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02-11-2026 Administration Committee Complete Agenda Packet
NOTICE OF REGULAR MEETING AGENDA PUBLIC PARTICIPATION NOTICE ORANGE COUNTY SANITATION DISTRICT ADMINISTRATION COMMITTEE FEBRUARY 11, 2026 - 5:00 PM ACCESSIBILITY FOR THE GENERAL PUBLIC Your participation is always welcome. OC San offers several ways in which to interact during this meeting. MEETING PARTICIPATION INSTRUCTIONS www.ocsan.gov IN-PERSON MEETING ATTENDANCE OC San Headquarters: 18480 Bandilier Circle, Fountain Valley, CA 92708 ONLINE MEETING PARTICIPATION Join the meeting now PARTICIPATE BY TELEPHONE Dial: (213) 279-1455 Phone Conference ID: 154 380 794# WATCH THE MEETING ONLINE https://ocsd.legistar.com/Calendar.aspx Details on how to participate can be found on our website at Join the live meeting on Teams: The meeting will be available for online viewing at: For any questions and/or concerns, please contact the Clerk of the Board’s office at 714-593-7433. Thank you for your interest in OC San! SUBMIT A COMMENT Online at: https://ocsd.legistar.com/Calendar.aspx or by emailing: OCSanClerk@ocsan.gov ~SAN ORANGE COUNTY SANITATION DISTRICT ROLL CALL ADMINISTRATION COMMITTEE Finance, Information Technology, Environmental Services and Human Resources Meeting Date: February 11, 2026 Time: 5:00 p.m. COMMITTEE MEMBERS (14) OTHERS STAFF ADMINISTRATION COMMITTEE Regular Meeting Agenda Wednesday, February 11, 2026 - 5:00 PM Headquarters - Board Room 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 View Current Board of Directors ACCOMMODATIONS FOR THE DISABLED: If you require any special disability related accommodations, please contact the Orange County Sanitation District (OC San) Clerk of the Board’s office at (714) 593-7433 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. AGENDA DESCRIPTION: The agenda provides a brief general description of each item of business to be considered or discussed. The recommended action does not indicate what action will be taken. The Board of Directors may take any action which is deemed appropriate. MEETING RECORDING: A recording of this meeting is available within 24 hours after adjournment of the meeting at https://ocsd.legistar.com/Calendar.aspx or by contacting the Clerk of the Board. SUBMIT A COMMENT: You may submit your comments and questions in writing in advance of, or during the meeting by using the eComment feature available online at: https://ocsd.legistar.com/Calendar.aspx or by sending them to OCSanClerk@ocsan.gov with the subject line "PUBLIC COMMENT ITEM # [insert relevant item number]" or "PUBLIC COMMENT NON-AGENDA ITEM". All written public comments will be provided to the legislative body and may be read into the record or compiled as part of the record. NOTICE TO DIRECTORS: To place items on the agenda for a Committee or Board Meeting, the item must be submitted to the Clerk of the Board: Kelly A. Lore, MMC, (714) 593-7433 / klore@ocsan.gov at least 14 days before the meeting. For any questions on the agenda, Board members may contact staff at: General Manager: Rob Thompson, rthompson@ocsan.gov / (714) 593 7110 Asst. General Manager: Lorenzo Tyner, ltyner@ocsan.gov / (714) 593 7550 Director of Communications: Jennifer Cabral, jcabral@ocsan.gov / (714) 593 7581 Director of Engineering: Mike Dorman, mdorman@ocsan.gov / (714) 593 7014 Director of Environmental Services: Lan Wiborg, lwiborg@ocsan.gov / (714) 593 7450 Director of Finance: Wally Ritchie, writchie@ocsan.gov / (714) 593 7570 Director of Human Resources: Laura Maravilla, lmaravilla@ocsan.gov / (714) 593 7007 Director of Operations & Maintenance: Riaz Moinuddin, rmoinuddin@ocsan.gov / (714) 593 7269 Upcoming Meeting Dates 6 SAN ORANGE COUNTY SANITATION DISTRICT ADMINISTRATION COMMITTEE Regular Meeting Agenda Wednesday, February 11, 2026 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL AND DECLARATION OF QUORUM: Clerk of the Board PUBLIC COMMENTS: Your participation is always welcome. Specific information as to how to participate in a meeting is detailed in the Special Notice attached to this agenda. In general, OC San offers several ways in which to interact during meetings: you may participate in person, join the meeting live via Teams on your computer or similar device or web browser, join the meeting live via telephone, view the meeting online, and/or submit comments for consideration before or during the meeting. REPORTS: The Committee Chairperson and the General Manager may present verbal reports on miscellaneous matters of general interest to the Directors. These reports are for information only and require no action by the Directors. CONSENT CALENDAR: Consent Calendar Items are considered to be routine and will be enacted, by the Committee, after one motion, without discussion. Any items withdrawn from the Consent Calendar for separate discussion will be considered in the regular order of business. 1.2026-4729APPROVAL OF MINUTES RECOMMENDATION: Approve minutes of the Regular meeting of the Administration Committee held December 10, 2025. Originator:Kelly Lore Attachments: 2.2025-4628UPDATE TO RECORDS MANAGEMENT PROGRAM PROCEDURES AND RECORDS RETENTION SCHEDULE RESOLUTION RECOMMENDATION: Recommend to the Board of Directors to: Adopt Resolution No. OC SAN 26-XX entitled: “A Resolution of the Board of Directors of the Orange County Sanitation District Adopting the Records Management Program Procedures and Records Retention Schedule, Authorizing Destruction of Obsolete Records, and Repealing Resolution No. OC SAN 24-15”. Page 2 of 6 ADMINISTRATION COMMITTEE Regular Meeting Agenda Wednesday, February 11, 2026 Originator:Jennifer Cabral Attachments: 3.2025-4634THICKENING AND DEWATERING BUILDING HVAC REPLACEMENT AT PLANT NO. 1 RECOMMENDATION: Recommend to the Board of Directors to: A. Approve a Purchase Order Contract and a Master Turnkey Agreement with Trane U.S. Inc. for HVAC replacement at the Thickening and Dewatering Building at Plant No. 1, using the OMNIA Partners (formerly National IPA) Cooperative Contract No. 3341 for a total amount not to exceed $546,525; and B. Approve a contingency of $54,652 (10%). Originator:Lorenzo Tyner Attachments: 4.2026-46602026 CONFLICT OF INTEREST CODE RECOMMENDATION: Recommend to the Board of Directors to: Adopt Resolution No. OC SAN 26-XX entitled: “A Resolution of the Board of Directors of the Orange County Sanitation District adopting a Conflict of Interest Code which supersedes all prior Conflict of Interest Codes and amendments previously adopted”. Originator:Kelly Lore Attachments: 5.2026-4742MID-YEAR TREASURER’S REPORT FOR THE PERIOD ENDED DECEMBER 31, 2025 RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Orange County Sanitation District Mid-Year Treasurer’s Report for the period ended December 31, 2025. Originator:Wally Ritchie Page 3 of 6 ADMINISTRATION COMMITTEE Regular Meeting Agenda Wednesday, February 11, 2026 Agenda Report Mid-Year Treasurer’s Report for the period ended December 31, 2025 Attachments: 6.2026-4768PUBLIC AFFAIRS UPDATE FOR THE MONTH OF JANUARY 2026 RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Public Affairs Update for the month of January 2026. Originator:Jennifer Cabral Attachments: 7.2026-4779GENERAL MANAGER APPROVED PURCHASES AND ADDITIONS TO THE PRE-APPROVED OEM SOLE SOURCE LIST RECOMMENDATION: Recommend to the Board of Directors to: A. Receive and file Orange County Sanitation District purchases made under the General Manager’s authority for the period of October 1, 2025, to December 31, 2025; and B. Approve the following additions to the pre-approved Original Equipment Manufacturers (OEM) Sole Source List: ·B&K Valves & Equipment - Val-Matic Series Surgebuster Check Valve ·Auvesy-MDT - Software Support Subscription License Renewal ·Val-Matic Valve and Manufacturing Corp. - Val-Matic Products ·MDT Inc - Auvesy-MDT Software Support Subscription License Renewal Originator:Wally Ritchie Attachments: NON-CONSENT: 8.2026-4772LEGISLATIVE AFFAIRS UPDATE FOR THE MONTHS OF DECEMBER 2025 AND JANUARY 2026 RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Legislative Affairs Update for the months of December 2025 and January 2026. Originator:Jennifer Cabral Page 4 of 6 ADMINISTRATION COMMITTEE Regular Meeting Agenda Wednesday, February 11, 2026 Agenda Report Federal Legislative Update Federal Matrix State Legislative Update State Matrix Local Legislative Update Presentation - State Update Attachments: 9.2026-4661ENCROACHMENT AGREEMENT AT 1820 E. 1ST STREET, SANTA ANA, CA 92705 RECOMMENDATION: Recommend to the Board of Director to: A. Approve and authorize the General Manager to execute an Encroachment Agreement with 1820 East 1st Street LLC, a Delaware limited liability company, for the installation of a walkway, fencing, and landscaping at 1820 E. 1st Street, Santa Ana, CA 92705, in a form approved by General Counsel; and B. That the Clerk of the Board is hereby authorized and directed to record said Agreement in the official records of the Orange County Clerk-Recorder’s Office. Originator:Lorenzo Tyner Attachments: 10.2026-4665MID-YEAR FINANCIAL REPORT FOR THE PERIOD ENDED DECEMBER 31, 2025 RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Orange County Sanitation District Mid-Year Financial Report for the period ended December 31, 2025. Originator:Wally Ritchie Attachments: INFORMATION ITEMS: 11.2026-4780WET WEATHER PREPARATION AND RESPONSES RECOMMENDATION: Information Item. Originator:Riaz Moinuddin Page 5 of 6 ADMINISTRATION COMMITTEE Regular Meeting Agenda Wednesday, February 11, 2026 Agenda Report Presentation - Wet Weather Prep and Response Attachments: 12.2026-4782RATE SETTING PROCESS RECOMMENDATION: Information Item. Originator:Wally Ritchie Attachments: DEPARTMENT HEAD REPORTS: CLOSED SESSION: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: BOARD OF DIRECTORS INITIATED ITEMS FOR A FUTURE MEETING: At this time Directors may request staff to place an item on a future agenda. ADJOURNMENT: Adjourn the meeting until the Regular Meeting of the Administration Committee on March 11, 2026 at 5:00 p.m. AFFIDAVIT OF POSTING: I hereby certify under penalty of perjury and as required by the State of California, Government Code § 54954.2(a), that the foregoing Agenda was posted online at www.ocsan.gov, in the lobby, and outside the main door of Orange County Sanitation District Headquarters at 18480 Bandilier Cir. Fountain Valley, CA 92708 not less than 72 hours prior to the meeting date and time above. All public records relating to each agenda item, including those distributed less than 72 hours prior to the meeting to a majority of the Board of Directors, are available for public inspection with the Clerk of the Board. /s/ Kelly A. Lore, MMC Clerk of the Board February 4, 2026 Page 6 of 6 ADMINISTRATION COMMITTEE Agenda Report Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 File #:2026-4729 Agenda Date:2/11/2026 Agenda Item No:1. FROM:Robert Thompson, General Manager Originator: Kelly A. Lore, Clerk of the Board SUBJECT: APPROVAL OF MINUTES GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Approve minutes of the Regular meeting of the Administration Committee held December 10, 2025. BACKGROUND In accordance with the Board of Directors Rules of Procedure, an accurate record of each meeting will be provided to the Directors for subsequent approval at the following meeting. RELEVANT STANDARDS ·Resolution No. OC SAN 26-02 ATTACHMENT The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package: ·December 10, 2025 Administration Committee meeting minutes Orange County Sanitation District Printed on 1/30/2026Page 1 of 1 OC6SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District Minutes for the ADMINISTRATION COMMITTEE Wednesday, December 10, 2025 5:00 PM Board Room Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 CALL TO ORDER A regular meeting of the Administration Committee of the Orange County Sanitation District was called to order by Committee Chairwoman Christine Marick on Wednesday, December 10, 2025 at 5:01 p.m. in the Orange County Sanitation District Headquarters. Committee Vice Chair Glenn Grandis led the Pledge of Allegiance. ROLL CALL AND DECLARATION OF QUORUM: Assistant Clerk of the Board Jackie Castro declared a quorum present as follows: PRESENT:Jon Dumitru, Ryan Gallagher, Glenn Grandis, Christine Marick, Jordan Nefulda, Andrew Nguyen, David Shawver, Chad Wanke, Erik Weigand, John Withers and Jordan Wu ABSENT:Melinda Liu and Jose Medrano STAFF PRESENT: Rob Thompson, General Manager; Lorenzo Tyner, Assistant General Manager; Jennifer Cabral, Director of Communications; Mike Dorman, Director of Engineering; Laura Maravilla, Director of Human Resources; Riaz Moinuddin, Director of Operations and Maintenance; Wally Ritchie, Director of Finance; Lan Wiborg, Director of Environmental Services; Jackie Castro, Assistant Clerk of the Board; Mo Abiodun; Sam Choi; Daisy Covarrubias; Thys DeVries; Al Garcia; Mark Kawamoto; Rebecca Long; Rob Michaels; Tom Meregillano; Tania Moore; Aldwin Ramirez; Don Stokes; Thomas Vu; Kevin Work; and Ruth Zintzun were present in the Board Room. OTHERS PRESENT: Scott Smith, General Counsel, and Eric Sapirstein, ENS Resources, were present in the Board Room. PUBLIC COMMENTS: None. Ms. Castro announced that Late Communication was received after the publication of the agenda, for a modification to the recommendation of Item No. 3 and the addition of an attachment, both were distributed to the Committee and made available to the public today. REPORTS: Chair Marick announced OC San's holiday schedule and stated that the December Board meeting would take place on December 17, one week earlier due to the holiday. General Manager Rob Thompson did not provide a report. Page 1 of 7 OC ~SAN ORANGE COUNTY SANITATION DISTRICT ADMINISTRATION COMMITTEE Minutes December 10, 2025 CONSENT CALENDAR: 1. APPROVAL OF MINUTES 2025-4620 Originator: Kelly Lore MOVED, SECONDED, AND DULY CARRIED TO: Approve minutes of the Regular meeting of the Administration Committee held November 12, 2025. AYES:Jon Dumitru, Ryan Gallagher, Glenn Grandis, Christine Marick, Jordan Nefulda, Andrew Nguyen, David Shawver, Chad Wanke, Erik Weigand, John Withers and Jordan Wu NOES:None ABSENT:Melinda Liu and Jose Medrano ABSTENTIONS:None 2. PAYMENT OF ANNUAL NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM PERMIT FEES 2025-4558 Originator: Lan Wiborg Approve payment to the State Water Resources Control Board in an amount not to exceed $950,000 for the annual National Pollutant Discharge Elimination System ocean discharge permit fees for Fiscal Year 2025-2026. AYES:Jon Dumitru, Ryan Gallagher, Glenn Grandis, Christine Marick, Jordan Nefulda, Andrew Nguyen, David Shawver, Chad Wanke, Erik Weigand, John Withers and Jordan Wu NOES:None ABSENT:Melinda Liu and Jose Medrano ABSTENTIONS:None 3. IBM MAXIMO EMERGENCY AND LEVEL 3 SUPPORT 2025-4627 Originator: Wally Ritchie MOVED, SECONDED, AND DULY CARRIED TO: Page 2 of 7 ADMINISTRATION COMMITTEE Minutes December 10, 2025 A. Approve a Sole Source Purchase Order Agreement with Total Resource Management, Inc. to provide Emergency and Level 3 support for IBM Maximo software, for a total amount not to exceed $160,000 for the period of January 1, 2026, through December 31, 2026, with four (4) optional one-year renewals; and B. Approve an annual contingency of $16,000 (10%). AYES:Jon Dumitru, Ryan Gallagher, Glenn Grandis, Christine Marick, Jordan Nefulda, Andrew Nguyen, David Shawver, Chad Wanke, Erik Weigand, John Withers and Jordan Wu NOES:None ABSENT:Melinda Liu and Jose Medrano ABSTENTIONS:None 4. COOPERATIVE PROCUREMENT AGREEMENT 2025-4630 Originator: Wally Ritchie Approve a Blanket Purchase Order with Insight Public Sector Inc. for the purchase of technology products, equipment, services and solutions using the cooperative OMNIA Contract No. 23-6692-03 for a total amount not to exceed $1,200,000; for the term January 1, 2026, through December 31, 2026, in accordance with Ordinance No. OC SAN-61, Section 2.03(B) Cooperative Purchases; with two (2) optional one-year renewal options. AYES:Jon Dumitru, Ryan Gallagher, Glenn Grandis, Christine Marick, Jordan Nefulda, Andrew Nguyen, David Shawver, Chad Wanke, Erik Weigand, John Withers and Jordan Wu NOES:None ABSENT:Melinda Liu and Jose Medrano ABSTENTIONS:None NON-CONSENT: Board Vice Chair Jon Dumitru stated a conflict of interest and recused himself from discussion and consideration of Item No. 5. 5. ORANGE COUNTY EMPLOYEES RETIREMENT SYSTEM PREPAYMENT 2025-4574 Originator: Wally Ritchie Page 3 of 7 ADMINISTRATION COMMITTEE Minutes December 10, 2025 MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Approve prepayments of Orange County Employees Retirement System contributions in the amount of $10.3 million, using funds from OC San’s 115 Trust. AYES:Ryan Gallagher, Glenn Grandis, Christine Marick, Jordan Nefulda, Andrew Nguyen, David Shawver, Chad Wanke, Erik Weigand, John Withers and Jordan Wu NOES:None ABSENT:Melinda Liu and Jose Medrano ABSTENTIONS:None RECUSED:Jon Dumitru 6. LEGISLATIVE AFFAIRS UPDATE FOR THE MONTH OF NOVEMBER 2025 2025-4626 Originator: Jennifer Cabral Receive and file the Legislative Affairs Update for the month of November 2025. AYES:Jon Dumitru, Ryan Gallagher, Glenn Grandis, Christine Marick, Jordan Nefulda, Andrew Nguyen, David Shawver, Chad Wanke, Erik Weigand, John Withers and Jordan Wu NOES:None ABSENT:Melinda Liu and Jose Medrano ABSTENTIONS:None Director David Shawver left the meeting at 5:35 p.m. 7.2025-4633 Originator: Jennifer Cabral Page 4 of 7 ADMINISTRATION COMMITTEE Minutes December 10, 2025 affairs, next steps, and the recommendation. MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file the Public Affairs Strategic Plan for Fiscal Years 2024- 2026 Mid-Year Update. AYES:Jon Dumitru, Ryan Gallagher, Glenn Grandis, Christine Marick, Jordan Nefulda, Andrew Nguyen, Chad Wanke, Erik Weigand, John Withers and Jordan Wu NOES:None ABSENT:Melinda Liu, Jose Medrano and David Shawver ABSTENTIONS:None 8. ADDITIONAL POSITION REQUESTS FOR FISCAL YEAR 2025-26 2025-4583 Originator: Laura Maravilla Approve the addition of five (5) new positions and the upgrade of one (1) position for FY 2025-2026 as follows: A. Add two (2) Engineering Supervisors (Salary Grade SUP92); B. Add one (1) Senior Engineer (Salary Grade PRO88); C. Add one (1) Engineer (Salary Grade PRO84); D. Add one (1) Senior Planner/Scheduler (Salary Grade PRO84); and E. Upgrade one (1) Contract/Purchasing Technician (Salary Grade OCE67) to Buyer (Salary Grade PRO70). AYES:Jon Dumitru, Ryan Gallagher, Glenn Grandis, Christine Marick, Jordan Nefulda, Andrew Nguyen, Chad Wanke, Erik Weigand, John Withers and Jordan Wu NOES:None ABSENT:Melinda Liu, Jose Medrano and David Shawver ABSTENTIONS:None Page 5 of 7 ADMINISTRATION COMMITTEE Minutes December 10, 2025 9. PAYMENT AGREEMENT FOR CHARGES AND FEES OWED BY COLOR FASHION DYE AND FINISHING, LLC INDUSTRIAL WASTEWATER DISCHARGE PERMITTEE 2025-4636 Originator: Wally Ritchie Approve the Payment Agreement for charges owed for user fees with Color Fashion Dye & Finishing, an Industrial Wastewater Discharge Permittee, in the amount of $114,848.28, pending receipt of acceptable payment security. AYES:Jon Dumitru, Ryan Gallagher, Glenn Grandis, Christine Marick, Jordan Nefulda, Andrew Nguyen, Chad Wanke, Erik Weigand, John Withers and Jordan Wu NOES:None ABSENT:Melinda Liu, Jose Medrano and David Shawver ABSTENTIONS:None 10. INVEST AND/OR REINVEST ORANGE COUNTY SANITATION DISTRICT’S FUNDS AND ADOPT INVESTMENT POLICY STATEMENT 2025-4637 Originator: Wally Ritchie Recommend to the Board of Directors to: Adopt Resolution No. OC SAN 25-XX entitled: “A Resolution of the Board of Directors of the Orange County Sanitation District, Authorizing the Orange County Sanitation District’s Treasurer to Invest and/or Reinvest the Orange County Sanitation District’s Funds, Adopting the Orange County Sanitation District’s Investment Policy Statement and Performance Benchmarks, and Repealing Resolution No. OC SAN 24-14”. AYES:Jon Dumitru, Ryan Gallagher, Glenn Grandis, Christine Marick, Jordan Nefulda, Andrew Nguyen, Chad Wanke, Erik Weigand, John Withers and Jordan Wu NOES:None ABSENT:Melinda Liu, Jose Medrano and David Shawver ABSTENTIONS:None Page 6 of 7 ADMINISTRATION COMMITTEE Minutes December 10, 2025 INFORMATION ITEMS: Vice Chair Grandis stated a conflict of interest and left the room. 11. INFORMATION TECHNOLOGY UPDATES 2025-4638 Originator: Wally Ritchie Information Item. DEPARTMENT HEAD REPORTS: None. CLOSED SESSION: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: None. BOARD OF DIRECTORS INITIATED ITEMS FOR A FUTURE MEETING: None. ADJOURNMENT: Chair Marick declared the meeting adjourned at 5:50 p.m. to the next Regular Administration Committee meeting to be held on Wednesday, February 11, 2026 at 5:00 p.m. Submitted by: _____________________ Jackie Castro, CMC Assistant Clerk of the Board Page 7 of 7 ADMINISTRATION COMMITTEE Agenda Report Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 File #:2025-4628 Agenda Date:2/11/2026 Agenda Item No:2. FROM:Robert Thompson, General Manager Originator: Jennifer Cabral, Director of Communications SUBJECT: UPDATE TO RECORDS MANAGEMENT PROGRAM PROCEDURES AND RECORDS RETENTION SCHEDULE RESOLUTION GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Recommend to the Board of Directors to: Adopt Resolution No. OC SAN 26-XX entitled: “A Resolution of the Board of Directors of the Orange County Sanitation District Adopting the Records Management Program Procedures and Records Retention Schedule, Authorizing Destruction of Obsolete Records, and Repealing Resolution No. OC SAN 24-15”. BACKGROUND The Orange County Sanitation District’s (OC San) Records Management Program is being updated to meet statutory regulations and agency changes to better serve the operational needs of OC San. OC San’s Records Management Program documents how long various types of information is to be kept, as dictated by the legal, fiscal, operational, and audit needs of OC San. As a public agency, there is an obligation to effectively manage and maintain OC San’s information, most of which is classified as public information. RELEVANT STANDARDS ·Maintain and adhere to appropriate internal planning documents: Resolution No. OC SAN 24- 15 (Current Records Management Program Procedures and Records Retention Schedule) ·Comply with Government Code §60200 through 60204 ·Comply with Government Code §7920.000 et seq. PROBLEM There are current legal regulatory requirements and operational requests that are not reflected in OC San’s existing Records Management Program Procedures and Records Retention Schedule. Orange County Sanitation District Printed on 2/4/2026Page 1 of 2 OC6SAN ORANGE COUNTY SANITATION DISTRICT File #:2025-4628 Agenda Date:2/11/2026 Agenda Item No:2. PROPOSED SOLUTION Adopt the updated OC San Records Management Program Procedures and updated Records Retention Schedule to reflect the current legal regulatory requirements and operational requests. TIMING CONCERNS Destruction of some records may not be authorized until the updated Records Retention Schedule is approved. RAMIFICATIONS OF NOT TAKING ACTION Records will be kept longer than legally required,which will impact compliance with the current retention regulations, as well as the need and costs associated with additional storage space. PRIOR COMMITTEE/BOARD ACTIONS December 2024 -Adopted Resolution No.OC SAN 24-15 entitled:“A Resolution of the Board of Directors of the Orange County Sanitation District Adopting the Records Management Program Procedures and Records Retention Schedule,Authorizing Destruction of Obsolete Records,and Repealing Resolution No. OC SAN 24-02.” ADDITIONAL INFORMATION As dictated by the current legal,audit,business,and operational needs of OC San,changes were made to existing record types,which include the retention length,record descriptions,and legal citations. ATTACHMENT The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: ·Resolution No. OC SAN 26-XX ·Records Management Procedure Manual and Records Retention Schedule (Redline) ·Records Management Procedure Manual and Records Retention Schedule (Clean) Orange County Sanitation District Printed on 2/4/2026Page 2 of 2 powered by Legistar™ OC SAN 26-XX-1 RESOLUTION NO. OC SAN 26-XX A RESOLUTION OF THE BOARD OF DIRECTORS OF THE ORANGE COUNTY SANITATION DISTRICT ADOPTING THE RECORDS MANAGEMENT PROGRAM PROCEDURES AND RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF OBSOLETE RECORDS, AND REPEALING RESOLUTION NO. OC SAN 24-15. WHEREAS, it is necessary to establish a policy to maintain a Records Management Program (“Program”) that provides for the identification, access, and protection of all records generated or received by the Orange County Sanitation District; and WHEREAS, said Program ensures that all the Orange County Sanitation District records are created, received, maintained, and destroyed in a legal and cost-effective manner, in accordance with operating requirements for the Orange County Sanitation District business and applicable statutes and regulations; and WHEREAS, the Board of Directors of the Orange County Sanitation District are authorized, by the provisions of California Government Code Sections 60200 through 60204, inclusive, to destroy records under certain conditions; and WHEREAS, it is described and appropriate to authorize the destruction of the records on a routine basis; that have been retained for a defined period of time, that are copies of originals on file with the Orange County Sanitation District, or that have been preserved in conformance with all applicable statutes. NOW, THEREFORE, the Board of Directors of the Orange County Sanitation District, DOES HEREBY RESOLVE, DETERMINE, AND ORDER: Section 1: Adoption of the Updated Records Management Procedures. The Board of Directors of the Orange County Sanitation District hereby adopts changes to the Records Management Procedure Manual attached hereto. Section 2: Adoption of the Updated Records Retention Schedule. The Board of Directors of the Orange County Sanitation District hereby adopts changes to the Records Retention Schedule, attached hereto in the Records Management Procedure Manual. Section 3: Authorization for Destruction of Records. The destruction of records, papers, and documents is hereby authorized, pursuant to California Government Code Sections 60200 et seq., after such records have been retained for the minimum time set forth in the Records Retention Schedule. OC SAN 26-XX-2 Section 4: Destruction of Records After Preservation. Any record not expressly required by law to be filed and preserved may be destroyed at any time after it is preserved in conformance with the requirements of California Government Code Section 60203. Section 5: Destruction of Duplicates. Pursuant to California Government Code Section 60200, any duplicate record, paper, or document (the original or a permanent copy of which is in the files of any office or Department of the Orange County Sanitation District) may be destroyed after confirmation with Records Management that such original or permanent copy remains on file in the Orange County Sanitation District. Section 6: Retention of Records Not Mentioned. All records, papers, and documents not mentioned in this Resolution shall be retained. Section 7: Resolution No. OC SAN 24-15 is hereby repealed. PASSED AND ADOPTED at a regular meeting of the Board of Directors of the Orange County Sanitation District held February 25, 2026. ________________________________ Ryan P. Gallagher Board Chairman ATTEST: ___________________________ Kelly A. Lore, MMC Clerk of the Board OC SAN 26-XX-3 STATE OF CALIFORNIA ) ) ss COUNTY OF ORANGE ) I, Kelly A. Lore, Clerk of the Board of Directors of the Orange County Sanitation District, do hereby certify that the foregoing Resolution No. OC SAN 26-XX was passed and adopted at a regular meeting of said Board on the 25th of February 2026, by the following vote, to wit: AYES: NOES: ABSTENTIONS: ABSENT: IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the Orange County Sanitation District this 25th of February 2026, Kelly A. Lore, MMC Clerk of the Board of Directors Orange County Sanitation District Orange County Sanitation District Adopted February 25, 2026 Resolution No. OC SAN 26-XX RECORDS MANAGEMENT PROCEDURE MANUAL FEBRUARY 2026 ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 00 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: TABLE OF CONTENTS Approved by: Table of Contents 1 Adopted 12/18/202402/25/2026 POLICY CONTACT: Clerk of the Board (Custodian of Records) REGULATORY REFERENCES: Resolution No. OC SAN 24-1526-XX California Government Code §34090 (How Long Records are Held-Records Retention) California Government Code §7920.000 (California Public Records Act) SECTION TITLE 4.0 4.0 Exhibit A 4.0 Exhibit B RECORDS RETENTION Records Retention Schedule Change Request Form Records Retention Schedule 5.0 5.0 Exhibit A 5.0 Exhibit B 5.0 Exhibit C 5.0 Exhibit D RECORDS DISPOSITION Records Management Disposition Form Request for Authorization to Destroy Records Form Certificate of Digital Record Destruction Legal Counsel Written Consent Authorizing the 8.0 RECORDS MANAGEMENT PROGRAM AUDIT & COMPLIANCE REVIEW ~ o SAN ORNtOe COUNTY ....,,.TATIOH OtlTM:T Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 00 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: TABLE OF CONTENTS Approved by: Table of Contents 2 Adopted 12/18/202402/25/2026 SECTION TITLE 9.0 9.0 Exhibit A RECORDS HOLD AND RELEASE Records Hold & Records Hold Release Request Form 10.0 PUBLIC RECORDS ACT – RELEASE OF RECORDS 11.0 11.0 Exhibit A ELECTRONIC COMMUNICATIONS POLICY Declaration Regarding Search of Personal Electronic Communications Accounts ~ o SAN ORNtOe COUNTY ....,,.TATIOH OtlTM:T Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 1.0 Effective Date: 02/25/2026 Supersedes: SUBJECT: RECORDS MANAGEMENT PROGRAM Approved by: Records Management Policy 1 Adopted 12/18/202402/25/2026 1.0 POLICY STATEMENT 1.1 The Board of Directors shall not less than annually adopt a Resolution updating the Records Management Procedure Manual as presented by the Custodian of Records (Clerk of the Board). The Orange County Sanitation District (OC San) is committed to effective records management including, but not limited to: A. Meeting legal requirements for records retention; B. Identifying and protecting all records; C. Managing record holds; D. Protecting privacy; E. Optimizing the use of space; F. Minimizing the cost of records retention; G. Providing open access to public records; and H. Disposing of outdated records properly. 2.0 PURPOSE 2.1 The purpose of the Records Management Program Policy is to establish a Records Management Program (the Program) that will develop a systematic method for managing OC San’s records. The Program ensures that all OC San records are created, received, maintained, and dispositioned in a cost- effective manner, and in accordance with operating requirements for OC San business and applicable statutes and regulations. Failure to follow the Program may result in excessive costs, litigation, loss of productivity, etc. 3.0 PROGRAM RESPONSIBILITY 3.1 Under the authority of OC San’s Board of Directors, the General Manager and the Executive Management Team oversee the Program. The Clerk of the Board is responsible for the oversight, implementation, administration, and operation of the Program. 3.2 The Clerk of the Board, and/or designee, and General Counsel will meet as needed to review Records Retention Schedule (RRS) change requests and approve changes, which are then presented to the Board of Directors. ~ oSAN '""" OR4NOE COUNTt MHITAllOH OtlTIIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 1.0 Effective Date: 02/25/2026 Supersedes: SUBJECT: RECORDS MANAGEMENT PROGRAM Approved by: Records Management Policy 2 Adopted 12/18/202402/25/2026 3.3 Departments/Divisions that maintain OC San records are responsible for understanding appropriate records management procedures and practices. Each Department/Division Manager, or a designee, must: A. Ensure compliance with the approved RRS; B. Be familiar with the Program; C. Develop the Department’s/Division’s procedures and practices consistent with this Policy; D. Educate staff within the Department/Division about sound records management practices; E. Coordinate the disposition of records as provided in OC San’s RRS; and F. Restrict access to confidential records and information appropriately. 4.0 APPLICABILITY 4.1 This Policy applies to all OC San and contract staff who create, receive, or maintain OC San records. OC San requires the maintenance of records in a consistent and logical manner so that OC San: A. Meets legal standards for public examination, protection, storage, and retrieval; B. Protects the privacy of customers, ratepayers, and staff; C. Optimizes the use of space; D. Minimizes the cost of record retention; and E. Disposes of outdated records in accordance with the applicable statutes indicated in OC San’s RRS. 4.2 Record policies apply to all records, whether they are maintained in hard (paper) copy, electronically, or in some other fashion. Each Department/Division shall appoint a Records Coordinator(s) who serves as a liaison to Records Management to assist in the development, implementation, maintenance, and adherence to a records management plan appropriate for the particular records it maintains, in cooperation with the Clerk of the Board and/or designee. 4.3 The Department/Division Records Coordinator facilitates Program compliance within their respective Department/Division in applying the Program Policy. ~ oSAN '""" OR4NOE COUNTt MHITAllOH OtlTIIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 1.0 Effective Date: 02/25/2026 Supersedes: SUBJECT: RECORDS MANAGEMENT PROGRAM Approved by: Records Management Policy 3 Adopted 12/18/202402/25/2026 4.4 OC San is subject to a range of statutes and rules regarding records retention and disclosure. All OC San employees are responsible for complying with the requirements of the Program Policy and OC San ‘s RRS. 5.0 HISTORY OF THE PROGRAM 5.1 OC San, through an outside consultant, conducted the initial records inventory from February through August of 2000. The inventory consisted of a physical inventory of records stored in active office work areas and various storage areas within the Plant No. 1 and Plant No. 2 facilities. The purpose of the inventory was to describe, identify, locate, and quantify OC San records. To supplement the data gathered during the physical inventory, the consultant conducted interviews with staff members from each Department/Division who were most familiar with records creation and maintenance. 5.2 Based on the physical inventory of records and the data gathered during the interviews, the initial RRS was developed. Files were identified by their record titles and classified into records series based on having similar business functions (purposes) and retention requirements. 5.3 Extensive legal research was performed to ensure that all legal requirements were met in assigning the records retention periods to each record series. Other attributes were also assigned to each record series to ensure that vital, historical, and confidential records are properly protected and processed for retention. ~ oSAN '""" OR4NOE COUNTt MHITAllOH OtlTIIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 2.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PROGRAM GUIDELINES Approved by: Program Guidelines 1 Adopted 12/18/202402/25/2026 1.0 INTRODUCTION 1.1 The Orange County Sanitation District’s (OC San) Records Management Program (the Program) is intended to effectively identify, manage, store, and destroy records that have been created and received by OC San. 1.2 Records received and created by OC San in fulfillment of its responsibility to the public and in compliance with government regulations are identified in the Records Retention Schedule (RRS), and accurate retention periods are assigned. 1.3 OC San records that are no longer needed to be in the immediate office of each Department/Division for convenient access are processed for storage, retrieval, or disposition in accordance with the guidelines established by the Program. 1.4 Records that have met the retention requirements identified in the RRS are processed for destruction in accordance with this the Program. 1.5 Historical and vital records are identified and processed in accordance with the guidelines established by the Program. 1.6 Records management activities are completed in a cost-effective manner. 1.7 The Program promotes an increase in productivity by decreasing the volume of obsolete records stored, thus reducing the amount of time necessary for document retrieval. 1.8 The Program contributes to industry best practices by ensuring accountability, efficiency, and compliance in a cost-effective manner. 2.0 PURPOSE 2.1 Identify OC San records to facilitate access to information required to conduct OC San business and to provide appropriate access by the public. 2.2 Maintain OC San records for the duration of the approved retention period. I' 6 SAN 0fUJtQI! COUNTY 114MTATlOH DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 2.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PROGRAM GUIDELINES Approved by: Program Guidelines 2 Adopted 12/18/202402/25/2026 2.3 Provide access to OC San records for operational, legal, or public access requirements. 2.4 Digitize records. 2.5 Protect OC San records. 2.6 Ensure compliance with legal statutes and governmental regulations regarding recordkeeping and public access requirements. 2.7 Destroy OC San records in accordance with the approved RRS or process those deemed historical records for long-term retention. 3.0 SCOPE 3.1 Create, receive, maintain, and dispose of OC San records. 3.2 Maintain approved RRS. 3.3 Ensure use of appropriate technology in facilitating records and information storage and retrieval. 3.4 Provide systematic control of all OC San records through processing, distribution, maintenance, retrieval, and disposition. 4.0 RECORDS 4.1 OC San records must be managed throughout their “life cycle”. 4.2 The life cycle of a record is the time period from the creation or receipt of a record to its final disposition. 4.3 Final disposition can be either destruction or perpetual retention. 4.4 Life cycle of a record is inclusive of five (5) stages: Stage 1 – Creation or receipt of records Stage 2 – Use or distribution Stage 3 – Storage or maintenance I' 6 SAN 0fUJtQI! COUNTY 114MTATlOH DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 2.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PROGRAM GUIDELINES Approved by: Program Guidelines 3 Adopted 12/18/202402/25/2026 Stage 4 – Retention or disposition Stage 5 – Archival preservation 4.5 Some records do not require managing throughout their life cycle. Such records are termed “transitory records”. The value of transitory records is limited to a very short time, i.e., a day, a week, or no more than three months. These records do not require digitization. 4.6 Transitory records do not carry the requirement to retain the documentation of any transaction. Transitory records include: Extra copies of publications, pamphlets, and blank forms. These are considered “supplies” rather than records. Reference materials not produced by OC San. Working copies of documents used solely until the finished record is declared or declined. Notices of meetings, events, office or holiday gatherings, or employee meetings which do not relate directly to the functional responsibility of the organization. Informational copies of widely distributed OC San materials. Preliminary drafts of documents such as letters, memoranda, reports, and worksheets which do not represent significant steps in the preparation of OC San records, and which do not record decisions. Once the completed record is included in the filing system (in the appropriate medium), the working materials (drafts) are considered transitory records. Catalogs, trade journals, and other published materials received from other organizations, commercial firms, vendors, or private institutions which require no action and are not needed for documentary purposes. These materials are usually considered “reference materials” and should be controlled as such, but are not OC San records. Incorrect versions of documents, forms, or reports that had to be regenerated in order to correct errors in typing, data entry, spelling, grammar, or format. 5.0 RECORDS RETENTION SCHEDULE (RRS) 5.1 The RRS is a list of OC San records organized by record series to which are assigned retention periods and other attributes. I' 6 SAN 0fUJtQI! COUNTY 114MTATlOH DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 2.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PROGRAM GUIDELINES Approved by: Program Guidelines 4 Adopted 12/18/202402/25/2026 5.2 The retention periods identified in the RRS have been established after extensive legal research of all government regulations applicable to OC San. 5.3 The RRS has been reviewed and has received concurrence of the appropriate Department/Division staff, Clerk of the Board and/or designee, Executive Management, Legal Counsel, and the Administration Committee, as well as the approval of the OC San Board of Directors for implementation. 5.4 The RRS has been developed to ensure that each Department/Division maintains its records for the duration of the period legally required by applicable legal statutes and government regulations, and until all the operational business functions are met. 6.0 HISTORICAL RECORDS 6.1 Historical records are identified and preserved. 6.2 The Program ensures that records with permanent historical value are identified, documented, and preserved for the life of OC San. 6.3 The Clerk of the Board and/or designee, prior to processing records for destruction, shall identify records having historical significance. 6.4 Historical records are retrieved, prepared, and processed for preservation. 7.0 VITAL RECORDS 7.1 Vital records are those documents identified by each Department/Division as necessary to enable OC San to continue vital operations in the event of a disaster or major interruption to business. 7.2 Vital records enable OC San to reconstruct its legal obligations and rights. 7.3 Vital records enable OC San to reconstruct its financial position. 7.4 Vital records enable OC San to satisfy its obligations to its employees. I' 6 SAN 0fUJtQI! COUNTY 114MTATlOH DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 2.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PROGRAM GUIDELINES Approved by: Program Guidelines 5 Adopted 12/18/202402/25/2026 7.5 Vital records enable OC San to protect employee and public health and safety. 7.6 Vital records enable OC San to reconstruct its assets and ownership. 8.0 CONFIDENTIAL RECORDS 8.1 Records containing proprietary or sensitive information to which access must be restricted are considered confidential. 8.2 Confidential information must be protected and preserved to avoid unauthorized disclosure that could be harmful to a person, to OC San, or to an OC San business process. 8.3 Confidential records shall be managed, controlled, and disposed of separately from records containing non-confidential information. 8.4 Confidentiality of information shall be protected until it is destroyed or until OC San has changed the status of the confidentiality of information. I' 6 SAN 0fUJtQI! COUNTY 114MTATlOH DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 3.0 Effective Date: 02/25/2026 Supersedes: 04/24/2024 SUBJECT: STAFF RESPONSIBILITIES Approved by: Staff Responsibilities 1 Adopted 12/18/202402/25/2026 1.0 INTRODUCTION 1.1 The Records Management Program (the Program) is a decentralized administrative Program. As such, Program activities are carried out by the Orange County Sanitation District (OC San) Clerk of the Board (Custodian of Records) and/or designee and by OC San staff in each Department/Division. OC San’s Clerk of the Board and/or designee is responsible for coordinating and overseeing the Program and Program procedures, and Department/Division staff are responsible for complying with the Program requirements for records in their respective areas. In the procedures that follow, the individual responsible for running the daily operations of the Program is identified as the Clerk of the Board and/or designee. 2.0 PURPOSE The purpose of this procedure is to describe the roles and responsibilities of the Clerk of the Board and/or designee and OC San Department/Division staff. 3.0 STAFFING AND RESPONSIBILITIES CLERK OF THE BOARD Custodian of Records of OC San CLERK OF THE BOARD AND/OR DESIGNEE If designee, under the direction of the Clerk of the Board: Oversee OC San’s public requests for records/information. Maintain Public Records Act (PRA) Log and PRA information in the relevant software. Oversee the Program and act as a liaison between Department/Division Records Coordinators and General Counsel. Q,~N~§~S~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 3.0 Effective Date: 02/25/2026 Supersedes: 04/24/2024 SUBJECT: STAFF RESPONSIBILITIES Approved by: Staff Responsibilities 2 Adopted 12/18/202402/25/2026 Responsibility Action Act as an advisor on all records and information management issues and related projects. Maintain the Records Retention Schedule (RRS) and related records series documentation. Develop and conduct training sessions on appropriate Program activities, including any Records Management software. Maintain and update the Records Management Procedure Manual as needed. Coordinate record destruction suspension (“holds”) and destruction resumption (“releases”) with Legal Counsel, auditors, and the Office of Record to ensure that records are available as required. Manage the records retention, offsite transfer, and destruction activities of the Program. Conduct periodic audits of the Program to ensure compliance. In collaboration with IT and the Office of Record, coordinate vital record protection and ensure that the Program supports the Integrated Emergency Response Plan. Q,~N~§~S~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 3.0 Effective Date: 02/25/2026 Supersedes: 04/24/2024 SUBJECT: STAFF RESPONSIBILITIES Approved by: Staff Responsibilities 3 Adopted 12/18/202402/25/2026 Responsibility Action DEPARTMENT/DIVISION RECORDS COORDINATORS A list of Department/Division Records Coordinators can be found via the link. Review Department/Division records and the RRS periodically to ensure compliance with the Program. Forward any requests for changes to the RRS to the Clerk of the Board and/or designee. Ensure that records are maintained and protected in compliance with the Program. Coordinate preparation of records for transfer to offsite storage. Coordinate managing pertinent records after receipt of a Records Hold or Records Release. Coordinate records disposition activities, including the preparation of a Disposition Q,~N~§~S~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 4.0 Effective Date: 12/18/2024 Supersedes: SUBJECT: RECORDS RETENTION Approved by: Records Retention 1 Adopted 12/18/2024 02/25/2026 1.0 INTRODUCTION 1.1 Records retention activities of the Records Management Program (the Program) control the maintenance and storage of Orange County Sanitation District (OC San) records. Following the retention procedures ensures compliance with pertinent statutory, regulatory, operating, and administrative recordkeeping requirements. In addition, it ensures that records needed to conduct OC San business are protected and accessible. The Records Retention Schedule (RRS) is the foundation of the Program and defines the period required to maintain OC San records. The RRS is included as Exhibit B to this Procedure. 