services Shirley McCracken, Chair Bob Ooten, Director of Operations and Maintenance Carol Beekman, Communications Services Manager Jean Tappan, Committee Secretary Layne Baroldi, Legislative and Regulatory Affairs Liaison Simon Watson, Maintenance Manager (2) APPOINTMENT OF CHAIR PRO TEM Vice Chair Steve Anderson chaired the meeting in Chair Shirley McCracken's absence. (3) PUBLIC COMMENTS Gerhardt Van Drie said that he was interested in bidding on work for the District but needed additional information. He asked for an answer on whether the District is interested in his proposal. Blake Anderson said that any information he would like that is included in our written documents would be provided. Book 5 Minutes of the Steering Committee Page 2 January 28, 2004 (4) RECEIVE. FILE AND APPROVE MINUTES OF PREVIOUS MEETING The minutes of the December 17, 2003 Steering Committee meeting were approved as drafted. (5) REPORT OF THE COMMITTEE CHAIR Committee Vice Chair Steve Anderson reported that Chair McCracken has had a bit of a relapse and she has been advised to curtail her activities. Vice Chair Anderson, Directors Ferryman and Silva attended last week's CASA conference and made reports. Chair McCracken has asked that the city council members, city managers and legislators be invited to attend out special workshops for new directors (February 18),the CIP update (March 31)and the GW RS update (April 21). Staff will be sending out invitations accordingly. (6) REPORT OF THE GENERAL MANAGER A. In-County Biosolids Alternative General Manager Blake Anderson provided information on the in-county biosolids option identified in the long-term biosolids management plan. Two locations have been identified; Prima Deshecha in south Orange County and The Great Park in Irvine. City of Irvine staff has asked that our directors be advised of the discussions with the City and the Great Park Corporation Board on the proposed joint composting facility. The directors agreed with the concept and asked the staff to continue discussions. The OMTS committee was assigned oversight responsibility. B. Miscellaneous Committee Housekeeping Issues • The date for the July 2004 board meeting may have to be moved because of a potential conflict with a League of Cities conference. The date will be determined. • The PDC Committee meeting in April will be held on Thursday, April 8. • Guests at working committee meetings will be provided meals. • The time for the working committee meetings will be discussed with the members of the committees at their next meeting. Options are breakfast, lunch, earlier in the afternoon or remain at 5 p.m. • Travel reimbursement and meeting authorization for directors was discussed. Staff is in the process of reviewing the information provided by Directors Anderson and Brady. This was discussed at several sessions at the last CASA conference. Other agencies and associations are reviewing these policies and the Finance staff, with input from Human Resources and General Counsel, will draft policies and procedures for further review by the Steering Committee. C. Fiftieth Anniversary Celebration Plans The celebrations begin at tonight's Board meeting with the unveiling of the past chairs of the Board of Directors. At the June Board meeting there will be a formal event celebrating "Proudly Protecting the Environment for 50 Years." The employees will celebrate with a beach parry on the afternoon of June 10. This will be co-sponsored with the Employees Activity Committee. Batik 6 Minutes of the Steering Committee Page 3 January 28,2004 D. Federal Funds Earmarked for OCSD Mr.Anderson announced that$1 million has been earmarked for the Sanitation District in this year's federal appropriations budget. This will be used to help defray secondary treatment costs. He also outlined the strategy to receive another$10 million next year and a total of$50 million over the next ten years . Mr. Anderson thanked Directors McCracken, Silva, Ferryman and Ridgeway for their efforts in seeking support for this funding in Washington, DC. Director Silva complimented Bob Ghirelli, Director of Technical Services, for his efforts and assistance. Staff will consider a comprehensive authorization bill for Orange County agencies; however, it is anticipated that appropriations would be separate. E. SAWPA Agreement Mr. Anderson reported that there are still some details that need to be negotiated and the two agencies have agreed to use the mediation services of Gary Hunt to try to reach an agreement. F. NPDES Permit Update Mr.Anderson reported that staff and General Counsel will be meeting with EPA and the Regional Board on February 24 to work out the details of the permit. Things are on track to meet the December 2012 deadline for reaching secondary treatment standards. (7) REPORT OF GENERAL COUNSEL Assistant General Counsel Tom Nixon provided an update on the Crow Winthrop case. Crow Winthrop has filed a petition for discretionary review of the case with the Superior Court of California. A decision on whether the Supreme Court will accept the case for review should be made within 90 days. He also reported that the City of Placentia has been dismissed from the Woodside case. (8) DISCUSSION ITEMS (Items A-E) A. NWRI Asset Manaaement Blue Ribbon Panel Report Mr.Anderson reported that this report is the outcome of the mid-2003 direction by the Board to staff to get a third party opinion of the program and to return to the Board. Doug Stewart provided the background information and discussed the report on the Asset Management Strategic Plan document. Mr. Stewart reviewed the findings and recommendations. He said that with the Steering Committee's approval, he would like to ask several of the panel members to make a presentation at the February Board meeting and then seek approval from the Board to move forward with the staff-driven implementation plan. The Steering Committee approved the staff recommendation to present at the February 25 Board meeting. B. Regional Water Quality Control Board Order re Urban Runoff Bob Ghirelli discussed the impacts of a Notice of Violation the Regional Board filed against the Cities of Huntington Beach, Newport Beach, Costa Mesa, Santa Ana and Fountain Valley as well as the County of Orange regarding discharges into the Santa Ana River. This will begin an investigation to identify the sources of bacteria that are found on the beaches. The cities and County have been meeting and have asked the Regional Board to pull back the Notice to allow them to try to fix the problem first. The Corps of Engineers will be performing a study of the Santa Ana River re source control in conjunction with the Sanitation District and the cities and County would like to piggy back on this effort. This may result in more requests for diversions. Book 7 Minutes of the Steering Committee Page 4 January 28, 2004 C. Biosolids Advisory Committee Mr. Ghirelli reported that the Long-Range Biosolids Management Plan was received and filed at the December Board meeting and staff is now moving forward to implement the various elements of the plan consistent with the Districts Biosolids Environmental Management System. One element is a commitment to public outreach and education and staff will be asking for help from a public Biosolids Advisory Committee to review and make recommendations on the selection of future biosolids management options. Staff will be soliciting interested stakeholders and select members of the public to serve on the Biosolids Advisory Committee. The Steering Committee agreed with the staff's course of action. D. The Agenda Items scheduled to be reviewed by the Board's working committees in February were reviewed. E. The agenda items scheduled to be presented to the Board at tonight's meeting were reviewed. Mr.Anderson reported that because of some questions on Item 9.(c), staff has asked that the item be pulled from the agenda. No Board action will be required. (9) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY Blake Anderson announced a meeting of the Orange County Forum. The topic is an extension of some of the issues discussed at the recent Orange County Leadership Symposium and suggested that those directors that attended consider attending this function. (10) MATTERS WHICH A DIRECTOR WOULD LIKE STAFF TO REPORT ON AT A SUBSEQUENT MEETING There were none. (11) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND/OR STAFF REPORT There were none. (12) CONSIDERATION OF UPCOMING MEETINGS The next Steering Committee meeting is scheduled for Wednesday, February 25, 2004 at 5 p.m. The next Board Meeting is scheduled for Wednesday, February 25, 2004 at 7 p.m. (13) CLOSED SESSION The Committee convened at 6:15 p.m, in Closed Session, pursuant to Government Code Sections 54956.9(b)and 54957.6,to discuss an item of potential litigation and to consider General Managers Annual Performance Evaluation and Compensation. Minutes of the Closed Session are on file with the Board Secretary. Confidential Minutes of the Closed Session held Book 8 Minutes of the Steering Committee Page 5 January 28, 2004 by the Steering Committee have been prepared in accordance with 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. A report of the recommended actions will be publicly reported at the time the approved actions become final. At 6:55 p.m.,the Committee reconvened in regular session. (14) ADJOURNMENT The Chair declared the meeting adjourned at 6:55 p.m. Submitted by: JeqJTappan St ring Committee Secretary n:dwro.�eiw«pro camnwwewnmreea a.n sc rxw...a� Book 9 STEERING COMMITTEE Meeting Date To BA.of Dir. 2/25/04 3/24/ga AGENDA REPORT t"., A„mb, Item Number 6 A- Orange County Sanitation District FROM: Gary Streed, Director of Finance Originator: Marc Dubois, Contracts / Purchasing Manager SUBJECT: PURCHASING RESOLUTION AND DELEGATION OF AUTHORITY GENERAL MANAGER'S RECOMMENDATION This is an information only item. Ultimately, it will be reviewed by each Standing Committee and recommended to the Board by the FAHR Committee. SUMMARY The last revisions to the Purchasing Resolution and Delegation of Authority were in November 1999, subsequent to cross-discipline and cross-department teams collaborating on improvements to our current processes, procedures, and delegated authorities. These proposed changes are the results of the same type of process. The Steering Committee is requested to give this proposed new Delegation of Authority a first review. Since it covers a variety of District business matters from public works contracts to the more routine procurement processes, it will be presented to each of the Standing Committees. The major changes proposed are summarized in the attached four-page table entitled, "Comparison of Current and Proposed Purchasing Resolution." Many changes can be categorized as housekeeping or as minor improvements. The table will be discussed at the meeting. Changes in authority levels are restricted to the capital improvement process. These changes will streamline the approval process and will bring the authority levels into line with those for other procurements. These changes are shown on pages 3 and 4 of the attachment. PRIOR COMMITTEE/BOARD ACTIONS Resolution No. 99-23: Establishing Policies and Procedures for the Award of Purchasing Orders and Contracts; Award of Public Works Project Contracts; Award of Professional Services Contracts; and Delegation of Authority to Implement said Policies and Procedures was approved by the Board of Directors on November 17, 1999. N:beoun210lGWWflfPXfiFPHfl2Wi4`GroaT9e^Y Re A� WA-F-1 d« Reined:a M Page 1 Book 10 PROJECT/CONTRACT COST SUMMARY These changes are expected to save time for staff and the Directors, but the amount and value cannot be quantified. BUDGETIMPACT ❑ This item has been budgeted. (Line item: ) ❑ This item has been budgeted, but there are insufficient funds. ❑ This Rem has not been budgeted. ® Not applicable (information item) ADDITIONAL INFORMATION Previous Resolution changes have allowed each Department Head to establish separate authority levels for purchases under$10,000, providing the organization with the ability to manage routine projects efficiently. Other notable improvements were the General Manager's increased authority to procure operational supplies, services, equipment, and consultant services, along with a contract pre-approval process linked to our annual budget, saving considerable staff time and ancillary administration costs. Allowing the General Manager to award construction contracts up to $100,000 and the PDC Committee to award construction contracts up to $200,000, has improved the efficiency of Engineering Department as they manage their ambitious construction