1.2 Records Management Terms: Term Definition Active Records that are required for current day-to- Administrative Value particular time. Appraisal administrative, fiscal, and legal value; their evidential Archival Records (also called Historical Records) Records identified as having archival value or potential archival value and designated as Historical on the OC Audit An examination or inspection of all OC San records 6 SAN OfV.HOI! COUNTY MH!lAnot,I DtfTIIICT I Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 4.0 Effective Date: 12/18/2024 Supersedes: SUBJECT: RECORDS RETENTION Approved by: Records Retention 2 Adopted 12/18/2024 02/25/2026 procedures, financial documentation, Closed / Completed Copy (also called Duplicate) which is not the official file copy of the agency. reading file copy, tickler file copy, etc. Current Refers to records needed and used in the day-to- often kept on- longer useful and may be dispositioned ac Disposition including form of retention (hard of time retained (archive or destroy), where to store (on- site or off-site), and method of destruction (recycle, burn, Duplicate of a record. Evidential Value File Integrity Fiscal Value receivable and payable, payrolls, and vouchers. Documents availability of funds for operational purposes. Historical Value In appraisal, the value attributed to a record which preserves documentation on significant historical events including the agency’s operations, origin, policies, 6 SAN OfV.HOI! COUNTY MH!lAnot,I DtfTIIICT I I Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 4.0 Effective Date: 12/18/2024 Supersedes: SUBJECT: RECORDS RETENTION Approved by: Records Retention 3 Adopted 12/18/2024 02/25/2026 Legal Value In appraisal, value attributed to records Life Minimum Retention Period The least amount of time a record must be kept determined by assessment of administrative, legal, fiscal, and historical values. Office of Record The Department/ Official Copy Record or characteristic, made business and Records Retrieval Retention Period The period of time that records must be kept according to legal or organizational requirements. Retention Schedule A list describing the Record Type Supersede The replacement of an existing document Termination Designates the end of a specific term, e.g., appointed or elected official's terms; employment; training, course, Transitory Records Documents retained for a short time having no long- administrative, fiscal, legal, or archival value. 6 SAN OfV.HOI! COUNTY MH!lAnot,I DtfTIIICT I I I I I Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 4.0 Effective Date: 12/18/2024 Supersedes: SUBJECT: RECORDS RETENTION Approved by: Records Retention 4 Adopted 12/18/2024 02/25/2026 Vital Records Those records containing information necessary to continue the operation of government, affirm the powers and duties of government, 1.3 Retention Length Codes: The RRS provides information to guide the organization in maintenance of business records. Some retention periods are assigned a number representing the length of time (stated in years) for which the records must be maintained and accessible (retrievable). Others are based on the occurrence of an event or a transaction, or a combination of both. The following table describes the meaning of each event as it pertains to records retention and disposition. Event Event Definition CL Closed or Completed CU Current Year (Calendar or Fiscal, As Appropriate) EX Expired LO LF Life of Organization or Maintain records for the "life" of the organization, project, physical plant or building, building system or sub- system, asset, piece of equipment, or component. 6 SAN OfV.HOI! COUNTY MH!lAnot,I DtfTIIICT I I II I I I Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 4.0 Effective Date: 12/18/2024 Supersedes: SUBJECT: RECORDS RETENTION Approved by: Records Retention 5 Adopted 12/18/2024 02/25/2026 NN When No Longer OB Obsolete S Superseded obsolete by a newer version or edition. T Terminated 1.4 Special Storage Consideration Codes: Some retention periods are assigned a "characteristic" to identify any special handling required for documents classified in that record series. The following table describes the meaning of each "characteristic" as it pertains to records retention and disposition. Code Characteristics Definition V Vital wastewater during the event. San's rights and interests and obligation to its employees. protects them and makes them readily accessible time period that the information is vital. H Historical Historical Records potentially have historical significance. 6 SAN OfV.HOI! COUNTY MH!lAnot,I DtfTIIICT II I II II I II Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 4.0 Effective Date: 12/18/2024 Supersedes: SUBJECT: RECORDS RETENTION Approved by: Records Retention 6 Adopted 12/18/2024 02/25/2026 direction. to their age, author, or special nature. manner that protects them and preserves them for long- term storage and research purposes. This may C Confidential employee or would harm OC San’s business if accessed unauthorized individuals. portion of their useful life. manner that protects them from unauthorized access. characteristic does not 2.0 RECORDS CLASSIFICATION 2.1 Records are classified into Records Series to facilitate assignment of retention times, legal citations, and the overall maintenance of OC San records. Exhibit C to this Procedure is a list of Records Series and the associated definitions of each. 2.2 Classifications contain like records grouped together based on similar business function, usage, and retention time. 2.3 A Record Series is comprised of similar or related record titles that have a similar business function (purpose), are normally used and filed as a unit, and are retained for a similar time period. 3.0 RECORDS RETENTION SCHEDULE (RRS) MAINTENANCE 3.1 The RRS is a list of OC San records organized by Department/Division and Record Type/Record Series to which are assigned retention periods and other attributes. 6 SAN OfV.HOI! COUNTY MH!lAnot,I DtfTIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 4.0 Effective Date: 12/18/2024 Supersedes: SUBJECT: RECORDS RETENTION Approved by: Records Retention 7 Adopted 12/18/2024 02/25/2026 3.2 Following the retention standards of the schedule ensures that OC San maintains appropriate records of OC San transactions and meets its legal obligations cost effectively by storing records as long as is operationally and legally required. The RRS shall be reviewed, evaluated, and updated periodically by the Clerk of the Board and/or designee, OC San Management, and General Counsel. 3.3 The retention periods assigned to each record series shall be maintained and updated, as needed, to meet changing business, legal, and regulatory requirements. Responsibility Action Clerk of the Board and/or Designee Coordinate the periodic update of the RRS Records Series with Definitions. Department/Division Records Coordinator Periodically (but not less than annually) review Department/Division. Match the RRS shop, field, and other storage locations. Mark for deletion any records maintained by the Department/Division. Note any new records that are not represented (vital, historical, or confidential). Contact the Clerk of the Board for direction as to how to proceed. A Records Retention Schedule Change Request Form (Exhibit A) may be requested to updates or changes requested. 6 SAN OfV.HOI! COUNTY MH!lAnot,I DtfTIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 4.0 Effective Date: 12/18/2024 Supersedes: SUBJECT: RECORDS RETENTION Approved by: Records Retention 8 Adopted 12/18/2024 02/25/2026 Clerk of the Board and/or Designee Review the RRS change request and d in which Record Series belong. Department/ Record Series. characteristics (if any): Department/Division Records Coordinator. Determine legal retention requirements by Provide direction to the Department/Division Records Coordinators for 4.0 RECORDS RETENTION SCHEDULE CHANGES 4.1 The Department/Division Records Coordinator may request a change to the RRS at any time. 4.2 Examples of changes that may initiate a change to the RRS include: Change in the assigned Office of Record due to reorganization. Change in the characteristics associated with the records: vital, historical, or confidential. Change in the retention event associated with the records, for example: closed, complete, expired, or superseded. Change in the legal and administrative requirements. 6 SAN OfV.HOI! COUNTY MH!lAnot,I DtfTIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 4.0 Effective Date: 12/18/2024 Supersedes: SUBJECT: RECORDS RETENTION Approved by: Records Retention 9 Adopted 12/18/2024 02/25/2026 New record types that are generated or used in performing business functions. Change in the definition of the Record Series that applies to Department/Division records. Contact the Clerk of the Board and/or designee for any changes to the RRS. An Records Retention ScheduleRRS Change Request Form may be requested. The Clerk of the Board and/or designee will secure all the required approvals to initiate the requested modification. The Clerk of the Board and/or designee will communicate with the Department/Division Records Coordinator as to the outcome of the request, update the RRS, and distribute the updated RRS to all applicable parties (persons and web sites). 5.0 RECORDS PURGE 5.1 Eliminate records from active files and facilitate their timely destruction after all legal and business requirements have been met. 5.2 Only records that are useful in current business activities are retained, enabling timely retrieval of frequently used records. 5.3 Records with research or historical value are preserved in a controlled environment. 5.4 Records stored offsite are reviewed semi-annually and a list of retention expired records prepared by the Clerk of the Board and/or designee for each Department/Division. 6.0 INACTIVE RECORDS TRANSFER AND STORAGE 6.1 Inactive records are those records that have not met their required retention periods but are no longer current or frequently referenced. 6 SAN OfV.HOI! COUNTY MH!lAnot,I DtfTIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 4.0 Effective Date: 12/18/2024 Supersedes: SUBJECT: RECORDS RETENTION Approved by: Records Retention 10 Adopted 12/18/2024 02/25/2026 6.2 Inactive files management standards are established by OC San to ensure that OC San records remain accessible and protected throughout the duration of their required retention periods. 6.3 Active files are periodically reviewed to identify those records that are inactive. 6.4 Inactive records that are identified during the review are purged from active file areas and processed for offsite storage. 6.5 Systematic control of inactive records consists of: Properly packing the records in records storage boxes obtained from the warehouse and properly labeling the boxes. Preparing an index of the contents of the box using a Disposition Form. Contacting the Clerk of the Board and/or designee for a barcode. Follow the guidelines below when packing the records: Each box shall only contain official inactive records. Non- records and duplicate records should not be transferred to offsite storage. They are destroyed in the active office area as appropriate. Do not pack different Records Series in the same box. Records Series packed together should have the same destruction date. Schedule the pick-up and transfer of the box(es) to offsite storage by contacting the Clerk of the Board and/or designee. 6 SAN OfV.HOI! COUNTY MH!lAnot,I DtfTIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 4.0 Effective Date: 12/18/2024 Supersedes: SUBJECT: RECORDS RETENTION Approved by: Records Retention 11 Adopted 12/18/2024 02/25/2026 7.0 PURGING TRANSITORY RECORDS 7.1 Transitory records can be purged from file storage equipment and destroyed as soon as their usefulness in the performance of business functions is met. 7.2 Do not send transitory records to offsite storage. 8.0 RETRIEVING BOXES FROM OFFSITE STORAGE 8.1 Inactive records may be retrieved from the offsite storage center at any time by contacting the Clerk of the Board and/or designee. 8.2 Records may be retrieved only by staff from the Department/Division designated as “owner” of the records. 6 SAN OfV.HOI! COUNTY MH!lAnot,I DtfTIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 4.0 Effective Date: 12/18/2024 Supersedes: SUBJECT: RECORDS RETENTION Approved by: Records Retention 12 Adopted 12/18/2024 02/25/2026 8.3 In the event that staff from a Department/Division other than the owner requires access to the records, the retrieval request shall be approved by the Clerk of the Board and/or designee and the Department/Division that owns the records. 8.4 Boxes retrieved from the offsite storage center shall be returned to the center with the same records and in the same order as when they were received. Records should not be removed, nor should additional records be added. Should records need to be added/removed, or the box content altered in any way, contact the Clerk of the Board and/or designee as to how best to proceed. 6 SAN OfV.HOI! COUNTY MH!lAnot,I DtfTIIICT Procedure 4.0 Records Retention Schedule Change Request Form Exhibit A Records Retention Schedule (RRS) Change Request Form Date: Division Number: Retention Number (If Applicable): Record Series/Record Type, Including Description (If Applicable): Change Requested: Add Change Delete Combine Review Other (Describe): Description of Change Requested: Examples: Add: Need to Add a Record Series/Record Type for the retention of a certain type of record. Add a record to the Record Series/Record Type description. Add Media Type. Change: Need to Change the Retention Length of a certain Record Series/Record Type. Change Special Storage Consideration information. Delete: Delete a certain Retention Number; Delete a record in Record Series/Record Type description. Combine: Need to combine certain entries or information on the RRS. Review: Review the Retention Citations/Comments on a particular RRS entry. Required Approval: Requester’s (If Different From Records Coordinator) Name & Signature: Name (Print) Signature Date Records Coordinator Name & Signature: Name (Print) Signature Date Department/Division Supervisor Approval: Name (Print) Signature Date Department/Division Manager Name & Signature: Department/Division Director Name & Signature: Name (Print) Signature Date □ □ 0 6 SAN ORANGE COUNTY SANITATION DISTRICT □ □ □ □ Records Retention Schedule (RRS) Change Request Form Legal Counsel Name & Signature: Name (Print) Signature Date Records Management Name & Signature: For completion by Records Management Date Action Taken: Action Taken (Describe): Date Revised RRS Distributed & Posted to SharePoint: 0 6 SAN ORANGE COUNTY SANITATION DISTRICT Procedure 4.0 Records Retention Schedule Exhibit B CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type DW001 LO DW002 LO H DW003 NN DW005 S+5 EL, P DW006 CU+2 H DW007 CU+2 EL, P General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Historical Records: Photos, Slides Used by O&M, Videos, Correspondence Business value for LO retention. Historical/Non- Historical determination is made by the Department Director or Custodian of Records. Confidential Historical TapesVital Districtwide Record Series / Record Type Retention Citations & Comments Published Articles Written/Contribution by OC San Staff SOS C-24, SOS C-40 Incorporates 2018 ESD018 Non-Historical Photos & Videos Historical/Non-Historical determination is made by the Department Director or Custodian of Records Incorporates 2018 PAO003 Reference Files (Not Incorporated in Any Other RRS Record Type): Equipment Manuals Not Included in DW010, Process Workflows, Budget Planning Documents, Training Material, Standby Assignments/Stormwatch, Department/Divison Policies & Procedures (If Not Specified Elsewhere in the RRS) GC §60201(d)(11); SOS C-23, SOS C-19 Longer retention period required by SOS C-19 aplied to all records in this Record Type Incorporates 2018 OMD012 Speeches and Non-Marketing Related Presentations & Supporting Documents (Includes PowerPoints):Presentations Not Made at Board/Committee Meetings SOS C-24 Some records may be kept for historical value Incorporates 2020 DW004, 2018 PAO005, 2018 OMD013 CU = date of presentation General Correspondence:Email in Outlook Inbox & Sent Folders, Returned Proposition 218 Notifications (Returned Mail) This pertains to all communication not specifically addressed or related to another Retention Number contained in the whole Records Retention ScheduleCU = date of communication 1 Districtwide Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Districtwide Record Series / Record Type Retention Citations & Comments DW008 CU+90 Days EL, P DW009 CU+2 DW010 LO EL, P DW011 CU + 3 EL, P Facility & Collection System Equipment Manuals and Related Reference Files GC §60201(d)(11); SOS C-23, SOS C-19 Separating these records from DW005 as business practice is that they are kept LO Purchaser/Card Holder Receipts for Purchases Made Using OC San Procurement Card (Credit Card)SOS C-29, SOS C-30 CU = statement date Non-Records in Email Format in Outlook Deleted Folder or Microsoft Teams Chat These records fail to meet the definition of a public record under Government Code §6252(e) CU = date of communication Various Internal Meeting Minutes: Includes Minutes Not Otherwise Indicated Herein, Including Executive Management Team (EMT) Meeting Minutes, Managers Meeting Minutes, Administrative Support Meeting Minutes SOS C-19 EMT Meeting Minutes previously 2020 GMO017 CU = calendar year 2 Districtwide Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type BSD001 LO EL, P BSD002 LO EL, P BSD003 LO V EL, P BSD004 LO V EL, P BSD005 LO EL, P BSD006 CU+2 EL, P BSD007 T+10 EL, P General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Board and Committee Meeting Agenda Packets and Meeting-Related Materials:Agenda, Agenda Reports & Attachments, Presentations, GM Monthly Report SOS C-22 Board Services Record Series / Record Type Retention Citations & Comments Affidavits of Publications Notices GC §54960.1(c)(1); SOS C-22, SOS C-23 Required retention is CU+2; business value for LO retention Agreements & Contracts, Political & Outside Jurisdictions/Agencies:Cooperative Agreements, JPAs (Joint Powers Authorities), JFAs (Joint Finance Authorities), Interagency, Reimbursement Agreements GC §60201(d)(1), GC §60201(d)(9) Annexation Files GC §60201(d)(1); SOS C-28 Bids - Awarded (Board Reviewed)GC §60201(d)(6); SOS C-30 Bids - Unaccepted (Board Approved) GC §60201(d)(11); SOS C-30 Includes unsuccessful and rejected bids. For rejected bids, includes bid documentation (plans, specs, etc.).CU = calendar year Board Administration Files:Loyalty Oaths, Election Records, Directors Lists, Contact Information PC §801.5 22; SOS C-18; 29 USC §1113 3 Board Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Board Services Record Series / Record Type Retention Citations & Comments BSD008 T+7 EL, P BSD009 LO V EL, P BSD011 EX+5 EL, P BSD012 LO V EL, P BSD013 LO V EL, P BSD014 LO EL, P BSD015 CL+2 EL, P Conflict of Interest (FPPC Filings)GC §81009(e); SOS C-18 Purchasing, Contracts & Agreement Files - Capital Improvement Projects (CIP) & Non-CIP - Committee or Board Approved: Includes Authorization Documents; Change Orders; Amendments; Notices; Published Invitation for Bid (IFB) Documents, including Specifications & Drawings, Solicitation Addenda and Bulletins Issued; Notices of Intent to Award; Notices of Award; Notices to Proceed; Notices of Completion; Property & Other Lease Agreements; Purchase Order and Requisition Files CCP §337; H&S §19850; SOS C-22, SOS C-27, SOS C-30 Ethics Training:Sexual Harassment Board Only, Ethics Training Board & Employee GC §53235.2(b) Formation Files GC §60201(d)(1) Land Records:Easements, Grant Deeds, Quit Claim Deeds, Abandonments, Condemnations, Real Estate Purchase & Sale, Property Agreements, Encroachment Permits GC §60201(d)(8)Incorporates 2015 ENG010, 2015 ENG013, 2018 ENG026 Legal Opinions SOS C-23; GC §6254 Litigation Files 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C- 45 CL = date of record 4 Board Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Board Services Record Series / Record Type Retention Citations & Comments BSD016 LO V EL, P BSD017 LO V EL, P BSD018 LO EL, P BSD019 LO V EL, P BSD020 LO EL BSD021 CU+3 EL, P BSD023 CL+2 EL, P BSD024 LO EL, P Meeting Minutes: Board & Board Committees GC §60201(d)(3) Ordinances GC §60201(d)(2) Recorded Project Documents:Notices of Completion, Easements, Deeds, etc.GC §60201(d)(8); SOS C-26 Resolutions GC §60201(d)(2) Tapes & Digital Recordings (Audio & Video):Board or Committee Meetings GC §54953.5(b) Minimum retention 30 days or until adoption of the minutes per Brown Act. Director Communications:General Board Correspondence PC 801.5 22; 29 USC §1113 Incorporates 2015 BSD010 CU = calendar year Public Records Act Requests GC §60201(d)(5); SOS C-23 Grand Jury Reports/Responses 5 Board Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Board Services Record Series / Record Type Retention Citations & Comments BSD025 LO EL, P BSD026 LO EL, P BSD027 S+3 EL, P BSD028 LO H EL, P BSD029 LO H EL BSD030 LF CL C, V Records Retention Schedules CCP §343; SOS C-23 Schedules are superseded when updated Incorporates 2018 ITD022 OC San Declarations of Emergency Log & Related Back Up Documentation Escrow Bid Documents Unsuccessful Contractor/Awarded Contractor CCP §337.15 Unsuccessful Escrow Bid Documents are returned to Contractor after Contract is awarded. The Escrow Bid Documents for the Awarded Contractor are returned at the end of the life of the facility (business preference to retain these documents longer than required by §CCP 337.15, which indicates CL+10). after completion of the project.OC San acts as a temporary custodian of the documents, which remain the property of the bidders. Records Destruction Records:Approvals, Certificates, Requests SOS C-23Incorporates 2018 ITD019 Records Management Annual Audits:Inventory, Storage, Destruction SOS C-23 Incorporates 2018 ITD020 Public Records Act Requests Log Required retention is the same as BSD023 (CL+2); business value in LO retention; no additional, specific citations 6 Board Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT - CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type CPM001 LO CD, EL, P CPM002 CL+7 CD, EL, P General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Purchasing, Contracts & Agreement Files - Non-CIP Projects - Not Committee or Board Approved:Includes Insurance Certificates; Authorization Documents; Change Orders; Amendments; Notices; Pre-Award Bid/Proposal Packages; Bid/Proposal Evaluation Materials; Protest Documents; Project Documents; Published Invitation for Bid (IFB) Documents, including Specifications & Drawings, Addenda and Bulletins Issued, Bid Requirements Form, Question & Answer Logs, Outreach Materials, Evaluator Certifications, Responsiveness & Responsibility Review Documents (Safety, Finance, Experience Requirements), Clarification Requests & Responses, and Bid/Proposal Evaluation Memorandum; Notice of Award Recommendations; Protest and Associated Documents; Determination on Protests; Appeals; Determination of Appeals; Preliminary Notices; Stop Notices; Notices of Completion; Property & Other Lease Agreements; Purchase Order and Requisition FilesFor Purchasing, Contracts & Agreement Files that are Committee or Board approved, please see BSD009 CCP §337; SOS C-22, SOS C-30Incorporates 2018 CPM004, 2018 CPM011, 2018 CPM012, 2018 CPM013, 2018 CPM014, 2018 CPM016, 2018 CPM017, 2018 CPM018 Confidential Historical TapesVital Contracts, Purchasing, and Materials Management Record Series / Record Type Retention Citations & Comments Purchasing, Contracts & Agreement Files - Capital Improvement Projects (CIP) - Not Committee or Board Approved:Includes Insurance Certificates; Authorization Documents; Change Orders; Amendments; Notices; Pre-Award Bid/Proposal Package; Bid/Proposal Evaluation Materials; Protest Documents; Project Documents; Published Invitation for Bid (IFB) Documents, including Specifications & Drawings, Addenda and Bulletins Issued, Bid Requirements Form, Question & Answer Logs, Outreach Materials, Evaluator Certifications, Responsiveness & Responsibility Review Documents (Safety, Finance, Experience Requirements), Clarification Requests & Responses, and Bid/Proposal Evaluation Memorandum; Notice of Award Recommendations; Protest and Associated Documents; Determination on Protests; Appeals; Determination of Appeals; Preliminary Notices; Stop Notices; Notices of Completion; Property & Other Lease Agreements; Purchase Order and Requisition FilesFor Purchasing, Contracts & Agreement Files that are Committee or Board approved, please see BSD009 CCP §335; GC §4000; H&S §19850; SOS C-22, SOS C-27, SOS C-30 Incorporates 2018 CPM004, 2018 CPM011, 2018 CPM012, 2018 CPM013, 2018 CPM014, 2018 CPM015, 2018 CPM017, 2018 CPM018 7 Contracts, Purchasing Materials Management Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Contracts, Purchasing, and Materials Management Record Series / Record Type Retention Citations & Comments CPM005 CL+5 EL, P CPM008 CL+4 EL CPM009 CU+3 EL, P CPM019 LO H, V EL, P CPM020 LO H EL, P CPM021 CU+2 EL, P Purchase Order & Requisition Files (Not included in BSD009, CPM001 & CPM002):Open Annual (OA), Open Blanket (OB), Open Purchase (OP), Open Service (OS), Requisitions in JDE, Procurement Card Purchases CCP §337; GC §60201(d)(9) & (10); SOS C-30 Incorporates 2018 CPM006 Warehouse and Materials Management Records: Discrepancies, Add To Stores, Receivers, Return To Vendors (RTV), Shipping Records, Inventories, Disposal of Surplus Assets CCP §337; SOS C-29, SOS C-30 Incorporates 2018 CPM007 Bids - Unaccepted (NOT Committee or Board Approved)GC §60201(d)(11); SOS C-30Includes unsuccessful and rejected bids CU = calendar year Procurement Card Documentation:Reconciliation (Receipts/Activity in Chase Portal), Reports, Agreements, Correspondence SOS C-29, SOS C-30 CU = statement date Certificates of Insurance SOS C-24 Incorporates 2018 CPM014 Purchasing & Contracts Support Documents - CIP & Non-CIP - Committee or Board Approved: Includes Pre-Award Bid/Proposal Packages; Bid/Proposal Evaluation Materials; Project Documents; Bid Requirements Forms; Question & Answer Logs; Outreach Materials; Evaluator Certifications; Responsiveness & Responsibility Review Documents (Safety, Finance, Experience Requirements), Clarification Requests and Responses; Bid/Proposal Evaluation Memorandum; Notice of Award Recommendations; Protest and Associated Documents, Determination of Protests; Appeals; Determination of Appeals; Preliminary Notices; Stop Notices CCP §337, CCP §337.15; SOS C-22, SOS C-30 Incorporates 2018 CPM004, 2018 CPM010, 2018 CPM011, 2018 CPM012, 2018 CPM013, 2018 CPM014, 2018 CPM015, 2018 CPM016, 2018 CPM017, 2018 CPM018 8 Contracts, Purchasing Materials Management Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type ENG005 LO ENG007 S V ENG008 LO V ENG009 LO V General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Engineering Drawing: Conformed Set Drawings SOS C-26, SOS C-44Conformed Set Drawings are superseded by Record Drawings & retained pursuant to ENG008; if no drawings are issued, the Conformed Set is kept for Life of Organization Incorporates 2018 ENG021 Confidential Historical TapesVital Engineering Record Series / Record Type Retention Citations / Comments CEQA Documents Prepared for District Purposes: Includes Environmental Impact Report Documents (Draft & Final), Negative Declarations, Notices of Completion and Determination, Comments on Environmental Documents, Statements of Overriding Considerations, Technical Studies, Initial Studies, Mitigation and Monitoring Reports, Environmental Assessments, Notices of Preparation, Mitigated Negative Declarations, Notices of Exemption 14 CCR §15062, 14 CCR §15075, 14 CCR §15094, 14 CCR §15095(c), 14 CCR §15112, 14 CCR §15208; GC §60201(d)(10); SOS C-27Incorporates 2018 ENG022 Engineering Drawing: Record Drawings SOS C-26, SOS C-44 Incorporates 2018 ENG021, 2020 ENG031 Drawings - Shop & Construction Contract Submittals (Permanent Assets)Incorporates 2020 ENG032, 2015 ENG011 9 Engineering Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Engineering Record Series / Record Type Retention Citations / Comments ENG012 CL+10 ENG014 CU+20 ENG015 LO V ENGINEERING PROJECT FILE (TO INCLUDE ALL CAPITAL PROJECT MANAGEMENT LIFE CYCLE PHASES): Project Development: Correspondence, Gate Review, Meeting Agendas & Minutes, Pre-Construction Project Photos, Handoff Documents, Consultant Monthly Report Preliminary Design: Correspondence, Design Submittal, Gate Review, Meeting Agendas & Minutes, Preliminary Design Report Documentation, Public Outreach, Consultant Monthly ReportDesign: Consultant Monthly Report, Correspondence, Design Submittal, Final Design Submittal, Gate Review, Meeting Agendas & Minutes, Public Outreach, Handoff Documents, ETAP DocumentsConstruction and Installation: Consultant Monthly Report, Construction Contract Submittals (Not Permanent Assets), Correspondence, Gate Review, Construction Inspection Daily Reports & Documentation, Meeting Agendas & Minutes, Public Outreach, Requests & Changes (Bulletin, Contractor Cost Proposal, Delay & Schedule Analysis, Field Change Order, Request for Change, Request for Information, Request for Proposal, Time & Materials Report), Safety Documentation, ETAP Documents, Project Schedule Commissioning: Correspondence, Gate Review, Meeting Agendas & Minutes, Substantial Completion- Beneficial Use, Use Prior to Completion, Substantial Completion, Final Completion Closeout: Correspondence, Gate Review, Meeting Agendas & Minutes, Final Acceptance & Release of Retention, Warranty Documentation, As-Builts & Field Markups CCP §337.15. Incorporates 2018 ENG007, 2018 ENG008, 2018 ENG009, 2018 ENG010, 2018 ENG011, 2018 ENG012 CL = budget closure date in budget documentation or the date of the Director of Engineer's signature on the Close-Out Form City or County Planning Documents Unrelated to a Specific, Current OC San Project or Business Need As Otherwise Defined in Another Retention Number:Specific Plan, Master Plan, CEQA Documents Including Environmental Impact Reports and Addenda, Negative Declarations, Notices of Completion and Determination, Comments on Environmental Documents, Statement of Overriding Considerations, Exemptions, Technical Studies, Mitigation and Monitoring Reports GC §60201(d)(10); SOS C-26, SOS C-27, SOS C-28 OC San is not the custodian of these records; however there is a business value to the retention of these records. Incorporates 2015 ENG004, 2018 ENG001 CU = document date Connection Permit:Trunk Sewer Connection Permit GC §60201(d)(10); SOS C-43, SOS C-44 Incorporates 2018 ENG029 10 Engineering Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Engineering Record Series / Record Type Retention Citations / Comments ENG017 LO V ENG019 LO V ENG020 CL+2 ENG023 S+10 Collection System Condition Assessment Records: CCTV, Reports Specification Conformed Incorporates 2018 ENG028 Requests for Underground Utility Information (From City, Utility, Public Agency or Contractor Working On Behalf of Same):Original Inquiry/Plans Received, OC San Response Incorporates 2018 ENG004 Code and Standards:ACI 318 - Building Code Requirements for Structural Concrete; ACI 350 - Code Requirements for Environmental Engineering Concrete Structures; ASCE 7-16 - Minimum Design Loads & Associated Criteria for Buildings & Other Structures; ASCE 41-13 - Seismic Evaluation & Retrofit of Existing Buildings; Greenbook - Standard Specifications for Public Works Construction; NFPA 13 - Standard for Installation of Sprinkler Systems; NFPA 30 - Flammable & Combustible Liquids Code; NPFA 37 - Standard for the Installation & Use of Stationary Combustion Engines & Gas Turbines; NFPA 70 - NFPA 820 - Standard for Fire Protection in Wastewater Treatment & Collection Facilities; NFPA 2001 - Standard on Clean Agent Fire Extinguishing Systems; California Building Codes OC San is not the custodian of these records; however there is a business value to the retention of these records. 11 Engineering Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Engineering Record Series / Record Type Retention Citations / Comments ENG024 LF ENG025 LF ENG027 LO ENG030 LO Final Design Documentation: Engineering Study and Analysis, Feasibility Study, Final Planning Study Report, Preliminary Design Report/Technical Memoranda, Engineering Calculations, Geotechnical and Geophysical Reports, Hazardous Materials Report, Hydrogeologic Report, Project Specific Seismic Report SOS C-19, SOS C-25, SOS C-26, SOS C-27 Incorporates 2015 ENG016 Engineering Study & Analysis - May Include Reports Such as Soild Hauling Study, CCTV Report, Trunk Sewer Analysis, Structural Analysis, Electrical Report, Manufacturer Report, Design Report, Technical Reports, Flow Report (Gallonage Flow), Odor Control, Air Quality Reports, Title Report, Traffic Study, Dust & Dirt Analysis, Noise Study, Project Report, May Also Include Annual Reports Not Otherwise Addressed in the RRS Construction Specialty: Report, Soil Testing, Structural Testing, Survey Report, Commissioning Procedure, Construction Photos and Videos SOS C-19, SOS C-25, SOS C-26, SOS C-27 Facility Reports:OC San Master Plan (Generated by Eng. Dept.), Strategic or Facility-Wide Planning Study Report (Seismic, Climate, Capacity, etc.), Asset Management Program Plan/Report 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-45 CU = date of record Facility Permits:Air Quality Management District (AQMD), Permit to Operate, California Coastal Commission/Coastal Development, Building Permit, Fire Department Permit, Army Corps of Engineers, CEQA Permits, Encroachment/Right of Way, Permit for Construction, Regional Water Quality Control Board (RWQCB), City/County Permits, CalTrans Permits, EPA, California Dept. of Fish & Game, Orange County Flood Control District (OCFCD) Permit for Construction, Railway for Construction SOS C-45 12 Engineering Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Engineering Record Series / Record Type Retention Citations / Comments ENG033 LO ENG035 CL+10 ENG036 CL+10 ENG037 CL+10 CEQA Related Documentation Pertaining to Meeting Agendas and Meeting Minutes GC §60201(d)(3) ENGINEERING CONTRACT SUPPORT DOCUMENTATION:Professional Service Agreement: Solicitation (Scope of Work, Sole Source) & Contract Administration (Amendment and Reallocation, Consultant Invoice)Professional Design Service Agreement: Solicitation (Scope of Work, Sole Source) & Contract Administration (Amendment and Reallocation, Consultant Invoice) Professional Construction Service Agreement: Solicitation (Scope of Work, Sole Source) & Contract Administration (Amendment and Reallocation, Conformed Agreement Package) Construction Agreement: Solicitation (Sole Source) & Contract Administration (Certified Payroll, Change Order, Claims Documentation, Contractor Progress Payment)Task Order: Solicitation (Scope of Work, Sole Source) & Contract Administration (Amendment and Reallocation, Consultant Invoice)Bid Package: Published Packet - Specifications, Drawings, Bid Set Drawings CCP §337.15; GC §60201(d)(12) Incorporates 2015 ENG002, 2015 ENG003, 2015 ENG006, 2015 ENG018 CL = budget closure date in budget documentation or the date of the Director of Engineer's signature on the Close-Out Form Cost & Schedule Documentation:Budget Documentation, Budget Table and Schedule Documentation, Construction Schedule Documentation CL = budget closure date in budget documentation or the date of the Director of Engineer's signature on the Close-Out Form CEQA Correspondence, Including Correspondence with Outside Cities/Agencies:Includes Written and Electronic Correspondence 14 CCR §15062, 14 CCR §15075, 14 CCR §15094, 14 CCR §15095(c), 14 CCR §15112, 14 CCR §15208; GC §60201(d)(10); PRC §21167.6; SOS C-27 Incorporates 2018 ENG002 CL = date of correspondence 13 Engineering Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Engineering Record Series / Record Type Retention Citations / Comments ENG038 CL+10 ENG040 LO V ELProject Close-Out Documentation These records are retained in the Primavera Database and/or SharePoint Project-Related Permit-Related Back Up Documentation: Certification of Environmental Compliance, Contaminated Soil Manifest, Dewatering Data, Mitigation Measure Monitoring Reporting, Storm Water Compliance Reporting, OSHA Excavation Permits CL = budget closure date in budget documentation or the date of the Director of Engineer's signature on the Close-Out Form 14 Engineering Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type ESD001 LO ESD002 OB+7 ESD003 LO ESD004 LO ESD005 LO ESD008 LO ESD009 CU+3 ESD011 LO General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Asset Specific Emission Records:Various Equipment and Operational Information, Including Logs Please see OMD014 & OMD016 for retention of some records within ESD002 SOS C-27 Environmental Services Record Series / Record Type Retention Citations / Comments Air Emissions Permitting Files (AQMD, CARB, Other): Final Permit, Testing Reports, Permit Applications, Correspondence CCP §338(k); SOS C-27 Biosolids Management Records:Biosolids Hauling, Use, EMS Activities 40 CFR §122.21, 40 CFR §122.41(j)(2), 40 CFR §503.17; SOS C-47 Environmental Audit Records: Conducted By OC San Environmental Audit Records:Conducted By Outside Parties SOS C-27 Cleanup, Abatement, and Remediation of Underground Storage Tanks Storage Tank Permits and Designated UST Operator Visual Inspector Reports 23 CCR 2772; SOS C-33 Non-Hazardous Waste Waste Hauler Manifests SOS C-42 CU = calendar year Interagency (Outside) Agreements and Documentation MOU Agreements and amendments, audits, MOUs, historical documents, special studies, Semiannual/annual reports, constituents of emerging concern, SSMPs, correspondence to/from EPA, RWQCB, etc. See also Board approved Agreements & Contracts BSD003 GC §60201(d)(9) 15 Environmental Services Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Environmental Services Record Series / Record Type Retention Citations / Comments ESD012 LO ESD013 CU+7 ESD014 CU+6 ESD015 LO ESD016 LO EL ESD017 CU+6 Laboratory Standard Operating Procedures SOS C-19 Laboratory Records: Sample Preparation Records, Raw Data, Data Logs, Data Packets, QA/QC Reports, Final Processed Data, LIMS Reports, Lab Equipment Maintenance and Sterilization SOS C-46CU = calendar year Non Permittee Files:Inspection Reports Data, Letters/Correspondence re: permit applicability including Discharge Authorization Request forms that do not lead to a permit, Inspection Report (Electronic Only) SOS C-19, SOS C-42 CU = calendar year OMP Field Datasheets: Field Data and Collection Documentation, Animal Counts, Fish Collection Observations 40 CFR §141.33; SOS C-46 NPDES Permitting Files:Final Permit, Permit Applications, Special Studies & Reports, Correspondence See Special Note in ESD020 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-46 Permittee Files: Discharge Permits and Urban Runoff Zero Discharge Permit, Discharge Certificate, Letter to Discharge (aka Discharge Authorization), Special Purpose Discharge, Class I, and II, Wastehauler MMRs, SMRs, TTO (TOMP) Waivers, WWARs Dry Cleaner Certifications* (retained until OOB or ownership change) 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-45CU = document date 16 Environmental Services Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Environmental Services Record Series / Record Type Retention Citations / Comments ESD020 LO P ESD022 LO H, V ESD023 CU+7 ESD024 LOCompliance Program Documentation:Storm Water, SSO, Post Construction Mitigation, SSMP (WDR)40 CFR §122.41, 40 CFR Part 141, 40 CFR §141.33; SOS C-25, SOS C-27, SOS C-45 Compliance and Annual Reports: Discharge Monitoring Reports (DMR), Marine Monitoring Annual Report (MMAR), Biosolids Annual Report Special Note: The MMAR contains information from NPDES permits so should be used as a resource to ESD016 40 CFR §122.41(j) Unprocessed Instrumentation Files & Lab Reports 40 CFR §122.41(j) Chain of Custody - Laboratory CFR §403.12(o), 40 CFR §503.17(a)(3)(i), (a)(4); SOS C-22CU = calendar year 17 Environmental Services Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type FAD001 CU+4 FAD002 CL+7 FAD003 CL+7 V FAD005 LO H FAD006 S+7 General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) Secretary of State United States Code CD This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Financial Management and Administrative Services Record Series / Record Type Retention Citations / Comments Accounting Reports: Quarterly and Monthly Reports SOS A-1, SOS C-30 CU = fiscal year Accounts Payable Files: Vendor and Contractor Invoices, Bills, Statements, Any Non-Discharged Debt GC §60201(d)(7), GC §60201(d)(12); SOS C-29Freeze on all FAD002 records for the timeframe of 1/1/2010 through 12/31/2013. Freeze until 1/1/2048 for the purposes of fulfilling Build America Bonds IRS requirements. OC San issued Build America Bonds in 2010 (outstanding through 2044) for which we are receiving a federal subsidy to offset our interest costs. The IRS guidance found states that all issuers should have records retention policies that maintain bond documents & related records (including documents supporting the disposition of funds) for at least the life of the bonds plus three years (through 2047). CL refers to final payment Confidential Historical TapesVital Accounts Receivable Files CCP §337 et seq.; GC §60201(d)(7), GC §60201(d)(12); SOS C-29 CL refers to final payment Audit Records:Financial Statements, Audit Management Letters, Comprehensive Annual Financial Report (CAFR)SOS C-30 Bank Signature Cards GC §60201(d)(12) 18 Financial Management and Administrative Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) Secretary of State United States Code CD This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Financial Management and Administrative Services Record Series / Record Type Retention Citations / Comments Confidential Historical TapesVital FAD007 CU+6 V FAD008 LO V FAD009 LO H, V during current FY FAD010 CU+5 FAD011 CU+7 FAD012 LO H EL, P FAD013 CU+7 Transfers, and Intrabank Transfers), Adjustments - Returned Checks (NSF), ACH Returns, Positive Pay Exceptions SOS C-29, SOS C-30 CU = calendar year Bonds: Certificates of Participation, Transcripts, Disclosure Reports, Registers, Issue Records, Determination of Allocation CCP §336(a), CCP §337.5; GC §43900, GC §53921 Budgets (Adopted)SOS -29 Expense Reports CCP §337; GC §60201(d)(12); SOS A-1 CU = fiscal year Budgets vs. Actual: Supporting Documentation Summaries, Worksheets, Goals and Objectives, Milestones SOS C-29 CU = fiscal year Check Records: & Interim Payroll Checks CCP §337; GC §60201(d)(12); SOS C-29CU = calendar year Capital Facility Capacity Charges (CFCC) CCP §337; SOS C-29 Changed to LO as it is beneficial for OC San to maintain copies of permits for fee calculations in the future and historical reference for fees paid for parcels 19 Financial Management and Administrative Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) Secretary of State United States Code CD This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Financial Management and Administrative Services Record Series / Record Type Retention Citations / Comments Confidential Historical TapesVital FAD014 CU+10 FAD015 LO FAD016 LF V FAD017 LO V FAD018 LO V FAD019 LO FAD021 CL+7 Financial Statements 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-45 CU = date of record Financial System: ERP Database (JDE), Access Database, Utility Billing Data is interrelated across platformsThe Access Database & Utility Billing is iPACS and all of the information used for billing industrial dischargers. JDE also interfaces with Maximo for warehouse and maintenance. SOS C-45 Journal Entries CCP §337; SOS C-29 OCERS Files:Copies of OCERS Payments, Statements 29 CFR §516.6(a)(1); GC §60201(d)(12) CL refers to final payment Fixed Asset Records SOS C-29 General Ledger SOS C-29 Investment Records: Investment Policy, Custodian Bank Transaction Records, Asset Detail, Asset Summary, Yield, Statements, LAIF Withdrawals/Deposits, Portfolio Withdrawals/Deposits, Stock Certificates, Treasurer’s Report, GASB 40 Report, GASB 72 Report CCP §337; GC §53607; SOS C-30 20 Financial Management and Administrative Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) Secretary of State United States Code CD This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Financial Management and Administrative Services Record Series / Record Type Retention Citations / Comments Confidential Historical TapesVital FAD022 LO FAD023 7 V FAD024 CU+7 FAD025 CU+10 FAD026 CU+7 FAD027 LO OCERS Retirement Report 29 CFR §516.6(a)(1); GC §60201(d)(12) Business value for LO retention Rebates and Refunds: Sewer Service Fees 26 CFR §1.6001-1 CU = calendar year State Controller's Reports SOS C-30 Payroll Records (Generated from Payroll Taxes): Timesheets; Payroll Registers and Reports; Unemployment Claims; Garnishments; Payment of Labor Costs Including Salaries, Wages, Compensation, and Deductions For Employees, Board Members, and Contractors (DE-6 & 941 Forms - Quarterly and Annual Payroll Tax Returns) CCP §337; 26 CFR §1.6001-1, 29 CFR §516.5, 29 CFR §516.5(a)-(b), 29 CFR §516.6(a)(1); GC §60201(d)(12); SOS C-30; IRS Reg. §31.6001-1(e)(2); R&TC §195307 years is triggered from date of payment Petty Cash Records 26 CFR §1.6001-1; CCP §337; GC §60201(d)(12); SOS A-1 CU = fiscal year Rate Studies SOS C-42 Business value for longer retention CU = fiscal year 21 Financial Management and Administrative Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) Secretary of State United States Code CD This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Financial Management and Administrative Services Record Series / Record Type Retention Citations / Comments Confidential Historical TapesVital FAD028 CU+7 FAD029 CU+7 FAD030 CU+7 FAD032 LO FAD033 CL+2 FAD034 LO Tax Records - Employees & Retirees:1099-R, Annual Information Returns for Employees and Retirees 26 CFR §31.600-1(d), 26 CFR §31.605-1, 29 CFR §516.5 - 516.6; GC §60201(d)(12); SOS C-30, SOS C-29; USC §436; IRS Reg. §31.6001-1(e)(2); R&TC §19530 CU = calendar year Claims (Excluding Workers Comp Claims): Claims Against OC San/OC San Employees (Wrongdoing by OC San/OC San Employees, Project Related Injury), Employment Claims (Wrongful Termination, Harassment, Discrimination), Loss Run Reports GC §60201(d)(4) Incorporates 2018 BSD022 & 2018 RMS031 OC San Insurance Policies: Records Related to Owner Controlled Insurance Programs and Insurance Policies Purchased by OC San, Including Policies and Amendments SOS C-24 Tax Records (Generated From Accounts Payable & Vendor Files): Vendor SOS C-29 CU = calendar year