program. The Small Capital Project task order authority has been key in alleviating a backlog of smaller projects that had built up over several years. Eliminating an annual RFP and consultant selection process, staff saved about 350 hours per year and allowed the District to lock in more favorable contract rates, by offering up to a three-year contract period. Although past Delegation of Authority revisions have obviously improved the District's ability to operate more efficiently and effectively, a number of corrections and improvements are still needed. At present, there is an imbalance of approval authority granted to the General Manager for operational supplies, services, equipment, and consultants, versus that granted for Capital project related agreements and addenda. The General Managers authority for operational supplies, services, equipment, and consultants is capped at $100,000. However, the General Manager's authority for Primary Capital agreements is only$25,000. With our Capital Improvement Program estimated at $1.8 billion over the next seven years alone, the General Manager's delegated authority needs a major adjustment in order to meet the challenging demand ahead for major facilities rehabilitation and meeting secondary treatment standards. Routine procedures associated with Public Works projects should also be handled on the staff level. Close-out agreements, Notices of Completion, and Time Extensions (no dollar change) are mostly procedural, however, these processes have not been identified in past Purchasing Resolutions or Delegations of Authority. HbepMnV MCMNE AHWAHR W4�wvol AgeMe ReFalsNgenda ReW-WA-FIMI dM Rensee. MUM Page 2 Book 11 Staffs ability to increase chemical contracts based upon chemical usage, but with proper Board oversight, is long overdue. Many times operational needs inside and outside the plants require an increased usage of chemical beyond forecasted quantities, resulting in total funding increases. The unit price,which was competitively bid and was the real basis for the vendor selection, remains unchanged in these situations. Staff time and resources to request Board approval or contractual increases caused by operational factors, not price increases, would be eliminated by this proposal. Other minor cleanup and housekeeping measures are also included. Adding terms and definitions for better understanding, clarifying the RFP process, expanding the District's cooperative contracts listing and putting the document in an easier to read format are among several notable improvements. ALTERNATIVES • Continue to utilize Resolution 99-23. • Approve some of the proposed changes, leaving some current practices in place CEQA FINDINGS N/A ATTACHMENTS 1. Comparison Summary Sheet "Current" vs. "Proposed" Delegation MD xee�mmziocwuies�xmruwimlvs�m�a.m.•ewuHnene.nwn,-oon-aen.o.eec Page 3 Book 12 February 18, 2004 Comparison of Current and Proposed Purchasing Resolution Delegated Area Current Delegation Proposed Delegation Summary of Changes Terms and Definitions Not Included Addendum/Addenda,Capital Puts all definitions in one place for Facilities, Capital Facilities ease of reference and adds new Operational Projects, categories such as Professional Capital Improvements,Change Design Consultant and Order,Competitive Bidding, Professional Service Consultant, Design Agreement, Force to allow different processes for Account, Professional Design differing kinds of service Consultant&Agrmt Professional consultants. Service Consultant&Agrmt, Public Works, Public Works Contracts, Facility Engineering Project. Major Capital Projects Purchase of materials, supplies or Specifies that all items exceeding Specifies that purchases of Clarifies and limits the types of services that are specifically listed $100,000 require Board of supplies, services, equipment or purchases that can be pre- and approved in the annual Directors approval unless they Professional Service Consultant approved during the budget m budget adoption process. were previously authorized by the Agreements that are identified and process. No major changes other g Board during the annual budget have appropriate contractual pre- than provides for better r• process. approvals,as outlined in each understanding of the pre-approval w Fiscal Year's annual budget, to procedures. include capital equipment,shall be bid and awarded directly by Purchasing. Cooperative Procurement Participation in the County of Section 3.08 retains current Nlows Purchasing to take Orange Coop Purchasing authorization and adds programs advantage of competitively bid Program as authorized in with the State Department of prices from other agencies and to Resolution No. OCSD 98-22 General Services,the California reduce the time between order Multiple Award Schedules and delivery by expediting the Program, the California bidding process. Association of Public Purchasing Officers Assn.,the Western States Contracting Alliance, U.S Communities, and the County of LA Cooperative Program Request for Proposal procedure. Not Identified in the current DOA Identifies procurements that are Clarifies responsibilities, control for operational supplies, services, candidates for the RFP process and appropriateness of the RFP equipment&professional and bidding thresholds. process. consultant services Page 1 of 4 February 18, 2004 Comparison of Current and Proposed Purchasing Resolution Delegated Area Current Delegation Proposed Delegation Summary of Changes General Manager's authority for Not identified in the current DOA. Authorize the GM to approve (A) If original chemical contract change orders for operational changes in contracts that do not was approved by the Board,only supplies, services,equipment, and exceed$100,000. a unit price change would require professional consultant services. Board approval. Changes between$50,000 and $100,000 will be ratified by the (B)If original chemical contract FAHR Committee and the Board. was approved in the budget pre- Clarifies the exception of chemical approval process,a unit price contracts in which the unit price Increase exceeding the unit price has not been changed and the in the budget pre-approval year original approval included the contract was awarded, would renewals. require Board approval. (C)If a non-chemical contract is awarded in the budget pre- W approval process based upon a not