Trial Balance Records SOS C-29CU = fiscal year Redevelopment Agency (RDA) Records:Records Regarding Member Agency RDA Required Payment to OC San SOS C-29 22 Financial Management and Administrative Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) Secretary of State United States Code CD This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Financial Management and Administrative Services Record Series / Record Type Retention Citations / Comments Confidential Historical TapesVital FAD035 LOW-2's - Employees & Retirees 26 CFR 31.6001.1-1; 29 CFR 516.5-6; SOS C-30; 29 USC 436 23 Financial Management and Administrative Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type GMO001 LO H GMO007 CU+2 GMO009 CU+2 GMO016 CU+7 General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Executive Management Team (EMT) Meeting Files:Agenda, Agenda Report, Handouts SOS A-2 CU = calendar year Travel Records SOS C-19 CU = calendar year General Manager's Office Record Series / Record Type Retention Citations / Comments Annual OC San Reports: OC San Strategic Plan SOS C-26 Business value in longer retention GM Monthly ReportsLO in BSD002 as part of Board agenda packet distribution/retention SOS C-19CU = calendar year 24 General Manager's Office Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type HRD001 LO HRD002 CL+7 HRD003 LO HRD004 LO V HRD005 CL+3 HRD006 LO General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Temporary Employees:Hiring Documents, Tracking Spreadsheet, Request Forms CCP §336(a); 29 CFR §1627.3; SOS C-21 Human Resources Record Series / Record Type Retention Citations / Comments Classification & Compensation:Class & Comp Studies, Class Specifications, Salary Surveys, Salary Schedules, Pay Types, Reclass Requests, Desk Audits 29 CFR §1627.3; GC §60201(d)(12), GC §12946; SOS C-21 Deferred Compensation Records:Participation Agreements 26 CFR §16001-1, 29 CFR §1627.3; SOS C-30 District Benefit Contracts: Health, Dental, Vision, Other Benefit Contracts 28 CCR §1300.85.1; 29 CFR §1627.3(b)(2); 29 USC §1027 General EEO-4 Reports and Files:Documents Required to Generate EEO-4 Report 29 CFR §1602.30, 29 CFR §1602.31, 29 CFR §1602.32 Memorandums of Understanding (MOU), Arbitration, Grievances, Union Requests, Employee Rights, Appeals, Investigations, Performance Improvement Plans (PIP), Disciplinary Actions and Complaints, Sexual Harassment, Civil Rights 29 CFR §516.5, 29 CFR §1602.31, 29 CFR §1627.3(b)(1)(ii); GC §12946 25 Human Resources Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Human Resources Record Series / Record Type Retention Citations / Comments HRD007 T+7 V HRD009 LO HRD010 T+3 HRD011 T+30 HRD012 S+2 HRD013 T+7 V until separation Employee Benefit Plans and Programs: Health Insurance, Supplemental Life Insurance, Beneficiary Designations, Records, Repayment Agreements, Eligibility Changes, Development Pay, Rideshare 29 CFR §1602.30, 29 CFR §1602.32, 29 CFR §1627.3(b)(2); GC §12946, GC §60201(d)(12); LC §1197.5 HRD007 applies to all employees/former employees Human Resources/ERP Database:Electronic Records Management - JDE, Cornerstone, Workterra (Data Shared Across These Systems/Feed Into Each Other) Employee I-9 Forms & EEOC Data Collection Forms 8 USC §1324a(b)(3)(B); SOS C-20 Fitness for Duty, Leaves of Absence, Interactive Process Medical Files are excluded from Personnel Files which are retained in HRD013 Workers Comp records are retained in HRD024 8 CCR §3204(d)(1); 29 CFR 1910.1020 HRD011 applies to all employees/former employees Organization Charts SOS C-19 Personnel Files: Includes Application, Awards, Disciplinary Actions, Certifications, Commendations, Employment Verifications, (pre-2011) Evaluations, Licenses, Status Change Forms, Policy Acknowledgements, Waiver of Responsibility for Voluntary Activities, Training Records, Pay Docs, Emergency Contacts, Change of Address, Outside Employment, Development Pay Forms, Computer Loan Forms, Tuition Reimbursement Info, Specific Rideshare Info, Loyalty Oath, Resignation Excludes Medical Records which are retained in HRD011 8 CCR §3204(d)(1); 29 CFR §1602.31, 29 CFR §1627.3; GC §§12946 26 Human Resources Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Human Resources Record Series / Record Type Retention Citations / Comments HRD014 CL+4 HRD015 T+7 HRD016 T+7 HRD017 CL+3 EL HRD018 EX+5 HRD019 LO H EL Recruitment Records:Includes Applications, Resumes, Certifications, and Other Recruitment Related Documents; Advertisements; Job Brochures; Test Data; Rating Sheets; Questions; Eligibility Lists; Electronic/NEOGOV Records 29 CFR §1602 et seq., 29 CFR §1607.29, 29 CFR §1627.3; GC §6250 et seq., GC §12946 CL = job advertisement close date Training Program Records:Class Attendance Sheets, Schedules, Classes Offered, Curriculum or Syllabus, Training Materials Development (Data Shared Across These Systems/Feed Into Each Other) 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-45CU = date of record Background Checks: Candidate Background Checks SOS C-21 Human Resources Programs:Rideshare, Tuition Reimbursement, Computer Loan, Development PayProgram Details, E-forms, Payment Schedules/Tracking Spreadsheets General Program Information Only; Employee Specific Information is Retained in Personnel Files (HRD013) SOS C-20 District Benefit Plans:Benefits Summary Plan Descriptions (Health, Dental, Vision, Other)SOS C-21 OC San U (Formerly Known as BLAST & OCSD U) Development Records:Research Material, Timeline SOS C-28 27 Human Resources Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Human Resources Record Series / Record Type Retention Citations / Comments HRD020 S+2 EL HRD021 NN EL HRD022 S+2 EL HRD023 S EL HRD024 CL+5 EL OC San U (Formerly Known as BLAST & OCSD U) Procedures SOS C-23 OC San U (Formerly Known as BLAST & OCSD U) Professional Development Articles From External Sources OC San U (Formerly Known as BLAST & OCSD U) Program Files:Minutes, Marketing Material, Program/Training Evaluations, Quarterly Reports SOS C-19 OC San U (Formerly Known as BLAST & OCSD U) Working Documents: Member Rosters - Active & Inactive Workers Compensation Files, Including Claims & Loss Run Reports 8 CCR §15400.2; 29 CFR 1910.20; SOS C-24Incorporates 2018 BSD022 & 2018 RMS011 28 Human Resources Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type ITD001 T+3 ITD003 S+2 V ITD004 S ITD005 CU+2 ITD006 CL+3 ITD007 S ITD008 S+2 ITD013 S+2 General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types System and Software Documentation: Network Design, Instruction, Licenses, License Codes, Agreements, Systems List, Permission to Directories, SharePoint Lists, Hardware and Software Documentation, Source Code, IT Manuals SOS C-22 Incorporates 2015 ITD009, 2015 ITD010, 2015 ITD011, 2015 ITD012 Confidential Historical TapesVital Information Technology Record Series / Record Type Retention Citations / Comments Access Authorization Forms: Email Access Requests, Internet Access Requests, Mobile Devices Access GIS (Geographic Information System) Database: Layers Data is interrelated across platforms SOS C-22 Information/Activity Logs: Internet, Phone, Badge, Visitors SOS C-22 CU = current date IT Help Desk System:Service Tickets, Change Requests and Releases SOS C-22 Network Diagrams/System Configurations/Maps/Plans SOS C-22 IT Asset Inventory Database:IT Assets, Printers, Hardware, SCCM, Server Lists, Asset Explorer SOS C-22 System Log (Database): Transaction Logs, Error Logs SOS C-22 29 Information Technology Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Information Technology Record Series / Record Type Retention Citations / Comments ITD015 CU+1 ITD016 EX+2 ITD018 NN ITD023 CU+3 Video Surveillance Files and System Security Database GC §53160, GC §53161Recordings of routine video surveillance must be retained for at least one (1) year. Recordings of telephone and radio communications must be retained for at least 100 days. In the event that the recordings are evidence in any claim filed or any pending litigation, they shall be preserved until pending litigation is resolved. Notwithstanding the foregoing, if written minutes or an audio recording of the video surveillance is taken, the video surveillance can be destroyed after 90 days. The written minutes and audio recording can be destroyed after two (2) years. Incorporates 2015 ITD014, 2015 ITD017 CU = one year from current date Two-Way Radio Licensing and Information:Walkie Talkies (Industry Term is HT or Handy Talkies), Vehicle Mounted Two-Way Radios, Base Station Radios in Plant No. 1 Control Center & Plant No. 2 Operations Center, and Radio Repeaters Records of Services (Kept in Request to Purchase IT List), FCC License 47 CFR §951701 et seq. Virtual Computer Files: Replication for Disaster Recovery Purposes SOS C-22 DigSmart/DigAlert Database/Tickets (Formerly Known as USA Tickets)Business value in retention Was 2015 ENG021CU = current date 30 Information Technology Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Information Technology Record Series / Record Type Retention Citations / Comments ITD024 S V EL, P ITD025 CU+100 Days Tunnel Cross-Section, Vault Detail, Piping & Instrumentation Diagrams (P&IDs), Single Line Diagrams (SLDs), Instrument Loop Diagrams (ILDs) SOS C-26, SOS C-44 Tunnel Cross-Section & Vault Detail records are stored in Facility Records (Engineering) and managed by IT Incorporates 2018 ENG021, 2015 ENG008 Routine Recordings of Telephone Communications, Including Voicemail Recordings 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C- 45 CU = date of record 31 Information Technology Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type OMD001 CU+3 OMD002 CU+2 EL OMD004 LO OMD005 CU+30 OMD006 CU+3 OMD007 CU+2 EL OMD008 S+5 EL OMD009 CU+2 EL, P General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Complaint Files and Problem Reports (OPERATIONS):Related to Organization's Operations - Odor, Noise, Call Center Complaints SOS C-42 Incorporates 2018 ESD005 CU = calendar year Confidential Historical TapesVital Operations & Maintenance Record Series / Record Type Retention Citations / Comments Chemical Inventory Records (OPERATIONS): Delivery, Transfer, Usage, Manifest Worksheet, Inventory Logs 49 CFR §172.201; SOS C-33 CU = calendar year Flow Records (OPERATIONS)40 CFR §122.41(j)(2) Logs (OPERATIONS): Control Center Plant Operations 40 CFR §122.41(j)(2) CU = calendar year Logs (OPERATIONS):Operations Monthly Logs, Inspector Diaries, Control Center Visitor Logs 40 CFR §122.41(j)(2)CU = calendar year Monthly Reports:Operating and Status Reports, Key Performance Indicator Reports (Generated by 810)SOS C-19CU = calendar year O&M Policies & Procedures:Guidelines, Checklists, Standard Operating Procedures SOS C-19 Operating Journals (OPERATIONS): Alarm Summary (EL), Operations Round Sheets (EL, P), Midnight Readings (EL) 40 CFR §122.41(j)(2) CU = calendar year 32 Operations and Maintenance Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Operations & Maintenance Record Series / Record Type Retention Citations / Comments OMD010 CU+5 EL, P OMD011 LO EL OMD014 OB+7 P OMD015 LF+2 EL, P OMD016 OB+7 P OMD017 LF+2 EL, P OMD018 LF+2 EL, P Operating Records (OPERATIONS):Activated Sludge (AS) Plant Reports (EL, P), Operator Schedules (P), Biosolids Hauling Tickets (P), Grit & Screening Tickets (P) 40 CFR §122.41(j)(2) CU = calendar year Process Data (OPERATIONS):Monthly Summary of Operations (MSOs) [EL], Treatment Plant Operational Data (TPODs) [EL]40 CFR §122.41(j)(2) AQMD: 1-Cengen Emissions Reports, 2-AQMD Round Sheets, 3-Flare Reports Some of these records are key records to be retained for ESD002, please forward to ES if storage becomes burdensome CCP §338(k); SOS C-27 Cengen Emissions Reports are used as part of Title V permitting, which is addressed in ESD002. OMD014 needs to match ESD002 for retention as these provide adherence to existing AQMD permit conditions. Facility Maintenance & Repair (MAINTENANCE):LOTO Audits, Underground Storage Tank Permits, Assessment & Testing Results - Data, Corrective & Preventative Maintenance Records (Job Plans, Work Orders)SOS C-42 Generator Operation Logs (OPERATIONS): Fixed or Stationary Some of these records are key records to be retained for ESD002, please forward to ES if storage becomes burdensome GC §34090 Logs are used as part of AQMD Title V permitting, which is addressed in ESD002. OMD016 needs to match ESD002 for retention. Pressure Vehicle CNG Tank Inspection Certification (FLEET) 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-45 CU = date of record Vehicle Smog Check Inspection Report (FLEET)SOS A-1 DMV & State requirement 33 Operations and Maintenance Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Operations & Maintenance Record Series / Record Type Retention Citations / Comments OMD019 LF+2 P OMD020 LF+2 EL, P OMD022 LO OMD023 CU+10 OMD024 CU+10 OMD026 LF+2 V CHP Commercial Inspection: Bit Inspection (CHP Commercial Vehicle Inspection), CHP Safety Maintenance Inspection 49 CFR §396.11(c)(2) CHP, DMV & State requirement Certifications: Mobile Crane, Vehicles, Equipment Calibration Certification SOS C-47DMV & State requirement Vehicle Records (FLEET):Equipment Files, Maintenance, Registrations, Vehicle Titles ("Pink Slips"), Vehicle CitationsVehicle Titles/Pink Slips are transferred to new owner upon sale of vehicle; all other records are CCP §337; 8 CCR § 3203(b)(1); 49 CFR §396.21(b)(1), 49 CFR §396.3© Collection System Process Data (COLLECTIONS):Pump Station, Control System Historical Data SOS C-45 Inspection Reports & Photos (COLLECTIONS): Manhole SOS C-45 CU = calendar year Sewer Line Maintenance Files (COLLECTIONS)40 CFR Sec. 122.41(j)(2); 40 CFR Sec. 403.12(o); SOS C-45 CU = calendar year 34 Operations and Maintenance Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type PAO001 S+2 PAO002 S+5 PAO003 S+7 PAO006 LO H PAO007 S+2 PAO008 S+2 PAO009 LO H PAO010 LO General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Outreach/Event File:Tour Documentation, RSVP's, Sign-in Sheets, Other Related Information SOS C-24 Public Affairs Record Series / Record Type Retention Citations / Comments Education Curriculum: Sewer Science, Water Festival, Other SOS C-24 Marketing Material:Flyers, General Brochure, Marketing Brochures, Newsletters, Email Blasts, Marketing Related Presentations/PowerPoints SOS C-19 Press/Media Releases SOS C-40SOS allows S+2; however, based on business needs, preferred retention is LO Publication Proofs (Ad in Adjudicated/Circulated Newspaper) (Non-Board and/or CPM Related):General Marketing SOS C-24 Website Content ArchivingPageFreezer provides services; Board Services manages SOS C-22 Employee Events:Agency Awards, Recognitions, Announcements Legal advice is S+2; however, based on business needs, preferred retention is LO Legislative Files: Letters of Support, Opposition SOS C-28Legal advice is S+2; however, based on business needs, preferred retention is LO 35 Public Affairs Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Public Affairs Record Series / Record Type Retention Citations / Comments PAO011 S+2 PAO012 LO H Social Media Archiving:Facebook, Twitter, YouTube, InstagramPageFreezer provides services; Board Services manages SOS C-22 Annual Reports:OC San Annual Report, Public Affairs Strategic Plan, Legislative Plan All items taken to the Board for approval (annually, every two years) SOS C-19 36 Public Affairs Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type RMS002 CU+5 C RMS003 CU+2 RMS004 LO RMS006 LO RMS007 T+30 C RMS008 LO General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Emergency Exercises: Planning Documents, Meeting Minutes, After Action Reports 29 CFR §1910.119(g), 29 CFR §1910.120(q); SOS C-41 CU = calendar year Confidential Historical TapesVital Risk Management and Safety Record Series / Record Type Retention Citations / Comments DOT Random Drug & Alcohol Test Records 49 CFR §199.117; GC §12946 CU = calendar year Emergency Response:Response & Disaster Recovery Files, Emergency Operations Center Activiation Notifications & Records 29 CFR §1910.119(g), 29 CFR §1910.120(q) Incorporates 2015 RMS005 Industrial Hygiene & Safety: Hazard Assessments, Inspections, Site Characterization Reports, Exposure Monitoring Reports, Noise Assessments, Surveys, Audits, Indoor Air Quality, Mold, Asbestos/Lead Surveys, Abatement Reports CCR §1529(n)6, 8 CCR §3204(d)(1)(B); 29 CFR §1910.1020 Incorporating 2018 RMS030 into RMS006 as Retention Length requested to change from T+30 to LO based on business needs. Incorporating 2015 RMS015 & 2018 RMS030. Occupational Medical Files:Medical Evaluations, Audiometric Test Reports, Pulmonary Function Tests, Respiratory Medical Clearance 8 CCR §3204; 29 CFR §1910 OSHA Compliance Records:Citations, Appeals Related, CorrespondenceOSHA 300 & 301 Logs retained in RMS012 29 CFR §1904.4; OMB 1220-0029; SOS A-2 37 Risk Management and Safety Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Risk Management and Safety Record Series / Record Type Retention Citations / Comments RMS010 CU+4 RMS012 CU+7 RMS014 CL+7 RMS016 CU+5 RMS017 CU+5 P RMS018 CU+4 RMS019 LO Safety Committee: Action Items, Agendas, Meeting Minutes, Annual Reports, Presentations Retention aligns with Voluntary Protection Program (VPP)CU = document date OSHA Logs:300 & 301 Logs 8 CCR §14300.33(a); 29 CFR §1904.33, 29 CFR §1904.44; LC §6429c CU = calendar year Accident & Incident Records CCP §338; CFR §1904.6; SOS C-24 Hazardous Materials Records: Business Plans, Hazardous Materials Inventory, Disclosures 40 CFR §122.21(p), 40 CFR §122.41 CU = document date Calibration Gas Detectors Annual Recertification 8 CCR §14300.33(a); 29 CFR §1904.33, 29 CFR §1904.44; LC §6429c CU = calendar year Confined Space Records & Entries 8 CCR §5157(e)(6); 29 CFR 1910.146(e)(6), 40 CFR §122.41(j)(2); GC §53161; SOS C-42Retention aligns with VPPIncorporates 2018 OMD003 CU = document date Hazardous Waste Records:Manifests, Disposals, Recyclable Non Hazardous Waste Material, Batteries, etc.CCR §3204(d)(1), 26 CCR §22-64470(a); 40 CFR C-33, SOS C-47 38 Risk Management and Safety Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Risk Management and Safety Record Series / Record Type Retention Citations / Comments RMS020 LO RMS021 LO RMS022 S RMS024 CU+7 RMS025 LO RMS026 LO RMS027 CU+4 HazMat Permits, Environmental Health Permits: Bulk Chemicals, Fire, Battery Storage 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-45 CU = date of record Safety Data Sheets (SDS)8 CCR §5194; 29 CFR §1910 Respiratory Protection:Fit Test Records, Written Program 8 CCR §5144(m) Medical Evaluations retained in RMS007 Training Records - Safety: Rosters, Syllabus, Schedule, Curriculum Material Only SOS C-21 CU = document date Training Database Radiation License & Disposal Records 17 CCR §30293 Contractor Safety Orientation, Job Site Safety Analysis (JSSA), Job Hazard Analysis (JHA), Hot Work Permits 29 CFR §1904.6, 29 CFR §1910.132, 29 CFR §1910.252; OMB 1218-0176 Retention aligns with VPP CU = document date JSSA renamed Contractor Safety Orientation in 2020 39 Risk Management and Safety Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Risk Management and Safety Record Series / Record Type Retention Citations / Comments RMS028 S RMS029 4 RMS032 CU+4 RMS033 S V EL, P RMS034 CU+2 Continuity of Operations Plan (COOP) GC §60102(d)(10) Vehicle Entry Logs (Security) SOS C-22 CU = current date Excludes entry for Board/Committee meetings and issued parking passes. Information entered in logs includes date, host name, purpose of visit, and vehicle information. Referred to if there is a security related incident. PPE Assessments 29 CFR §1910.132 Lock Out Tag Out Audits (LOTO) 29 CFR §1910.147(c)(6), 29 CFR §1910.147(c)(7), 29 CFR §1910.147(f)(2) Retention aligns with VPP Vehicle Inspection & Equipment Checks Files:Daily Safety Checks, Pre-Starts, Commercial Vehicle Pre-Starts and Forklift Inspections, Pre-Trip Inspections, CHP Inspections, Daily Vehicle Inspections, Daily Equipment Checks 49 CFR §396.11(c)(2), 49 CFR §396.21(b)(1) CU = document date 40 Risk Management and Safety Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 5.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: RECORDS DISPOSITION Approved by: Records Disposition 1 Adopted 12/18/2024 02/25/2026 1.0 INTRODUCTION 1.1 Records disposition is a specific set of actions taken with regard to inactive records as determined through records appraisal. 1.2 Records disposition includes determining whether OC San records are eligible for destruction (records have been determined to be retention expired) or for longer-term preservation (records have been determined to be Historical Records or Inactive Records). 2.0 PURPOSE 2.1 The purpose of this procedure is to describe the procedures for dispositioning OC San Retention Expired Records, Inactive Records, and Historical Records in an organized and efficient manner. 2.2 This procedure ensures that appropriate review and approval are completed prior to destruction or longer-term storage of OC San records. 2.3 This procedure ensures that records that have an expired retention, but that are subject to a Records Hold of any sort (legal, audit, or other), are maintained until resolution of the matter or conclusion of the reason necessitating the Records Hold. 2.4 This procedure applies to all OC San records regardless of whether or not the records contain sensitive information (confidential). Should a unique process for disposition be required for any record, please contact the Clerk of the Board and/or designee and a process will be established that is mutually acceptable for all business purposes. 3.0 PROCEDURES 3.1 Records are periodically reviewed in order to identify those records that have met the required retention periods established in the Records Retention Schedule (RRS). 3.2 The review activity usually groups records into the following frequently used disposition groups: I' 6 SAN Of\AHQE COUNTY M.HllAllON OtlTfUCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 5.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: RECORDS DISPOSITION Approved by: Records Disposition 2 Adopted 12/18/2024 02/25/2026 3.2.1 Retention Expired Records: Records that have met the required retention are considered obsolete and are processed for destruction. 3.2.2 Inactive Records: Records that have not met their retention periods but are no longer required to be in the immediate office area are considered inactive and are processed for offsite storage. 3.2.3 Historical Records: Records that have met their business function retention requirements but have historical or intrinsic value are considered Historical Records and are digitized and processed for long-term storage. 3.2.4 Active Records: Records that are required for current day-to-day business and are subject to frequent use; generally located near the user (if hard copy); can easily be accessible on a networked server (if electronic); generally referred to more than once per month. May also be stored offsite. 4.0 PROCESSING OFFICIAL DISTRICT RECORDS FOR DESTRUCTION 4.1 Destruction of the official version of OC San records requires the approval of the following, as applicable: Submitter Department/Division Records Coordinator Department/Division Supervisor Department/Division Manager Department/Division Director Clerk of the Board (or designee) Legal Counsel 4.2 Procedures to process destruction of expired records are included in the following chart: Responsibility Action Clerk of the Board and/or designee Annually, at the start of the calendar year, issue a call to all Records Coordinators requesting a review and purge of their Active, Inactive, and Historical Records. I' 6 SAN Of\AHQE COUNTY M.HllAllON OtlTfUCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 5.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: RECORDS DISPOSITION Approved by: Records Disposition 3 Adopted 12/18/2024 02/25/2026 Responsibility Action Division Records Coordinators (may also be a Submitter separate from the Records Coordinator) Review existing records currently maintained in the office area or stored offsite. Review can be done annually at the start of the calendar year based on the call from the Clerk of the Board and/or designee Review should be conducted using the appropriate RRS, using all components of any given Record Type (Record Type description, Retention Length, etc.). Calculate destruction dates using the Records Management Disposition Form (Exhibit A). Cross-reference records with any active Records Holds. The Clerk of the Board and/or designee should be contacted for any questions pertaining to Records Holds. Purge the files in accordance with the process outlined below and in Procedure 4.0. Do not purge any documents subject to a Records Hold. If there are records identified that have met the required retention periods, that are not subject to a Records Hold, complete a Records Management Disposition Form. The Clerk of the Board and/or designee will prepare the Request for Authorization to Destroy Records (Exhibit B) and route the documents for digital signatures/approval. The Submitter and Records Coordinator are first and second, respectively, in the approval routing sequence. Clerk of the Board and/or designee Review the submitted Disposition Form and validate all information on the Disposition Form, including confirming the records are eligible for destruction (checking historical value, Records Holds, etc.). If the records identified are not eligible for destruction, advise the Records Coordinator and Submitter and handle according to the type of record. Prepare the Request for Authorization to Destroy Records, I' 6 SAN Of\AHQE COUNTY M.HllAllON OtlTfUCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 5.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: RECORDS DISPOSITION Approved by: Records Disposition 4 Adopted 12/18/2024 02/25/2026 Responsibility Action is routed, and route for signature/approval. Digitally sign the forms approving destruction (in the approval routing sequence after Legal Counsel). Department/Division Supervisor Review the submitted forms and authorize approval to destroy records by digitally signing/approving the forms. If not approved, please contact the Clerk of the Board and/or designee. The Clerk of the Board and/or designee will coordinate with the Submitter and Records Coordinator, as appropriate, to resolve any issues. Department/Division Manager Review the submitted forms and authorize approval to destroy records by digitally signing/approving the forms. If not approved, please contact the Clerk of the Board and/or designee. The Clerk of the Board and/or designee will coordinate with the Submitter and Records Coordinator, as appropriate, to resolve any issues. Department/Division Director Review the submitted forms and authorize approval to destroy records by digitally signing/approving the forms. If not approved, please contact the Clerk of the Board and/or designee. The Clerk of the Board and/or designee will coordinate with the Submitter and Records Coordinator, as Legal Counsel Review the submitted forms and determine whether to approve or disapprove the request for destruction of records. If not approved, please contact the Clerk of the Board and/or designee. The Clerk of the Board and/or designee will coordinate with the Submitter and Records Coordinator, as appropriate, to resolve any issues. Authorize approval to destroy records by digitally I' 6 SAN Of\AHQE COUNTY M.HllAllON OtlTfUCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 5.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: RECORDS DISPOSITION Approved by: Records Disposition 5 Adopted 12/18/2024 02/25/2026 Responsibility Action Clerk of the Board and/or designee Upon complete approval, the Clerk of the Board and/or designee will send a copy of the approved forms to the Division Records Coordinator. Division Records Coordinator & Clerk of the Board and/or designee Upon approval of the destruction request, the Records Coordinator and Clerk of the Board and/or designee will proceed with destruction procedures. If request for destruction is not approved for any reason, records will be maintained until resolution of the matter or Clerk of the Board and/or designee Coordinate destruction of records. If the records are digital, notify Information Technology (IT) of the necessary destruction or handle in other appropriate manner. Whoever destroys electronic files will be required to complete a Certificate of Digital Record Destruction (Exhibit C). The Clerk of the Board and/or designee will coordinate the completion of this document. If the records are confidential, arrange for destruction that will protect the confidentiality of the information. After destruction, ensure that a Certificate of Destruction is Maintain the Certificate of Destruction in the appropriate files. Update the Master Records Inventory and GRM database as 5.0 PROCESSING DUPLICATE RECORDS FOR DESTRUCTION 5.1 Duplicate records are documents that are copies of the original or official version of a record. A duplicate may be a paper version or an electronic version of the official record. Retention periods of original or official versions of a record do not apply to duplicate files. Duplicate records may be destroyed at any time, upon confirmation that the record is a duplicate. 5.2 Duplicate records should not be transferred or stored offsite. I' 6 SAN Of\AHQE COUNTY M.HllAllON OtlTfUCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 5.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: RECORDS DISPOSITION Approved by: Records Disposition 6 Adopted 12/18/2024 02/25/2026 5.3 Duplicate records are destroyed in the office or work area. To destroy a duplicate record, please contact the Clerk of the Board and/or designee for determination and confirmation that records are, in fact, duplicate records. 5.4 Formal destruction authorization may be required to destroy duplicate records. 5.5 If the duplicate records contain confidential information, they should be shredded to protect the confidentiality of the information. If the records are not confidential, they may be recycled or discarded. 6.0 PROCESSING VIDEO SURVEILLANCE FILES FOR DESTRUCTION 6.1 As allowed for in Government Code Section 53160, recordings of routine video monitoring are automatically overwritten after one year, on a daily basis on any given calendar date plus one year. Further, in the event that recordings are evidence in any claim filed or any pending litigation or hold, the recordings are preserved until pending litigation is resolved. 6.2 The OC San Board of Directors Resolution adopting the Records Management Program Procedures & Records Retention Schedule authorizes OC San to destroy recordings of routine video monitoring after any given calendar date plus one year. 6.3 The IT Division has developed a daily task to perform the overwriting of OC San’s video recordings. The IT Division is responsible for the management of this activity. 6.4 Should OC San keep another record, such as written minutes or an audio recording of the event that is recorded in the video medium, the video recording may be destroyed or erased no less than 90 days after occurrence of the event recorded. 6.5 By signing the written consent (Exhibit D), OC San’s legal counsel approves of the foregoing destruction practices of video surveillance files and no further consent by legal counsel is required. Legal Counsel shall update this written consent should these practices be substantively modified at any time. I' 6 SAN Of\AHQE COUNTY M.HllAllON OtlTfUCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 5.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: RECORDS DISPOSITION Approved by: Records Disposition 7 Adopted 12/18/2024 02/25/2026 7.0 PROCESSING LASERFICHE FILES FOR DESTRUCTION 7.1 The destruction of files from Laserfiche follows a similar process to Section 4.0 above, Processing Official District Records for Destruction. 7.2 Destruction of the official version of OC San records from Laserfiche requires the approval of the following, as applicable: Submitter Department/Division Records Coordinator Department/Division Supervisor Department/Division Manager Department/Division Director Clerk of the Board (or designee) Legal Counsel 7.3 Procedures to process destruction of expired records in Laserfiche are included in the following chart: Responsibility Action Division Records Coordinators (may also be a Submitter separate from the Records Coordinator) Either in response to the automated workflow notification email from Laserfiche or during independent review of existing records maintained in Laserfiche, records are identified for destruction. Automated workflow notification emails from Laserfiche are generated by the retention workflow that is developed in Laserfiche using the RRS. Hard copy records that might correlate to the identified records for destruction will be processed for destruction concurrent with the process below. The process outlined in Section 4.0 above applies. Review should be conducted using the appropriate RRS, using all components of any given Record Type (Record Type description, Retention Length, etc.). Calculate destruction dates using the Records Management Disposition Form. Cross-reference records with any active Records Holds. I' 6 SAN Of\AHQE COUNTY M.HllAllON OtlTfUCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 5.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: RECORDS DISPOSITION Approved by: Records Disposition 8 Adopted 12/18/2024 02/25/2026 Responsibility Action The Clerk of the Board and/or designee should be contacted for any questions pertaining to Records Holds. Purge the files in accordance with the process outlined below and in Procedure 4.0. Do not purge any documents subject to a Records Hold. If there are records identified that have met the required retention periods, that are not subject to a Records Hold, complete a Records Management Disposition Form. The Clerk of the Board and/or designee will prepare the Request for Authorization to Destroy Records and route the documents for digital signatures/approval. The Submitter and Records Coordinator are first and second, respectively, in the approval routing sequence. Clerk of the Board and/or designee Review the submitted Disposition Form and validate all information on the Disposition Form, including confirming the records are eligible for destruction (checking historical value, Records Holds, etc.). If the records identified are not eligible for destruction, advise the Records Coordinator and Submitter and handle according to the type of record. Prepare the Request for Authorization to Destroy Records, ensuring the appropriate RRS is included in the information that is routed, and route for signature/approval. Digitally sign the forms approving destruction (in the approval routing sequence after Legal Counsel). Department/Division Supervisor Review the submitted forms and authorize approval to destroy records by digitally signing/approving the forms. If not approved, please contact the Clerk of the Board and/or I' 6 SAN Of\AHQE COUNTY M.HllAllON OtlTfUCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 5.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: RECORDS DISPOSITION Approved by: Records Disposition 9 Adopted 12/18/2024 02/25/2026 Responsibility Action coordinate with the Submitter and Records Coordinator, as appropriate, to resolve any issues. Department/Division Manager Review the submitted forms and authorize approval to destroy records by digitally signing/approving the forms. If not approved, please contact the Clerk of the Board and/or designee. The Clerk of the Board and/or designee will coordinate with the Submitter and Records Coordinator, as appropriate, to resolve any issues. ed Department/Division Director Review the submitted forms and authorize approval to destroy records by digitally signing/approving the forms. If not approved, please contact the Clerk of the Board and/or designee. The Clerk of the Board and/or designee will coordinate with the Submitter and Records Coordinator, as Legal Counsel Review the submitted forms and determine whether to approve or disapprove the request for destruction of records. If not approved, please contact the Clerk of the Board and/or designee. The Clerk of the Board and/or designee will coordinate with the Submitter and Records Coordinator, as appropriate, to resolve any issues. Authorize approval to destroy records by digitally signing/approving the forms. Clerk of the Board and/or designee Upon complete approval, the Clerk of the Board and/or designee will send a copy of the approved forms to the Division Records Coordinator. Division Records Coordinator & Clerk of the Board and/or designee Upon approval of the destruction request, the Records Coordinator and Clerk of the Board and/or designee will proceed with destruction procedures. I' 6 SAN Of\AHQE COUNTY M.HllAllON OtlTfUCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 5.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: RECORDS DISPOSITION Approved by: Records Disposition 10 Adopted 12/18/2024 02/25/2026 Responsibility Action If request for destruction is not approved for any reason, records will be maintained until resolution of the matter or Clerk of the Board and/or designee Coordinate destruction of records. As these records are digital and in Laserfiche, only specific users with delete permissions in Laserfiche can delete the records from the active repository. If the records are confidential, arrange for destruction that will protect the confidentiality of the information. The authorized user will delete the records from the active Laserfiche repository. Records will remain in the authorized user’s Laserfiche Recycle Bin for 90 days upon deletion from the active repository. The automatic purge of records in this location will occur after 90 days. If the user restores a record from the recycle bin to the active repository that has been identified on the disposition form and authorized for destruction, the user is to notify Records Management as soon as possible. Using the Laserfiche Global Recycle Bin, the Clerk of the Board and/or designee will review the user’s Laserfiche Recycle Bin to ensure its contents match the records approved for destruction. The authorized user who destroys electronic files in Laserfiche will be required to complete a Certificate of Digital Record Destruction. The Clerk of the Board and/or designee will coordinate the completion of this document. The Clerk of the Board and/or designee will review the Global Recycle Bin at 91 days to ensure the records are no longer in the Global Recycle Bin. I' 6 SAN Of\AHQE COUNTY M.HllAllON OtlTfUCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 5.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: RECORDS DISPOSITION Approved by: Records Disposition 11 Adopted 12/18/2024 02/25/2026 Responsibility Action Once purged from the Laserfiche Recycle Bin, the Laserfiche service account will delete the files from OC San's Laserfiche server. The Assureon File Sync process will notice the deleted files and will verify authenticity of the deletion via two methods: Verify that the records were deleted by the Laserfiche application (lf.exe) and verify that the records were deleted by the Laserfiche service account. Assureon will mark the records as expired in the restorVault Trusted System cloud and will permanently delete the records after a holding period of seven (7) days. The Clerk of the Board and/or designee will maintain the Certificate of Destruction in the appropriate files and update the I' 6 SAN Of\AHQE COUNTY M.HllAllON OtlTfUCT Procedure 5.0 Records Management Disposition Form Exhibit A Date:12/30/2021 Division Number Media Format(select all that apply)RecordType Record Description FromYear ToYear User Box Number(optional)Submitted By Disposition Special Storage Consideration(select all that apply)GRM Barcode Retention Number Retention Length Year Trigger Month Eligible for Destruction Select Record Type Select Record Type 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life Records Management Disposition Form Districtwide Please send completed form to: recordsmanagement@ocsan.gov These fields are for reference only and will autopopulate and/orbe entered by Records Management Return to User Guide( ) Procedure 5.0 Request for Authorization to Destroy Records Form Exhibit B 1. Identify records that are eligible for destruction. 2. Complete a Disposition Form indicating which records are requested for destruction. 3. Email the completed Disposition Form to Records Management. 5. Records Management will obtain all required approvals & finalize request for destruction. Records Coordinators will receive a copy for reference. Please contact Tina Knapp at ext. 7190 for questions/assistance or you may send an email to RecordsManagement@ocsan.gov. Division Total Number of Boxes for Name (Print)Signature Date Name (Print)Signature Date Name (Print)Signature Date Name (Print)Signature Date Name (Print)Signature Date Name (Print)Signature Date Name (Print)Signature Date I certify that the OFFICIAL RECORDS AND COPIES identified on the corresponding Disposition Form are past the retention period specified by OC San’s Records Retention Schedule and that all audit, business, and administrative requirements have been satisfied. Further,I certify that no HOLD hasbeen placed on these OFFICIAL RECORDS AND COPIES due to any litigation, claim,negotiation, audit, or public records request and all legal, business, and administrative requirements have been satisfied.I certify that all information on this form is accurate and true to my knowledge byproviding my signature. Records CoordinatorName & Signature: Name & Signature: Request for Authorization to Destroy Records Complete this section for authorization to destroy records Required Approval Name & Signature: (If different from Records Coordinator) Name & Signature: Name & Signature: Page 1 OC ~SAN ORANGE COUNTY SANITATION DISTRICT Procedure 5.0 Certificate of Digital Record Destruction Exhibit C Certificate of Digital Record Destruction THIS IS TO CERTIFY THAT THE DIGITAL RECORDS IDENTIFIED IN THE ATTACHED DOCUMENTATION* HAVE BEEN COMPLETELY DESTROYED BY THE UNDERSIGNED IN ACCORDANCE WITH THE RECORDS MANAGEMENT PROGRAM ADOPTED BY THE BOARD OF DIRECTORS OF THE ORANGE COUNTY SANITATION DISTRICT DIVISION NUMBER: ___________________ RECORDS DESTROYED FROM THE FOLLOWING LOCATIONS (LIST BELOW, FOR EXAMPLE: SHAREPOINT, H DRIVE): SIGNATURE: PRINT NAME: DATE OF DESTRUCTION: *Disposition form and authorized destruction approval form must be attached ~SAN ORANGE COUNTY SANITATION DISTRICT Procedure 5.0 Legal Counsel Written Consent Authorizing the Destruction of Video Surveillance Files Exhibit D Legal Counsel Written Consent Authorizing the Destruction of Video Surveillance Files This written consent serves as authorization by Orange County Sanitation District’s legal counsel to perform destruction of video surveillance recordings as detailed in OC San Records Management Program Procedure 5.0 and adopted by the OC San Board of Directors by Resolution, and attached hereto. ______________________________ Scott Smith General Counsel ______________________________ Date 0 6 SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 6.0 Effective Date: 12/18/2024 02/25/2026 Supersedes: 04/24/2024 12/18/2024 SUBJECT: VITAL RECORDS Approved by: Vital Records 1 Adopted 12/18/202402/25/2026 1.0 INTRODUCTION 1.1 Vital records are those documents that contain information that enables the Orange County Sanitation District (OC San) to continue vital and critical operations in the event of a major interruption to business. 1.2 Such interruptions could be natural disasters (for example, earthquake, pandemic, sudden and severe energy shortage, or flood) or man-made disasters (for example, accidental fire, cyberterrorism, arson, or civil unrest) which result in the loss of the normal means of access to vital records. 1.3 In most organizations, vital records comprise between two and five percent of the total record volume. Vital records are identified with a “V” on the OC San Records Retention Schedule (RRS). 2.0 PURPOSE 2.1 The purpose of vital records management is to ensure that vital records are identified, protected, and accessible during or shortly following a disaster or major interruption to business. 3.0 SCOPE 3.1 Vital records are either irreplaceable or very difficult to replace. 3.2 Absence of vital records, or the inability to locate or translate vital records (in the case of machine-readable or digital records), means that OC San may not be able to provide critical services to the public and its employees during a disaster or shortly thereafter. 3.3 Vital records are maintained and protected in the format that is most appropriate for efficient retrieval (paper, digital, BOLDplanning, etc.). 3.4 Vital records include records that enable OC San to: 3.4.1 Provide required OC San safety and health services during and immediately following a disaster or other major interruption to business. I~ ~SAN 0RAHQE COUHn MNITAnc>H OISTIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 6.0 Effective Date: 12/18/2024 02/25/2026 Supersedes: 04/24/2024 12/18/2024 SUBJECT: VITAL RECORDS Approved by: Vital Records 2 Adopted 12/18/202402/25/2026 3.4.2 Meet the obligations to OC San employees and retirees. 3.4.3 Reconstruct legal obligations and rights. 3.4.4 Establish the financial position of OC San. 3.4.5 Reconstruct OC San’s assets and ownership. 4.0 PROCEDURES Responsibility ________Action__________________________________ Clerk of the Board and/or designee Develop procedures for protecting vital records, either digitization and/or storing them onsite in fire-resistive Identify viable onsite or remote storage sites for records protection. Coordinate vital records protection procedures with OC San’s Integrated Emergency Response Plan. Develop procedures for retrieving vital records within the identified time requirements following a disaster. Coordinate, identify, and develop agreements with vendors to provide records retrieval or recovery services required following a disaster. Work with the Information Technology Division (IT) and Risk Management (Risk) Managers to ensure that the management of vital records meets OC San’s needs. Risk & IT Managers Review the vital records procedures to ensure that OC San’s interests are protected and to ensure minimum exposure to risk in the event of a disaster. Department/Division Records Coordinator Identify vital records based on an evaluation of Department/Division business functions. I~ ~SAN 0RAHQE COUHn MNITAnc>H OISTIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 6.0 Effective Date: 12/18/2024 02/25/2026 Supersedes: 04/24/2024 12/18/2024 SUBJECT: VITAL RECORDS Approved by: Vital Records 3 Adopted 12/18/202402/25/2026 Comply with procedures that protect vital records. Determine the frequency with which vital records must be stored both onsite and offsite. Routinely copy and forward vital records to onsite or offsite 5.0 VITAL RECORDS CATEGORIES 5.1 The following is a list of records that are usually considered vital. This is not a complete list of vital records. If the Record Series/Record Type is indicated in the RRS, the Record Series/Record Type is identified as vital in the RRS. Financial Accounts Receivable Fixed Asset Records General Ledger Loan Payments Bank Statements Stock Certificates Payroll Tax Returns Negotiable Instruments OC San Benefit Contracts Bonds Employee Benefits Plans and Programs Notes Payroll Ownership Capital Investments Titles I~ ~SAN 0RAHQE COUHn MNITAnc>H OISTIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 6.0 Effective Date: 12/18/2024 02/25/2026 Supersedes: 04/24/2024 12/18/2024 SUBJECT: VITAL RECORDS Approved by: Vital Records 4 Adopted 12/18/202402/25/2026 OC San Administration Board Meeting Minutes Continuity of Operations Plan (COOP) Delegation of Authority Formation Files & Annexation Files Grant Deeds Ordinances Property & Other Lease Agreements Resolutions Significant Agreements Significant Capital Improvements/Construction Contracts and Other Insurance Certificates of Insurance Engineering Drawings Specification Conformed Information Technology System and Software Documentation (Licenses, Source Code, Manuals (if created by OC San)) 6.0 VITAL RECORDS FORMAT 6.1 Select the format for protecting and maintaining vital records that ensures accessibility and usability during a disaster or emergency response: 6.1.1 Source document (original or designated official version, regardless of format). 