to exceed amount, not unit price, It may be Increased up to n the amount pre-approved In the budget year the contract was awarded. Major Capital Projects: General Manager Authorization to General Manager Authorization to Higher authority requested to evaluate proposals and to execute evaluate proposals and to execute ensure consistency with GM's PRIMARY AGREEMENTS contracts up to$25,000. a Professional Design Consultant authorization for operational Agreement up to$100,000 supplies,services,equipment& professional consultant services. Also provides efficient process for completion of demanding CIP project schedule. Committees: Award Between Committees: Between $100K& Higher authority for continuity of $25K&$50K $200K delegation Board: Award Over$50K Board: Over$200K Higher authority for continuity of delegation. Page 2 of 4 February 18, 2004 Comparison of Current and Proposed Purchasing Resolution Delegated Area Current Delegation Proposed Delegation Summary of Changes Major Capital Projects General Manager:authorized General Manager.authorized Higher authority requested to changes up to $25K per changes not to exceed total maintain continuity with Primary ADDENDA 8 CHANGE ORDERS addendum with total changes not changes of$100K agreement authority and to to exceed $50K provide acceleration of project completion. Clarifies that General Manager authority is exceeded when the cumulative authorized changes to date exceed$100,000 even if no prior General Manager authority has been used. Committees: authorized changes Committees: authorized changes Higher authority requested to between $25K and$50K per not to exceed total changes of maintain continuity with General addendum with total changes not $200K Manager's Addenda/Change to exceed t0OK order authority. Clarifies that the m Committee authority level may g include the General Manger's level once the Committee has N approved$100,000. Board:authorized changes over $50K per addendum and total Board: authorized changes Delays the need for Board action changes exceeding$100K exceeding$200K until the Standing Committee has approved$200,000 of changes. Public Works Projects: Not mentioned in current DOA General Manager: Establishes new authority document. authorized for original contract up consistent with authority to CLOSE—OUT AGREEMENTS to$100K authorize a contract. PDC: authorized for original Establishes new authority contract consistent with authority to up to $200K authorize a contract. Board: required for original Delays the need for Board action contracts over$200K until the Standing Committee has approved$200,000 of changes. Page 3 of 4 February 18, 2004 Comparison of Current and Proposed Purchasing Resolution Delegated Area Current Delegation Proposed Delegation Summary of Changes Public Works Projects: Not mentioned in the current DOA General Manager: Establishes new authority document. authorized for original contract up consistent with authority to NOTICES OF COMPLETION to$100K authorize a contract. PDC: authorized for original Establishes new authority contract up to$200K consistent with authority to authorize a contract. Board: required for original Delays the need for Board action contracts over$200K until the Standing Committee has approved$200,000 of changes. Public Works Projects: Not mentioned in the current General Manager: authorized for Establishes new authority DOA document original contract up to$100K consistent with authority to m TIME EXTENSIONS TO PUBLIC authorize a contract. 8 WORKS CONSTRUCTION CONTRACTS PDC: authorized for original Establishes new authority contract consistent with authority to up to$200K authorize a contract. Board: required for original Delays the need for Board action contracts over$200K until the Standing Committee has approved$200,000 of changes. Page 4 of 4 STEERING COMMITTEE Meeting Date To Bd.of Dir. ag 04 AGENDA REPORT Itema. Number Rem Number Orange County Sanitatlon District FROM: David Ludwin, Director of Engineering Originator: Jim Herberg, Engineering Manager SUBJECT: CARBON CANYON TRUNK SEWER AND PUMP STATION ABANDONMENT, CONTRACT NO. 2-24-1 GENERAL MANAGER'S RECOMMENDATION Information Only Item SUMMARY • The Carbon Canyon Trunk Sewer and Pump Station Abandonment project will eliminate an existing pump station that would otherwise require major rehabilitation by redirecting the flow through a new trunk sewer designed to require no pumping. The project will also provide additional sewer capacity that was identified in the 1999 Strategic Plan. • The 1999 Strategic Plan Program EIR included improvements to the existing pump station, but did not include the proposed new sewer. Therefore, a focused EIR will be needed for this project to cover the project that was not included in the 1999 Strategic Plan. • In addition to the wastewater flows originating from Orange County as identified in the 1999 Strategic Plan, there is a proposed development, portions of which are in Los Angeles and Orange County, which naturally drains to Orange County. This new development, Aare Master Planned Community (AMPC), would occur on 2,935 acres property owned by Agra Energy. The development would include 320 acres in Orange County and 2,615 acres in Los Angeles County. The project could include up to 3,600 new housing units, including 1,000 in Orange County. • The new Carbon Canyon Trunk Sewer could be sized to either accommodate Orange County flows only, or to include additional flow from the adjacent development in Los Angeles County. Aare has requested that the new sewer be sized to accommodate flows from their AMPC development. Aare has also offered to provide an easement that is needed for the new sewer through Aera's property near Carbon Canyon Dam at no cost to the Orange County Sanitation District (District). • The focused EIR will need to address environmental impacts related to construction of the new sewer, and the potential for growth inducement if the project is designed to accommodate sewage flow from new development in Los Angeles County. N.....E R..oh95,eenn0 Lomm,leeNR[a,00n Lyn AERA 0225W.Ea1 Re�aea. ovwo2 Page 1 Book 17 e The District's Board of Directors has adopted resolutions relating to acceptance of flows from outside of its service area. The most recent resolution was adopted in 1999. This resolution allows for the District to provide service to territory outside the District's adopted sphere of influence provided that: 1. Water from the territory would naturally drain into Orange County. 2. The District's member agency affected by the proposed development must be consulted, and its input considered, prior to a service agreement being presented to the District's Board. 3. A local government agency must execute a service agreement providing for local sewer service, and for payment of the District's equivalent annexation fees, connection fees, and annual property taxes, service fees and administrative charges. 4. The local land use, sewer, or water authority agrees to require connections to the District or other sewage treatment systems, and discourage the on-site disposal systems (septic tanks). • This information item is intended to provide an opportunity for discussion and consultation by the Steering Committee and the Directors from the affected member agencies, Brea and Fountain Valley. PRIOR COMMITTEE/BOARD ACTIONS N/A PROJECT/CONTRACT COST SUMMARY This is an information only item. BUDGETIMPACT ❑ This item has been budgeted. (Line item: ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ® Not applicable (information item) This is an information only item. ADDITIONAL INFORMATION Carbon Canyon Trunk Sewer The District accepted the Carbon Canyon Pump Station from the City of Brea in the 1980's. This pump station was originally constructed to serve the Olinda Village, and does not have enough capacity to serve existing and planned development in Brea's sphere of influence. R:NIgb pe Pen RepaR iee•pC HeewR ca2an Cr AEM-Mz5 Aa ReasW Ow M Page 2 Book 18 The District has developed a preliminary plan to eliminate this pump station altogether and replace it with anew gravity sewer line. The new sewer would be routed along the west side the Corps of Engineers' flood control basins, then through Aare Energy's Central Property to an existing District sewer in Rose Drive. The Central Property is located within Orange County as shown in Figure 2, and is not part of the AMPC development. This sewer alignment would require an easement from Aare Energy through their Central Property. Sewer Service for Areas Outside of the District The District presently provides service for areas immediately adjacent to, but outside of, its boundaries under separate sewer service agreements, as shown in Attachment No. 2. In the past, the District has entered into agreements with Los Angeles County Sanitation District Nos. 18 and 19, the Sandlewood Sewer Maintenance District, the community of Sunset Beach, the Seal Beach Naval Weapons Station, and the Santa Ana Watershed Project Authority. In 1985, the District adopted a policy fixing the District's service area as the then existing boundaries and/or spheres of influence. This policy was adopted in part because of concerns by the City of Fountain Valley that continued annexations or execution of sewer service agreements would require undue expansion of Reclamation Plant No. 1 in Fountain Valley. In 1999, this policy was revisited. The District's policy that was adopted in 1999 regarding future areas to be served by the District was based on 12,500 acres of development that was projected to generate less than 2 million gallons per day of wastewater when fully developed. The proposed Aare Master Planned Community (AMPC) development is included in this acreage, and the projected flow from the potential 2,600 out of County homes is about one million gallons per day. As discussed in the Summary section of this Agenda Report, the District's policy requires that four conditions be satisfied in order for the District to provide service. 1. Natural Drainage to Orange County—As shown in the attached map, the proposed development is located on the Orange County side of the ridge line. The natural drainage pattern for this area is into the District's service area through the City of Brea. 2. Consultation with the Affected OCSD Member Agency— District Staff has met with the Brea City Engineer and Director of Development Services to discuss the project and the City's current sewer system master plan. District Staff has also invited the Directors from the City of Fountain Valley and Brea to the February Steering Committee Meeting to discuss the potential for providing sewer service for the AMPC development. Continued coordination and input from these member cities would continue as further planning is done. 3. Local Sewer Agency-. Aare has indicated that they are planning to receive local water and sewer service from the Rowland Water District. r��ro.vwmm orenneom>se�+a wM:v.�vnc�e�cws�+u-mzw�a: Page 3 nmsea �> Book 19 The Rowland Water District would need to execute a service agreement providing for local sewer service, and for payment of the District's equivalent annexation fees, connection fees, and annual property taxes, service fees, and administrative charges. 4. No On-Site Disoosal Systems (Septic Tanks)- A provision for the local sewer authority to require connections to the sewer system and to not allow septic tanks in the AMPC would need to be included in the local sewer agency service agreement. ALTERNATIVES 1. Not providing service to the area. This would require the developer to arrange for sewer service from Los Angeles County Sanitation District which would be difficult or may not be feasible given that the area naturally drains to Orange County. 2. Provide service to the area. This would require that a special agreement be executed with a local sewer agency to provide service, and that the District's collect fees and charges as required in the 1999 policy. The District would receive about 1.3 mgd of additional daily flow that would be collected and treated in the District's facilities. CEQA FINDINGS A portion of this project was mentioned in the 1999 Strategic Plan Program EIR. However, a focused environmental impact report will be required to cover the project as it is currently planned. ATTACHMENTS 1) Aera Master Planned Community Vicinity Map 2) Resolution No OCSD 95-05 JDH:sa KVtgloO Mgenda Draft ReponelSleedng Commlft"e RCarbon Cyn AERA-022504.doo N:4nyopaNyenEg Onfl as W alSlxh9 CaimYlue W t bNm CM PExF-N35 W.aoc RCAW:a&OIl0.l Page 4 Book 20 { t• 1 � lam`( -ila,•� K+%` n'g9/�4,•,0.;��1'� Sib - -�e • '�f ,'a� en'J r ) t . y ! �... 4 J•V �{Lq� ' 1 ��:, 40 tom( "�} f„ 1 i ♦ . . AERA i / .