6.1.2 Distributed copy (copy of record that is routinely distributed). 6.1.3 Reproduced copy (hard copy of record that is copied for OC San needs). 6.1.4 Scan (scanned version of vital records). 6.1.5 Magnetic Tape (digital version of vital record). I~ ~SAN 0RAHQE COUHn MNITAnc>H OISTIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 6.0 Effective Date: 12/18/2024 02/25/2026 Supersedes: 04/24/2024 12/18/2024 SUBJECT: VITAL RECORDS Approved by: Vital Records 5 Adopted 12/18/202402/25/2026 6.2 Select Vital Records Protection Methods 6.2.1 Select the method most appropriate to protect the vital record. 6.2.2 Verify existing dispersal (locations) of record and ensure that vital records are available in multiple, geographically separate locations as part of normal business activities. 6.2.3 Improve dispersal by initiating distribution of copies of vital records to a secure location at the time of document creation. 6.2.4 Duplicate records by reproducing copies of vital records in a medium appropriate to efficient storage and use and send to a secure location. 6.2.5 Move electronic vital records to Electronic Content Management System (Laserfiche). 6.2.6 Move hard copy vital records from active use areas once digitized and when no longer needed for active reference and send to a secure location. 6.2.7 Store vital records onsite in a secure location, such as the vault, that meets National Fire Protection Association (NFPA) standards for fire resistance. 6.3 Select Vital Records Update Frequency 6.3.1 Determine how often it is necessary to update vital records to ensure that the information is current. I~ ~SAN 0RAHQE COUHn MNITAnc>H OISTIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 7.0 Effective Date: 12/18/2024 02/25/2026 Supersedes: SUBJECT: HISTORICAL RECORDS Approved by: Historical Records 1 Adopted 12/18/2024 02/25/2026 1.0 INTRODUCTION 1.1 It is the policy of the Orange County Sanitation District (OC San) to identify and preserve records that have historical significance for OC San. 2.0 PURPOSE 2.1 The purpose of this procedure is to ensure that all OC San records are reviewed for historical value prior to destruction through the application of well-accepted appraisal criteria. 2.2 Historical Records are processed according to standard archival practices to ensure their preservation. 3.0 RESPONSIBILITY 3.1 The identification and review of Historical Records is administered under the authority of OC San’s Records Management Program. 3.2 Both the Office of Record and OC San’s Clerk of the Board and/or designee have a direct role in identifying Historical Records. 4.0 OBJECTIVES 4.1 The objectives are: 4.1.1 Identify OC San records of historical value. 4.1.2 Process OC San records of historical value in a manner that will ensure that they are properly preserved. 4.1.3 To facilitate access to Historical Records by OC San and outside parties, OC San’s Historical Records are identified as such on the Records Retention Schedule (RRS). 4.1.4 Promote the use of OC San’s historical records in areas such as agency planning, management, development, public relations, and litigation support. I' 6 SAN OAAH01! COUNTY MN11ATIOH DtS1lllCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 7.0 Effective Date: 12/18/2024 02/25/2026 Supersedes: SUBJECT: HISTORICAL RECORDS Approved by: Historical Records 2 Adopted 12/18/2024 02/25/2026 5.0 SCOPE 5.1 The scope includes the identification of records designated as historical on the RRS, the application of standard appraisal criteria at the end of the official retention period, and the processing and arrangement of historical records. 6.0 PROCEDURE 6.1 The procedure applies to all OC San and contract staff who create, receive, or maintain OC San records. 6.2 Select the method most appropriate to protect the historical record. Select Historical Records Protection Methods: 6.2.1 Processing and arrangement for paper records includes: 6.2.1.1 Removal of hardware (staples, brads, and other fasteners). 6.2.1.2 Placing documents in acid free folders and boxes that meet the standards for archival preservation. 6.2.1.3 Preparation of inventories and finding guides to the Historical Records. 6.2.1.4 Move hard copy historical records from active use areas once digitized and when no longer needed for active reference and send to a secure location appropriate for the retention of historical records (may involve temperature controlled environments, including humitityhumidity). 6.2.2 Move electronic historical records to Electronic Content Management System (Laserfiche). I' 6 SAN OAAH01! COUNTY MN11ATIOH DtS1lllCT Orange County Sanitation District RECORDS MANAGEMENT PROCEDURE MANUAL Procedure Number: 8.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: RECORDS MANAGEMENT PROGRAM Approved by: Audit & Compliance Review 1 Adopted 12/18/202402/25/2026 1.0 INTRODUCTION 1.1 The Records Management Program Compliance Audit reviews and monitors compliance with the Orange County Sanitation District’s (OC San) Records Management Program (the Program). 1.2 Periodically, Records Managementthe Clerk of the Board and/or designee conducts a compliance audit with several Departments/Divisions. 1.3 All Departments/Divisions should complete the audit process every two years. 2.0 PURPOSE 2.1 The purpose of the Program Compliance Audit is to ensure that all OC San records are created, received, maintained, and disposed of in accordance with the Board of Directors approved Records Management Policy and Procedure. 3.0 PROGRAM PROCEDURES Clerk of the Board and/or designee Review how Department/Division records are kept, where they are located, in what format (hard copy or electronic), security (who has access). destroyed by the Department/Division. Note any recor beyond the approved destruction date. Schedule and records disposition, with staff. Run OCoSAN ORANGE COUNTY SANITATION OISTI'UCT Orange County Sanitation District RECORDS MANAGEMENT PROCEDURE MANUAL Procedure Number: 8.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: RECORDS MANAGEMENT PROGRAM Approved by: Audit & Compliance Review 2 Adopted 12/18/202402/25/2026 revisions to existing documentation. Submit the report to Division Manager and Department Head. Department/Division Records Coordinator Assist the Clerk of the Board and/or designee the records compliance review Departments/Divisions. Respond to the summary audit report findings by identifying which corrective actions are planned or have been completed. Department/ OCoSAN ORANGE COUNTY SANITATION OISTI'UCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 9.0 Effective Date: 1218/2024 Supersedes: SUBJECT: RECORDS HOLD AND RELEASE Approved by: Records Hold and Release 1 Adopted 12/18/2024 02/25/2026 1.0 INTRODUCTION 1.1 At any time during the life of a record, Record Series, or types of records, there may be circumstances that require the “holding” or suspension of destruction of certain Record Series or types of records due to reasons specified by Legal Counsel, auditors, or Department/Division management. 1.2 Destruction suspension is a hold placed on the scheduled destruction of records that may be relevant to foreseeable or pending litigation, governmental investigation, audit, special organizational requirements, or other business needs not contemplated when the records were originally scheduled for disposal. 1.2.1 Examples of holds are: A. Records & Information Management (RIM) Hold – Used when there is cause for Records Management to research records for inconsistent, missing, or incorrect information. B. Legal/Regulatory Hold – Used for financial audits or tax purposes and anticipated or pending litigation. C. Department/Division Hold – Request to hold records from a Department/Division with justification. D. Historical Hold – Preservation of records with justification requested. E. Retention Schedule Change Hold – Used when a change, addition, or deletion is required until the time the Records Retention Schedule (RRS) can be changed. F. Public Records Request – Preservation of records may be needed in relation to Orange County Sanitation District’s (OC San) response to any particular Public Records Request. 1.3 Depending upon the circumstances, a Records Hold may require the retention of all documents of a certain kind, whether they are hard copy records, electronic records, or non-records, as defined in Procedure 4.0. OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 9.0 Effective Date: 1218/2024 Supersedes: SUBJECT: RECORDS HOLD AND RELEASE Approved by: Records Hold and Release 2 Adopted 12/18/2024 02/25/2026 1.4 Once a Records Hold has been placed on particular records or Record Series, the records will not be disposed of until a Records Hold Release has been issued by a Records Hold Requester and all parties have been informed as detailed below. 2.0 PURPOSE 2.1 The purpose of this procedure is to describe the procedures for suspending destruction or placing a Hold on the destruction of records that may be relevant to foreseeable or pending litigation, governmental investigations, audits, or other special OC San requirements; and for releasing the Hold when it is no longer necessary. 2.2 This procedure requires that the Clerk of the Board and/or designee and Department/Division Records Coordinators be notified when holds on the destruction of certain records are necessary, in addition to other parties as detailed below. 2.3 This procedure ensures that records subject to holds for any purpose are maintained until resolution or conclusion of the matter. 3.0 SCOPE 3.1 This Procedure documents the process of suspending destruction or placing a Hold on the destruction of records, and the related release of the Hold. 3.2 This Procedure applies to any record, non-record, or transitory record, in any format, at any time during the life of the record or transitory record. 4.0 PROCEDURES FOR REQUESTING RECORDS DESTRUCTION HOLD Responsibility Action and/or Division ment Upon becoming aware of the need for the suspension of destruction of certain OC San records that may be relevant to foreseeable or pending litigation, governmental investigations, audits, other special OC San requirements, or other business reasons, notify the Clerk of the Board OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 9.0 Effective Date: 1218/2024 Supersedes: SUBJECT: RECORDS HOLD AND RELEASE Approved by: Records Hold and Release 3 Adopted 12/18/2024 02/25/2026 Responsibility Action the Hold (Records Hold & Records Hold Release Request Form, Exhibit A). Review all documentation submitted by Records Hold Requester (Legal Counsel or Department/Division Management). If necessary, contact Records Hold Requester to clarify scope of requested Hold. In collaboration with Legal Counsel, approve/authorize the Records Hold. Upload all information to GovQA Records Hold functionality to reflect the Hold and the Estimated Date of Release. Route Legal Hold to Legal Counsel, the EMT, Information Technology (IT), Manager, and Records Coordinators in all affected Departments/Divisions along with any specific instructions. Division Review and file all Records Hold information forwarded by Records Management. Prior to purging files or requesting destruction of records, cross-reference records identified to be purged or destroyed against Records Hold Requests on file. Identify documents subject to a Records Hold. Do not purge or request destruction of any documents subject to a Records Hold. The Electronic Content Management System (ECMS) (Laserfiche) Administrator (IT) will place a Legal Hold on relevant records in the ECMS. OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 9.0 Effective Date: 1218/2024 Supersedes: SUBJECT: RECORDS HOLD AND RELEASE Approved by: Records Hold and Release 4 Adopted 12/18/2024 02/25/2026 5.0 PROCEDURES FOR REQUESTING RECORDS HOLD RELEASE Clerk of the Board and/or designee Periodically review Records Hold & Records Hold Release information in the GovQA portal and identify Estimated Dates of Release for previously placed Records Holds. If the Estimated Date of Release on a Records Hold has passed, contact the Records Hold Requester to inquire whether release of the Hold is appropriate. If the Records Hold Requester indicates that release of the Hold is appropriate, the Form (Records Hold & Records Hold Release Request Form), as previously submitted for implementation of the Records Hold, will be routed to the Records Hold Requester and completion requested. In collaboration with Legal Counsel, approve/authorize the Records Hold Release. Upon completion and submission of the Form, upload Form to GovQA and update the entry as appropriate and notify the Record Coordinators in all affected Departments/Divisions and provide any specific instructions. Legal Counsel, the EMT, Manager (in all affected Departments/Divisions), and IT shall also be notified. If the Records Hold Requester indicates that release of the Hold is not yet appropriate, obtain and note the new Estimated Date of Release. Update all affected parties as Department/Division Records Coordinators ECMS Administrator (IT) Review Records Hold Release information forwarded by the Clerk of the Board and/or designee. Identify documents within scope of the Records Hold Release and remove any notation of prior Hold. Any transitory records or records falling within the scope of the Records Hold Release may be purged or destroyed, following the appropriate process. The ECMS Administrator (IT) will release the Hold in the OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 9.0 Effective Date: 1218/2024 Supersedes: SUBJECT: RECORDS HOLD AND RELEASE Approved by: Records Hold and Release 5 Adopted 12/18/2024 02/25/2026 OC ~SAN ORANGE COUNTY SANITATION DISTRICT Procedure 9.0 Records Hold & Records Hold Release Request Form Exhibit A Records Hold & Records Hold Release Request Form This form is for the purpose of both a Records Hold request and related Records Hold Release request. Records Hold Request: When specific types of records have been identified as needing to be held and disposal suspended, complete the Records Hold Request section of this form and send to Records Management. Records Management will return the completed form to the Requester for use, when appropriate, for the Release request. Division Number: Retention Number: Record Series/Record Type to Hold, Including Description: Record Dates: Reason for Hold (Select All That Apply): RIM Hold Litigation Audit Tax Purposes Department/Division Hold Historical RRS Change Public Records Request Other (Describe): Estimated Date of Records Hold Release: Requester’s Name & Signature (Must be either Department/Division Director or Legal Counsel): Hold Authorization: Legal Counsel Name & Signature: Signature Date Records Management Name & Signature: Name (Print) Signature Date For completion by Records Management Date Hold Entered in GovQA: Name of Records Coordinator & Date Informed of Hold: Name of Manager & Date Informed of Hold: Name of IT Staff & Date Informed of Hold: OC 6 SAN ORANGE COUNTY SANITATION DISTRICT □ □ □ □ □ □ □ □ □ Records Hold & Records Hold Release Request Form This form is for the purpose of both a Records Hold request and related Records Hold Release request. Records Hold Release Request: This section should be completed and submitted when the records identified above (Records Hold Request section) no longer need to be held. Send the completed form to Records Management. Records Management will return the completed form to the Requester. Reason for Release (Select All That Apply): RIM Release Litigation Concluded Audit Completed Tax Purposes Met Department/Division Release Historical Needs Met RRS Chang Completed Public Records Request Completed Other (Describe): Date of Records Hold Release: Requester’s Name & Signature (Must be either Department/Division Director or Legal Counsel): Name (Print) Signature Date Hold Authorization: Legal Counsel Name & Signature: Name (Print) Signature Date Records Management Name & Signature: Name (Print) Signature Date For completion by Records Management Date Release Entered in GovQA: Name of Records Coordinator & Date Informed of Release: Name of Manager & Date Informed of Release: Name of IT Staff & Date Informed of Release: OC 6 SAN ORANGE COUNTY SANITATION DISTRICT □ □ □ □ □ □ □ □ □ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PUBLIC RECORDS ACT - RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 1 Adopted 12/18/2024 02/25/2026 1.0 STATEMENT OF POLICY AND LAW The California Public Records Act (Government Code §7920.000 et seq.) (the “CPRA”, “PRA”, or “Act”) declares that access to information concerning the conduct of the people’s business is a fundamental and necessary right of every person. In furtherance of that policy, the Act mandates, with specified exceptions, that public records are open to inspection at all times during the office hours of state and local agencies. The Act, however, recognizes a number of specific statutory exemptions to the general rule of public disclosure. The Act also authorizes local agencies to adopt procedures for making records available and for recovering the direct costs of duplicating those records. The spirit of the Act, and the policy of the Orange County Sanitation District (OC San), is to permit access to all disclosable public records in the possession of OC San unless doing so would constitute an unwarranted invasion of personal privacy or the request calls for the production of records that are exempt from disclosure under the Act. Other records may be kept confidential on a case-by-case basis only after an OC San determination that the public interest served by non- disclosure clearly outweighs the public interest served by disclosure. An example of that type of record would be preliminary drafts of agreements prepared to facilitate discussion and/or negotiations if disclosure prior to final agreement would have an adverse effect on the negotiation process. However, such analysis will usually involve the assistance of General Counsel. In addition, California courts have also recognized that certain records need not be disclosed if disclosure would reveal the public agency’s decision-making process in such a way as to discourage candid discussion within the agency, which would thereby undermine the agency’s ability to perform its functions. 2.0 PROCEDURE 2.1 The Clerk of the Board/Custodian of Records and/or designee (PRA Team) receive and process all Public Records Requests (Request) in accordance with Government Code §7920.000 et seq., California Public Records Act, and OC San Board approved Resolution. The PRA Team interprets each Request in accordance with Government Code §7922.600 and attempts to assist members of the public to identify the record that contains the information requested. OC o SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PUBLIC RECORDS ACT - RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 2 Adopted 12/18/2024 02/25/2026 2.2 OC San uses the GovQA Public Records Request Management Software (GovQA) to receive, correspond, route, track, and respond to Requests. 2.3 To ensure consistency with the processing of Requests, if a Department/Division receives a request from the public or other party to provide public records, the Department/Division should direct the requester to the OC San Public Records Portal link on the ocsan.gov website so that the request may be routed and tracked in the GovQA portal for response. The PRA Team should be notified and will be able to assist. 3.0 PROCESS 3.1 Requests are received by OC San and placed in GovQA by either the requester or, in a few cases, the PRA Team; and OC San staff users/approvers enter the portal to respond or upload documents to fulfill the Request. 3.2 When a Request is initially received, the PRA Team immediately responds to the requester, via established, automated GovQA workflows, with an email receipt for the Request that provides a legal explanation of the Public Records Request process. The PRA Team determines if the Request is complete or requires clarification (e.g., too broad, apparent typographical errors, missing information, etc.). If necessary, the PRA Team contacts the requester for clarification. Automated GovQA workflows for the assignment and distribution of Requests are in place for Contracts, Purchasing, Finance, Environmental Services, and Planning. These workflows prevent delays in turn-around time due to absenteeism. A. Contracts and Purchasing. If a request is made to either Division, the Request is routed to designated staff members, including the Supervisor and Manager. B. Finance Department. Routine requests for stale check data and Sewer Service Fees/Rebate information automatically route to designated staff members as determined by the Director of Finance. OC o SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PUBLIC RECORDS ACT - RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 3 Adopted 12/18/2024 02/25/2026 A. B.C. Environmental Services. Requests for Environmental Services are routed to the Department Director, designated Managers, and other designated staff members in the Environmental Services Department. C.D. Planning/Engineering. Requests for Planning-related records are routed to designated staff members. Requests for Certified Payroll records are facilitated by the PRA Team with support from the project manager. The PRA Team contacts the Contractor directly. If the PRA Team and the affected Department Head believe that employee rights or significant interests of OC San could be compromised by the requested disclosure, the PRA Team and the affected Department Head shall discuss the Request with General Counsel prior to making such disclosure. 3.3 Please see Section 4.0 below for specific information as to the processing and handling of Requests. 3.4 TIMELINESS. Although OC San policy encourages a quicker response, the Act requires that the person requesting copies of OC San records be notified within ten (10) calendar days of OC San’s determination as to whether the Request, in whole or in part, calls for the production of disclosable, non-privileged records that are in the possession of OC San. Occasionally, where assistance of General Counsel is appropriate, for example, the full ten (10) calendar days may be required in order to make the requisite determination. Under the Act, OC San may also be entitled to an additional fourteen (14) calendar days in which to make its initial determination under the following four (4) circumstances: 3.4.1 There is a need to search for and collect the requested documents from other offices, or offsite storage, separate from the office processing the request. OC o SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PUBLIC RECORDS ACT - RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 4 Adopted 12/18/2024 02/25/2026 3.4.2 There is a need to search for, collect, and examine a voluminous amount of separate and distinct records which are demanded in a single request. 3.4.3 There is a need to consult with another Agency or Department having a substantial interest in the determination of the request. This includes requests for Certified Payroll from an OC San Contractor or Sub-Contractor. 3.4.4 In the case of electronic records, there is a need to compile data, write programming language or a computer program, or to construct a computer report to extract data. If the additional fourteen (14) calendar days are needed, either General Counsel or the PRA Team must notify the requester, in writing, of the reason(s) for the fourteen (14) day extension and the date on which the determination is expected. If the final determination is to deny a Request to inspect or copy OC San records, General Counsel or the PRA Team shall notify the requester, in writing, of the reasons for the denial. 3.5 PARTIAL DISCLOSURE. If portions of the requested record(s) are determined to be exempt from disclosure and those portions can be reasonably segregated from the rest of the record(s) by deletion, redaction, or other means, the non-exempt portion shall be provided to the requester. 3.6 COST OF COPIES. Under the Act, OC San is entitled to be reimbursed by the requester for the direct costs of duplication. OC San has, however, made a policy determination to not charge the requester for the first ten (10) pages. If a Request calls for the production of records in excess of ten (10) pages, then the requester shall be required to pay twenty-five cents per page for each additional page, which shall be reimbursement of OC San’s direct costs for duplication. The reimbursement rate shall not include recovery of costs for OC o SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PUBLIC RECORDS ACT - RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 5 Adopted 12/18/2024 02/25/2026 staff time spent searching for, retrieving, reviewing, evaluating, and/or handling responsive records. At the sole discretion of OC San, OC San may require the requester to submit, in advance, a check based on the estimated direct duplication costs. Electronic records, which can easily be transmitted to the requester via GovQA, are encouraged and will not be subject to the twenty-five cents per page copying charge. At the sole discretion of OC San, and depending on the estimated number of responsive records, the requester or OC San may retain the professional reprographic services of a bonded copy service. The requester shall be required to pay for or reimburse OC San for the direct costs of duplication associated with the use of a bonded copying service. In the event OC San approves of the use of a bonded copying service, the requester may select and retain a bonded copying service; however, such selection shall be subject to OC San’s approval. 3.7 COST OF VIDEOTAPES, AUDIOTAPES, COMPACT DISCS, OR THUMB DRIVES. The charge to the requester for copies of videotapes, audiotapes, compact discs, DVD recordings, or thumb drives shall be at OC San’s actual cost of reproduction and cost of device (videotape, audiotape, etc.). 3.8 MEDIA CONTACTS. Employees are encouraged to should refer all media contacts and media inquiries to the Director of Communications and/or designee. All information requests requiring production of records shall be processed in accordance with the terms of this Procedure and, upon completion of the preparation of the copies, shall be delivered to the requesting media representative by the Director of Communications and/or designee. Department Heads shall report any and all media contacts to the Director of Communications and/or designee. as soon as possible. The Director of Communications and/or designee. shall coordinate any action required by such contact with the Clerk of the Board and/or designee and keep the OC o SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PUBLIC RECORDS ACT - RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 6 Adopted 12/18/2024 02/25/2026 appropriate Department Head, General Manager, and General Counsel informed. 3.9 FORMS. GovQA generated forms and letters shall be used by OC San staff for purposes of complying with this administrative procedure. 3.10 ACCESS TO FILES. No member of the public and no OC San employee, other than an employee of the Department/Division processing records, shall enter GovQA or any file cabinets, record storage areas, or containers that hold OC San records, except when authorized by the PRA Team or the affected Department Head. When a requester is reviewing physical files, a member of OC San staff must be present during the entire file review. This may be the Clerk of the Board and/or designee, or staff member of the Department/Division that owns the records. The requester may not remove any records during the file review. 3.11 REMOVAL OF RECORDS. The unauthorized removal of any record of OC San is a violation of California Government Code §6201, and is punishable by imprisonment, fine, or both. 3.12 LITIGATION DOCUMENTS. The charge for all copies of any OC San document or record produced pursuant to a subpoena or request for production of documents issued by a Court or an authorized administrative or regulatory agency or tribunal shall be twenty-five ($0.25) cents per page to reimburse OC San for its costs of research, retrieval, examination, handling, copying, and certification of the documents. OC o SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PUBLIC RECORDS ACT - RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 7 Adopted 12/18/2024 02/25/2026 In the event, due to size or volume of the responsive records, special reproduction services are required, the person making the request shall pay the actual charges incurred for either OC San’s in-house copy service or an outside copy service. For large records requests, OC San shall require an advance deposit based on the estimated direct copying costs. Said deposit shall be paid by the requester prior to OC San commencing any work to obtain and copy the requested records. Litigation document requests shall be handled by General Counsel and the Clerk of the Board and/or designee. OC o SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PUBLIC RECORDS ACT - RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 8 Adopted 12/18/2024 02/25/2026 4.0 PROCESSING AND HANDLING OF REQUESTS 4.1 This section is determined by, and is at the direction of, General Counsel. 4.2 The PRA Team receives and reviews all public records requests in GovQA and assigns each Request to the appropriate Department/Division. If the Request is incomplete or requires clarification (e.g., too broad, apparent typographical errors, missing information, etc.), the PRA Team will contact the requester for clarification. Clarification may be sought at any time, most specifically during the initial review/assignment or after assignment to the appropriate Department/Division. All clarification activity is done by the PRA Team unless otherwise directed. 4.3 Examples of routine requests include records for Environmental Site Assessments, stale check data requests, contract documents, and Purchase Order/procurement overview information. Examples of non-routine requests include all email/correspondence for a certain staff member, which requires IT assistance for e-Discovery; requests from law offices; or any request that the Clerk of the Board and/or designee believes or determines is related to anticipated or current litigation. Non-routine requests may be handled in a different manner than outlined below; however, all Requests will be entered in GovQA for tracking purposes regardless of specific handling (which might be after the release of records). 4.4 When contract documents are requested, Contracts/Purchasing sends courtesy notifications to the impacted vendors/contractors advising of receipt of a records request; ideally sent within 24 hours of Request receipt. The PRA Team should be copied on all courtesy notifications (publicrecords@ocsan.gov) and Contracts/Purchasing uploads all courtesy notifications and any responses received to GovQA. The PRA Team verifies that courtesy notifications are sent and that “reasonable” time is allowed for response to courtesy notifications. As defined by General Counsel, “reasonable” typically means no less than 72 hours. OC o SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PUBLIC RECORDS ACT - RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 9 Adopted 12/18/2024 02/25/2026 The PRA Team should be made aware of any responses/concerns provided in response to courtesy notifications, specifically in the event a response/concerns is received and the PRA Team is not copied on the email. 4.5 When public and non-public versions of requested documents exist, both are to be uploaded to GovQA or provided to the PRA Team via email. Public and non-public versions of documents typically involve requests for contract documents. The PRA Team should be notified when the documents are uploaded to GovQA. 4.6 In the event that any records are being redacted or withheld from disclosure by OC San staff not part of the PRA Team, both the unredacted version of the record and/or the complete record being withheld is to be uploaded to GovQA or provided to the PRA Team via email. The PRA Team should be notified when the documents are uploaded to GovQA. 4.7 The PRA Team reviews all records uploaded to the portal, specifically reviewing requested redactions and analyzing for redactions that need to be made pursuant to the CPRA. 4.8 As might be necessary, the PRA Team connects with impacted vendors/contractors or OC San staff when requested redactions or records to be withheld are not supported by allowances in the CPRA. 4.9 When the PRA Team requires legal guidance, the PRA Team is to connect with General Counsel’s Advanced Records Center (ARC). 4.10 The PRA Team will communicate with any impacted vendors/contractors or OC San staff, as necessary, based on legal guidance/direction. 4.11 The PRA Team finalizes all Requests, releasing responsive records and sending response letters to the requester (via GovQA). Finalizing Requests includes review of all responsive records before release for accuracy, confidentiality, or personal information. The PRA Team is responsible for the redaction or withholding of information prior to release of responsive records. OC o SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: PUBLIC RECORDS ACT - RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 10 Adopted 12/18/2024 02/25/2026 The only exception to this is when Planning responds to requests. Planning communicates, via GovQA, with the requester; however, the PRA Team reviews the responsive records and releases records to the requester. The PRA Team closes these Requests. 4.12 In collaboration with OC San staff and/or General Counsel, the PRA Team determines if extensions are needed for response to any given Request and when entering into a production arrangement is needed. 4.13 The PRA Team will coordinate OC San’s response to any follow up questions from the requester. 5.0 COMPLETION 5.1 The Clerk of the Board will provide a weekly summary containing the number of Requests received and processed with assigned Department/Division detail to the Director of Communications and/or General Manager. OC o SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: ELECTRONIC COMMUNICATIONS Approved by: Electronic Communications Policy 1 Adopted 12/18/202402/25/2026 1.0 INTRODUCTION 1.1 The Electronic Communications Policy of the Records Management Program (the Program) controls the maintenance and storage of Orange County Sanitation District (OC San) electronic mail records, text messages, instant messages, voicemail, and social media. Following the retention procedures ensures compliance with pertinent statutory, regulatory, operating, and administrative recordkeeping requirements. In addition, it ensures that records needed to conduct OC San business are protected and accessible. The Records Retention Schedule (RRS) is the foundation of the Program and defines the periods required to maintain OC San records, including all electronic communications. 2.0 PURPOSE 2.1 POLICY OBJECTIVES. 2.1.1 Provide clear and concise direction regarding use and retention of OC San’s electronic communications systems, including electronic mail (email), text messaging, instant messages, and voicemail. 2.1.2 Comply with all applicable State and Federal laws and OC San Personnel Policy 5.10 related to the use of email and all other forms of electronic communication. 2.1.3 Address the California Supreme Court's 2017 decision in City of San Jose v. Superior Court of Santa Clara County, holding that a Public Agency employee's communications related to the conduct of public business are subject to the California Public Records Act, even if they were sent or received using a personal account or personal device. 3.0 SCOPE/BACKGROUND 3.1 This policy applies to all persons (including employees, appointed officials, interns, and contractors) who are permitted to use OC San’s computing or network resources, particularly the email functions of the system Q~-~§A.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: ELECTRONIC COMMUNICATIONS Approved by: Electronic Communications Policy 2 Adopted 12/18/202402/25/2026 ("Authorized Users"). “Email" means any electronic communication to or from any Authorized Users using the Email System, including all information, data, and attachments to the electronic communication. “Email System" means the system of devices (including hardware, software, and other equipment) owned and controlled by OC San or the Authorized User for the purpose of facilitating the electronic transmission. "Electronic Communications” includes any and all electronic transmission, and every other means of recording upon any tangible thing in any form of communication or representation, including letters, words, pictures, sounds, symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored. Without limiting the nature of the foregoing, electronic communications include email, texts, instant messages, voicemails, and include communications on or within applications (apps) such as Facebook Messenger, Twitter, Microsoft Teams, etc. “Electronic Communications Systems” means the system (including hardware, software, and other equipment) owned and controlled by OC San or the Authorized User for the purpose of transmitting Electronic Communications. 4.0 POLICY 4.1 ROLES AND RESPONSIBILITIES. 4.1.1 The Board Services and Information Technology (IT) Divisions are responsible for administering this policy and procedure. 4.1.2 The OC San Clerk of the Board and/or designee, with the advice of General Counsel, will monitor compliance and make the final determination of official records of OC San. 4.1.3 All Authorized Users are responsible for compliance with this policy and procedure. 4.2 DEFINITION OF "OFFICIAL OC SAN RECORD". Q~-~§A.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: ELECTRONIC COMMUNICATIONS Approved by: Electronic Communications Policy 3 Adopted 12/18/202402/25/2026 Under this Policy, the definition of "Official OC San Record" is the same as the definition provided in the California Public Records Act (Cal. Gov. Code §7920.000 et seq.) (CPRA) for "public records" and "writing": "... ‘Public records’ include any writing containing information relating to the conduct of the public's business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics..." "... ‘Writing’ means any handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored." 4.3 ELECTRONIC COMMUNICATION RELATED TO OC SAN BUSINESS IS AN OFFICIAL OC SAN RECORD. 4.3.1 Email and other forms of Electronic Communication, such as voicemail, texts, instant messaging, and social media posts, generate correspondence and other types of records that can be recognized as Official OC San Records and may be subject to disclosure under the CPRA. In addition, any Official OC San Record created through Email and other forms of Electronic Communication must be protected and retained in accordance with records retention laws. 4.3.2 Messages transmitted using OC San's Email System, Electronic Communications Systems, or OC San-owned equipment with capabilities for text messaging and/or voicemail, should be messages which involve OC San business activities and contain information essential to accomplishment of business-related tasks, or can otherwise be recognized as Official OC San Records. Any incidental (personal) email, text, instant message, or voice messages are not considered public records, but may still be discoverable. All Electronic Communications are the property of OC San. Q~-~§A.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: ELECTRONIC COMMUNICATIONS Approved by: Electronic Communications Policy 4 Adopted 12/18/202402/25/2026 4.4 OC SAN’S ELECTRONIC COMMUNICATION SYSTEMS ARE NOT FOR STORAGE. OC San reserves the right to retrieve and make proper and lawful use of any and all Electronic Communications transmitted through OC San's Electronic Communications Systems and any OC San-owned and/or subsidized equipment. Although the use of Electronic Communications is considered official OC San business, OC San's Electronic Communications Systems, including email, text messaging, instant messaging, and voicemail, are intended as a medium of communication only. Therefore, the Email System, Electronic Communications Systems, and any OC San- owned and/or subsidized equipment such as Microsoft Teams and cell phones should not be used for the electronic storage or maintenance of documentation, including, but not limited to, Official OC San Records. Regarding Email and Teams Chat, the system administrator performs regular electronic back-up of OC San's Electronic Communications Systems; however, the back-up is not a copy of all OC San activity that occurred during any given period. 5.0 GUIDELINES FOR PROPER EMAIL USAGE 5.1 Authorized Users are responsible for managing their Email mailboxes, including organizing and deleting any non-OC San related messages that do not constitute Official OC San Records. Authorized Users are responsible for determining if Emails contain substantive information regarding OC San business or may later be important or useful for carrying out OC San business, and thus could be considered as Official OC San Records. 6.0 USE OF OC SAN ELECTRONIC COMMUNICATIONS VIA PERSONAL ACCOUNTS 6.1 OC San accounts shall be used to conduct OC San business. Authorized Users should not use personal accounts for the creation, transmission, or Q~-~§A.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: ELECTRONIC COMMUNICATIONS Approved by: Electronic Communications Policy 5 Adopted 12/18/202402/25/2026 storage of Electronic Communications regarding OC San business. 6.2 All Authorized Users shall, within 90 days following the adoption of this updated policy, search all private, non-governmental electronic messaging accounts to which they have user access and locate any Electronic Communications that might constitute an Official OC San Record. All such communications shall be forwarded to the Authorized User's OC San- provided account. To the extent the Authorized User believes that any part of such communications contains personal matter not related to the conduct of the public's business, the Authorized User shall provide a declaration, as set forth in Exhibit A. 6.3 If an Authorized User receives an electronic message regarding OC San business on his/her non-OC San electronic messaging account, or circumstances require such person to conduct OC San business on a non- OC San account, the Authorized User shall either: (a) copy ("cc") any communication from an Authorized User's personal electronic messaging account to his/her OC San electronic messaging account; or (b) forward the associated Electronic Communication to his/her OC San account no later than 10 days after the original creation or transmission of the Electronic Communication. 6.4 Authorized Users shall endeavor to ask persons sending Electronic Communications regarding OC San business to a personal account to instead utilize the Authorized User's business account and, likewise, shall endeavor to ask a person sending an Electronic Communication regarding non-OC San business to use the Authorized User's personal or non-OC San electronic messaging account. 7.0 ELECTRONIC COMMUNICATIONS AND PRIVACY 7.1 NO EXPECTATION OF PRIVACY. 7.1.1 OC San Personnel Policy 5.10 states that OC San Electronic Communication devices are the exclusive property of OC San. Authorized Users have no right or expectation of privacy or confidentiality in any message created, sent, received, deleted, or Q~-~§A.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: ELECTRONIC COMMUNICATIONS Approved by: Electronic Communications Policy 6 Adopted 12/18/202402/25/2026 stored using the OC San Email System, Electronic Communications Systems, and/or any OC San-owned or subsidized communication devices. All messages and any attachments on OC San’s computer network, Email System, Electronic Communications System, OC San-owned system or device, and/or OC San subsidized communication device are subject to OC San review and disclosure of Electronic Communications regarding OC San business. 7.1.2 Electronic Communications regarding OC San business that are created, sent, received, or stored on an electronic messaging account may be subject to the CPRA, even if created, sent, received, or stored on a personal account or personal device. Most communications that include Authorized Users are not confidential communications; however, certain communications such as investigations, personnel records, or attorney-client communications may be confidential or contain confidential information. Questions about whether communications are confidential, and how they are to be preserved, should be discussed with the Clerk of the Board and/or designee. 7.2 USE CAUTION WITH CONFIDENTIAL INFORMATION. All Authorized Users must exercise a greater degree of caution in sending confidential information on OC San's Electronic Communications Systems than they take with other media because of the risk that such information may be copied and/or retransmitted. All Email containing confidential information should be tagged as such and stored in a clearly labeled confidential folder to protect and preserve the privacy and confidentiality of the record. When in doubt, do not use Email, text messaging, instant messaging, or voicemail as a means of confidential communication. 8.0 PUBLIC RECORDS REQUESTS, RETENTION, AND DESTRUCTION Electronic Communications are a business tool which shall be used in accordance with generally accepted business practices and all Federal and State laws, including the CPRA, to provide an efficient and effective means of intra-agency and interagency communication. Under most circumstances, communications Q~-~§A.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: ELECTRONIC COMMUNICATIONS Approved by: Electronic Communications Policy 7 Adopted 12/18/202402/25/2026 sent electronically are public records, subject to disclosure under the CPRA and subject to records retention laws applicable to a variety of government agencies. 