+`,K; • y'' 'fir Yr,_`\ :_� � Q S- Af �-_� ♦—•\. 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' iL.b.e�, ;�. ;�tv _S�1M ' r, RESOLUTION NO. OCSD 99-05 POLICY PERTAINING TO FUTURE AREAS TO BE SERVED BY THE ORANGE COUNTY SANITATION DISTRICT A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE COUNTY SANITATION DISTRICT ADOPTING A POLICY PERTAINING TO FUTURE AREAS TO BE SERVED BY THE ORANGE COUNTY SANITATION DISTRICT, AND RESCINDING RESOLUTION NO. OCSD 98-11. WHEREAS, the Orange County Sanitation District provides wastewater collection, treatment and disposal services to serve all or part of 23 cities and unincorporated areas occupying the central and northwestern areas of Orange County, and for certain areas outside the District boundaries pursuant to service agreements, and, WHEREAS, concern has been expressed to the District that if the District's service areas were to be further expanded by annexation or service agreement, it may impair the ability of the District to provide adequate service to areas presently within its jurisdiction; and, WHEREAS, the Board of Directors has been advised that the 1989 Master Plan, the 1989 Collection, Treatment and Disposal Facilities Master Plan, and the proposed 1999 Strategic Plan that call for the planning and construction of treatment works, disposal facilities, trunk line sewers, and related appurtenances are compatible with and can accommodate the wastewater service needs of all those areas presently within the District's approved spheres of influence and also within the areas located outside the existing boundaries of the District, but which are receiving service pursuant to service agreements; and, WHEREAS, on-site sewerage disposal systems in adjacent communities may contribute to degradation of groundwater basins used by cities and communities within the District's service area, and, WHEREAS, the District's Board of Directors believes that it is in the best interests of the communities and cities serviced by the District to assist in preserving Orange County's valuable groundwater supplies from degradation by on-site sewage disposal systems; and, WHEREAS, the District has studied the impacts of allowing areas outside of the current sphere of influence to discharge into the District's sewerage system; and, 1 Book 22 WHEREAS, the Board of Directors has been advised that there are approximately 12,500 acres that are outside of Orange County which would naturally drain into the Orange County groundwater basin; and, WHEREAS, said 12,500 acres are projected to generate less than two million gallons per day of wastewater when fully developed; and, WHEREAS, the Board of Directors has also determined that the master- planned facilities for the District can also accommodate the wastewater flows from said areas without causing any adverse impact on the areas in the vicinity of the treatment plants or in the operations of the treatment plants and facilities themselves; and, NOW, THEREFORE, the Board of Directors of Orange County Sanitation District, DOES HEREBY RESOLVE, DETERMINE AND ORDER: Section 1: That the District adopt, as its policy, that it will approve additional annexations of territory, or approve a service agreement, for territory presently included in the individual District's adopted spheres of influence or which is entitled to receive service pursuant to existing service agreements. Section 2: The District will provide service to territory outside the area described in Section 1, and allow connection to the District's sewerage system to reduce degradation of valuable groundwater in Orange County, provided the following conditions are satisfied: A. Water from the territory would naturally drain into Orange County. B. The Orange County Sanitation District member agency affected by a proposed service agreement, or the development related thereto, must be consulted, and its input considered, prior to the proposed agreement being presented to the Orange County Sanitation District Board of Directors. C. A local government agency executes the service agreement providing for sewerage services and for payment of one-time fees equivalent to annexation fees, connection fees, and an administrative charge, and annual fees equivalent to sewer service fees, property taxes, and an administrative charge, and any other terms and conditions, all as established by the Board of Directors at the time of approval, or as amended from time-to-time, for said service, and D. The local land use, sewer, or water authority agrees to require connections to the District or other sewage treatment systems, and discourage on-site disposal systems. 2 Book 23 Section 3: This Resolution shall become effective immediately upon adoption. PASSED AND ADOPTED at a regular meeting held May 26. 1999. Chair ATTEST: &d h Board Sec tary 3 Book 24 ej IIIIIIIIIIIIt sr .fal a a,,, CODMV • .N NApm.All •'�'�� 4,� 1...�' t •� ` ewoem e � mmr rwr,`e Miss •�'i4u aenl LIVIE r awmaunr TI am.rto mmi Los tRcttt ire rp! .t„m olAtlf.ELES e tows EWA SEEM RRLI • le RIVERSIDE J MINTY tnw aua r f,� MINTY irl✓ 00 a .� �C,�, MM�NR..NA •• f j�`'.s .. f 4.1 l .i•... ` 1 E� �iJ✓ �lry, f�� 3 ` LEGEND 0 C.S.D.O.C. SERVICE AREA S.A.W.P.A. CONTRACT AREA 0 30 MGD MAXIMUM CAPACITI STEERING COMMITTEE Mmdng Date To ad.of Dr. 2/25/or AGENDA REPORT Item Number ikm Number B.0 Orange County Sanitation District FROM: Blake P. Anderson, General Manager Originator: Jean Tappan, Committee Secretary SUBJECT: March Agenda Items for Consideration by Working Committees GENERAL MANAGER'S RECOMMENDATION Review with staff the agenda items tentatively scheduled for review by the Working Committees in March. SUMMARY Staff routinely prepares for the Steering Committee a list of items scheduled for presentation to the Working Committees and the Board at their next monthly meetings. This allows the Steering Committee the opportunity to review these items early enough to make reassignments in the review or approval process. The following items are scheduled to be considered by the Committees in March: OMTS Committee: 1. Report on Biosolids Management Option Implementation Process 2. Report on Proposed Revisions to Purchasing Resolution and Delegation of Authority PDC Committee: 1. Ratify Change Order No. 6 to Job No. J-35-2, Area Classification Study Implementation at Plants 1 and 2 2. Ratify Change Order No. 5 to