8.1 PRESERVING ELECTRONIC MESSAGES – CPRA REQUESTS, SUBPOENAS, CLAIMS, AND POTENTIAL CLAIMS AGAINST OC SAN. OC San receives requests for inspection or production of documents pursuant to the CPRA, as well as subpoenas or court orders for documents. In the event such a request or demand includes Electronic Communications, Authorized Users who have control over or access to any such Electronic Communications, once they become aware of the request or demand, shall use their best efforts, by reasonable means available, to temporarily preserve any such Electronic Communication until it is determined whether the Electronic Communication is subject to preservation, public inspection, or disclosure. Authorized Users shall contact the Clerk of the Board and/or designee regarding any such Electronic Communications that are within their control. 8.2 CALIFORNIA PUBLIC RECORDS ACT (CPRA). 8.2.1 In the event a CPRA request is received by OC San seeking Electronic Communications of Authorized Users, the Clerk of the Board and/or designee, shall promptly transmit the request to the applicable Authorized User whose Electronic Communications are sought. The Clerk of the Board and/or designee shall communicate the scope of the information requested to the applicable Authorized User, and an estimate of the time within which the Clerk of the Board and/or designee intends to provide any responsive Electronic Communications to the requesting party. 8.2.2 It shall be the duty of each Authorized User receiving such a request from the Clerk of the Board and/or designee to promptly conduct a good faith and diligent search of all Business and Personal Electronic Communications Systems and devices for responsive Electronic Communications. The Authorized User shall then promptly transmit any responsive Electronic Communications to the Clerk of the Board and/or designee. Such transmission shall be provided in sufficient Q~-~§A.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: ELECTRONIC COMMUNICATIONS Approved by: Electronic Communications Policy 8 Adopted 12/18/202402/25/2026 time to enable the Clerk of the Board and/or designee to adequately review and provide the disclosable Electronic Communications to the requesting party. If the Authorized User is unable to transmit the responsive communications, the IT Division has the ability to extract the pertinent communications and ensure the appropriate metadata is preserved. 8.2.3 Based on the nature of the CPRA request, the Clerk of the Board and/or designee may also request an eDiscovery of all Email System and Electronic Communications Systems records and instant messages through the IT Division. 8.2.4 In the event an Authorized User does not possess responsive Electronic Communications from OC San’s owned and/or subsidized Electronic Communications Systems account, the Authorized User shall so notify the Clerk of the Board and/or designee by way of a written declaration (Exhibit A). 8.3 AUTOMATIC DELETION OF EMAIL AND TEAMS CHAT. OC San's Email System automatically deletes OC San Emails, including any text messages that become Emails, which are more than 24 months old from “Inbox” and "Sent" email folders of each OC San email user. Email in "Deleted" folders will be automatically removed after ninety (90) days. OC San’s Teams Chat will be automatically removed after ninety (90) days. 8.4 EMAIL FOLDER AND TEAMS CHAT MANAGEMENT. 8.4.1 Authorized Users are responsible for the daily management of their Email boxes and associated folders. To ensure maximum efficiency in the operation of the Email System, Authorized Users are directed to delete Email that is NOT Official OC San Records from their inboxes on a weekly basis. These transitory email records, based on the content of the information which only have a retention value of a few days or weeks, can be deleted from the Email Inbox upon review and determination when the purpose of the information has Q~-~§A.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: ELECTRONIC COMMUNICATIONS Approved by: Electronic Communications Policy 9 Adopted 12/18/202402/25/2026 been fulfilled - which can be any time up to 90 days. All email records moved to Deleted will be automatically purged by IT after 90 days. Examples of such messages are personal emails, solicitations, email advertisements/announcements, or newsletters. 8.4.2 If Email and Teams Chat that are not Official OC San Records are necessary for transitory work, preliminary drafts, or preparation of work product or personal notes, Authorized Users should either move the record to a dedicated (working) folder, print the communication and maintain the paper copy, take a snapshot of the communication and save in a format most appropriate, or create a PDF version of the communication (save as PDF) and store the file in an electronic folder on OC San’s network drive (OneDrive, SharePoint, or SharePoint Online) to be deleted when no longer needed. 8.4.3 Attachments to Electronic Communications should be retained or disposed of according to the content of the attachment itself, not according to the Electronic Communication transmitting the attachment. Many attachments are duplicates of existing documents or are draft versions of documents that might not be retained by OC San after the final version of the document is complete. If you need help in determining whether an attachment to an Electronic Communication must be retained, please contact the Clerk of the Board and/or designee. 8.5 DETERMINATION OF RECORD. In accordance with OC San’s RRS, it is the responsibility of Authorized Users to determine if an Electronic Communication is an Official OC San Record which must be retained in accordance with OC San's RRS. Electronic Communications (including any attachments) that are deemed to be Official OC San Records shall be preserved. Authorized Users shall consider the content of an Electronic Communication when determining if it is an Official OC San Record. The Clerk of the Board and/or designee can assist in making such a determination. In addition, following is a general Q~-~§A.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: ELECTRONIC COMMUNICATIONS Approved by: Electronic Communications Policy 10 Adopted 12/18/202402/25/2026 guideline for determining whether an Electronic Communication is an Official OC San Record: Electronic Communications that are generally considered as Public Records (Official OC San Record) Electronic Communications that are generally NOT considered as Public Records / in general not an Official OC San Record (Retention time is 2 years or more) (Retention time is no more than 90 Electronic Communication that is created or received in connection Personal messages and announcements not related to Electronic Communication that shows how an OC San policy was created or how a decision was made by OC San staff and/or the OC San Duplicate documents (copies or excerpts) distributed for convenience or reference. Electronic Communication that begins, authorizes, or completes an item or a transaction of official OC Transmittal messages that merely assist the flow of work. Electronic Communication that documents significant official decisions or commitments reached verbally (person-to-person, by phone, or in conference) and not otherwise documented in OC San files. Electronic Communications containing preliminary drafts, notes, or interagency or intra-agency memos that are not retained in the ordinary course of business. Government Code §7927.500. Records that are normally retained 8.6 ELECTRONIC COMMUNICATIONS UPON TERMINATION. Upon an Authorized User’s retirement or termination, IT will forward the user’s Electronic Communications to the immediate Supervisor for review. In accordance with the policy herein, it is the Supervisor’s duty to review and determine which email/text messages, voicemails, etc. should be Q~-~§A.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 12/18/2024 SUBJECT: ELECTRONIC COMMUNICATIONS Approved by: Electronic Communications Policy 11 Adopted 12/18/202402/25/2026 preserved, retained, or disposed of according to the content of the communication and following OC San’s approved RRS. Once determined, the Supervisor should either transfer the records to a dedicated (working) folder, print the communication and maintain the paper copy, take a snapshot of the communication and save in a format most appropriate, or create a PDF version of the email (save as PDF) and store the file in an electronic folder on OC San’s network drive (OneDrive, SharePoint, or SharePoint Online) to be retained or to be deleted when no longer needed. Once completed, IT will dispose of the content of the Electronic Communications System after 90 days unless otherwise requested by the Supervisor. Q~-~§A.~ Procedure 11.0 Declaration Regarding Search of Personal Electronic Communications Accounts Exhibit A In the matter of: California Public Records Act Request Pursuant to Government Code §7920.000 et seq. Re: __________________________________ __________________________________ Insert name of record request Request #: _________________ Declaration of: _____________________________ Print or type name of user DECLARATION REGARDING SEARCH OF PERSONAL ELECTRONIC COMMUNICATIONS ACCOUNTS STATE OF CALIFORNIA COUNTY OF ORANGE ORANGE COUNTY SANITATION DISTRICT I, ______________________________________________________ declare: Print name 1. I received notice of a California Public Records Act (“CPRA”) request regarding a search of my personal electronic communications account(s). 2. I understand that the CPRA request seeks: ________________________________________________________________ Insert text of CPRA request. 3. I am the Owner or Authorized User of the following personal electronic communications account and have the authority to certify the records: ________________________________________________________________ Insert description of personal electronic messaging account(s). 4. I have made a good faith, diligent, thorough, and complete search of the above mentioned personal electronic communications account(s) for all electronic communications potentially responsive to the above mentioned CPRA request. 5. Any responsive electronic communications discovered, and referenced below, were prepared or used by me in the ordinary course of business at or near the time of the act, condition, or event. 6. Any responsive electronic communications discovered, and referenced below, are true copies of all records described in the above mentioned CPRA request. Check the applicable box: I certify that I do not possess responsive electronic communications. I certify that I cannot reasonably recover responsive electronic communications without technical assistance. ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Explain efforts to retrieve responsive electronic communications and why you were unable to recover responsive electronic communications. Add technical assistance required. I certify that I discovered potentially responsive electronic communications from my personal electronic communications account, but I am withholding that information because the information is “personal” business. This is for the following reasons: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Describe with sufficient facts why the contested information is personal business and not subject to the CPRA. Attach additional pages, if necessary. I certify that I discovered potentially responsive electronic communications from my personal electronic communications account. I am providing all responsive information. However, some information is non-responsive, and I am withholding that information because the information is personal business. This is for the following reasons: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Describe with sufficient facts why the contested information is personal business and not subject to the CPRA. Attach additional pages, if necessary. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that I have personal knowledge of the facts set forth above. Executed this ___ day of _______________ 20___ , in ________________, California. By:___________________________ Print Name:_____________________ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 12.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: ESCROW OF BID DOCUMENTS Approved by: Escrow of Bid Documents 1 Adopted 12/18/2024 02/25/2026 This Procedure applies only to Invitation for Bids (IFBs) with an award amount of $10,000,000 or more, to the two (2) lowest responsive, responsible bidders. 1.0 PRE-BID 1.1 If Escrow of Bid Documents (Escrow) is required (per Bid Requirements Form), the Contracts Administrator (CA) will notify the Clerk of the Board and/or designee ( Records Management) (Clerk of the Board and/or designee) of the need for Escrow and will establish a time and date for Bidder(s) to submit their Escrow Bid Documents as specified in the Special Provisions, “Escrow of Bid Documents”. a. This date and time of submission will be within the date and time set forth in the Contract’s Special Provisions. b. The date must also be coordinated with Records Management’s schedule. 1.2 For all meetings related to the escrow of bid documents, CA reserves a room in the Headquarters Building and schedules the meeting via the Outlook Calendar. 1.3 Records Management schedules the date for offsite storage, as soon as practicable, to transfer the Escrow Bid Documents to offsite storage. 1.4 Board Services is the office of record for all original documents prepared and/or received in the steps below. A digital copy of the documents will be maintained in Laserfiche and will be available to the CA. If desired, a copy of any of the documents identified below may be provided to the Bidder and/or CA. All copies shall be marked “copy”. 2.0 BID OPENING 2.1 At Bid Opening, OC San announces the two (2) lowest Bidders who will be required to submit their Escrow Bid Documents within the date and time set forth in the Special Provisions. OC 6SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 12.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: ESCROW OF BID DOCUMENTS Approved by: Escrow of Bid Documents 2 Adopted 12/18/2024 02/25/2026 2.2 At the Bid Opening, Bidders shall be reminded that: 2.2.1 Failure to timely submit the Escrow Bid Documents may result in a Bidder being deemed non-responsive. 2.2.2 If the Escrow of Bid Documents Meeting (intake of Escrow Bid Documents) is being done in the same meeting as the Bid Documents Review Meeting, Escrow Bid Documents should be delivered in an unsealed container. It is requested that Bidders use a regular document storage size box (10”x12”x15”). Tape and markers to seal the box and mark it as the Bidder deems appropriate will be provided so that the box may be sealed at the conclusion of the meeting. 2.2.3 If the Escrow of Bid Documents Meeting (intake of Escrow Bid Documents) is being done separate from the Bid Documents Review Meeting, Escrow Bid Documents must be delivered in a sealed container, marked with the project name and the words "Escrow Bid Documents". It is requested that Bidders should use a regular document storage size box (10”x12”x15”). 2.2.4 It is suggested and desirable that the Escrow of Bid Documents Meeting be done in conjunction with the Bid Documents Review Meeting. 2.3 The Escrow Bid Documents shall be accompanied with a Bid Document Certification for Escrow document (sample image below), provided to the two (2) lowest Bidders by the CA, signed by an individual authorized by the Bidder to execute the Bid, stating that the material in the Escrow Bid Documents container constitutes the complete, only, and all documentary information used in preparation of the Bid and that he/she has personally examined the contents of the Escrow Bid Documents container and has found that the documents in the container are complete. OC 6SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 12.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: ESCROW OF BID DOCUMENTS Approved by: Escrow of Bid Documents 3 Adopted 12/18/2024 02/25/2026 3.0 POST BID OPENING: COMBINED ESCROW OF BID DOCUMENTS MEETING AND BID DOCUMENTS REVIEW MEETING 3.1 After Bid Opening, but no later than the date and time of the Meeting, Records Management will prepare an OC San Escrow Records Storage Facility Transfer Request & Tracking form (Form) (sample image below) for each Bidder’s Escrow Bid Documents. A separate Form is required for each Bidder’s Escrow Bid Documents box since each Bidder’s escrow box is assigned a separate bar code to be affixed to the Form. Also, each Bidder must sign the Form applicable to their documents. OC 6SAN ORANGE COUNTY SANITATION DISTRICT BID DOCUMENT CERTIF"ICA TION FOR ESCROW Project No. [XXX) (Proiect Name and lnfonnationl TIie material In the Escrow Bid Documents conslitUles the complete, ooly, and all documenta,y inf0m1allon used in l)feparation ol the Bid and by the authortzed slgna!UJe below Bidder rep,esents 1hal he Of she has persona~ examin&d lhe contents of lhe Escrow Bld Documents container and has loufl(I that the documents lnlhecontainerarecoml)le1e. SignatureoffndMdualauthori.Ze<lbytheBiddertoexecutetheBlddingPl'oposal Printed Name company Date Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 12.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: ESCROW OF BID DOCUMENTS Approved by: Escrow of Bid Documents 4 Adopted 12/18/2024 02/25/2026 3.2 In preparation for the arrival of Bidders for the Meeting, Records Management shall prepare an Escrow of Bid Documents Meeting and Bid Documents Review Meeting Attendance Record for record of attendance (sample image below) which will be completed by the representative of each company and all OC San staff in attendance at the Meeting. OC 6SAN ORANGE COUNTY SANITATION DISTRICT OC San Escrow Records Storage Transfer Request & Tracking ,-----------, Date: 03/19/2024 Project Number and Name: 2-49, Taft Branch Improvements Contractor: James W. Fowler Co. Offslte Storage Location & Tracking Barcode: Requester: Diane Marzano Division Name and Number: Contracts 230 Meetlno/Transactlna Date Transactlon/Actlvltv Authorization SI natures Original Records Intake Intake of Escrow Bid Con1ractor Representative P,lnt Name 03-19-2024 / 11:00 a.m. Documents Meeting Con1rac1orRe resentaliveS1nnature Date: Escrow Bid Documents Records Managemen1 Print Name Sent Offsite ReeordsMana emen1Sl nature Records Mana9emen1 Print Name Escrow Bid Documents Document Review Meeting Retrieval & Review (II Applicable) RecordsManagementSlgnature Date& Time: D Chec1<nereiflnventoryo1 Contractor Represenlative Print Name 03-19-2024 / 11:00 a.m. records(Contractsdocument) addecltostoragecontalner Date: _____ _ Storage Intake Approved By: oc san Records Manaoemen1 Release of Escrow Bid Documents Meeting ContractorRepresentativeSlgnall.lre Contractor Representative Print Name ContractorRe resentativ1Sillnatur1 Date: Storage Permoul Approved By: Permout Date: OC san RecorCIS Manaoe,nen1 0 6SAN OAANQ! COUNTY SANITATION DISTRICT ATTENDANCE RECORD Escrow of Bid Documents & Bid Document, RHiew MH!lng Mar<:h11,2024-10;30un. 8ig8-nl~. PROJECT NO. 2◄1 TAFT BRANCH IMPROVEMENTS ---------------- ·---------------- '-~--------------- ·---------------- ---------------- ·---------------- '-~--------------- ·---------------- ~BAR CODE HER8 Comments/Notes Information Recorded on Escrow Inventory Information Recorded on Escrow Inventory If applicable, escrow records inspected by contractor(s) and OC San staff. Documents oot officially released and will be resealed and sent back offsite. Date sent offsite: Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 12.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: ESCROW OF BID DOCUMENTS Approved by: Escrow of Bid Documents 5 Adopted 12/18/2024 02/25/2026 3.3 At the Meeting, the two lowest Bidders will hand deliver their Escrow Bid Documents to OC San Records Management and the CA. OC San Staff/Contractor will open and review the contents together at OC San. 3.4 Each Bidder will fill out and sign an Intake of Escrow Bid Documents Record of Receipt (sample image below) prepared prior to the Meeting by Records Management. 3.5 After OC San approves of the documentation in the Bidders’ Escrow Bid Documents, OC San Records Management will affix GRM bar codes and ID numbers on the Form and to each Bidder’s Escrow Bid Documents box. The Bidders and Records Management shall all sign the completed Form. 3.6 As arranged by Records Management, offsite storage will thereafter take possession of the apparent two low Bidders’ Escrow Bid Documents, as soon as practicable, and transfer them to its storage facility. 3.7 When practicable, the Bid Documents Review Meeting will be conducted at the same time as the Escrow of Bid Documents Meeting. When this occurs, OC 6SAN ORANGE COUNTY SANITATION DISTRICT OC 6SAN ORANOE COONTY SAHITATIOt,I OISTIIICT RECORD OF RECEIPT FOR: Intake or Escrow Bid Documents ~reh19,2024-10:30a.m. Big&.n1nc. PROJECTNO. 2◄9 TAFT BRANCH IMPROVEMENTS NUMBER OF BOXES: Oocll'nen1sQe1,vetedBv ·---------------------------------- , ... ________________ _ '""'-----------------Signature _______________ _ Qotl!!)OQ)S lntako By Company Ori!OZ' f-P'IDIV SnlHli!l5!l Pnl•S J8'19Ho!lmttC!!t!C FoootalnY!IIC'f CA.92TIIA """"'"'---------------·~·----------------- StgnahH _______________ _ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 12.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: ESCROW OF BID DOCUMENTS Approved by: Escrow of Bid Documents 6 Adopted 12/18/2024 02/25/2026 nothing additional is needed other than completion of the appropriate section of the Form. 4.0 POST BID OPENING: SEPARATE ESCROW OF BID DOCUMENTS MEETING AND BID DOCUMENTS REVIEW MEETING 4.1 After Bid Opening, but no later than the date and time of the Meeting, Records Management will prepare an OC San Escrow Records Storage Facility Transfer Request & Tracking form (Form) (sample image below) for each Bidder’s Escrow Bid Documents. A separate Form is required for each Bidder’s Escrow Bid Documents box since each Bidder’s escrow box is assigned a separate bar code to be affixed to the Form. Also, each Bidder must sign the Form applicable to their documents. OC 6SAN ORANGE COUNTY SANITATION DISTRICT OC San Escrow Records Storage Transfer Request & Tracking ~---------~ Date; 03/19/2024 Project Number and Name: 2-49, Taft Branch Improvements Contractor: James W. Fowler Co. Offslte Storage Location & Tracking Barcode: Requester: Diane Marzano Division Name and Number: Contracts 230 Meetlna/Transactlna Date Original Records Intake 03-19-2024 / 11:00a.m. Date: Document Review Meeting (II Applicable) Date & Time: 03-19-2024 / 11:00a.m. Date: _____ _ Storage Intake Approved By: OC San RetOlds Mana118ffl811I TransactlonlActlvltv Intake of Escrow Bid Documents Meeting Escrow Bid Documents Sent Offsite Escrow Bid Documents Retrieval & Review 0 Checkhere!llnventoryof recorcls(Contractsclocument) aclcledtostoragecontalner Release of Escrow Bid Documents Meeting Storage ee«mu1 Approved By: OC San RetOlds Managemen1 AFFIX BAR CODE HERE Authorization Slanatures Comments/Notes lnrormation Recorded on Contractor Representa~ve P1int Name Escrow Inventory ContractorRe resentativeSi nature Information Recorded on Records Management Print Name Escrow Inventory RecordsManaC1ementSi na!ure If applicable, escrow records Records Management Print Name inspected by contrador(s) and OC San staff. Documents not RacordsManagamentSigna!ura officially released and will be resealed and sent back offsite. Contractor Raprnenlative P,int Name Date sent olfsite· ContractorRepresanlatlveS!gnature Contrac1or Represanlatlve P,lnt Name ContractorRenresanlativeSlnnature Date: Eeungut Date: Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 12.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: ESCROW OF BID DOCUMENTS Approved by: Escrow of Bid Documents 7 Adopted 12/18/2024 02/25/2026 4.2 In preparation for the arrival of Bidders for the Meeting, Records Management shall prepare an Escrow of Bid Documents Meeting Attendance Record for record of attendance (sample image below) which will be completed by the representative of each company and all the OC San staff in attendance at the Meeting. 4.3 At the Meeting, the two lowest Bidders will hand deliver their Escrow Bid Documents to OC San Records Management and the CA. 4.4 Each Bidder will fill out and sign an Intake of Escrow Bid Documents Record of Receipt (sample image below) prepared prior to the Meeting by Records Management OC 6SAN ORANGE COUNTY SANITATION DISTRICT OC ~SAN ORANOE COUNTY SAHITATION DISTAICT I ATTENDANCE RECORD Escrow of Bid Documents M11ting J•nuary27,2021-10:30•.m. J.F. ShH Constrvction, Inc. PROJECTNO.P1-106 HEAOWORKS REHABIUTA TlOH AT PLANT 1 c....., _______________ _ , ________________ _ , ... _______________ _ c-~---------------- ·-----------------,,.. .. _______________ _ c_,,, _______________ _ ·-···----------------- , ________________ _ , ... _______________ _ """'""'---------------""""----------------reiepnone _______________ _ , .... _______________ _ -~,c.· --------------- , ... _______________ _ ----------------- , ..... _______________ _ __,, _______________ _ ,.., ... _______________ _ c.m,.,,, _______________ _ '"""""---------------- Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 12.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: ESCROW OF BID DOCUMENTS Approved by: Escrow of Bid Documents 8 Adopted 12/18/2024 02/25/2026 4.5 OC San Records Management will affix GRM bar codes and ID numbers on the Form and to each Bidder’s Escrow Bid Documents box. The Bidders and Records Management shall all sign the completed Form. The Bidder’s Escrow Bid Documents box(es) are not opened. 4.6 As arranged by Records Management, offsite storage will thereafter take possession of the apparent two low Bidders’ Escrow Bid Documents, as soon as practicable, and transfer them to its storage facility. 4.7 At a date to be determined, the CA will coordinate a meeting to review the contents of the Escrow Bid Documents containers delivered by the contractor and stored at OC San’s offsite storage facility. In preparation for this meeting, Records Management will request delivery of the box(es) from the storage facility. 4.8 In preparation for the arrival of Bidders for the Meeting, Records Management shall prepare a Bid Documents Review Meeting Attendance Record for record of attendance (sample image below) which will be OC 6SAN ORANGE COUNTY SANITATION DISTRICT ~SAN OM.NOE COUN'lY IAHITATIOH DlflJUCT RECORD Of RECE.ll'T FOR: Int.kt of l!scrow l!hd Oocum.nta M,tct, 11, ffl"-10·)0 •,m. .......... PROJECT NO. U9 TAFT BRANCH IIPROYEMENTS NUMBER 01 BOXES: DoetfflortsDoft(W'o(IBy _,, "-'>----------------"""'----------------- ·------------------fl!lrilll _________________ _ ........... ________________ _ Dorurcmkti>l"09v: ..,. _________________ _ 0:lrP">" A'IO:»P9ifDM1iliHIDAJKig IHM!'!M!!'!CU'!' t:1'1ft1!t'IYU.Y CA!?rot ·----------------- ·-·------------------ -------------------- Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 12.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: ESCROW OF BID DOCUMENTS Approved by: Escrow of Bid Documents 9 Adopted 12/18/2024 02/25/2026 completed by the representative of each company and all the OC San staff in attendance at the Meeting. 4.9 Using the OC San Escrow Records Storage Facility Transfer Request & Tracking form (Form) (sample image below) previously prepared for each Bidder’s Escrow Bid Documents, OC San Staff/Contractor will open and review the contents of the box together at OC San. Each Bidder must sign the Document Review Meeting section of the Form applicable to their documents for this meeting. OC 6SAN ORANGE COUNTY SANITATION DISTRICT l kl Oocum,n111t,vltw Mffllng Febf.-y:U,2021-1::IO•.n1. Ki.....tlllftlltn.l:MtWfftCo. ""--------------- ""'""-------------- --------------- -~-------------- •--------------- --------------- --------------- OC San Escrow Records Storage Transfer Request & Tracking ~-------~ 11 1 Offslte Storage Location & Tracking Da1e.03119l2024 Project Number and Name: 2-49, Taft Branch Improvements Contraclor: James W. Fowler Co. Barcode: ReQuestor:OlaneMarzano Division Name and Number: Contracts 230 MeatJnn1Tr1nsactlnn Date Transacllon/Actlvlrv Authorization SI natures Original Records Intake Intake of Escrow Bid Contr1e10< R,pr ... n111iv1 Prln1 Nam, 03.19.20241 11:00 a.m. Documents Meeting Data: ____ _ Document Review Meeting (II Applicable) Date & Time: 03.19-2024111:00a.m. Date: ____ _ Storage Intake Approved By: OCSlnRKO<dl~ Escrow Bid Documents SentOffsile Escrow Bid Documents Retrieval&Review □ChetkhereI1Inventotyo1 records(Contractsdocument) adde<ltostorapecontalner Release of Escrow Bid Documents Mee1ing Storage l?.ermout Approved By RecordsMan1gemen!PrinlN1me RecordsManegemtn!PrlntName Cootr1ciorRaprflenlatlV9Prln1Name Date: eaanout Date: AFFIX BAR CODE H~ Comments/Notes Information Recorded on Escrow Inventory Information Recorded on Escrow Inventory If applicable, escrow records Inspected by contraclor(s) and OC San staff. Documents not officially released and will be resealedandsentbackoffsite. Oaiesentoffslte· Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 12.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: ESCROW OF BID DOCUMENTS Approved by: Escrow of Bid Documents 10 Adopted 12/18/2024 02/25/2026 4.10 After OC San approves of the documentation in the Bidders’ Escrow Bid Documents, OC San Records Management will arrange for the return of the box to the document storage facility. 5.0 AFTER CONTRACT AWARD 5.1 Following the Award of the Contract, OC San will return the Escrow Bid Documents to the unsuccessful Bidder(s) at a meeting to be scheduled by the CA at the convenience of all parties. In preparation of the meeting, Records Management will request the box(es) from offsite storage and prepare the Release of Escrow Bid Documents Record of Receipt (sample image below). As appropriate, all parties will complete this Record of Receipt at the meeting, obtaining all of the required signatures. OC 6SAN ORANGE COUNTY SANITATION DISTRICT 0 6 SAN ORANGE COUNTY SANITATION DISTRICT RECORD OF RECEIPT FOR: Release of Escrow Bid Documents July 26, 2021 - 7:30 a.m. Kiewit Infrastructure West Co. CONlRACT NO. P2-98A A-SIDE PRIMARY CLARIFIERS REPLACEMENT AT PLANT NO. 2 OC San Requester: GRM Bar Code: (NUMBER OF BOXES: 1) Documents Returned To: Ludwig Lapus 003927536 Name: _______________________ _ Company: Kiewit Infrastructure west Co Address: _______________________ _ TelephOne: ______________________ _ Email: _______________________ _ Signature: ______________________ _ Documents Released By OC San Board Services (Records Management): Name: _______________________ _ Company: Orange County Sanitation PlsWct Address: 18480 eandilier Circlet Fountain vauev CA 92708 TelephOne: ______________________ _ Email:. _______________________ _ Signature: ______________________ _ Page,1ol1 Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 12.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: ESCROW OF BID DOCUMENTS Approved by: Escrow of Bid Documents 11 Adopted 12/18/2024 02/25/2026 6.0 AFTER PROJECT COMPLETION 6.1 Following the completion of the project, OC San will return the Escrowed Bid Documents to the successful Bidder (awarded contractor) at a meeting to be scheduled by the CA at the convenience of all parties. In preparation of the meeting, OC San Records Management will prepare the Release of Escrow Bid Documents Record of Receipt (sample image above). As appropriate, all parties will complete this Record of Receipt at the meeting, obtaining all of the required signatures. A copy of the completed Release of Escrow Bid Documents Record of Receipt will be provided to the Contractor and CA. The Original documents will be maintained by OC Records Management. 6.07.0 EXCEPTIONS 6.17.1 In the event of a bid protest or other problem with the apparent low bid, the CA will contact the third and perhaps fourth apparent low Bidders and complete the required steps of this Procedure above. 6.27.2 For Design-Build (DB) Projects, only the Proposal Documents of the successful proposer will be escrowed, after the award of the contract by the Board of Directors. OC 6SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 13.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: DIGITIZATION OF RECORDS Approved by: Digitization of Records 1 Adopted 12/18/2024 02- 25-2026 1.0 POLICY OBJECTIVES AND BACKGROUND 1.1 The Orange County Sanitation District (OC San) has identified the following objectives for digitizing records: 1.1.1 Provide online access to OC San records 1.1.2 Make digitized material and metadata available 1.1.3 Advance the preservation of records by reducing wear and tear on the originals 1.1.4 Maintain a reduction in paper 1.2 To ensure that users have the ability to access digitized records, OC San has implemented an Electronic Content Management System (ECMS) (Laserfiche) which will be made available via SharePoint and on ocsan.gov, as well as a desktop application for designated staff members. Utilizing this management system ensures the authenticity, reliability, usability, and integrity of the digital copies. 1.3 The implementation of a paper reduced environment, including the incorporation of the ECMS and implementation of a fully digital process to reduce the use of paper is a continued goal in the General Manager’s Work Plan. 1.4 OC San is pursuing a reduction in paper in the office environment. Digitization provides a means for preserving at-risk physical materials (including paper documents, maps, photos, etc.) as well as providing greater accessibility and security for those documents. To the extent practicable, OC San promotes electronic systems, electronic records, and paperless transactions to support OC San’s transition to electronic government and enhanced transparency. 1.5 Digitization refers to the process that includes the following activities: 1.5.1 Identifying, selecting, and documenting physical materials for digitization; 1.5.2 Preparing physical materials for scanning (including locating, preserving, gathering, reviewing, and organizing for access; and screening for suitability to be digitized); II 6 SAN ORAHOE COUNTY MNITATM>H OtSllHCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 13.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: DIGITIZATION OF RECORDS Approved by: Digitization of Records 2 Adopted 12/18/2024 02- 25-2026 1.5.3 Collecting basic descriptive and technical metadata sufficient to allow retrieval and management of the digital copies and to provide basic contextual information for the user; 1.5.4 Scanning the physical materials (also referred to as digital conversion), re-filing, or disposing; 1.5.5 Quality control (validation) of digital copies and metadata; 1.5.6 Providing access to reliable and authentic copies for business purposes to internal users as well as the public; and 1.5.7 Maintaining digital copies and metadata. 2.0 POLICY RESPONSIBILITY 2.1 The Clerk of the Board (Custodian of Records) and the Board Services and Information Technology (IT) Divisions have overall responsibility for this policy. The OC San Board of Directors adopts this policy, IT manages the ECMS, and the Custodian of Records implements and oversees this policy on behalf of the Board of Directors. 3.0 APPLICABILITY 3.1 This policy provides guidance and requirements for digitizing physical media. 3.2 This policy applies to all records of physical materials being considered for digitization. These records fall into three categories: 3.2.1 Vital or Historical Records with permanent or life of organization retention; 3.2.2 Inactive records that have not met their retention schedule (especially records that are voluminous or have a long retention schedule) and are not regularly accessed. These may be considered for digitization due to constraints of physical storage space or costs of maintaining the physical II 6 SAN ORAHOE COUNTY MNITATM>H OtSllHCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 13.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: DIGITIZATION OF RECORDS Approved by: Digitization of Records 3 Adopted 12/18/2024 02- 25-2026 record collection; and 3.2.3 Active records that are initially produced in paper or similar physical media as part of the business process, e.g., requiring a physical signature, and are regularly accessed for a continuing business purpose. Digitization may provide for access among multiple users across multiple locations. 4.0 TERMS AND DEFINITIONS 4.1 As used in this policy, the following terms and definitions apply: 4.1.1 Custodian of Records: The custodian of records for OC San is the Clerk of the Board. 4.1.2 Digitization: The act of scanning an analog document into digital form, as well as the series of activities that results in a digital copy being made available to end users via the intranet, internet, or other means for a sustained length of time. 4.1.3 Electronic Content Management System (ECMS): Computerized/digital means for collecting, organizing, and categorizing information to facilitate its preservation, retrieval, use, and disposition. 4.1.4 Electronic Signature: A method of signing an electronic document that identifies and authenticates a particular person as the source of the signature and indicates such person’s intent to sign the document. 4.1.5 Office of Record: The Department/Division that, by definition of its mission or function, has primary responsibility for maintenance and retention of the record. 5.0 POLICY GOAL AND CONSIDERATIONS 5.1 The goal of this policy is to expand public and internal access to important vital, historical, and long-term documents through digitization. OC San does not require all records in physical media be digitized unless they are at risk II 6 SAN ORAHOE COUNTY MNITATM>H OtSllHCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 13.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: DIGITIZATION OF RECORDS Approved by: Digitization of Records 4 Adopted 12/18/2024 02- 25-2026 of damage or destruction, which may result in the loss of the record. However, based upon business analysis by the Office of Record and Custodian of Records, digitization may be an effective way to maintain and manage a record collection that exists only in physical media form. 5.2 Before undertaking a digitization project, the Office of Record should consider the following: A. Volume of the record collection; B. Cost to digitize (budgeted in each Department/Division); C. Need/Demand for availability (sharing) of the documents; D. Quality of the originals (including handwritten notes, degradation of original medium, etc.); and E. Need to preserve the originals after digitization for historical or other purposes. 5.3 The legal validity of electronic signatures in the context of electronic transactions (i.e., actions between two or more persons relating to the conduct of business, consumer, commercial, or governmental affairs) must be well-recognized and approved by the Secretary of State of California. 6.0 POLICY EXCEPTIONS 6.1 Exceptions to this policy may be necessary based on legitimate business needs, legal, or compliance requirements. Any exceptions must be documented, reviewed, and approved by the Custodian of Records, Management, and General Counsel. 6.2 This policy guidance does not apply when the digitization is merely to provide a reference or convenience copy in limited circumstances, i.e., a single document rather than conversion of an entire collection for purposes of lifecycle management. II 6 SAN ORAHOE COUNTY MNITATM>H OtSllHCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 13.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: DIGITIZATION OF RECORDS Approved by: Digitization of Records 5 Adopted 12/18/2024 02- 25-2026 7.0 RESPONSIBILITES 7.0 7.1 Board Services Division: Coordinates the overall Program. Provides guidance and assistance to all OC San Departments/Divisions with lifecycle management and coordinates required records reviews, evaluations, and reports. 7.2 Reprographic Center: Provides digitization/scanning services to the Office of Record for their paper document record collections. For larger projects, the need for additional services may be required. 7.3 Managers/Supervisors: Effectively manage information assets within their area of responsibility in a consistent manner to ensure the integrity, security, and availability of information assets. Managers/Supervisors are also responsible, through their organization, for documenting a digitization plan that ensures their digitization projects meet the requirements of this policy. 8.0 STANDARDS AND PROCEDURES 8.1 The Office of Record, under the direction of the Custodian of Records, must develop a digitization plan to meet the following requirements: 8.1.1 Authorization. Digital Records may be maintained as the only copy of a record if approved by General Counsel and the Board of Directors, as may be required, following the laws of California. They are viewed as being functionally equivalent to the original paper version if the intent to preserve the document only in digital form is documented and authorized by the Custodian of Records and General Counsel. Once approved, this authorization and notation must be included in the Records Retention Schedule. 8.1.2 Document Preparation. This includes a review of the documents to be digitized to ensure that digitization will not compromise the readability of the content. This is particularly important for documents that include “marginalia” (handwritten notes or additions to the content of the document). Moreover, an inventory of the records must be prepared, especially in instances where the actual digitization is performed by someone else. Finally, in some II 6 SAN ORAHOE COUNTY MNITATM>H OtSllHCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 13.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: DIGITIZATION OF RECORDS Approved by: Digitization of Records 6 Adopted 12/18/2024 02- 25-2026 instances, a clean copy may be necessary if the original paper has been degraded to the point that, in its original form, a valid digital copy would not be possible. 8.1.3 Digitization. As part of the actual digitization process, a single scanned image type (see list below) must be chosen for the records. Consideration must be given to the ability of a particular scanned image type to be searched. In addition, a consistent set of metadata should be incorporated into the scanned image to assist in organizing and managing the digital collection. “Scanned image” types include: a) gif – graphics interchange format; b) tiff – tagged image file format; c) biif – basic image interchange format; d) png – portable network graphics; or e) pdf – portable document format. 8.1.4 Validation. Throughout the digitization process, the scanned images must be validated to ensure that a clean, readable image has been produced, that the content of the document set is the same as the original (number of pages), and that the metadata attached is accurate. The Office of Record may choose to do an initial series of documents as a test case. If so, choose a sample that will cover the range of quality and other attributes of the originals, e.g., differing font sizes or layouts. It is recommended that every scanned image be validated; however, if the original documents are of highly consistent quality, format, and content, sampling validation may be appropriate. 8.1.5 Disposition of Originals. Once the records have been digitized and validated, the paper original may be destroyed as long as the destruction is documented as part of the digitization plan, in accordance with the Records Retention Schedule, and has been authorized by the Office of Record, Supervisor, Manager, Executive Director, General Counsel, and the Custodian of Records. Special consideration must be given to physical records with content of historical value. OC San’s Custodian of Records can provide assistance and guidance to Departments/Divisions in determining the historical value of original physical media records. II 6 SAN ORAHOE COUNTY MNITATM>H OtSllHCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 13.0 Effective Date: 12/18/2024 Supersedes: 04/24/2024 SUBJECT: DIGITIZATION OF RECORDS Approved by: Digitization of Records 7 Adopted 12/18/2024 02- 25-2026 8.1.6 Digital Storage. The ECMS (Laserfiche), designated for maintenance and management of OC San’s digital records, meets integrity, security, and availability requirements. Using Laserfiche for digital records is preferred because this system prevents manipulation and unauthorized deletion of the scanned images and provides enhanced security and permission restrictions to aid management of the digital collection. In addition, OC San uses Restorvault which allows the Laserfiche application to meet the definition of a trusted system. The State of California defines a trusted system as, “a combination of techniques, policies, and procedures for which there is no plausible scenario in which a document retrieved from or reproduced by the system could differ substantially from the document that is originally stored”. (Source: California Government Code §12168.7(c)) 9.0 PERFORMANCE & MONITORING 9.0 9.1 The Custodian of Records and IT Division are responsible for the performance standards and monitoring plans contained in this policy. 9.2 Performance Standards 9.2.1 Cost effectiveness of digitization projects: 9.2.1.1 Increased availability of OC San records to the public and appropriate personnel with a need for access. 9.2.1.2 Reduced risk of damage or inaccessibility to OC San records currently maintained in paper format. 9.3 Monitoring Plans 9.3.1 Sampling and validating digitized collections for integrity, security, and availability. 9.3.1.1 Scheduling (for retention) and reviewing the ECMS used to maintain digitized collections. II 6 SAN ORAHOE COUNTY MNITATM>H OtSllHCT Orange County Sanitation District Adopted February 25, 2026 Resolution No. OC SAN 26-XX RECORDS MANAGEMENT PROCEDURE MANUAL FEBRUARY 2026 ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: TABLE OF CONTENTS Table of Contents 1 Adopted 02/25/2026 POLICY CONTACT: Clerk of the Board (Custodian of Records) REGULATORY REFERENCES: Resolution No. OC SAN 26-XX California Government Code §34090 (How Long Records are Held-Records Retention) California Government Code §7920.000 (California Public Records Act) SECTION TITLE 4.0 Exhibit A 4.0 Exhibit B Records Retention Schedule Change Request Form Records Retention Schedule 5.0 Exhibit A 5.0 Exhibit B 5.0 Exhibit C 5.0 Exhibit D Records Management Disposition Form Request for Authorization to Destroy Records Form Certificate of Digital Record Destruction Legal Counsel Written Consent Authorizing the COMPLIANCE REVIEW ,.... oSAN ... 0MH0t? COUNTY IAI\HA~ OIITFIICl" Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: TABLE OF CONTENTS Table of Contents 2 Adopted 02/25/2026 SECTION TITLE 9.0 Exhibit A Records Hold & Records Hold Release Request Form 11.0 Exhibit A DCommunications Accounts ,.... oSAN ... 0MH0t? COUNTY IAI\HA~ OIITFIICl" Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS MANAGEMENT PROGRAM POLICY Records Management Policy 1 Adopted 02/25/2026 1.0 POLICY STATEMENT 1.1 The Board of Directors shall not less than annually adopt a Resolution updating the Records Management Procedure Manual as presented by the Custodian of Records (Clerk of the Board). The Orange County Sanitation District (OC San) is committed to effective records management including, but not limited to: A. Meeting legal requirements for records retention; B. Identifying and protecting all records; C. Managing record holds; D. Protecting privacy; E. Optimizing the use of space; F. Minimizing the cost of records retention; G. Providing open access to public records; and H. Disposing of outdated records properly. 2.0 PURPOSE 2.1 The purpose of the Records Management Program Policy is to establish a Records Management Program (the Program) that will develop a systematic method for managing OC San’s records. The Program ensures that all OC San records are created, received, maintained, and dispositioned in a cost-effective manner, and in accordance with operating requirements for OC San business and applicable statutes and regulations. Failure to follow the Program may result in excessive costs, litigation, loss of productivity, etc. 3.0 PROGRAM RESPONSIBILITY 3.1 Under the authority of OC San’s Board of Directors, the General Manager and the Executive Management Team oversee the Program. The Clerk of the Board is responsible for the oversight, implementation, administration, and operation of the Program. 3.2 The Clerk of the Board, and/or designee, and General Counsel will meet as needed to review Records Retention Schedule (RRS) change requests and approve changes, which are then presented to the Board of Directors. --6 SAN ... ORAHOt: COUNTY IANlfA'flOt,I OISTJUCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS MANAGEMENT PROGRAM POLICY Records Management Policy 2 Adopted 02/25/2026 3.3 Departments/Divisions that maintain OC San records are responsible for understanding appropriate records management procedures and practices. Each Department/Division Manager, or a designee, must: A. Ensure compliance with the approved RRS; B. Be familiar with the Program; C. Develop the Department’s/Division’s procedures and practices consistent with this Policy; D. Educate staff within the Department/Division about sound records management practices; E. Coordinate the disposition of records as provided in OC San’s RRS; and F. Restrict access to confidential records and information appropriately. 4.0 APPLICABILITY 4.1 This Policy applies to all OC San and contract staff who create, receive, or maintain OC San records. OC San requires the maintenance of records in a consistent and logical manner so that OC San: A. Meets legal standards for public examination, protection, storage, and retrieval; B. Protects the privacy of customers, ratepayers, and staff; C. Optimizes the use of space; D. Minimizes the cost of record retention; and E. Disposes of outdated records in accordance with the applicable statutes indicated in OC San’s RRS. 4.2 Record policies apply to all records, whether they are maintained in hard (paper) copy, electronically, or in some other fashion. Each Department/Division shall appoint a Records Coordinator(s) who serves as a liaison to Records Management to assist in the development, implementation, maintenance, and adherence to a records management plan appropriate for the particular records it maintains, in cooperation with the Clerk of the Board and/or designee. 4.3 The Department/Division Records Coordinator facilitates Program compliance within their respective Department/Division in applying the Program Policy. --6 SAN ... ORAHOt: COUNTY IANlfA'flOt,I OISTJUCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS MANAGEMENT PROGRAM POLICY Records Management Policy 3 Adopted 02/25/2026 4.4 OC San is subject to a range of statutes and rules regarding records retention and disclosure. All OC San employees are responsible for complying with the requirements of the Program Policy and OC San‘s RRS. 5.0 HISTORY OF THE PROGRAM 5.1 OC San, through an outside consultant, conducted the initial records inventory from February through August of 2000. The inventory consisted of a physical inventory of records stored in active office work areas and various storage areas within the Plant No. 1 and Plant No. 2 facilities. The purpose of the inventory was to describe, identify, locate, and quantify OC San records. To supplement the data gathered during the physical inventory, the consultant conducted interviews with staff members from each Department/Division who were most familiar with records creation and maintenance. 5.2 Based on the physical inventory of records and the data gathered during the interviews, the initial RRS was developed. Files were identified by their record titles and classified into records series based on having similar business functions (purposes) and retention requirements. 5.3 Extensive legal research was performed to ensure that all legal requirements were met in assigning the records retention periods to each record series. Other attributes were also assigned to each record series to ensure that vital, historical, and confidential records are properly protected and processed for retention. --6 SAN ... ORAHOt: COUNTY IANlfA'flOt,I OISTJUCT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 2.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Program Guidelines 1 Adopted 02/25/2026 1.0 INTRODUCTION 1.1 The Orange County Sanitation District’s (OC San) Records Management Program (the Program) is intended to effectively identify, manage, store, and destroy records that have been created and received by OC San. 1.2 Records received and created by OC San in fulfillment of its responsibility to the public and in compliance with government regulations are identified in the Records Retention Schedule (RRS), and accurate retention periods are assigned. 1.3 OC San records that are no longer needed to be in the immediate office of each Department/Division for convenient access are processed for storage, retrieval, or disposition in accordance with the guidelines established by the Program. 1.4 Records that have met the retention requirements identified in the RRS are processed for destruction in accordance with the Program. 1.5 Historical and vital records are identified and processed in accordance with the guidelines established by the Program. 1.6 Records management activities are completed in a cost-effective manner. 1.7 The Program promotes an increase in productivity by decreasing the volume of obsolete records stored, thus reducing the amount of time necessary for document retrieval. 1.8 The Program contributes to industry best practices by ensuring accountability, efficiency, and compliance in a cost-effective manner. 2.0 PURPOSE 2.1 Identify OC San records to facilitate access to information required to conduct OC San business and to provide appropriate access by the public. 2.2 Maintain OC San records for the duration of the approved retention period. C ~SAN Ol'IAHOI!! COUNTY SANITATION OtlTAICT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 2.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Program Guidelines 2 Adopted 02/25/2026 2.3 Provide access to OC San records for operational, legal, or public access requirements. 2.4 Digitize records. 2.5 Protect OC San records. 2.6 Ensure compliance with legal statutes and governmental regulations regarding recordkeeping and public access requirements. 2.7 Destroy OC San records in accordance with the approved RRS or process those deemed historical records for long-term retention. 3.0 SCOPE 3.1 Create, receive, maintain, and dispose of OC San records. 3.2 Maintain approved RRS. 3.3 Ensure use of appropriate technology in facilitating records and information storage and retrieval. 3.4 Provide systematic control of all OC San records through processing, distribution, maintenance, retrieval, and disposition. 4.0 RECORDS 4.1 OC San records must be managed throughout their “life cycle”. 4.2 The life cycle of a record is the time period from the creation or receipt of a record to its final disposition. 4.3 Final disposition can be either destruction or perpetual retention. 4.4 Life cycle of a record is inclusive of five (5) stages: • Stage 1 – Creation or receipt of records • Stage 2 – Use or distribution • Stage 3 – Storage or maintenance C ~SAN Ol'IAHOI!! COUNTY SANITATION OtlTAICT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 2.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Program Guidelines 3 Adopted 02/25/2026 • Stage 4 – Retention or disposition • Stage 5 – Archival preservation 4.5 Some records do not require managing throughout their life cycle. Such records are termed “transitory records”. The value of transitory records is limited to a very short time, i.e., a day, a week, or no more than three months. These records do not require digitization. 4.6 Transitory records do not carry the requirement to retain the documentation of any transaction. Transitory records include: • Extra copies of publications, pamphlets, and blank forms. These are considered “supplies” rather than records. • Reference materials not produced by OC San. • Working copies of documents used solely until the finished record is declared or declined. • Notices of meetings, events, office or holiday gatherings, or employee meetings which do not relate directly to the functional responsibility of the organization. • Informational copies of widely distributed OC San materials. • Preliminary drafts of documents such as letters, memoranda, reports, and worksheets which do not represent significant steps in the preparation of OC San records, and which do not record decisions. Once the completed record is included in the filing system (in the appropriate medium), the working materials (drafts) are considered transitory records. • Catalogs, trade journals, and other published materials received from other organizations, commercial firms, vendors, or private institutions which require no action and are not needed for documentary purposes. These materials are usually considered “reference materials” and should be controlled as such, but are not OC San records. • Incorrect versions of documents, forms, or reports that had to be regenerated in order to correct errors in typing, data entry, spelling, grammar, or format. 5.0 RECORDS RETENTION SCHEDULE (RRS) 5.1 The RRS is a list of OC San records organized by record series to which are assigned retention periods and other attributes. C ~SAN Ol'IAHOI!! COUNTY SANITATION OtlTAICT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 2.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Program Guidelines 4 Adopted 02/25/2026 5.2 The retention periods identified in the RRS have been established after extensive legal research of all government regulations applicable to OC San. 5.3 The RRS has been reviewed and has received concurrence of the appropriate Department/Division staff, Clerk of the Board and/or designee, Executive Management, Legal Counsel, and the Administration Committee, as well as the approval of the OC San Board of Directors for implementation. 5.4 The RRS has been developed to ensure that each Department/Division maintains its records for the duration of the period legally required by applicable legal statutes and government regulations, and until all the operational business functions are met. 6.0 HISTORICAL RECORDS 6.1 Historical records are identified and preserved. 6.2 The Program ensures that records with permanent historical value are identified, documented, and preserved for the life of OC San. 6.3 The Clerk of the Board and/or designee, prior to processing records for destruction, shall identify records having historical significance. 6.4 Historical records are retrieved, prepared, and processed for preservation. 7.0 VITAL RECORDS 7.1 Vital records are those documents identified by each Department/Division as necessary to enable OC San to continue vital operations in the event of a disaster or major interruption to business. 7.2 Vital records enable OC San to reconstruct its legal obligations and rights. 7.3 Vital records enable OC San to reconstruct its financial position. 7.4 Vital records enable OC San to satisfy its obligations to its employees. C ~SAN Ol'IAHOI!! COUNTY SANITATION OtlTAICT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 2.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Program Guidelines 5 Adopted 02/25/2026 7.5 Vital records enable OC San to protect employee and public health and safety. 7.6 Vital records enable OC San to reconstruct its assets and ownership. 8.0 CONFIDENTIAL RECORDS 8.1 Records containing proprietary or sensitive information to which access must be restricted are considered confidential. 8.2 Confidential information must be protected and preserved to avoid unauthorized disclosure that could be harmful to a person, to OC San, or to an OC San business process. 8.3 Confidential records shall be managed, controlled, and disposed of separately from records containing non-confidential information. 8.4 Confidentiality of information shall be protected until it is destroyed or until OC San has changed the status of the confidentiality of information. C ~SAN Ol'IAHOI!! COUNTY SANITATION OtlTAICT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 3.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Staff Responsibilities 1 Adopted 02/25/2026 1.0 INTRODUCTION 1.1 The Records Management Program (the Program) is a decentralized administrative Program. As such, Program activities are carried out by the Orange County Sanitation District (OC San) Clerk of the Board (Custodian of Records) and/or designee and by OC San staff in each Department/Division. OC San’s Clerk of the Board and/or designee is responsible for coordinating and overseeing the Program and Program procedures, and Department/Division staff are responsible for complying with the Program requirements for records in their respective areas. In the procedures that follow, the individual responsible for running the daily operations of the Program is identified as the Clerk of the Board and/or designee. 2.0 PURPOSE The purpose of this procedure is to describe the roles and responsibilities of the Clerk of the Board and/or designee and OC San Department/Division staff. 3.0 STAFFING AND RESPONSIBILITIES Custodian of Records of OC San CLERK OF THE BOARD AND/OR DESIGNEE Clerk of the Board: • Oversee OC San’s records/information. Records Act (PRA) information in the relevant software. • Counsel. OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 3.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Staff Responsibilities 2 Adopted 02/25/2026 Responsibility Action • related projects. • Maintain the Records Retention Schedule (RRS) and related records series documentation. • Develop and conduct training sessions on any Records Management software. • Maintain and update needed. • resumption (“releases”) with Legal C available as required. • Manage the records Program. • Conduct periodic audits of the Program to ensure compliance. • In collaboration with IT and the Office of Record, coordinate vital record protection and ensure that the Program supports the Integrated Emergency Response Plan. OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 3.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Staff Responsibilities 3 Adopted 02/25/2026 Responsibility Action DEPARTMENT/DIVISION RECORDS COORDINATORS A list of Department/Division Records Coordinators can be found via the link. • the RRS compliance with the Program. Forward any requests for changes to the RRS to the Clerk of the Board and/or designee. • Ensure that records are maintained and Program. • transfer to offsite storage. • Records Release. • Coordinate records disposition activities, including the preparation of a Disposition OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS RETENTION Records Retention 1 Adopted 02/25/2026 1.0 INTRODUCTION 1.1 Records retention activities of the Records Management Program (the Program) control the maintenance and storage of Orange County Sanitation District (OC San) records. Following the retention procedures ensures compliance with pertinent statutory, regulatory, operating, and administrative recordkeeping requirements. In addition, it ensures that records needed to conduct OC San business are protected and accessible. The Records Retention Schedule (RRS) is the foundation of the Program and defines the period required to maintain OC San records. The RRS is included as Exhibit B to this Procedure. 1.2 Records Management Terms: Term Definition Active Administrative Value particular time. Appraisal administrative, fiscal, and legal value; their evidential Archival Records (also called Historical Records) archival value and designated as Historical on the OC Audit oSAN °"""°' COUNTY IAHITAn0H DISTRICT I Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS RETENTION Records Retention 2 Adopted 02/25/2026 Closed / Completed Copy (also called Duplicate) which is not the official file copy of the agency. reading file copy, tickler file copy, etc. Current often kept on- longer useful and may be dispositioned ac Disposition including form of retention (hard of time retained (archive or destroy), where to store (on-site or off-site), and method of destruction (recycle, burn, Duplicate of a record. Evidential Value File Integrity Fiscal Value receivable and payable, payrolls, and vouchers.Documents availability of funds for operational purposes. Historical Value In appraisal, the value attributed to a record which preserves documentation on significant historical events including the agency’s operations, origin, policies, oSAN °"""°' COUNTY IAHITAn0H DISTRICT I I Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS RETENTION Records Retention 3 Adopted 02/25/2026 Legal Value Life Minimum Retention Period The least amount of time a record must be kept determined by assessment of administrative, legal, fiscal, and historical values. Office of Record Official Copy Record or characteristic, made business and Records Retrieval Retention Period The period of time that records must be kept according to legal or organizational requirements. Retention Schedule A list describing the Record Type, the length of time records are retained (may include active and inactive storage detail), the Office of Record, and the final disposition. Supersede Termination elected official's terms; employment; training, course, Transitory Records administrative, fiscal, legal, or archival value. oSAN °"""°' COUNTY IAHITAn0H DISTRICT I I I I I Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS RETENTION Records Retention 4 Adopted 02/25/2026 Vital Records Those records containing information necessary to continue the operation of government, affirm the powers and duties of government, 1.3 Retention Length Codes: The RRS provides information to guide the organization in maintenance of business records. Some retention periods are assigned a number representing the length of time (stated in years) for which the records must be maintained and accessible (retrievable). Others are based on the occurrence of an event or a transaction, or a combination of both. The following table describes the meaning of each event as it pertains to records retention and disposition. Event Code Event Definition CL Closed or Completed CU Current Year (Calendar or Fiscal, As Appropriate) EX Expired LO LF Organization or project, physical plant or building, building system or sub- system, asset, piece of equipment, or component. NN Longer oSAN °"""°' COUNTY IAHITAn0H DISTRICT I I II I I I II Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS RETENTION Records Retention 5 Adopted 02/25/2026 OB Obsolete S Superseded obsolete by a newer version or edition. T Terminated 1.4 Special Storage Consideration Codes: Some retention periods are assigned a "characteristic" to identify any special handling required for documents classified in that record series. The following table describes the meaning of each "characteristic" as it pertains to records retention and disposition. Code Characteristics Definition V Vital and H Historical oSAN °"""°' COUNTY IAHITAn0H DISTRICT I II II I Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS RETENTION Records Retention 6 Adopted 02/25/2026 C Confidential accessed does not 2.0 RECORDS CLASSIFICATION 2.1 Records are classified into Records Series to facilitate assignment of retention times, legal citations, and the overall maintenance of OC San records. 2.2 Classifications contain like records grouped together based on similar business function, usage, and retention time. 2.3 A Record Series is comprised of similar or related record titles that have a similar business function (purpose), are normally used and filed as a unit, and are retained for a similar time period. 3.0 RECORDS RETENTION SCHEDULE (RRS) MAINTENANCE 3.1 The RRS is a list of OC San records organized by Department/Division and Record Type/Record Series to which are assigned retention periods and other attributes. 3.2 Following the retention standards of the schedule ensures that OC San maintains appropriate records of OC San transactions and meets its legal obligations cost effectively by storing records as long as is operationally and legally required. The RRS shall be reviewed, evaluated, and updated oSAN °"""°' COUNTY IAHITAn0H DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS RETENTION Records Retention 7 Adopted 02/25/2026 periodically by the Clerk of the Board and/or designee, OC San Management, and General Counsel. 3.3 The retention periods assigned to each record series shall be maintained and updated, as needed, to meet changing business, legal, and regulatory requirements. Responsibility Action Designee •Records Series with Definitions. Records Coordinator • Department/Division. • Match the RRS shop, field, and other storage locations. • maintained by the Department/Division. • (vital, historical, or confidential). Contact the Clerk of the Board for direction as to how to proceed. A RecordRetention Schedule Change Request (Exhibit A) may be requested to updates or changes requested. oSAN °"""°' COUNTY IAHITAn0H DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS RETENTION Records Retention 8 Adopted 02/25/2026 Designee • in which Record Series belong. • Department/Record Series. • characteristics (if any): Department/Division Records Coordinator. • •Records Coordinators for 4.0 RECORDS RETENTION SCHEDULE CHANGES 4.1 The Department/Division Records Coordinator may request a change to the RRS at any time. 4.2 Examples of changes that may initiate a change to the RRS include: • Change in the assigned Office of Record due to reorganization. • Change in the characteristics associated with the records: vital, historical, or confidential. • Change in the retention event associated with the records, for example: closed, complete, expired, or superseded. • Change in the legal and administrative requirements. oSAN °"""°' COUNTY IAHITAn0H DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS RETENTION Records Retention 9 Adopted 02/25/2026 • New record types that are generated or used in performing business functions. • Change in the definition of the Record Series that applies to Department/Division records. • Contact the Clerk of the Board and/or designee for any changes to the RRS. An RRS Change Request Form may be requested. The Clerk of the Board and/or designee will secure all the required approvals to initiate the requested modification. • The Clerk of the Board and/or designee will communicate with the Department/Division Records Coordinator as to the outcome of the request, update the RRS, and distribute the updated RRS to all applicable parties (persons and web sites). 5.0 RECORDS PURGE 5.1 Eliminate records from active files and facilitate their timely destruction after all legal and business requirements have been met. 5.2 Only records that are useful in current business activities are retained, enabling timely retrieval of frequently used records. 5.3 Records with research or historical value are preserved in a controlled environment. 5.4 Records stored offsite are reviewed semi-annually and a list of retention expired records prepared by the Clerk of the Board and/or designee for each Department/Division. 6.0 INACTIVE RECORDS TRANSFER AND STORAGE 6.1 Inactive records are those records that have not met their required retention periods but are no longer current or frequently referenced. 6.2 Inactive files management standards are established by OC San to ensure that OC San records remain accessible and protected throughout the duration of their required retention periods. oSAN °"""°' COUNTY IAHITAn0H DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS RETENTION Records Retention 10 Adopted 02/25/2026 6.3 Active files are periodically reviewed to identify those records that are inactive. 6.4 Inactive records that are identified during the review are purged from active file areas and processed for offsite storage. 6.5 Systematic control of inactive records consists of: •Properly packing the records in records storage boxes obtainedfrom the warehouse and properly labeling the boxes. •Preparing an index of the contents of the box using a DispositionForm. •Contacting the Clerk of the Board and/or designee for a barcode. •Follow the guidelines below when packing the records: •Each box shall only contain official inactive records. Non-records and duplicate records should not be transferredto offsite storage. They are destroyed in the active office area as appropriate. •Do not pack different Records Series in the same box.Records Series packed together should have the samedestruction date. •Schedule the pick-up and transfer of the box(es) to offsitestorage by contacting the Clerk of the Board and/or designee. oSAN °"""°' COUNTY IAHITAn0H DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS RETENTION Records Retention 11 Adopted 02/25/2026 7.1 Transitory records can be purged from file storage equipment and destroyed as soon as their usefulness in the performance of business functions is met. 7.2 Do not send transitory records to offsite storage. 8.0 RETRIEVING BOXES FROM OFFSITE STORAGE 8.1 Inactive records may be retrieved from the offsite storage center at any time by contacting the Clerk of the Board and/or designee. 8.2 Records may be retrieved only by staff from the Department/Division designated as “owner” of the records. 7.0 PURGING TRANSITORY RECORDS 8.3 In the event that staff from a Department/Division other than the owner requires access to the records, the retrieval request shall be approved by the Clerk of the Board and/or designee and the Department/Division that owns the records. 8.4 Boxes retrieved from the offsite storage center shall be returned to the center with the same records and in the same order as when they were received. Records should not be removed, nor should additional records be added. Should records need to be added/removed, or the box content altered in any way, contact the Clerk of the Board and/or designee as to how best to proceed. oSAN °"""°' COUNTY IAHITAn0H DISTRICT Procedure 4.0 Records Retention Schedule Change Request Form Exhibit A Records Retention Schedule (RRS) Change Request Form Date: Division Number: Retention Number (If Applicable): Record Series/Record Type, Including Description (If Applicable): Change Requested: Add Change Delete Combine Review Other (Describe): Description of Change Requested: Examples: Add: Need to Add a Record Series/Record Type for the retention of a certain type of record. Add a record to the Record Series/Record Type description. Add Media Type. Change: Need to Change the Retention Length of a certain Record Series/Record Type. Change Special Storage Consideration information. Delete: Delete a certain Retention Number; Delete a record in Record Series/Record Type description. Combine: Need to combine certain entries or information on the RRS. Review: Review the Retention Citations/Comments on a particular RRS entry. Required Approval: Requester’s (If Different From Records Coordinator) Name & Signature: Name (Print) Signature Date Records Coordinator Name & Signature: Name (Print) Signature Date Department/Division Supervisor Approval: Name (Print) Signature Date Department/Division Manager Name & Signature: Name (Print) Signature Date Department/Division Director Name & Signature: Name (Print) Signature Date □ □ 0 6 SAN ORANGE COUNTY SANITATION DISTRICT □ □ □ □ Records Retention Schedule (RRS) Change Request Form Legal Counsel Name & Signature: Name (Print) Signature Date Records Management Name & Signature: For completion by Records Management Date Action Taken: Action Taken (Describe): Date Revised RRS Distributed & Posted to SharePoint: 0 6 SAN ORANGE COUNTY SANITATION DISTRICT Procedure 4.0 Records Retention Schedule Exhibit B CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type DW001 LO DW002 LO H DW003 NN DW005 S+5 EL, P DW006 CU+2 H DW007 CU+2 EL, P General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Historical Records: Photos, Slides Used by O&M, Videos, Correspondence Business value for LO retention. Historical/Non- Historical determination is made by the Department Director or Custodian of Records. Confidential Historical TapesVital Districtwide Record Series / Record Type Retention Citations & Comments Published Articles Written/Contribution by OC San Staff SOS C-24, SOS C-40 Incorporates 2018 ESD018 Non-Historical Photos & Videos Historical/Non-Historical determination is made by the Department Director or Custodian of Records Incorporates 2018 PAO003 Reference Files (Not Incorporated in Any Other RRS Record Type): Equipment Manuals Not Included in DW010, Process Workflows, Budget Planning Documents, Training Material, Standby Assignments/Stormwatch, Department/Divison Policies & Procedures (If Not Specified Elsewhere in the RRS) GC §60201(d)(11); SOS C-23, SOS C-19 Longer retention period required by SOS C-19 aplied to all records in this Record Type Incorporates 2018 OMD012 Speeches and Non-Marketing Related Presentations & Supporting Documents (Includes PowerPoints):Presentations Not Made at Board/Committee Meetings SOS C-24 Some records may be kept for historical value Incorporates 2020 DW004, 2018 PAO005, 2018 OMD013 CU = date of presentation General Correspondence:Email in Outlook Inbox & Sent Folders, Returned Proposition 218 Notifications (Returned Mail) This pertains to all communication not specifically addressed or related to another Retention Number contained in the whole Records Retention ScheduleCU = date of communication 1 Districtwide Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Districtwide Record Series / Record Type Retention Citations & Comments DW008 CU+90 Days EL, P DW009 CU+2 DW010 LO EL, P DW011 CU + 3 EL, P Facility & Collection System Equipment Manuals and Related Reference Files GC §60201(d)(11); SOS C-23, SOS C-19 Separating these records from DW005 as business practice is that they are kept LO Purchaser/Card Holder Receipts for Purchases Made Using OC San Procurement Card (Credit Card)SOS C-29, SOS C-30 CU = statement date Non-Records in Email Format in Outlook Deleted Folder or Microsoft Teams Chat These records fail to meet the definition of a public record under Government Code §6252(e) CU = date of communication Various Internal Meeting Minutes: Includes Minutes Not Otherwise Indicated Herein, Including Executive Management Team (EMT) Meeting Minutes, Managers Meeting Minutes, Administrative Support Meeting Minutes SOS C-19 EMT Meeting Minutes previously 2020 GMO017 CU = calendar year 2 Districtwide Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type BSD001 LO EL, P BSD002 LO EL, P BSD003 LO V EL, P BSD004 LO V EL, P BSD005 LO EL, P BSD006 CU+2 EL, P BSD007 T+10 EL, P General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Board and Committee Meeting Agenda Packets and Meeting-Related Materials:Agenda, Agenda Reports & Attachments, Presentations, GM Monthly Report SOS C-22 Board Services Record Series / Record Type Retention Citations & Comments Affidavits of Publications Notices GC §54960.1(c)(1); SOS C-22, SOS C-23 Required retention is CU+2; business value for LO retention Agreements & Contracts, Political & Outside Jurisdictions/Agencies:Cooperative Agreements, JPAs (Joint Powers Authorities), JFAs (Joint Finance Authorities), Interagency, Reimbursement Agreements GC §60201(d)(1), GC §60201(d)(9) Annexation Files GC §60201(d)(1); SOS C-28 Bids - Awarded (Board Reviewed)GC §60201(d)(6); SOS C-30 Bids - Unaccepted (Board Approved) GC §60201(d)(11); SOS C-30 Includes unsuccessful and rejected bids. For rejected bids, includes bid documentation (plans, specs, etc.).CU = calendar year Board Administration Files:Loyalty Oaths, Election Records, Directors Lists, Contact Information PC §801.5 22; SOS C-18; 29 USC §1113 3 Board Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Board Services Record Series / Record Type Retention Citations & Comments BSD008 T+7 EL, P BSD009 LO V EL, P BSD011 EX+5 EL, P BSD012 LO V EL, P BSD013 LO V EL, P BSD014 LO EL, P BSD015 CL+2 EL, P Conflict of Interest (FPPC Filings)GC §81009(e); SOS C-18 Purchasing, Contracts & Agreement Files - Capital Improvement Projects (CIP) & Non-CIP - Committee or Board Approved: Includes Authorization Documents; Change Orders; Amendments; Notices; Published Invitation for Bid (IFB) Documents, including Specifications & Drawings, Solicitation Addenda and Bulletins Issued; Notices of Intent to Award; Notices of Award; Notices to Proceed; Notices of Completion; Property & Other Lease Agreements; Purchase Order and Requisition Files CCP §337; H&S §19850; SOS C-22, SOS C-27, SOS C-30 Ethics Training:Sexual Harassment Board Only, Ethics Training Board & Employee GC §53235.2(b) Formation Files GC §60201(d)(1) Land Records:Easements, Grant Deeds, Quit Claim Deeds, Abandonments, Condemnations, Real Estate Purchase & Sale, Property Agreements, Encroachment Permits GC §60201(d)(8)Incorporates 2015 ENG010, 2015 ENG013, 2018 ENG026 Legal Opinions SOS C-23; GC §6254 Litigation Files 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C- 45 CL = date of record 4 Board Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Board Services Record Series / Record Type Retention Citations & Comments BSD016 LO V EL, P BSD017 LO V EL, P BSD018 LO EL, P BSD019 LO V EL, P BSD020 LO EL BSD021 CU+3 EL, P BSD023 CL+2 EL, P BSD024 LO EL, P Meeting Minutes: Board & Board Committees GC §60201(d)(3) Ordinances GC §60201(d)(2) Recorded Project Documents:Notices of Completion, Easements, Deeds, etc.GC §60201(d)(8); SOS C-26 Resolutions GC §60201(d)(2) Tapes & Digital Recordings (Audio & Video):Board or Committee Meetings GC §54953.5(b) Minimum retention 30 days or until adoption of the minutes per Brown Act. Director Communications:General Board Correspondence PC 801.5 22; 29 USC §1113 Incorporates 2015 BSD010 CU = calendar year Public Records Act Requests GC §60201(d)(5); SOS C-23 Grand Jury Reports/Responses 5 Board Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Board Services Record Series / Record Type Retention Citations & Comments BSD025 LO EL, P BSD026 LO EL, P BSD027 S+3 EL, P BSD028 LO H EL, P BSD029 LO H EL BSD030 LF CL C, V Records Retention Schedules CCP §343; SOS C-23 Schedules are superseded when updated Incorporates 2018 ITD022 OC San Declarations of Emergency Log & Related Back Up Documentation Escrow Bid Documents Unsuccessful Contractor/Awarded Contractor CCP §337.15 Unsuccessful Escrow Bid Documents are returned to Contractor after Contract is awarded. The Escrow Bid Documents for the Awarded Contractor are returned at the end of the life of the facility (business preference to retain these documents longer than required by §CCP 337.15, which indicates CL+10). after completion of the project.OC San acts as a temporary custodian of the documents, which remain the property of the bidders. Records Destruction Records:Approvals, Certificates, Requests SOS C-23Incorporates 2018 ITD019 Records Management Annual Audits:Inventory, Storage, Destruction SOS C-23 Incorporates 2018 ITD020 Public Records Act Requests Log Required retention is the same as BSD023 (CL+2); business value in LO retention; no additional, specific citations 6 Board Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT - CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type CPM001 LO CD, EL, P CPM002 CL+7 CD, EL, P General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Purchasing, Contracts & Agreement Files - Non-CIP Projects - Not Committee or Board Approved:Includes Insurance Certificates; Authorization Documents; Change Orders; Amendments; Notices; Pre-Award Bid/Proposal Packages; Bid/Proposal Evaluation Materials; Protest Documents; Project Documents; Published Invitation for Bid (IFB) Documents, including Specifications & Drawings, Addenda and Bulletins Issued, Bid Requirements Form, Question & Answer Logs, Outreach Materials, Evaluator Certifications, Responsiveness & Responsibility Review Documents (Safety, Finance, Experience Requirements), Clarification Requests & Responses, and Bid/Proposal Evaluation Memorandum; Notice of Award Recommendations; Protest and Associated Documents; Determination on Protests; Appeals; Determination of Appeals; Preliminary Notices; Stop Notices; Notices of Completion; Property & Other Lease Agreements; Purchase Order and Requisition FilesFor Purchasing, Contracts & Agreement Files that are Committee or Board approved, please see BSD009 CCP §337; SOS C-22, SOS C-30Incorporates 2018 CPM004, 2018 CPM011, 2018 CPM012, 2018 CPM013, 2018 CPM014, 2018 CPM016, 2018 CPM017, 2018 CPM018 Confidential Historical TapesVital Contracts, Purchasing, and Materials Management Record Series / Record Type Retention Citations & Comments Purchasing, Contracts & Agreement Files - Capital Improvement Projects (CIP) - Not Committee or Board Approved:Includes Insurance Certificates; Authorization Documents; Change Orders; Amendments; Notices; Pre-Award Bid/Proposal Package; Bid/Proposal Evaluation Materials; Protest Documents; Project Documents; Published Invitation for Bid (IFB) Documents, including Specifications & Drawings, Addenda and Bulletins Issued, Bid Requirements Form, Question & Answer Logs, Outreach Materials, Evaluator Certifications, Responsiveness & Responsibility Review Documents (Safety, Finance, Experience Requirements), Clarification Requests & Responses, and Bid/Proposal Evaluation Memorandum; Notice of Award Recommendations; Protest and Associated Documents; Determination on Protests; Appeals; Determination of Appeals; Preliminary Notices; Stop Notices; Notices of Completion; Property & Other Lease Agreements; Purchase Order and Requisition FilesFor Purchasing, Contracts & Agreement Files that are Committee or Board approved, please see BSD009 CCP §335; GC §4000; H&S §19850; SOS C-22, SOS C-27, SOS C-30 Incorporates 2018 CPM004, 2018 CPM011, 2018 CPM012, 2018 CPM013, 2018 CPM014, 2018 CPM015, 2018 CPM017, 2018 CPM018 7 Contracts, Purchasing Materials Management Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Contracts, Purchasing, and Materials Management Record Series / Record Type Retention Citations & Comments CPM005 CL+5 EL, P CPM008 CL+4 EL CPM009 CU+3 EL, P CPM019 LO H, V EL, P CPM020 LO H EL, P CPM021 CU+2 EL, P Purchase Order & Requisition Files (Not included in BSD009, CPM001 & CPM002):Open Annual (OA), Open Blanket (OB), Open Purchase (OP), Open Service (OS), Requisitions in JDE, Procurement Card Purchases CCP §337; GC §60201(d)(9) & (10); SOS C-30 Incorporates 2018 CPM006 Warehouse and Materials Management Records: Discrepancies, Add To Stores, Receivers, Return To Vendors (RTV), Shipping Records, Inventories, Disposal of Surplus Assets CCP §337; SOS C-29, SOS C-30 Incorporates 2018 CPM007 Bids - Unaccepted (NOT Committee or Board Approved)GC §60201(d)(11); SOS C-30Includes unsuccessful and rejected bids CU = calendar year Procurement Card Documentation:Reconciliation (Receipts/Activity in Chase Portal), Reports, Agreements, Correspondence SOS C-29, SOS C-30 CU = statement date Certificates of Insurance SOS C-24 Incorporates 2018 CPM014 Purchasing & Contracts Support Documents - CIP & Non-CIP - Committee or Board Approved: Includes Pre-Award Bid/Proposal Packages; Bid/Proposal Evaluation Materials; Project Documents; Bid Requirements Forms; Question & Answer Logs; Outreach Materials; Evaluator Certifications; Responsiveness & Responsibility Review Documents (Safety, Finance, Experience Requirements), Clarification Requests and Responses; Bid/Proposal Evaluation Memorandum; Notice of Award Recommendations; Protest and Associated Documents, Determination of Protests; Appeals; Determination of Appeals; Preliminary Notices; Stop Notices CCP §337, CCP §337.15; SOS C-22, SOS C-30 Incorporates 2018 CPM004, 2018 CPM010, 2018 CPM011, 2018 CPM012, 2018 CPM013, 2018 CPM014, 2018 CPM015, 2018 CPM016, 2018 CPM017, 2018 CPM018 8 Contracts, Purchasing Materials Management Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type ENG005 LO ENG007 S V ENG008 LO V ENG009 LO V General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Engineering Drawing: Conformed Set Drawings SOS C-26, SOS C-44Conformed Set Drawings are superseded by Record Drawings & retained pursuant to ENG008; if no drawings are issued, the Conformed Set is kept for Life of Organization Incorporates 2018 ENG021 Confidential Historical TapesVital Engineering Record Series / Record Type Retention Citations / Comments CEQA Documents Prepared for District Purposes: Includes Environmental Impact Report Documents (Draft & Final), Negative Declarations, Notices of Completion and Determination, Comments on Environmental Documents, Statements of Overriding Considerations, Technical Studies, Initial Studies, Mitigation and Monitoring Reports, Environmental Assessments, Notices of Preparation, Mitigated Negative Declarations, Notices of Exemption 14 CCR §15062, 14 CCR §15075, 14 CCR §15094, 14 CCR §15095(c), 14 CCR §15112, 14 CCR §15208; GC §60201(d)(10); SOS C-27Incorporates 2018 ENG022 Engineering Drawing: Record Drawings SOS C-26, SOS C-44 Incorporates 2018 ENG021, 2020 ENG031 Drawings - Shop & Construction Contract Submittals (Permanent Assets)Incorporates 2020 ENG032, 2015 ENG011 9 Engineering Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Engineering Record Series / Record Type Retention Citations / Comments ENG012 CL+10 ENG014 CU+20 ENG015 LO V ENGINEERING PROJECT FILE (TO INCLUDE ALL CAPITAL PROJECT MANAGEMENT LIFE CYCLE PHASES): Project Development: Correspondence, Gate Review, Meeting Agendas & Minutes, Pre-Construction Project Photos, Handoff Documents, Consultant Monthly Report Preliminary Design: Correspondence, Design Submittal, Gate Review, Meeting Agendas & Minutes, Preliminary Design Report Documentation, Public Outreach, Consultant Monthly ReportDesign: Consultant Monthly Report, Correspondence, Design Submittal, Final Design Submittal, Gate Review, Meeting Agendas & Minutes, Public Outreach, Handoff Documents, ETAP DocumentsConstruction and Installation: Consultant Monthly Report, Construction Contract Submittals (Not Permanent Assets), Correspondence, Gate Review, Construction Inspection Daily Reports & Documentation, Meeting Agendas & Minutes, Public Outreach, Requests & Changes (Bulletin, Contractor Cost Proposal, Delay & Schedule Analysis, Field Change Order, Request for Change, Request for Information, Request for Proposal, Time & Materials Report), Safety Documentation, ETAP Documents, Project Schedule Commissioning: Correspondence, Gate Review, Meeting Agendas & Minutes, Substantial Completion- Beneficial Use, Use Prior to Completion, Substantial Completion, Final Completion Closeout: Correspondence, Gate Review, Meeting Agendas & Minutes, Final Acceptance & Release of Retention, Warranty Documentation, As-Builts & Field Markups CCP §337.15. Incorporates 2018 ENG007, 2018 ENG008, 2018 ENG009, 2018 ENG010, 2018 ENG011, 2018 ENG012 CL = budget closure date in budget documentation or the date of the Director of Engineer's signature on the Close-Out Form City or County Planning Documents Unrelated to a Specific, Current OC San Project or Business Need As Otherwise Defined in Another Retention Number:Specific Plan, Master Plan, CEQA Documents Including Environmental Impact Reports and Addenda, Negative Declarations, Notices of Completion and Determination, Comments on Environmental Documents, Statement of Overriding Considerations, Exemptions, Technical Studies, Mitigation and Monitoring Reports GC §60201(d)(10); SOS C-26, SOS C-27, SOS C-28 OC San is not the custodian of these records; however there is a business value to the retention of these records. Incorporates 2015 ENG004, 2018 ENG001 CU = document date Connection Permit:Trunk Sewer Connection Permit GC §60201(d)(10); SOS C-43, SOS C-44 Incorporates 2018 ENG029 10 Engineering Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Engineering Record Series / Record Type Retention Citations / Comments ENG017 LO V ENG019 LO V ENG020 CL+2 ENG023 S+10 Collection System Condition Assessment Records: CCTV, Reports Specification Conformed Incorporates 2018 ENG028 Requests for Underground Utility Information (From City, Utility, Public Agency or Contractor Working On Behalf of Same):Original Inquiry/Plans Received, OC San Response Incorporates 2018 ENG004 Code and Standards:ACI 318 - Building Code Requirements for Structural Concrete; ACI 350 - Code Requirements for Environmental Engineering Concrete Structures; ASCE 7-16 - Minimum Design Loads & Associated Criteria for Buildings & Other Structures; ASCE 41-13 - Seismic Evaluation & Retrofit of Existing Buildings; Greenbook - Standard Specifications for Public Works Construction; NFPA 13 - Standard for Installation of Sprinkler Systems; NFPA 30 - Flammable & Combustible Liquids Code; NPFA 37 - Standard for the Installation & Use of Stationary Combustion Engines & Gas Turbines; NFPA 70 - NFPA 820 - Standard for Fire Protection in Wastewater Treatment & Collection Facilities; NFPA 2001 - Standard on Clean Agent Fire Extinguishing Systems; California Building Codes OC San is not the custodian of these records; however there is a business value to the retention of these records. 