Contract 1-2-4, Bushard Trunk Sewer Rehabilitation 3. Ratify Change Order No. 13 to Job No. P1-37, Primary Clarifiers 16-31 and Related Facilities 4. Approve Budget Amendment and Ratify Change Order No. 1 to Contract 7-7-2, Modifications to Main Street Pump Station 5. Approve Budget Amendment and Ratify Change Order No. 3 to Job No. J-87, Short-term Ocean Outfall Bacteria Reduction 6. Approve PSA for Job No. J-88, Laboratory Rehabilitation at Plant 1 7. Approve Amendments Nos. 1 and 2 to PSA for Job No. Jp89, Tenant Improvement to Rebuild Shop at Plant 1 8. Approve Amendment No. 2 to PSA for Job No. J-40-6, Effluent Pathogen Reduction Evaluation Study 9. Award PSA for Job No. J-40-10, Supplemental Full Secondary Treatment CEQA Documentation 10. Approve PSA for Contract 7-32-1, Gisler-Redhill Trunk Sewer Relocation 11. Approve PSA for Contracts 7-22-1, 7-38 and 7-40 Book 26 12. Award PSA for Job No. P2-80, Primary Treatment Rehabilitation/Refurbishment 13. Approve PSA for Contract 7-47, Rehabilitation of College Avenue Pump Station 14. Award PSA for Contract 7-21, Sunflower Interceptor Manhole Rehabilitation 15. Approve Amendment No. 5 to PSA for Job No. P2-82, Plant Utilities Rehabilitation and Refurbishment 16. Approve time extension for Job No. J-73, Cooperative Projects 17. Report on Proposed Revisions to Purchasing Resolution and Delegation of Authority 18. Award construction contract for Job SP2001-08, EOC Control Center and Central Lab Office Modifications FAHR Committee: 1. Consider revised Purchasing Resolution and Delegation of Authority 2. Report on Preliminary Sewer Service User Fees for 2004-05 3. Consider General Manager Approved Purchases 4. Consider Non-residential User Fee Consultant Services 5. Consider revised Records Retention Schedule 6. Consider revisions to Human Resources Policies and Procedures 7. Consider revisions to Safety Policies 8. Consider Temporary Services Contract 9. Consider Staffing and Planned Recruitments 10. Consider Executive Management Compensation and Benefits PROJECT/CONTRACT COST SUMMARY N/A BUDGETIMPACT ❑ This item has been budgeted. (Line item: ) ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ® Not applicable (information item) ADDITIONAL INFORMATION NA ALTERNATIVES NA HbePrapantln\steennB CwmmeeWFeO`-0zz50G U.d.n WW,.1.. aem:ee. arzasa Page 2 Back 27 CEQA FINDINGS Not a project. ATTACHMENTS NA it H:`<wr+u«^eweaeweomae«�ggm+ox2'+«Uoauisw vw+�.eoc Page 3 qM«k M49E Book 28 STEERING COMMITTEE Meeting Date To so.or Dir. z/ss/oa AGENDA REPORT up, I�nNumber r N Orange County Sanitation District FROM: Blake P. Anderson, General Manager Originator: Jean Tappan, Committee Secretary SUBJECT: Agenda Items for Consideration by the Board GENERAL MANAGER'S RECOMMENDATION Review with staff the agenda items tentatively scheduled for consideration by the Board at its February 25, 2004 meeting. SUMMARY Staff routinely prepares for the Steering Committee lists of items scheduled for presentation to the Working Committees and the Board at their next monthly meetings. This allows the Steering Committee the opportunity to review these items early enough to make reassignments in the review or approval process. The following items are scheduled to be considered by the Board at the February 25, 2004 meeting: 9. Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: a. (1) Receive and file petition from Robert and Valerie Aronson requesting annexation of 1.24 acres to Orange County Sanitation District, in the vicinity of Meads Avenue and Orange Park Boulevard, in an unincorporated area of Orange County; and, (2) Adopt Resolution No. OCSD 04-03, authorizing initiation of proceedings to annex said territory to OCSD (Proposed Annexation No. OCSD-39 —Aronson Annexation). b. (1) Receive and file petition from Gene Holle, G. Michael Smith and Gary Bryan Warden requesting annexation of 1.17 acres to Orange County Sanitation District, in the vicinity of Clark Street and Orange Park Boulevard, in an unincorporated area of Orange County; and, (2) Adopt Resolution No. OCSD 04-04, authorizing initiation of proceedings to annex said territory to OCSD (Proposed Annexation No. OCSD-40 — Holle Annexation). END OF CONSENT CALENDAR 10. Consideration of items deleted from Consent Calendar, if any. Book 29 COMMITTEE REPORTS AND RECOMMENDED ACTIONS 11. STEERING COMMITTEE Consent Calendar a. Order draft Steering Committee Minutes for the meeting held on January 28, 2004 to be filed. Non-Consent Calendar b. Review and consideration of agenda items considered by the Steering Committee re the February 25, 2004 meeting. C. Consideration of items deleted from Steering Committee Consent Calendar, if any. 12. OPERATIONS MAINTENANCE AND TECHNICAL SERVICES COMMITTEE (OMTS) OMTS Consent Calendar a. Order draft Operations, Maintenance and Technical Services Committee Minutes for the meeting held on February 4, 2004 to be filed. b. Ratify Change Order No. 1 to Treatment Plant No. 2 North and South Scrubber Complex Caustic Tank Replacement, Specification No. S-2003-131, with Jamison Engineering, authorizing an additional amount of $22,800, increasing the total amount not to exceed $112,489. C. Authorize the General Manager to award a sole source purchase order to Schwing America, Inc., for overhauling three Schwing sludge pumps for an amount not to exceed $129,460, for labor and materials. d. (1) Approve a budget amendment of$150,000 for Phase III Biotrickling Filter Demonstration Project, SP-90-7, for a total budget of $925,000, as an alternative treatment to control odors; and, (2) Approve Amendment No. 7 to the Study Agreement with the University of California, Riverside to provide continued support for testing biotdckling filters as an air emissions control technology for an additional amount of $150,000 for a total amount not to exceed $355,000. M:be0V0en0e\Slepnn0 Commn>oNf6WW3ESOC G901 pq b,F.0B .-Ia Aa.,saa. W2M8 Page 2 Book 30 OMTS Non-Consent Calendar e. Consideration of items deleted from OMTS Committee Consent Calendar, if any 13. PLANNING, DESIGN AND CONSTRUCTION COMMITTEE (PDC) PDC Consent Calendar a. Order draft Planning, Design and Construction Committee Minutes for the meeting held on February 5, 2004 to be filed. b. Ratify Change Order No. 5 for Area Classification Study Implementation Plan, Plant Nos. 1 and 2, Job No. J-35-2, with J.F. Shea Construction, Inc., authorizing an addition of$214,954, increasing the total contract amount to$14,946,310. C. Ratify Change Order No. 12 to Primary Clarifiers 16-31 and Related Facilities, Job No. P7-37, with Margate Construction, authorizing an addition of $22,390, increasing the total contract amount to $71,241,204. d. Approve Amendment No. 3 to the Professional Services Agreement with Ninyo & Moore, to provide for Materials Testing, Inspection, and Geotechnical Engineering Services, Specification No. PSA-2001-33BD, for FY2003/04 for an additional amount not to exceed $75,000. e. Approve Amendment No. 2 to the Professional Services Agreement with Smith Emery GeoServices, to provide for additional Materials Testing, Inspection, and Geotechnical Engineering Services, Specification No. PSA-2002-33BD, for FY2003/04 for an additional amount not to exceed $75,000. f. Approve Amendment No. 3 to the Professional Services Agreements with MDS Consulting and Bush & Associates, to provide for additional Surveying Services, Specification No. PSA-2001-34BD, for FY2003/04 for an additional amount not to exceed $75,000 for each agreement ($150,000 total). g. Ratify Change Order No. 4 to Bushard Trunk Sewer Rehabilitation, Job No. 1-2-4, with Steve P. Rados, Inc., authorizing an addition of $380,251, increasing the total contract amount to$30,685,478. h. Ratify Change Order No. 1 to Effluent Pump Station Annex, Job No. J-77, with J.F. Shea Construction, Inc., authorizing a deduction of$1,967,158, decreasing the total contract amount to$42,768,360. i. Approve a reimbursement agreement with the City of Tustin to reimburse the Orange County Sanitation District for the construction cost of two City .... ...eu 'co.m+w.wW.nmzsa"WM.WFOm ". Page Pwi.BM1 YM99 Book 31 water line projects located in Prospect Avenue and Cameron Lane in connection with Gisler-Redhill Trunk Improvements, Reach "A", Contract No. 7-36; Orange Trunk Improvements, Contract No. 7-39; Gisler- Redhill/North Trunk Improvements, Contract No. 7-41, and City of Tustin Project Numbers 6106 and 6151, for an amount of $665,211, plus administrative fees, in a form approved by General Counsel. j. (1) Approve Professional Services Agreement with MWH Americas, Inc. for engineering services for Rehabilitation of Activated Sludge Plant at Plant No. 2, Job No. P2-74, for an amount not to exceed $2,139,998; and, (2) Authorize the General Manager to issue Task Authorizations not to exceed $100,000. k. Authorize the circulation of the revised Notice of Preparation for the Rehabilitation of Ellis Avenue Pump Station, Job No. 1-10, for public review. PDC Non-Consent Calendar I. (1) Approve Professional Services Agreement with Black & Veatch Corporation to provide engineering services for Secondary Activated Sludge Facility 2 at Plant No. 1, Job No. P1-102, for an amount not to exceed $17,896,463; (2) Authorize the General Manager to issue Task Authorizations not to exceed $200,000; and, (3) Authorize the General Manager to issue Task Authorizations between $200,000 and $500,000 providing there is a time sensitive need and a PDC meeting cannot be called within 72 hours. M. Consideration of items deleted from PDC Committee Consent Calendar, if any 14, FINANCE ADMINISTRATION AND HUMAN RESOURCES COMMITTEE (FAHR) FAHR Consent Calendar a. Order draft Finance, Administration and Human Resources Committee Minutes for the meeting held on February 11, 2004 to be filed. a. Receive and file Treasurer's Report for the month of January 2004. C. Receive and file the Mid-Year Financial Report for the period ending December 31, 2003. N`4C.aGbbelSl..nnp co..,.no.n.v.emizsw Lsl of PAe m,F.o 0o.rter.Ox R.. W2 Page 4 Book 32 d. Receive and file Quarterly Investment Management Program Report for the period October 1, 2003 through December 31, 2003. e. Receive and file the SWAP Report for the quarter ended December 31, 2003. I. Adopt Resolution No. OCSD 04.05, Amending Resolution No. OCSD 98- 33, Amending Human Resources Policies and Procedures Manual. g. Approve SAFETY-POL-115, Backflow Prevention Program, as provided for in Resolution No. OCSD 02-5, regarding the District's Injury and Illness Prevention Program Policy. FAHR Non-Consent Calendar The following item was considered by the FAHR Committee at the December 10, 2003 meeting, and recommended to go to the January 28, 2004 Board of Directors meeting with a modified recommendation . The item was inadvertently not included on the agenda for consideration: h. Authorize the General Manager to solicit Requests for Proposals to conduct research services in connection with the Corporate Identity and Public Awareness Project, Specification No. CS-2003-162BD, in an amount not to exceed $50,000. i. Consideration of items deleted from FAHR Consent Calendar, if any. 15. JOINT GROUNDWATER REPLENISHMENT SYSTEM COOPERATIVE COMMITTEE (JCC) JCC Consent Calendar a. Order Joint Groundwater Replenishment System Cooperative Committee Minutes for the meeting held on January 12, 2004 to be filed. b. Authorize changing the name of the "Joint Groundwater Replenishment System Cooperative Committee" to the "GWR System Steering Committee." JCC Non-Consent Calendar C. Consideration of items deleted from JCC Consent Calendar, if any. NON-CONSENT CALENDAR 16. (1) Approve Plans and Specifications for Abandonment of Airbase Trunk Sewer- Califomia Street, Contract No. 6-13-3, on file at the office of the Board Secretary; x.uee"ew &e "AN cmm+"e" Teaazzeoa Ustea Wrw muaer.aw Page 5 Book 33 (2) Approve Addendum No. 1 to the plans and specifications; (3) Receive and file bid tabulation and recommendation; and, (4) Award a construction contract to Mike Prlich and Sons, Inc. for Abandonment of Airbase Trunk Sewer - California Street, Contract No. 6-13-3, for an amount not to exceed $507,610. PROJECT/CONTRACT COST SUMMARY N/A BUDGETIMPACT ❑ This item has been budgeted. (Line item: ) ❑ This item has been budgeted, but there are insufficient funds. ❑ This item has not been budgeted. ® Not applicable (information item) ADDITIONAL INFORMATION NA ALTERNATIVES NA CEGA FINDINGS Not a project. ATTACHMENTS NA jt H:WpnapmUel ng UM M Ms br FW BOBn-MdW Page 6 Book 34 ORANGE COUNTY SANITATION DISTRICT (714)962-2411 Mailing Address: P.O. Box 8127 Fountain Valley, California 92728-8127 Street Address: I0844 Ellis Avenue Fountain Valley, California 92708-7018 OCSD 2/13/03