11 Engineering Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Engineering Record Series / Record Type Retention Citations / Comments ENG024 LF ENG025 LF ENG027 LO ENG030 LO Final Design Documentation: Engineering Study and Analysis, Feasibility Study, Final Planning Study Report, Preliminary Design Report/Technical Memoranda, Engineering Calculations, Geotechnical and Geophysical Reports, Hazardous Materials Report, Hydrogeologic Report, Project Specific Seismic Report SOS C-19, SOS C-25, SOS C-26, SOS C-27 Incorporates 2015 ENG016 Engineering Study & Analysis - May Include Reports Such as Soild Hauling Study, CCTV Report, Trunk Sewer Analysis, Structural Analysis, Electrical Report, Manufacturer Report, Design Report, Technical Reports, Flow Report (Gallonage Flow), Odor Control, Air Quality Reports, Title Report, Traffic Study, Dust & Dirt Analysis, Noise Study, Project Report, May Also Include Annual Reports Not Otherwise Addressed in the RRS Construction Specialty: Report, Soil Testing, Structural Testing, Survey Report, Commissioning Procedure, Construction Photos and Videos SOS C-19, SOS C-25, SOS C-26, SOS C-27 Facility Reports:OC San Master Plan (Generated by Eng. Dept.), Strategic or Facility-Wide Planning Study Report (Seismic, Climate, Capacity, etc.), Asset Management Program Plan/Report 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-45 CU = date of record Facility Permits:Air Quality Management District (AQMD), Permit to Operate, California Coastal Commission/Coastal Development, Building Permit, Fire Department Permit, Army Corps of Engineers, CEQA Permits, Encroachment/Right of Way, Permit for Construction, Regional Water Quality Control Board (RWQCB), City/County Permits, CalTrans Permits, EPA, California Dept. of Fish & Game, Orange County Flood Control District (OCFCD) Permit for Construction, Railway for Construction SOS C-45 12 Engineering Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Engineering Record Series / Record Type Retention Citations / Comments ENG033 LO ENG035 CL+10 ENG036 CL+10 ENG037 CL+10 CEQA Related Documentation Pertaining to Meeting Agendas and Meeting Minutes GC §60201(d)(3) ENGINEERING CONTRACT SUPPORT DOCUMENTATION:Professional Service Agreement: Solicitation (Scope of Work, Sole Source) & Contract Administration (Amendment and Reallocation, Consultant Invoice)Professional Design Service Agreement: Solicitation (Scope of Work, Sole Source) & Contract Administration (Amendment and Reallocation, Consultant Invoice) Professional Construction Service Agreement: Solicitation (Scope of Work, Sole Source) & Contract Administration (Amendment and Reallocation, Conformed Agreement Package) Construction Agreement: Solicitation (Sole Source) & Contract Administration (Certified Payroll, Change Order, Claims Documentation, Contractor Progress Payment)Task Order: Solicitation (Scope of Work, Sole Source) & Contract Administration (Amendment and Reallocation, Consultant Invoice)Bid Package: Published Packet - Specifications, Drawings, Bid Set Drawings CCP §337.15; GC §60201(d)(12) Incorporates 2015 ENG002, 2015 ENG003, 2015 ENG006, 2015 ENG018 CL = budget closure date in budget documentation or the date of the Director of Engineer's signature on the Close-Out Form Cost & Schedule Documentation:Budget Documentation, Budget Table and Schedule Documentation, Construction Schedule Documentation CL = budget closure date in budget documentation or the date of the Director of Engineer's signature on the Close-Out Form CEQA Correspondence, Including Correspondence with Outside Cities/Agencies:Includes Written and Electronic Correspondence 14 CCR §15062, 14 CCR §15075, 14 CCR §15094, 14 CCR §15095(c), 14 CCR §15112, 14 CCR §15208; GC §60201(d)(10); PRC §21167.6; SOS C-27 Incorporates 2018 ENG002 CL = date of correspondence 13 Engineering Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Engineering Record Series / Record Type Retention Citations / Comments ENG038 CL+10 ENG040 LO V ELProject Close-Out Documentation These records are retained in the Primavera Database and/or SharePoint Project-Related Permit-Related Back Up Documentation: Certification of Environmental Compliance, Contaminated Soil Manifest, Dewatering Data, Mitigation Measure Monitoring Reporting, Storm Water Compliance Reporting, OSHA Excavation Permits CL = budget closure date in budget documentation or the date of the Director of Engineer's signature on the Close-Out Form 14 Engineering Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type ESD001 LO ESD002 OB+7 ESD003 LO ESD004 LO ESD005 LO ESD008 LO ESD009 CU+3 ESD011 LO General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Asset Specific Emission Records:Various Equipment and Operational Information, Including Logs Please see OMD014 & OMD016 for retention of some records within ESD002 SOS C-27 Environmental Services Record Series / Record Type Retention Citations / Comments Air Emissions Permitting Files (AQMD, CARB, Other): Final Permit, Testing Reports, Permit Applications, Correspondence CCP §338(k); SOS C-27 Biosolids Management Records:Biosolids Hauling, Use, EMS Activities 40 CFR §122.21, 40 CFR §122.41(j)(2), 40 CFR §503.17; SOS C-47 Environmental Audit Records: Conducted By OC San Environmental Audit Records:Conducted By Outside Parties SOS C-27 Cleanup, Abatement, and Remediation of Underground Storage Tanks Storage Tank Permits and Designated UST Operator Visual Inspector Reports 23 CCR 2772; SOS C-33 Non-Hazardous Waste Waste Hauler Manifests SOS C-42 CU = calendar year Interagency (Outside) Agreements and Documentation MOU Agreements and amendments, audits, MOUs, historical documents, special studies, Semiannual/annual reports, constituents of emerging concern, SSMPs, correspondence to/from EPA, RWQCB, etc. See also Board approved Agreements & Contracts BSD003 GC §60201(d)(9) 15 Environmental Services Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Environmental Services Record Series / Record Type Retention Citations / Comments ESD012 LO ESD013 CU+7 ESD014 CU+6 ESD015 LO ESD016 LO EL ESD017 CU+6 Laboratory Standard Operating Procedures SOS C-19 Laboratory Records: Sample Preparation Records, Raw Data, Data Logs, Data Packets, QA/QC Reports, Final Processed Data, LIMS Reports, Lab Equipment Maintenance and Sterilization SOS C-46CU = calendar year Non Permittee Files:Inspection Reports Data, Letters/Correspondence re: permit applicability including Discharge Authorization Request forms that do not lead to a permit, Inspection Report (Electronic Only) SOS C-19, SOS C-42 CU = calendar year OMP Field Datasheets: Field Data and Collection Documentation, Animal Counts, Fish Collection Observations 40 CFR §141.33; SOS C-46 NPDES Permitting Files:Final Permit, Permit Applications, Special Studies & Reports, Correspondence See Special Note in ESD020 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-46 Permittee Files: Discharge Permits and Urban Runoff Zero Discharge Permit, Discharge Certificate, Letter to Discharge (aka Discharge Authorization), Special Purpose Discharge, Class I, and II, Wastehauler MMRs, SMRs, TTO (TOMP) Waivers, WWARs Dry Cleaner Certifications* (retained until OOB or ownership change) 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-45CU = document date 16 Environmental Services Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Environmental Services Record Series / Record Type Retention Citations / Comments ESD020 LO P ESD022 LO H, V ESD023 CU+7 ESD024 LOCompliance Program Documentation:Storm Water, SSO, Post Construction Mitigation, SSMP (WDR)40 CFR §122.41, 40 CFR Part 141, 40 CFR §141.33; SOS C-25, SOS C-27, SOS C-45 Compliance and Annual Reports: Discharge Monitoring Reports (DMR), Marine Monitoring Annual Report (MMAR), Biosolids Annual Report Special Note: The MMAR contains information from NPDES permits so should be used as a resource to ESD016 40 CFR §122.41(j) Unprocessed Instrumentation Files & Lab Reports 40 CFR §122.41(j) Chain of Custody - Laboratory CFR §403.12(o), 40 CFR §503.17(a)(3)(i), (a)(4); SOS C-22CU = calendar year 17 Environmental Services Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type FAD001 CU+4 FAD002 CL+7 FAD003 CL+7 V FAD005 LO H FAD006 S+7 General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) Secretary of State United States Code CD This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Financial Management and Administrative Services Record Series / Record Type Retention Citations / Comments Accounting Reports: Quarterly and Monthly Reports SOS A-1, SOS C-30 CU = fiscal year Accounts Payable Files: Vendor and Contractor Invoices, Bills, Statements, Any Non-Discharged Debt GC §60201(d)(7), GC §60201(d)(12); SOS C-29Freeze on all FAD002 records for the timeframe of 1/1/2010 through 12/31/2013. Freeze until 1/1/2048 for the purposes of fulfilling Build America Bonds IRS requirements. OC San issued Build America Bonds in 2010 (outstanding through 2044) for which we are receiving a federal subsidy to offset our interest costs. The IRS guidance found states that all issuers should have records retention policies that maintain bond documents & related records (including documents supporting the disposition of funds) for at least the life of the bonds plus three years (through 2047). CL refers to final payment Confidential Historical TapesVital Accounts Receivable Files CCP §337 et seq.; GC §60201(d)(7), GC §60201(d)(12); SOS C-29 CL refers to final payment Audit Records:Financial Statements, Audit Management Letters, Comprehensive Annual Financial Report (CAFR)SOS C-30 Bank Signature Cards GC §60201(d)(12) 18 Financial Management and Administrative Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) Secretary of State United States Code CD This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Financial Management and Administrative Services Record Series / Record Type Retention Citations / Comments Confidential Historical TapesVital FAD007 CU+6 V FAD008 LO V FAD009 LO H, V during current FY FAD010 CU+5 FAD011 CU+7 FAD012 LO H EL, P FAD013 CU+7 Transfers, and Intrabank Transfers), Adjustments - Returned Checks (NSF), ACH Returns, Positive Pay Exceptions SOS C-29, SOS C-30 CU = calendar year Bonds: Certificates of Participation, Transcripts, Disclosure Reports, Registers, Issue Records, Determination of Allocation CCP §336(a), CCP §337.5; GC §43900, GC §53921 Budgets (Adopted)SOS -29 Expense Reports CCP §337; GC §60201(d)(12); SOS A-1 CU = fiscal year Budgets vs. Actual: Supporting Documentation Summaries, Worksheets, Goals and Objectives, Milestones SOS C-29 CU = fiscal year Check Records: & Interim Payroll Checks CCP §337; GC §60201(d)(12); SOS C-29CU = calendar year Capital Facility Capacity Charges (CFCC) CCP §337; SOS C-29 Changed to LO as it is beneficial for OC San to maintain copies of permits for fee calculations in the future and historical reference for fees paid for parcels 19 Financial Management and Administrative Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) Secretary of State United States Code CD This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Financial Management and Administrative Services Record Series / Record Type Retention Citations / Comments Confidential Historical TapesVital FAD014 CU+10 FAD015 LO FAD016 LF V FAD017 LO V FAD018 LO V FAD019 LO FAD021 CL+7 Financial Statements 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-45 CU = date of record Financial System: ERP Database (JDE), Access Database, Utility Billing Data is interrelated across platformsThe Access Database & Utility Billing is iPACS and all of the information used for billing industrial dischargers. JDE also interfaces with Maximo for warehouse and maintenance. SOS C-45 Journal Entries CCP §337; SOS C-29 OCERS Files:Copies of OCERS Payments, Statements 29 CFR §516.6(a)(1); GC §60201(d)(12) CL refers to final payment Fixed Asset Records SOS C-29 General Ledger SOS C-29 Investment Records: Investment Policy, Custodian Bank Transaction Records, Asset Detail, Asset Summary, Yield, Statements, LAIF Withdrawals/Deposits, Portfolio Withdrawals/Deposits, Stock Certificates, Treasurer’s Report, GASB 40 Report, GASB 72 Report CCP §337; GC §53607; SOS C-30 20 Financial Management and Administrative Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) Secretary of State United States Code CD This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Financial Management and Administrative Services Record Series / Record Type Retention Citations / Comments Confidential Historical TapesVital FAD022 LO FAD023 7 V FAD024 CU+7 FAD025 CU+10 FAD026 CU+7 FAD027 LO OCERS Retirement Report 29 CFR §516.6(a)(1); GC §60201(d)(12) Business value for LO retention Rebates and Refunds: Sewer Service Fees 26 CFR §1.6001-1 CU = calendar year State Controller's Reports SOS C-30 Payroll Records (Generated from Payroll Taxes): Timesheets; Payroll Registers and Reports; Unemployment Claims; Garnishments; Payment of Labor Costs Including Salaries, Wages, Compensation, and Deductions For Employees, Board Members, and Contractors (DE-6 & 941 Forms - Quarterly and Annual Payroll Tax Returns) CCP §337; 26 CFR §1.6001-1, 29 CFR §516.5, 29 CFR §516.5(a)-(b), 29 CFR §516.6(a)(1); GC §60201(d)(12); SOS C-30; IRS Reg. §31.6001-1(e)(2); R&TC §195307 years is triggered from date of payment Petty Cash Records 26 CFR §1.6001-1; CCP §337; GC §60201(d)(12); SOS A-1 CU = fiscal year Rate Studies SOS C-42 Business value for longer retention CU = fiscal year 21 Financial Management and Administrative Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) Secretary of State United States Code CD This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Financial Management and Administrative Services Record Series / Record Type Retention Citations / Comments Confidential Historical TapesVital FAD028 CU+7 FAD029 CU+7 FAD030 CU+7 FAD032 LO FAD033 CL+2 FAD034 LO Tax Records - Employees & Retirees:1099-R, Annual Information Returns for Employees and Retirees 26 CFR §31.600-1(d), 26 CFR §31.605-1, 29 CFR §516.5 - 516.6; GC §60201(d)(12); SOS C-30, SOS C-29; USC §436; IRS Reg. §31.6001-1(e)(2); R&TC §19530 CU = calendar year Claims (Excluding Workers Comp Claims): Claims Against OC San/OC San Employees (Wrongdoing by OC San/OC San Employees, Project Related Injury), Employment Claims (Wrongful Termination, Harassment, Discrimination), Loss Run Reports GC §60201(d)(4) Incorporates 2018 BSD022 & 2018 RMS031 OC San Insurance Policies: Records Related to Owner Controlled Insurance Programs and Insurance Policies Purchased by OC San, Including Policies and Amendments SOS C-24 Tax Records (Generated From Accounts Payable & Vendor Files): Vendor SOS C-29 CU = calendar year Trial Balance Records SOS C-29CU = fiscal year Redevelopment Agency (RDA) Records:Records Regarding Member Agency RDA Required Payment to OC San SOS C-29 22 Financial Management and Administrative Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) Secretary of State United States Code CD This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Financial Management and Administrative Services Record Series / Record Type Retention Citations / Comments Confidential Historical TapesVital FAD035 LOW-2's - Employees & Retirees 26 CFR 31.6001.1-1; 29 CFR 516.5-6; SOS C-30; 29 USC 436 23 Financial Management and Administrative Services Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type GMO001 LO H GMO007 CU+2 GMO009 CU+2 GMO016 CU+7 General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Executive Management Team (EMT) Meeting Files:Agenda, Agenda Report, Handouts SOS A-2 CU = calendar year Travel Records SOS C-19 CU = calendar year General Manager's Office Record Series / Record Type Retention Citations / Comments Annual OC San Reports: OC San Strategic Plan SOS C-26 Business value in longer retention GM Monthly ReportsLO in BSD002 as part of Board agenda packet distribution/retention SOS C-19CU = calendar year 24 General Manager's Office Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type HRD001 LO HRD002 CL+7 HRD003 LO HRD004 LO V HRD005 CL+3 HRD006 LO General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Temporary Employees:Hiring Documents, Tracking Spreadsheet, Request Forms CCP §336(a); 29 CFR §1627.3; SOS C-21 Human Resources Record Series / Record Type Retention Citations / Comments Classification & Compensation:Class & Comp Studies, Class Specifications, Salary Surveys, Salary Schedules, Pay Types, Reclass Requests, Desk Audits 29 CFR §1627.3; GC §60201(d)(12), GC §12946; SOS C-21 Deferred Compensation Records:Participation Agreements 26 CFR §16001-1, 29 CFR §1627.3; SOS C-30 District Benefit Contracts: Health, Dental, Vision, Other Benefit Contracts 28 CCR §1300.85.1; 29 CFR §1627.3(b)(2); 29 USC §1027 General EEO-4 Reports and Files:Documents Required to Generate EEO-4 Report 29 CFR §1602.30, 29 CFR §1602.31, 29 CFR §1602.32 Memorandums of Understanding (MOU), Arbitration, Grievances, Union Requests, Employee Rights, Appeals, Investigations, Performance Improvement Plans (PIP), Disciplinary Actions and Complaints, Sexual Harassment, Civil Rights 29 CFR §516.5, 29 CFR §1602.31, 29 CFR §1627.3(b)(1)(ii); GC §12946 25 Human Resources Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Human Resources Record Series / Record Type Retention Citations / Comments HRD007 T+7 V HRD009 LO HRD010 T+3 HRD011 T+30 HRD012 S+2 HRD013 T+7 V until separation Employee Benefit Plans and Programs: Health Insurance, Supplemental Life Insurance, Beneficiary Designations, Records, Repayment Agreements, Eligibility Changes, Development Pay, Rideshare 29 CFR §1602.30, 29 CFR §1602.32, 29 CFR §1627.3(b)(2); GC §12946, GC §60201(d)(12); LC §1197.5 HRD007 applies to all employees/former employees Human Resources/ERP Database:Electronic Records Management - JDE, Cornerstone, Workterra (Data Shared Across These Systems/Feed Into Each Other) Employee I-9 Forms & EEOC Data Collection Forms 8 USC §1324a(b)(3)(B); SOS C-20 Fitness for Duty, Leaves of Absence, Interactive Process Medical Files are excluded from Personnel Files which are retained in HRD013 Workers Comp records are retained in HRD024 8 CCR §3204(d)(1); 29 CFR 1910.1020 HRD011 applies to all employees/former employees Organization Charts SOS C-19 Personnel Files: Includes Application, Awards, Disciplinary Actions, Certifications, Commendations, Employment Verifications, (pre-2011) Evaluations, Licenses, Status Change Forms, Policy Acknowledgements, Waiver of Responsibility for Voluntary Activities, Training Records, Pay Docs, Emergency Contacts, Change of Address, Outside Employment, Development Pay Forms, Computer Loan Forms, Tuition Reimbursement Info, Specific Rideshare Info, Loyalty Oath, Resignation Excludes Medical Records which are retained in HRD011 8 CCR §3204(d)(1); 29 CFR §1602.31, 29 CFR §1627.3; GC §§12946 26 Human Resources Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Human Resources Record Series / Record Type Retention Citations / Comments HRD014 CL+4 HRD015 T+7 HRD016 T+7 HRD017 CL+3 EL HRD018 EX+5 HRD019 LO H EL Recruitment Records:Includes Applications, Resumes, Certifications, and Other Recruitment Related Documents; Advertisements; Job Brochures; Test Data; Rating Sheets; Questions; Eligibility Lists; Electronic/NEOGOV Records 29 CFR §1602 et seq., 29 CFR §1607.29, 29 CFR §1627.3; GC §6250 et seq., GC §12946 CL = job advertisement close date Training Program Records:Class Attendance Sheets, Schedules, Classes Offered, Curriculum or Syllabus, Training Materials Development (Data Shared Across These Systems/Feed Into Each Other) 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-45CU = date of record Background Checks: Candidate Background Checks SOS C-21 Human Resources Programs:Rideshare, Tuition Reimbursement, Computer Loan, Development PayProgram Details, E-forms, Payment Schedules/Tracking Spreadsheets General Program Information Only; Employee Specific Information is Retained in Personnel Files (HRD013) SOS C-20 District Benefit Plans:Benefits Summary Plan Descriptions (Health, Dental, Vision, Other)SOS C-21 OC San U (Formerly Known as BLAST & OCSD U) Development Records:Research Material, Timeline SOS C-28 27 Human Resources Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Human Resources Record Series / Record Type Retention Citations / Comments HRD020 S+2 EL HRD021 NN EL HRD022 S+2 EL HRD023 S EL HRD024 CL+5 EL OC San U (Formerly Known as BLAST & OCSD U) Procedures SOS C-23 OC San U (Formerly Known as BLAST & OCSD U) Professional Development Articles From External Sources OC San U (Formerly Known as BLAST & OCSD U) Program Files:Minutes, Marketing Material, Program/Training Evaluations, Quarterly Reports SOS C-19 OC San U (Formerly Known as BLAST & OCSD U) Working Documents: Member Rosters - Active & Inactive Workers Compensation Files, Including Claims & Loss Run Reports 8 CCR §15400.2; 29 CFR 1910.20; SOS C-24Incorporates 2018 BSD022 & 2018 RMS011 28 Human Resources Adopted: 04/24/2024 OC 6SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type ITD001 T+3 ITD003 S+2 V ITD004 S ITD005 CU+2 ITD006 CL+3 ITD007 S ITD008 S+2 ITD013 S+2 General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types System and Software Documentation: Network Design, Instruction, Licenses, License Codes, Agreements, Systems List, Permission to Directories, SharePoint Lists, Hardware and Software Documentation, Source Code, IT Manuals SOS C-22 Incorporates 2015 ITD009, 2015 ITD010, 2015 ITD011, 2015 ITD012 Confidential Historical TapesVital Information Technology Record Series / Record Type Retention Citations / Comments Access Authorization Forms: Email Access Requests, Internet Access Requests, Mobile Devices Access GIS (Geographic Information System) Database: Layers Data is interrelated across platforms SOS C-22 Information/Activity Logs: Internet, Phone, Badge, Visitors SOS C-22 CU = current date IT Help Desk System:Service Tickets, Change Requests and Releases SOS C-22 Network Diagrams/System Configurations/Maps/Plans SOS C-22 IT Asset Inventory Database:IT Assets, Printers, Hardware, SCCM, Server Lists, Asset Explorer SOS C-22 System Log (Database): Transaction Logs, Error Logs SOS C-22 29 Information Technology Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Information Technology Record Series / Record Type Retention Citations / Comments ITD015 CU+1 ITD016 EX+2 ITD018 NN ITD023 CU+3 Video Surveillance Files and System Security Database GC §53160, GC §53161Recordings of routine video surveillance must be retained for at least one (1) year. Recordings of telephone and radio communications must be retained for at least 100 days. In the event that the recordings are evidence in any claim filed or any pending litigation, they shall be preserved until pending litigation is resolved. Notwithstanding the foregoing, if written minutes or an audio recording of the video surveillance is taken, the video surveillance can be destroyed after 90 days. The written minutes and audio recording can be destroyed after two (2) years. Incorporates 2015 ITD014, 2015 ITD017 CU = one year from current date Two-Way Radio Licensing and Information:Walkie Talkies (Industry Term is HT or Handy Talkies), Vehicle Mounted Two-Way Radios, Base Station Radios in Plant No. 1 Control Center & Plant No. 2 Operations Center, and Radio Repeaters Records of Services (Kept in Request to Purchase IT List), FCC License 47 CFR §951701 et seq. Virtual Computer Files: Replication for Disaster Recovery Purposes SOS C-22 DigSmart/DigAlert Database/Tickets (Formerly Known as USA Tickets)Business value in retention Was 2015 ENG021CU = current date 30 Information Technology Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Information Technology Record Series / Record Type Retention Citations / Comments ITD024 S V EL, P ITD025 CU+100 Days Tunnel Cross-Section, Vault Detail, Piping & Instrumentation Diagrams (P&IDs), Single Line Diagrams (SLDs), Instrument Loop Diagrams (ILDs) SOS C-26, SOS C-44 Tunnel Cross-Section & Vault Detail records are stored in Facility Records (Engineering) and managed by IT Incorporates 2018 ENG021, 2015 ENG008 Routine Recordings of Telephone Communications, Including Voicemail Recordings 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C- 45 CU = date of record 31 Information Technology Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type OMD001 CU+3 OMD002 CU+2 EL OMD004 LO OMD005 CU+30 OMD006 CU+3 OMD007 CU+2 EL OMD008 S+5 EL OMD009 CU+2 EL, P General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Complaint Files and Problem Reports (OPERATIONS):Related to Organization's Operations - Odor, Noise, Call Center Complaints SOS C-42 Incorporates 2018 ESD005 CU = calendar year Confidential Historical TapesVital Operations & Maintenance Record Series / Record Type Retention Citations / Comments Chemical Inventory Records (OPERATIONS): Delivery, Transfer, Usage, Manifest Worksheet, Inventory Logs 49 CFR §172.201; SOS C-33 CU = calendar year Flow Records (OPERATIONS)40 CFR §122.41(j)(2) Logs (OPERATIONS): Control Center Plant Operations 40 CFR §122.41(j)(2) CU = calendar year Logs (OPERATIONS):Operations Monthly Logs, Inspector Diaries, Control Center Visitor Logs 40 CFR §122.41(j)(2)CU = calendar year Monthly Reports:Operating and Status Reports, Key Performance Indicator Reports (Generated by 810)SOS C-19CU = calendar year O&M Policies & Procedures:Guidelines, Checklists, Standard Operating Procedures SOS C-19 Operating Journals (OPERATIONS): Alarm Summary (EL), Operations Round Sheets (EL, P), Midnight Readings (EL) 40 CFR §122.41(j)(2) CU = calendar year 32 Operations and Maintenance Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Operations & Maintenance Record Series / Record Type Retention Citations / Comments OMD010 CU+5 EL, P OMD011 LO EL OMD014 OB+7 P OMD015 LF+2 EL, P OMD016 OB+7 P OMD017 LF+2 EL, P OMD018 LF+2 EL, P Operating Records (OPERATIONS):Activated Sludge (AS) Plant Reports (EL, P), Operator Schedules (P), Biosolids Hauling Tickets (P), Grit & Screening Tickets (P) 40 CFR §122.41(j)(2) CU = calendar year Process Data (OPERATIONS):Monthly Summary of Operations (MSOs) [EL], Treatment Plant Operational Data (TPODs) [EL]40 CFR §122.41(j)(2) AQMD: 1-Cengen Emissions Reports, 2-AQMD Round Sheets, 3-Flare Reports Some of these records are key records to be retained for ESD002, please forward to ES if storage becomes burdensome CCP §338(k); SOS C-27 Cengen Emissions Reports are used as part of Title V permitting, which is addressed in ESD002. OMD014 needs to match ESD002 for retention as these provide adherence to existing AQMD permit conditions. Facility Maintenance & Repair (MAINTENANCE):LOTO Audits, Underground Storage Tank Permits, Assessment & Testing Results - Data, Corrective & Preventative Maintenance Records (Job Plans, Work Orders)SOS C-42 Generator Operation Logs (OPERATIONS): Fixed or Stationary Some of these records are key records to be retained for ESD002, please forward to ES if storage becomes burdensome GC §34090 Logs are used as part of AQMD Title V permitting, which is addressed in ESD002. OMD016 needs to match ESD002 for retention. Pressure Vehicle CNG Tank Inspection Certification (FLEET) 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-45 CU = date of record Vehicle Smog Check Inspection Report (FLEET)SOS A-1 DMV & State requirement 33 Operations and Maintenance Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Operations & Maintenance Record Series / Record Type Retention Citations / Comments OMD019 LF+2 P OMD020 LF+2 EL, P OMD022 LO OMD023 CU+10 OMD024 CU+10 OMD026 LF+2 V CHP Commercial Inspection: Bit Inspection (CHP Commercial Vehicle Inspection), CHP Safety Maintenance Inspection 49 CFR §396.11(c)(2) CHP, DMV & State requirement Certifications: Mobile Crane, Vehicles, Equipment Calibration Certification SOS C-47DMV & State requirement Vehicle Records (FLEET):Equipment Files, Maintenance, Registrations, Vehicle Titles ("Pink Slips"), Vehicle CitationsVehicle Titles/Pink Slips are transferred to new owner upon sale of vehicle; all other records are CCP §337; 8 CCR § 3203(b)(1); 49 CFR §396.21(b)(1), 49 CFR §396.3© Collection System Process Data (COLLECTIONS):Pump Station, Control System Historical Data SOS C-45 Inspection Reports & Photos (COLLECTIONS): Manhole SOS C-45 CU = calendar year Sewer Line Maintenance Files (COLLECTIONS)40 CFR Sec. 122.41(j)(2); 40 CFR Sec. 403.12(o); SOS C-45 CU = calendar year 34 Operations and Maintenance Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type PAO001 S+2 PAO002 S+5 PAO003 S+7 PAO006 LO H PAO007 S+2 PAO008 S+2 PAO009 LO H PAO010 LO General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Outreach/Event File:Tour Documentation, RSVP's, Sign-in Sheets, Other Related Information SOS C-24 Public Affairs Record Series / Record Type Retention Citations / Comments Education Curriculum: Sewer Science, Water Festival, Other SOS C-24 Marketing Material:Flyers, General Brochure, Marketing Brochures, Newsletters, Email Blasts, Marketing Related Presentations/PowerPoints SOS C-19 Press/Media Releases SOS C-40SOS allows S+2; however, based on business needs, preferred retention is LO Publication Proofs (Ad in Adjudicated/Circulated Newspaper) (Non-Board and/or CPM Related):General Marketing SOS C-24 Website Content ArchivingPageFreezer provides services; Board Services manages SOS C-22 Employee Events:Agency Awards, Recognitions, Announcements Legal advice is S+2; however, based on business needs, preferred retention is LO Legislative Files: Letters of Support, Opposition SOS C-28Legal advice is S+2; however, based on business needs, preferred retention is LO 35 Public Affairs Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Public Affairs Record Series / Record Type Retention Citations / Comments PAO011 S+2 PAO012 LO H Social Media Archiving:Facebook, Twitter, YouTube, InstagramPageFreezer provides services; Board Services manages SOS C-22 Annual Reports:OC San Annual Report, Public Affairs Strategic Plan, Legislative Plan All items taken to the Board for approval (annually, every two years) SOS C-19 36 Public Affairs Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type RMS002 CU+5 C RMS003 CU+2 RMS004 LO RMS006 LO RMS007 T+30 C RMS008 LO General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Emergency Exercises: Planning Documents, Meeting Minutes, After Action Reports 29 CFR §1910.119(g), 29 CFR §1910.120(q); SOS C-41 CU = calendar year Confidential Historical TapesVital Risk Management and Safety Record Series / Record Type Retention Citations / Comments DOT Random Drug & Alcohol Test Records 49 CFR §199.117; GC §12946 CU = calendar year Emergency Response:Response & Disaster Recovery Files, Emergency Operations Center Activiation Notifications & Records 29 CFR §1910.119(g), 29 CFR §1910.120(q) Incorporates 2015 RMS005 Industrial Hygiene & Safety: Hazard Assessments, Inspections, Site Characterization Reports, Exposure Monitoring Reports, Noise Assessments, Surveys, Audits, Indoor Air Quality, Mold, Asbestos/Lead Surveys, Abatement Reports CCR §1529(n)6, 8 CCR §3204(d)(1)(B); 29 CFR §1910.1020 Incorporating 2018 RMS030 into RMS006 as Retention Length requested to change from T+30 to LO based on business needs. Incorporating2015 RMS015 & 2018 RMS030. Occupational Medical Files:Medical Evaluations, Audiometric Test Reports, Pulmonary Function Tests, Respiratory Medical Clearance 8 CCR §3204; 29 CFR §1910 OSHA Compliance Records:Citations, Appeals Related, CorrespondenceOSHA 300 & 301 Logs retained in RMS012 29 CFR §1904.4; OMB 1220-0029; SOS A-2 37 Risk Management and Safety Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Risk Management and Safety Record Series / Record Type Retention Citations / Comments RMS010 CU+4 RMS012 CU+7 RMS014 CL+7 RMS016 CU+5 RMS017 CU+5 P RMS018 CU+4 RMS019 LO Safety Committee: Action Items, Agendas, Meeting Minutes, Annual Reports, Presentations Retention aligns with Voluntary Protection Program (VPP)CU = document date OSHA Logs:300 & 301 Logs 8 CCR §14300.33(a); 29 CFR §1904.33, 29 CFR §1904.44; LC §6429c CU = calendar year Accident & Incident Records CCP §338; CFR §1904.6; SOS C-24 Hazardous Materials Records: Business Plans, Hazardous Materials Inventory, Disclosures 40 CFR §122.21(p), 40 CFR §122.41 CU = document date Calibration Gas Detectors Annual Recertification 8 CCR §14300.33(a); 29 CFR §1904.33, 29 CFR §1904.44; LC §6429c CU = calendar year Confined Space Records & Entries 8 CCR §5157(e)(6); 29 CFR 1910.146(e)(6), 40 CFR §122.41(j)(2); GC §53161; SOS C-42Retention aligns with VPPIncorporates 2018 OMD003 CU = document date Hazardous Waste Records:Manifests, Disposals, Recyclable Non Hazardous Waste Material, Batteries, etc.CCR §3204(d)(1), 26 CCR §22-64470(a); 40 CFR C-33, SOS C-47 38 Risk Management and Safety Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Risk Management and Safety Record Series / Record Type Retention Citations / Comments RMS020 LO RMS021 LO RMS022 S RMS024 CU+7 RMS025 LO RMS026 LO RMS027 CU+4 HazMat Permits, Environmental Health Permits: Bulk Chemicals, Fire, Battery Storage 40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-45 CU = date of record Safety Data Sheets (SDS)8 CCR §5194; 29 CFR §1910 Respiratory Protection:Fit Test Records, Written Program 8 CCR §5144(m) Medical Evaluations retained in RMS007 Training Records - Safety: Rosters, Syllabus, Schedule, Curriculum Material Only SOS C-21 CU = document date Training Database Radiation License & Disposal Records 17 CCR §30293 Contractor Safety Orientation, Job Site Safety Analysis (JSSA), Job Hazard Analysis (JHA), Hot Work Permits 29 CFR §1904.6, 29 CFR §1910.132, 29 CFR §1910.252; OMB 1218-0176 Retention aligns with VPP CU = document date JSSA renamed Contractor Safety Orientation in 2020 39 Risk Management and Safety Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT CCP CLCCRCUCFREX GC LF IRS NN LC OB PC S PRC TOMBR&TC SOS EL Electronic Floppy Disk C P Paper H TA V Retention Number Retention Length (Years Unless Specified) Special Storage Consideration Media Type Life of Facility, Equip. or Software General Retention Schedule Information Health & Safety Code Life of Organization or Permanent Internal Revenue Service When No Longer Needed Orange County Sanitation District Records Retention Schedule Code of Civil Procedure (CA)Closed or Completed California Code of Regulations Current Year (Defined Where Used) Code of Federal Regulations Expired or Expiration Government Code (California) This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type and is adopted in compliance with GC §60201 and additional specific citations as noted. Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type. Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the original or a permanent photographic record exists is in OC San's files (GC §60200). Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction. Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction. Media Types Risk Management and Safety Record Series / Record Type Retention Citations / Comments RMS028 S RMS029 4 RMS032 CU+4 RMS033 S V EL, P RMS034 CU+2 Continuity of Operations Plan (COOP) GC §60102(d)(10) Vehicle Entry Logs (Security) SOS C-22 CU = current date Excludes entry for Board/Committee meetings and issued parking passes. Information entered in logs includes date, host name, purpose of visit, and vehicle information. Referred to if there is a security related incident. PPE Assessments 29 CFR §1910.132 Lock Out Tag Out Audits (LOTO) 29 CFR §1910.147(c)(6), 29 CFR §1910.147(c)(7), 29 CFR §1910.147(f)(2) Retention aligns with VPP Vehicle Inspection & Equipment Checks Files:Daily Safety Checks, Pre-Starts, Commercial Vehicle Pre-Starts and Forklift Inspections, Pre-Trip Inspections, CHP Inspections, Daily Vehicle Inspections, Daily Equipment Checks 49 CFR §396.11(c)(2), 49 CFR §396.21(b)(1) CU = document date 40 Risk Management and Safety Adopted: 04/24/2024 OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS DISPOSITION Records Disposition 1 Adopted 02/25/2026 1.0 INTRODUCTION 1.1 Records disposition is a specific set of actions taken with regard to inactive records as determined through records appraisal. 1.2 Records disposition includes determining whether OC San records are eligible for destruction (records have been determined to be retention expired) or for longer-term preservation (records have been determined to be Historical Records or Inactive Records). 2.0 PURPOSE 2.1 The purpose of this procedure is to describe the procedures for dispositioning OC San Retention Expired Records, Inactive Records, and Historical Records in an organized and efficient manner. 2.2 This procedure ensures that appropriate review and approval are completed prior to destruction or longer-term storage of OC San records. 2.3 This procedure ensures that records that have an expired retention, but that are subject to a Records Hold of any sort (legal, audit, or other), are maintained until resolution of the matter or conclusion of the reason necessitating the Records Hold. 2.4 This procedure applies to all OC San records regardless of whether or not the records contain sensitive information (confidential). Should a unique process for disposition be required for any record, please contact the Clerk of the Board and/or designee and a process will be established that is mutually acceptable for all business purposes. 3.0 PROCEDURES 3.1 Records are periodically reviewed in order to identify those records that have met the required retention periods established in the Records Retention Schedule (RRS). 3.2 The review activity usually groups records into the following frequently used disposition groups: r--.. ~SAN '-OAAHOE COUNTY a,t,NITATIOH Dl$TIIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS DISPOSITION Records Disposition 2 Adopted 02/25/2026 3.2.1 Retention Expired Records: Records that have met the required retention are considered obsolete and are processed for destruction. 3.2.2 Inactive Records: Records that have not met their retention periods but are no longer required to be in the immediate office area are considered inactive and are processed for offsite storage. 3.2.3 Historical Records: Records that have met their business function retention requirements but have historical or intrinsic value are considered Historical Records and are digitized and processed for long-term storage. 3.2.4 Active Records: Records that are required for current day-to-day business and are subject to frequent use; generally located near the user (if hard copy); can easily be accessible on a networked server (if electronic); generally referred to more than once per month. May also be stored offsite. 4.0 PROCESSING OFFICIAL DISTRICT RECORDS FOR DESTRUCTION 4.1 Destruction of the official version of OC San records requires the approval of the following, as applicable: •Submitter •Department/Division Records Coordinator •Department/Division Supervisor •Department/Division Manager •Department/Division Director •Clerk of the Board (or designee) •Legal Counsel 4.2 Procedures to process destruction of expired records are included in the following chart: Responsibility Action • Records Coordinators Active, Inactive, and Historical Records. r--.. ~SAN '-OAAHOE COUNTY a,t,NITATIOH Dl$TIIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS DISPOSITION Records Disposition 3 Adopted 02/25/2026 Responsibility Action (may also •or stored offsite. Review can be done annually at the start ofthe calendar year based on the call from the Clerk of the Board and/or designee Review should be conducted using the appropriate RRS, using description, Retention Length, etc.). dates using the (Exhibit A). Cross-reference records with any activeRecords Holds. The Clerk of the Board and/or designee Holds. •Purge the files in accordance with the process outlined belowand in Procedure 4.0. Do not purge any documents subjectto a Records Hold. •If there are records identified that retention periods, that are not subject to a Records Hold,complete a Records Management Disposition Form. The Clerkof the Board and/or designee documents for digital signatures/approval. •The Submitter and Records Coordinator are first and second, respectively, in the approval routing sequence. •information on the Disposition Form, including confirming therecords Records Holds, etc.). •If the records identified are not eligible for destruction, advisethe Records Coordinator and Submitter and handle according to the type of record. •Prepare the Request for Authorization to Destroy Records, r--.. ~SAN '-OAAHOE COUNTY a,t,NITATIOH Dl$TIIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS DISPOSITION Records Disposition 4 Adopted 02/25/2026 Responsibility Action forms approving destruction (in the approval routing sequence after Legal Counsel). •records by digitally signing/approving the forms. •If not approved, please contact the Clerk of the Board and/or designee. The Clerk of the Board and/or designee will appropriate, to resolve any issues. Division • records by digitally signing/approving the forms. •If not approved, please contact the Clerk of the Board and/or designee. The Clerk of the Board and/or designee will appropriate, to resolve any issues. •records by digitally signing/approving the forms. •If not approved, please contact the Clerk of the Board and/or designee. The Clerk of the Board and/or designee will •approve or disapprove the request for destruction of records. •If not approved, please contact the Clerk of the Board and/or designee. The Clerk of the Board and/or designee will appropriate, to resolve any issues. •Authorize approval to destroy records by digitally signing/approving the forms. r--.. ~SAN '-OAAHOE COUNTY a,t,NITATIOH Dl$TIIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS DISPOSITION Records Disposition 5 Adopted 02/25/2026 Responsibility Action •designee will send a copy of the approved forms to the Division Records Coordinator. & Clerk of and/or •Coordinator and Clerk of the Board and/or designee will proceed with destruction procedures. • records will be maintained until • Coordinate destruction of records. If the records are digital, notify Information Technology (IT) of the necessary destruction or handle in other appropriate manner. Digital Record Destruction (Exhibit C). The Clerk of the Board and/or designee document. destruction that will protect the confidentiality of the information. • • • Update the Master Records Inventory and GRM database as 5.0 PROCESSING DUPLICATE RECORDS FOR DESTRUCTION 5.1 Duplicate records are documents that are copies of the original or official version of a record. A duplicate may be a paper version or an electronic version of the official record. Retention periods of original or official versions of a record do not apply to duplicate files. Duplicate records may be destroyed at any time, upon confirmation that the record is a duplicate. 5.2 Duplicate records should not be transferred or stored offsite. r--.. ~SAN '-OAAHOE COUNTY a,t,NITATIOH Dl$TIIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS DISPOSITION Records Disposition 6 Adopted 02/25/2026 5.3 Duplicate records are destroyed in the office or work area. To destroy a duplicate record, please contact the Clerk of the Board and/or designee for determination and confirmation that records are, in fact, duplicate records. 5.4 Formal destruction authorization may be required to destroy duplicate records. 5.5 If the duplicate records contain confidential information, they should be shredded to protect the confidentiality of the information. If the records are not confidential, they may be recycled or discarded. 6.0 PROCESSING VIDEO SURVEILLANCE FILES FOR DESTRUCTION 6.1 As allowed for in Government Code Section 53160, recordings of routine video monitoring are automatically overwritten after one year, on a daily basis on any given calendar date plus one year. Further, in the event that recordings are evidence in any claim filed or any pending litigation or hold, the recordings are preserved until pending litigation is resolved. 6.2 The OC San Board of Directors Resolution adopting the Records Management Program Procedures & Records Retention Schedule authorizes OC San to destroy recordings of routine video monitoring after any given calendar date plus one year. 6.3 The IT Division has developed a daily task to perform the overwriting of OC San’s video recordings. The IT Division is responsible for the management of this activity. 6.4 Should OC San keep another record, such as written minutes or an audio recording of the event that is recorded in the video medium, the video recording may be destroyed or erased no less than 90 days after occurrence of the event recorded. 6.5 By signing the written consent (Exhibit D), OC San’s legal counsel approves of the foregoing destruction practices of video surveillance files and no further consent by legal counsel is required. Legal Counsel shall update this written consent should these practices be substantively modified at any time. r--.. ~SAN '-OAAHOE COUNTY a,t,NITATIOH Dl$TIIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS DISPOSITION Records Disposition 7 Adopted 02/25/2026 7.0 PROCESSING LASERFICHE FILES FOR DESTRUCTION 7.1 The destruction of files from Laserfiche follows a similar process to Section 4.0 above, Processing Official District Records for Destruction. 7.2 Destruction of the official version of OC San records from Laserfiche requires the approval of the following, as applicable: •Submitter •Department/Division Records Coordinator •Department/Division Supervisor •Department/Division Manager •Department/Division Director •Clerk of the Board (or designee) •Legal Counsel 7.3 Procedures to process destruction of expired records in Laserfiche are included in the following chart: Responsibility Action • records maintained in destruction. developed in Laserfiche using the RRS. •Hard copy records that might correlate to the identified recordsfor destruction will be processed for destruction concurrent with the process below. The process outlined in Section 4.0 above applies. •Review should be conducted using the appropriate RRS, using Cross-reference records with any active Records Holds. r--.. ~SAN '-OAAHOE COUNTY a,t,NITATIOH Dl$TIIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS DISPOSITION Records Disposition 8 Adopted 02/25/2026 Responsibility Action any questions pertaining to Records Holds. •Purge the files in accordance with the process outlined below and in Procedure 4.0. Do not purge any documents subjectto a Records Hold. •If there are records identified that have met the required retention periods, that complete a Records Management Disposition Form. The Clerkof the Board and/Authorization to Destroy Records and route the documents fordigital signatures/approval. •The Submitter and Records Coordinator are first and second,respectively, in the approval routing sequence. • Records Holds, etc.). •If the records identified are not eligible for destruction, advisethe Records Coordinator and Submitter and handle accordingto the type of record. •Prepare the Request for Authorization to Destroy Records,ensuring the appropriate RRS is included in the information that forms approving destruction (in the approval routing sequence after Legal Counsel). • records by digitally signing/approving the forms. •If not approved, please contact the Clerk of the Board and/or r--.. ~SAN '-OAAHOE COUNTY a,t,NITATIOH Dl$TIIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS DISPOSITION Records Disposition 9 Adopted 02/25/2026 Responsibility Action appropriate, to resolve any issues. • records by digitally signing/approving the forms. •If not approved, please contact the Clerk of the Board and/ordesignee. The Clerk of the Board and/or designee will appropriate, to resolve any issues. • records by digitally signing/approving the forms. •If not approved, please contact the Clerk of the Board and/or designee. The Clerk of the Board and/or designee will • or disapprove the request for destruction of records. •If not approved, please contact the Clerk of the Board and/ordesignee. The Clerk of the Board and/or designee will appropriate, to resolve any issues. •Authorize approval to destroy records by digitally signing/approving the forms. •designee will send a copy of the approved forms to the Division Records Coordinator. and/or •Upon approval of the destruction request, the RecordsCoordinator and Clerk of the Board and/or designee will proceed with destruction procedures. r--.. ~SAN '-OAAHOE COUNTY a,t,NITATIOH Dl$TIIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS DISPOSITION Records Disposition 10 Adopted 02/25/2026 Responsibility Action • •Coordinate destruction of records. As these records are digitaland in Laserfiche, only specific users with delete permissions inLaserfiche can delete the records from the active repository. If protect the confidentiality of the information. repository. •Records will remain in the authorized user’s Laserfiche Recycle Bin for 90 days upon deletion from the active repository. The days. •If the user restores a record from the recycle bin to theactive repository that has been identified on thedisposition form and authorized for destruction, the user is to notify Records Management as soon as possible. •Using the Laserfiche Global Recycle Bin, the Clerk of the Boardand/or designee will review the user’s Laserfiche Recycle Bin destruction. •The authorized user who destroys electronic files in Laserfiche Destruction. The Clerk of the Board and/or designee will coordinate the completion of this document. •The Clerk of the Board and/or designee will review the Global Recycle Bin at 91 days to ensure the records are no longer inthe Global Recycle Bin. r--.. ~SAN '-OAAHOE COUNTY a,t,NITATIOH Dl$TIIIICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS DISPOSITION Records Disposition 11 Adopted 02/25/2026 Responsibility Action •service account will delete the files from OC San's Laserficheserver. •The Assureon File Sync process will notice the deleted files andwill verify authenticity of the deletion via two methods: Verify (lf.exe) and v Laserfiche service account. •Assureon will mark the records as expired in the restorVaultTrusted System cloud and will permanently delete the records after a holding period of seven (7) days. •The Clerk of the Board and/or designee Certificate of Destruction in the appropriate files and update the r--.. ~SAN '-OAAHOE COUNTY a,t,NITATIOH Dl$TIIIICT Procedure 5.0 Records Management Disposition Form Exhibit A Date:12/30/2021 Division Number Media Format(select all that apply)RecordType Record Description FromYear ToYear User Box Number(optional)Submitted By Disposition Special Storage Consideration(select all that apply)GRM Barcode Retention Number Retention Length Year Trigger Month Eligible for Destruction Select Record Type Select Record Type 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life 0 Not Applicable, Life Records Management Disposition Form Districtwide Please send completed form to: recordsmanagement@ocsan.gov These fields are for reference only and will autopopulate and/orbe entered by Records Management Return to User Guide( ) Procedure 5.0 Request for Authorization to Destroy Records Form Exhibit B 1. Identify records that are eligible for destruction. 2. Complete a Disposition Form indicating which records are requested for destruction. 3. Email the completed Disposition Form to Records Management. 5. Records Management will obtain all required approvals & finalize request for destruction. Records Coordinators will receive a copy for reference. Please contact Tina Knapp at ext. 7190 for questions/assistance or you may send an email to RecordsManagement@ocsan.gov. Division Total Number of Boxes for Name (Print)Signature Date Name (Print)Signature Date Name (Print)Signature Date Name (Print)Signature Date Name (Print)Signature Date Name (Print)Signature Date Name (Print)Signature Date I certify that the OFFICIAL RECORDS AND COPIES identified on the corresponding Disposition Form are past the retention period specified by OC San’s Records Retention Schedule and that all audit, business, and administrative requirements have been satisfied. Further,I certify that no HOLD hasbeen placed on these OFFICIAL RECORDS AND COPIES due to any litigation, claim,negotiation, audit, or public records request and all legal, business, and administrative requirements have been satisfied.I certify that all information on this form is accurate and true to my knowledge byproviding my signature. Records CoordinatorName & Signature: Name & Signature: Request for Authorization to Destroy Records Complete this section for authorization to destroy records Required Approval Name & Signature: (If different from Records Coordinator) Name & Signature: Name & Signature: Page 1 OC ~SAN ORANGE COUNTY SANITATION DISTRICT Procedure 5.0 Certificate of Digital Record Destruction Exhibit C Certificate of Digital Record Destruction THIS IS TO CERTIFY THAT THE DIGITAL RECORDS IDENTIFIED IN THE ATTACHED DOCUMENTATION* HAVE BEEN COMPLETELY DESTROYED BY THE UNDERSIGNED IN ACCORDANCE WITH THE RECORDS MANAGEMENT PROGRAM ADOPTED BY THE BOARD OF DIRECTORS OF THE ORANGE COUNTY SANITATION DISTRICT DIVISION NUMBER: ___________________ RECORDS DESTROYED FROM THE FOLLOWING LOCATIONS (LIST BELOW, FOR EXAMPLE: SHAREPOINT, H DRIVE): SIGNATURE: PRINT NAME: DATE OF DESTRUCTION: *Disposition form and authorized destruction approval form must be attached ~SAN ORANGE COUNTY SANITATION DISTRICT Procedure 5.0 Legal Counsel Written Consent Authorizing the Destruction of Video Surveillance Files Exhibit D Legal Counsel Written Consent Authorizing the Destruction of Video Surveillance Files This written consent serves as authorization by Orange County Sanitation District’s legal counsel to perform destruction of video surveillance recordings as detailed in OC San Records Management Program Procedure 5.0 and adopted by the OC San Board of Directors by Resolution, and attached hereto. ______________________________ Scott Smith General Counsel ______________________________ Date 0 6 SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 6.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Vital Records 1 Adopted 02/25/2026 1.0 INTRODUCTION 1.1 Vital records are those documents that contain information that enables the Orange County Sanitation District (OC San) to continue vital and critical operations in the event of a major interruption to business. 1.2 Such interruptions could be natural disasters (for example, earthquake, pandemic, sudden and severe energy shortage, or flood) or man-made disasters (for example, accidental fire, cyberterrorism, arson, or civil unrest) which result in the loss of the normal means of access to vital records. 1.3 In most organizations, vital records comprise between two and five percent of the total record volume. Vital records are identified with a “V” on the OC San Records Retention Schedule (RRS). 2.0 PURPOSE 2.1 The purpose of vital records management is to ensure that vital records are identified, protected, and accessible during or shortly following a disaster or major interruption to business. 3.0 SCOPE 3.1 Vital records are either irreplaceable or very difficult to replace. 3.2 Absence of vital records, or the inability to locate or translate vital records (in the case of machine-readable or digital records), means that OC San may not be able to provide critical services to the public and its employees during a disaster or shortly thereafter. 3.3 Vital records are maintained and protected in the format that is most appropriate for efficient retrieval (paper, digital, BOLDplanning, etc.). 3.4 Vital records include records that enable OC San to: 3.4.1 Provide required OC San safety and health services during and immediately following a disaster or other major interruption to business. ,-. oSAN "-OM.HO, COUNTY IAHtTATION DtSTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 6.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Vital Records 2 Adopted 02/25/2026 3.4.2 Meet the obligations to OC San employees and retirees. 3.4.3 Reconstruct legal obligations and rights. 3.4.4 Establish the financial position of OC San. 3.4.5 Reconstruct OC San’s assets and ownership. 4.0 PROCEDURES Responsibility ________Action__________________________________ and/or designee Develop procedures for protecting vital records, either digitization and/or storing them onsite in fire-resistive Identify viable onsite or remote storage sites for records protection. Coordinate vital records protection procedures with OC San’s Integrated Emergency Response Plan. Develop procedures for retrieving vital records within the identified time requirements following a disaster. Coordinate, identify, and develop agreements with vendors to provide records retrieval or recovery services required following a disaster. Work with the Information Technology Division (IT) and Risk Management (Risk) Managers to ensure that the management of vital records meets OC San’s needs. Risk & IT Managers Review the vital records procedures to ensure that OC San’s interests are protected and to ensure minimum exposure to risk in the event of a disaster. Department/Division Records Coordinator Identify vital records based on an evaluation of Department/Division business functions. ,-. oSAN "-OM.HO, COUNTY IAHtTATION DtSTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 6.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Vital Records 3 Adopted 02/25/2026 stored both onsite and offsite. Routinely copy and forward vital records to onsite or offsite 5.0 VITAL RECORDS CATEGORIES 5.1 The following is a list of records that are usually considered vital. This is not a complete list of vital records. If the Record Series/Record Type is indicated in the RRS, the Record Series/Record Type is identified as vital in the RRS. Financial Accounts Receivable Fixed Asset Records General Ledger Loan Payments Bank Statements Stock Certificates Payroll Tax Returns Negotiable Instruments OC San Benefit Contracts Bonds Employee Benefits Plans and Programs Notes Payroll Ownership Capital Investments Titles ,-. oSAN "-OM.HO, COUNTY IAHtTATION DtSTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 6.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Vital Records 4 Adopted 02/25/2026 OC San Administration Board Meeting Minutes Continuity of Operations Plan (COOP) Delegation of Authority Formation Files & Annexation Files Grant Deeds Ordinances Property & Other Lease Agreements Resolutions Significant Agreements Significant Capital Improvements/Construction Contracts and Other Insurance Certificates of Insurance Engineering Drawings Specification Conformed Information Technology System and Software Documentation (Licenses, Source Code, Manuals (if created by OC San)) 6.0 VITAL RECORDS FORMAT 6.1 Select the format for protecting and maintaining vital records that ensures accessibility and usability during a disaster or emergency response: 6.1.1 Source document (original or designated official version, regardless of format). 6.1.2 Distributed copy (copy of record that is routinely distributed). 6.1.3 Reproduced copy (hard copy of record that is copied for OC San needs). 6.1.4 Scan (scanned version of vital records). 6.1.5 Magnetic Tape (digital version of vital record). ,-. oSAN "-OM.HO, COUNTY IAHtTATION DtSTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 6.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Vital Records 5 Adopted 02/25/2026 6.2 Select Vital Records Protection Methods 6.2.1 Select the method most appropriate to protect the vital record. 6.2.2 Verify existing dispersal (locations) of record and ensure that vital records are available in multiple, geographically separate locations as part of normal business activities. 6.2.3 Improve dispersal by initiating distribution of copies of vital records to a secure location at the time of document creation. 6.2.4 Duplicate records by reproducing copies of vital records in a medium appropriate to efficient storage and use and send to a secure location. 6.2.5 Move electronic vital records to Electronic Content Management System (Laserfiche). 6.2.6 Move hard copy vital records from active use areas once digitized and when no longer needed for active reference and send to a secure location. 6.2.7 Store vital records onsite in a secure location, such as the vault, that meets National Fire Protection Association (NFPA) standards for fire resistance. 6.3 Select Vital Records Update Frequency 6.3.1 Determine how often it is necessary to update vital records to ensure that the information is current. ,-. oSAN "-OM.HO, COUNTY IAHtTATION DtSTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: HISTORICAL RECORDS Historical Records 1 Adopted 02/25/2026 1.0 INTRODUCTION 1.1 It is the policy of the Orange County Sanitation District (OC San) to identify and preserve records that have historical significance for OC San. 2.0 PURPOSE 2.1 The purpose of this procedure is to ensure that all OC San records are reviewed for historical value prior to destruction through the application of well-accepted appraisal criteria. 2.2 Historical Records are processed according to standard archival practices to ensure their preservation. 3.0 RESPONSIBILITY 3.1 The identification and review of Historical Records is administered under the authority of OC San’s Records Management Program. 3.2 Both the Office of Record and OC San’s Clerk of the Board and/or designee have a direct role in identifying Historical Records. 4.0 OBJECTIVES 4.1 The objectives are: 4.1.1 Identify OC San records of historical value. 4.1.2 Process OC San records of historical value in a manner that will ensure that they are properly preserved. 4.1.3 To facilitate access to Historical Records by OC San and outside parties, OC San’s Historical Records are identified as such on the Records Retention Schedule (RRS). 4.1.4 Promote the use of OC San’s historical records in areas such as agency planning, management, development, public relations, and litigation support. ,-6 SAN '-ORAHOE COUNTY INfffATIOf,I Ot$TfltCT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: HISTORICAL RECORDS Historical Records 2 Adopted 02/25/2026 5.0 SCOPE 5.1 The scope includes the identification of records designated as historical on the RRS, the application of standard appraisal criteria at the end of the official retention period, and the processing and arrangement of historical records. 6.0 PROCEDURE 6.1 The procedure applies to all OC San and contract staff who create, receive, or maintain OC San records. 6.2 Select the method most appropriate to protect the historical record. Select Historical Records Protection Methods: 6.2.1 Processing and arrangement for paper records includes: 6.2.1.1 Removal of hardware (staples, brads, and other fasteners). 6.2.1.2 Placing documents in acid free folders and boxes that meet the standards for archival preservation. 6.2.1.3 Preparation of inventories and finding guides to the Historical Records. 6.2.1.4 Move hard copy historical records from active use areas once digitized and when no longer needed for active reference and send to a secure location appropriate for the retention of historical records (may involve temperature controlled environments, including humidity). 6.2.2 Move electronic historical records to Electronic Content Management System (Laserfiche). ,-6 SAN '-ORAHOE COUNTY INfffATIOf,I Ot$TfltCT Orange County Sanitation District RECORDS MANAGEMENT PROCEDURE MANUAL SUBJECT: RECORDS MANAGEMENT PROGRAM AUDIT AND COMPLIANCE REVIEW Audit & Compliance Review 1 Adopted 02/25/2026 1.0 INTRODUCTION 1.1 The Records Management Program Compliance Audit reviews and monitors compliance with the Orange County Sanitation District’s (OC San) Records Management Program (the Program). 1.2 Periodically, the Clerk of the Board and/or designee conducts a compliance audit with several Departments/Divisions. 1.3 All Departments/Divisions should complete the audit process every two years. 2.0 PURPOSE 2.1 The purpose of the Program Compliance Audit is to ensure that all OC San records are created, received, maintained, and disposed of in accordance with the Board of Directors approved Records Management Policy and Procedure. 3.0 PROGRAM PROCEDURES Clerk of the Board and/or designee Review how Department/Division records are kept, wherethey are located, in what format (hard copy or electronic), security (who has access). destroyed by the Department/Division. Note any recor beyond the approved destruction date. Schedule and records disposition, with staff. OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT PROCEDURE MANUAL SUBJECT: RECORDS MANAGEMENT PROGRAM AUDIT AND COMPLIANCE REVIEW Audit & Compliance Review 2 Adopted 02/25/2026 Division Manager and Department Head. Department/Division Records Coordinator Assist the Clerk of the Board and/or designee in conducting the records compliance review Departments/Divisions. Respond to the summary audit report findings by identifying which corrective actions are planned or have been completed. Department/ OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS HOLD AND RELEASE Records Hold and Release 1 Adopted 02/25/2026 1.0 INTRODUCTION 1.1 At any time during the life of a record, Record Series, or types of records, there may be circumstances that require the “holding” or suspension of destruction of certain Record Series or types of records due to reasons specified by Legal Counsel, auditors, or Department/Division management. 1.2 Destruction suspension is a hold placed on the scheduled destruction of records that may be relevant to foreseeable or pending litigation, governmental investigation, audit, special organizational requirements, or other business needs not contemplated when the records were originally scheduled for disposal. 1.2.1 Examples of holds are: A.Records & Information Management (RIM) Hold – Used when there is cause for Records Management to research recordsfor inconsistent, missing, or incorrect information. B.Legal/Regulatory Hold – Used for financial audits or tax purposes and anticipated or pending litigation. C.Department/Division Hold – Request to hold records from a Department/Division with justification. D.Historical Hold – Preservation of records with justification requested. E.Retention Schedule Change Hold – Used when a change, addition, or deletion is required until the time the Records Retention Schedule (RRS) can be changed. F.Public Records Request – Preservation of records may beneeded in relation to Orange County Sanitation District’s (OC San) response to any particular Public Records Request. 1.3 Depending upon the circumstances, a Records Hold may require the retention of all documents of a certain kind, whether they are hard copy records, electronic records, or non-records, as defined in Procedure 4.0. OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS HOLD AND RELEASE Records Hold and Release 2 Adopted 02/25/2026 1.4 Once a Records Hold has been placed on particular records or Record Series, the records will not be disposed of until a Records Hold Release has been issued by a Records Hold Requester and all parties have been informed as detailed below. 2.0 PURPOSE 2.1 The purpose of this procedure is to describe the procedures for suspending destruction or placing a Hold on the destruction of records that may be relevant to foreseeable or pending litigation, governmental investigations, audits, or other special OC San requirements; and for releasing the Hold when it is no longer necessary. 2.2 This procedure requires that the Clerk of the Board and/or designee and Department/Division Records Coordinators be notified when holds on the destruction of certain records are necessary, in addition to other parties as detailed below. 2.3 This procedure ensures that records subject to holds for any purpose are maintained until resolution or conclusion of the matter. 3.0 SCOPE 3.1 This Procedure documents the process of suspending destruction or placing a Hold on the destruction of records, and the related release of the Hold. 3.2 This Procedure applies to any record, non-record, or transitory record, in any format, at any time during the life of the record or transitory record. 4.0 PROCEDURES FOR REQUESTING RECORDS DESTRUCTION HOLD Responsibility Action Division ment •destruction of certain OC San records that may be relevant to foreseeable or pending investigations, audits, other special OC San requirements, or other business reasons, notify the Clerk of the Board and/or designee. A form may be required for implementing the Hold (Records Hold & Records Hold Release Request OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS HOLD AND RELEASE Records Hold and Release 3 Adopted 02/25/2026 Responsibility Action • Requester Management). If necessary, contact Records HoldRequester to clarify scope of requested Hold. •In collaboration with Legal Counsel, approve/authorize the Records Hold. •Upload all information to GovQA Records Hold functionality to reflect the Hold and the Estimated Date ofRelease. •Route Legal Hold to Legal Counsel, the EMT, Information Technology (IT), Manager, and Records Coordinators in all affected Departments/Divisions instructions. • Records Management. •Prior to purging files or requesting destruction of records, cross-destroyed against Records Hold Requests on file. Identifydocuments subject to a Records Hold. Do not purge or Records Hold. •(Laserfiche) Administrator (IT) will place a Legal Hold onrelevant records in the ECMS. OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: RECORDS HOLD AND RELEASE Records Hold and Release 4 Adopted 02/25/2026 5.0 PROCEDURES FOR REQUESTING RECORDS HOLD RELEASE Clerk of the Board and/or designee •information in the GovQA portal Dates of Release for previously placed Records Holds. • If the Estimated Date of Release on a Records Hold has passed, contact the Records Hold Requester whether release of the Hold is appropriate. If the Records Hold Requester appropriate, the Form Release Request Form), as previously implementation of the Records Hold, will be routed to the Records Hold Requester and completion requested. In Records Hold Release. Upon completion and submission of the Form, upload Form to GovQA and update the entry as appropriate instructions. Legal Counsel, the EMT, Manager (in all affected Departments/Divisions)notified. • If the Records Hold Requester indicates that release of the Estimated Date of Release. Update all affected parties as •Clerk of the Board and/or designee. • Identify documents within scope of Release and remove any notation of prior Hold. Any transitory records or records falling within the scope of the Records Hold Release may be purged or destroyed, following the appropriate process. • OC ~SAN ORANGE COUNTY SANITATION DISTRICT Procedure 9.0 Records Hold & Records Hold Release Request Form Exhibit A Records Hold & Records Hold Release Request Form This form is for the purpose of both a Records Hold request and related Records Hold Release request. Records Hold Request: When specific types of records have been identified as needing to be held and disposal suspended, complete the Records Hold Request section of this form and send to Records Management. Records Management will return the completed form to the Requester for use, when appropriate, for the Release request. Division Number: Retention Number: Record Series/Record Type to Hold, Including Description: Record Dates: Reason for Hold (Select All That Apply): RIM Hold Litigation Audit Tax Purposes Department/Division Hold Historical RRS Change Public Records Request Other (Describe): Estimated Date of Records Hold Release: Requester’s Name & Signature (Must be either Department/Division Director or Legal Counsel): Hold Authorization: Legal Counsel Name & Signature: Signature Date Records Management Name & Signature: Name (Print) Signature Date For completion by Records Management Date Hold Entered in GovQA: Name of Records Coordinator & Date Informed of Hold: Name of Manager & Date Informed of Hold: Name of IT Staff & Date Informed of Hold: OC 6 SAN ORANGE COUNTY SANITATION DISTRICT □ □ □ □ □ □ □ □ □ Records Hold & Records Hold Release Request Form This form is for the purpose of both a Records Hold request and related Records Hold Release request. Records Hold Release Request: This section should be completed and submitted when the records identified above (Records Hold Request section) no longer need to be held. Send the completed form to Records Management. Records Management will return the completed form to the Requester. Reason for Release (Select All That Apply): Department/Division Release Historical Needs Met RRS Chang Completed Public Records Request Completed Date of Records Hold Release: Requester’s Name & Signature (Must be either Department/Division Director or Legal Counsel): Name (Print) Signature Date Hold Authorization: Legal Counsel Name & Signature: Name (Print) Signature Date Records Management Name & Signature: Name (Print) Signature Date For completion by Records Management Date Release Entered in GovQA: Name of Records Coordinator & Date Informed of Release: Name of Manager & Date Informed of Release: Name of IT Staff & Date Informed of Release: OC 6 SAN ORANGE COUNTY SANITATION DISTRICT □ □ □ □ □ □ □ □ □ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 1 Adopted 02/25/2026 1.0 STATEMENT OF POLICY AND LAW The California Public Records Act (Government Code §7920.000 et seq.) (the “CPRA”, “PRA”, or “Act”) declares that access to information concerning the conduct of the people’s business is a fundamental and necessary right of every person. In furtherance of that policy, the Act mandates, with specified exceptions, that public records are open to inspection at all times during the office hours of state and local agencies. The Act, however, recognizes a number of specific statutory exemptions to the general rule of public disclosure. The Act also authorizes local agencies to adopt procedures for making records available and for recovering the direct costs of duplicating those records. The spirit of the Act, and the policy of the Orange County Sanitation District (OC San), is to permit access to all disclosable public records in the possession of OC San unless doing so would constitute an unwarranted invasion of personal privacy or the request calls for the production of records that are exempt from disclosure under the Act. Other records may be kept confidential on a case-by-case basis only after an OC San determination that the public interest served by non-disclosure clearly outweighs the public interest served by disclosure. An example of that type of record would be preliminary drafts of agreements prepared to facilitate discussion and/or negotiations if disclosure prior to final agreement would have an adverse effect on the negotiation process. However, such analysis will usually involve the assistance of General Counsel. In addition, California courts have also recognized that certain records need not be disclosed if disclosure would reveal the public agency’s decision-making process in such a way as to discourage candid discussion within the agency, which would thereby undermine the agency’s ability to perform its functions. 2.0 PROCEDURE 2.1 The Clerk of the Board/Custodian of Records and/or designee (PRA Team) receive and process all Public Records Requests (Request) in accordance with Government Code §7920.000 et seq., California Public Records Act, and OC San Board approved Resolution. The PRA Team interprets each Request in accordance with Government Code §7922.600 and attempts to assist members of the public to identify the record that contains the information requested. Q,~.~§~.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 2 Adopted 02/25/2026 2.2 OC San uses the GovQA Public Records Request Management Software (GovQA) to receive, correspond, route, track, and respond to Requests. 2.3 To ensure consistency with the processing of Requests, if a Department/Division receives a request from the public or other party to provide public records, the Department/Division should direct the requester to the OC San Public Records Portal link on the ocsan.gov website so that the request may be routed and tracked in the GovQA portal for response. The PRA Team should be notified and will be able to assist. 3.0 PROCESS 3.1 Requests are received by OC San and placed in GovQA by either the requester or, in a few cases, the PRA Team; and OC San staff users/approvers enter the portal to respond or upload documents to fulfill the Request. 3.2 When a Request is initially received, the PRA Team immediately responds to the requester, via established, automated GovQA workflows, with an email receipt for the Request that provides a legal explanation of the Public Records Request process. The PRA Team determines if the Request is complete or requires clarification (e.g., too broad, apparent typographical errors, missing information, etc.). If necessary, the PRA Team contacts the requester for clarification. Automated GovQA workflows for the assignment and distribution of Requests are in place for Contracts, Purchasing, Finance, Environmental Services, and Planning. These workflows prevent delays in turn-around time due to absenteeism. A.Contracts and Purchasing. If a request is made to either Division, the Request is routed to designated staff members, including the Supervisor and Manager. B.Finance Department. Routine requests for stale check data and SewerService Fees/Rebate information automatically route to designated staff members as determined by the Director of Finance. Q,~.~§~.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 3 Adopted 02/25/2026 C.Environmental Services. Requests for Environmental Services arerouted to the Department Director, designated Managers, and otherdesignated staff members in the Environmental Services Department. D.Planning/Engineering. Requests for Planning-related records are routed to designated staff members. Requests for Certified Payroll records are facilitated by the PRA Team with support from the projectmanager. The PRA Team contacts the Contractor directly. If the PRA Team and the affected Department Head believe that employee rights or significant interests of OC San could be compromised by the requested disclosure, the PRA Team and the affected Department Head shall discuss the Request with General Counsel prior to making such disclosure. 3.3 Please see Section 4.0 below for specific information as to the processing and handling of Requests. 3.4 TIMELINESS. Although OC San policy encourages a quicker response, the Act requires that the person requesting copies of OC San records be notified within ten (10) calendar days of OC San’s determination as to whether the Request,in whole or in part, calls for the production of disclosable, non-privilegedrecords that are in the possession of OC San. Occasionally, where assistance of General Counsel is appropriate, for example, the full ten (10) calendar days may be required in order to make the requisite determination.Under the Act, OC San may also be entitled to an additional fourteen (14)calendar days in which to make its initial determination under the followingfour (4) circumstances: 3.4.1 There is a need to search for and collect the requested documents from other offices, or offsite storage, separate from the office processing the request. Q,~.~§~.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 4 Adopted 02/25/2026 3.4.2 There is a need to search for, collect, and examine a voluminous amount of separate and distinct records which are demanded in a single request. 3.4.3 There is a need to consult with another Agency or Department having a substantial interest in the determination of the request. This includes requests for Certified Payroll from an OC San Contractor or Sub-Contractor. 3.4.4 In the case of electronic records, there is a need to compile data, write programming language or a computer program, or to construct a computer report to extract data. If the additional fourteen (14) calendar days are needed, either General Counsel or the PRA Team must notify the requester, in writing, of the reason(s) for the fourteen (14) day extension and the date on which the determination is expected. If the final determination is to deny a Request to inspect or copy OC San records, General Counsel or the PRA Team shall notify the requester, in writing, of the reasons for the denial. 3.5 PARTIAL DISCLOSURE. If portions of the requested record(s) are determined to be exempt from disclosure and those portions can be reasonably segregated from the rest of the record(s) by deletion, redaction, or other means, the non-exempt portion shall be provided to the requester. 3.6 COST OF COPIES. Under the Act, OC San is entitled to be reimbursed by the requester for the direct costs of duplication. OC San has, however, made a policy determination to not charge the requester for the first ten (10) pages. If a Request calls for the production of records in excess of ten (10) pages, then the requester shall be required to pay twenty-five cents per page for each additional page, which shall be reimbursement of OC San’s direct costs for duplication. The reimbursement rate shall not include recovery of costs for staff time spent searching for, retrieving, reviewing, evaluating, and/or Q,~.~§~.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 5 Adopted 02/25/2026 handling responsive records. At the sole discretion of OC San, OC San may require the requester to submit, in advance, a check based on the estimated direct duplication costs. Electronic records, which can easily be transmitted to the requester via GovQA, are encouraged and will not be subject to the twenty-five cents per page copying charge. At the sole discretion of OC San, and depending on the estimated number of responsive records, the requester or OC San may retain the professional reprographic services of a bonded copy service. The requester shall be required to pay for or reimburse OC San for the direct costs of duplication associated with the use of a bonded copying service. In the event OC San approves of the use of a bonded copying service, the requester may select and retain a bonded copying service; however, such selection shall be subject to OC San’s approval. 3.7 COST OF VIDEOTAPES, AUDIOTAPES, COMPACT DISCS, OR THUMB DRIVES. The charge to the requester for copies of videotapes, audiotapes, compact discs, DVD recordings, or thumb drives shall be at OC San’s actual cost of reproduction and cost of device (videotape, audiotape, etc.). 3.8 MEDIA CONTACTS. Employees should refer all media contacts and media inquiries to the Director of Communications and/or designee. All information requests requiring production of records shall be processed in accordance with the terms of this Procedure and, upon completion of the preparation of the copies, shall be delivered to the requesting media representative by the Director of Communications and/or designee. Department Heads shall report any and all media contacts to the Director of Communications and/or designee. as soon as possible. The Director of Communications and/or designee. shall coordinate any action required by such contact with the Clerk of the Board and/or designee and keep the appropriate Department Head, General Manager, and General Counsel informed. 3.9 FORMS. Q,~.~§~.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 6 Adopted 02/25/2026 GovQA generated forms and letters shall be used by OC San staff for purposes of complying with this administrative procedure. 3.10 ACCESS TO FILES. No member of the public and no OC San employee, other than an employee of the Department/Division processing records, shall enter GovQA or any file cabinets, record storage areas, or containers that hold OC San records, except when authorized by the PRA Team or the affected Department Head. When a requester is reviewing physical files, a member of OC San staff must be present during the entire file review. This may be the Clerk of the Board and/or designee, or staff member of the Department/Division that owns the records. The requester may not remove any records during the file review. 3.11 REMOVAL OF RECORDS. The unauthorized removal of any record of OC San is a violation of California Government Code §6201, and is punishable by imprisonment, fine, or both. 3.12 LITIGATION DOCUMENTS. The charge for all copies of any OC San document or record produced pursuant to a subpoena or request for production of documents issued by a Court or an authorized administrative or regulatory agency or tribunal shall be twenty-five ($0.25) cents per page to reimburse OC San for its costs of research, retrieval, examination, handling, copying, and certification of the documents. In the event, due to size or volume of the responsive records, special reproduction services are required, the person making the request shall pay the actual charges incurred for either OC San’s in-house copy service or an outside copy service. Q,~.~§~.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 7 Adopted 02/25/2026 For large records requests, OC San shall require an advance deposit based on the estimated direct copying costs. Said deposit shall be paid by the requester prior to OC San commencing any work to obtain and copy the requested records. Litigation document requests shall be handled by General Counsel and the Clerk of the Board and/or designee. 4.0 PROCESSING AND HANDLING OF REQUESTS 4.1 This section is determined by, and is at the direction of, General Counsel. 4.2 The PRA Team receives and reviews all public records requests in GovQA and assigns each Request to the appropriate Department/Division. If the Request is incomplete or requires clarification (e.g., too broad, apparent typographical errors, missing information, etc.), the PRA Team will contact the requester for clarification. Clarification may be sought at any time, most specifically during the initial review/assignment or after assignment to the appropriate Department/Division. All clarification activity is done by the PRA Team unless otherwise directed. 4.3 Examples of routine requests include records for Environmental Site Assessments, stale check data requests, contract documents, and Purchase Order/procurement overview information. Examples of non-routine requests include all email/correspondence for a certain staff member, which requires IT assistance for e-Discovery; requests from law offices; or any request that the Clerk of the Board and/or designee believes or determines is related to anticipated or current litigation. Non-routine requests may be handled in a different manner than outlined below; however, all Requests will be entered in GovQA for tracking purposes regardless of specific handling (which might be after the release of records). 4.4 When contract documents are requested, Contracts/Purchasing sends courtesy notifications to the impacted vendors/contractors advising of receipt of a records request; ideally sent within 24 hours of Request receipt. The PRA Team should be copied on all courtesy notifications (publicrecords@ocsan.gov) and Contracts/Purchasing uploads all courtesy Q,~.~§~.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 8 Adopted 02/25/2026 notifications and any responses received to GovQA. The PRA Team verifies that courtesy notifications are sent and that “reasonable” time is allowed for response to courtesy notifications. As defined by General Counsel, “reasonable” typically means no less than 72 hours. The PRA Team should be made aware of any responses/concerns provided in response to courtesy notifications, specifically in the event a response/concerns is received and the PRA Team is not copied on the email. 4.5 When public and non-public versions of requested documents exist, both are to be uploaded to GovQA or provided to the PRA Team via email. Public and non-public versions of documents typically involve requests for contract documents. The PRA Team should be notified when the documents are uploaded to GovQA. 4.6 In the event that any records are being redacted or withheld from disclosure by OC San staff not part of the PRA Team, both the unredacted version of the record and/or the complete record being withheld is to be uploaded to GovQA or provided to the PRA Team via email. The PRA Team should be notified when the documents are uploaded to GovQA. 4.7 The PRA Team reviews all records uploaded to the portal, specifically reviewing requested redactions and analyzing for redactions that need to be made pursuant to the CPRA. 4.8 As might be necessary, the PRA Team connects with impacted vendors/contractors or OC San staff when requested redactions or records to be withheld are not supported by allowances in the CPRA. 4.9 When the PRA Team requires legal guidance, the PRA Team is to connect with General Counsel’s Advanced Records Center (ARC). 4.10 The PRA Team will communicate with any impacted vendors/contractors or OC San staff, as necessary, based on legal guidance/direction. 4.11 The PRA Team finalizes all Requests, releasing responsive records and sending response letters to the requester (via GovQA). Finalizing Requests includes review of all responsive records before release for accuracy, Q,~.~§~.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 10.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 RELEASE OF RECORDS TO THE Approved by: OC San Board of Directors Public Records Act 9 Adopted 02/25/2026 confidentiality, or personal information. The PRA Team is responsible for the redaction or withholding of information prior to release of responsive records. The only exception to this is when Planning responds to requests. Planning communicates, via GovQA, with the requester; however, the PRA Team reviews the responsive records and releases records to the requester. The PRA Team closes these Requests. 4.12 In collaboration with OC San staff and/or General Counsel, the PRA Team determines if extensions are needed for response to any given Request and when entering into a production arrangement is needed. 4.13 The PRA Team will coordinate OC San’s response to any follow up questions from the requester. 5.0 COMPLETION 5.1 The Clerk of the Board will provide a weekly summary containing the number of Requests received and processed with assigned Department/Division detail to the Director of Communications and/or General Manager. Q,~.~§~.~ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 SUBJECT: Approved by: OC San Board of Directors Electronic Communications Policy 1 Adopted 02/25/2026 1.0 INTRODUCTION 1.1 The Electronic Communications Policy of the Records Management Program (the Program) controls the maintenance and storage of Orange County Sanitation District (OC San) electronic mail records, text messages, instant messages, voicemail, and social media. Following the retention procedures ensures compliance with pertinent statutory, regulatory, operating, and administrative recordkeeping requirements. In addition, it ensures that records needed to conduct OC San business are protected and accessible. The Records Retention Schedule (RRS) is the foundation of the Program and defines the periods required to maintain OC San records, including all electronic communications. 2.0 PURPOSE 2.1 POLICY OBJECTIVES. 2.1.1 Provide clear and concise direction regarding use and retention of OC San’s electronic communications systems, including electronic mail (email), text messaging, instant messages, and voicemail. 2.1.2 Comply with all applicable State and Federal laws and OC San Personnel Policy 5.10 related to the use of email and all other forms of electronic communication. 2.1.3 Address the California Supreme Court's 2017 decision in City of San Jose v. Superior Court of Santa Clara County, holding that a Public Agency employee's communications related to the conduct of public business are subject to the California Public Records Act, even if they were sent or received using a personal account or personal device. 3.0 SCOPE/BACKGROUND 3.1 This policy applies to all persons (including employees, appointed officials, interns, and contractors) who are permitted to use OC San’s computing or network resources, particularly the email functions of the system ("Authorized Users"). “Email" means any electronic communication to or from any Authorized Users using the Email System, including all OC~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 SUBJECT: Approved by: OC San Board of Directors Electronic Communications Policy 2 Adopted 02/25/2026 information, data, and attachments to the electronic communication. “Email System" means the system of devices (including hardware, software, and other equipment) owned and controlled by OC San or the Authorized User for the purpose of facilitating the electronic transmission. "Electronic Communications” includes any and all electronic transmission, and every other means of recording upon any tangible thing in any form of communication or representation, including letters, words, pictures, sounds, symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored. Without limiting the nature of the foregoing, electronic communications include email, texts, instant messages, voicemails, and include communications on or within applications (apps) such as Facebook Messenger, Twitter, Microsoft Teams, etc. “Electronic Communications Systems” means the system (including hardware, software, and other equipment) owned and controlled by OC San or the Authorized User for the purpose of transmitting Electronic Communications. 4.0 POLICY 4.1 ROLES AND RESPONSIBILITIES. 4.1.1 The Board Services and Information Technology (IT) Divisions are responsible for administering this policy and procedure. 4.1.2 The OC San Clerk of the Board and/or designee, with the advice of General Counsel, will monitor compliance and make the final determination of official records of OC San. 4.1.3 All Authorized Users are responsible for compliance with this policy and procedure. 4.2 DEFINITION OF "OFFICIAL OC SAN RECORD". Under this Policy, the definition of "Official OC San Record" is the same as the definition provided in the California Public Records Act (Cal. Gov. Code §7920.000 et seq.) (CPRA) for "public records" and "writing": OC~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 SUBJECT: Approved by: OC San Board of Directors Electronic Communications Policy 3 Adopted 02/25/2026 "... ‘Public records’ include any writing containing information relating to the conduct of the public's business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics..." "... ‘Writing’ means any handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored." 4.3 ELECTRONIC COMMUNICATION RELATED TO OC SAN BUSINESS IS AN OFFICIAL OC SAN RECORD. 4.3.1 Email and other forms of Electronic Communication, such as voicemail, texts, instant messaging, and social media posts, generate correspondence and other types of records that can be recognized as Official OC San Records and may be subject to disclosure under the CPRA. In addition, any Official OC San Record created through Email and other forms of Electronic Communication must be protected and retained in accordance with records retention laws. 4.3.2 Messages transmitted using OC San's Email System, Electronic Communications Systems, or OC San-owned equipment with capabilities for text messaging and/or voicemail, should be messages which involve OC San business activities and contain information essential to accomplishment of business-related tasks, or can otherwise be recognized as Official OC San Records. Any incidental (personal) email, text, instant message, or voice messages are not considered public records, but may still be discoverable. All Electronic Communications are the property of OC San. 4.4 OC SAN’S ELECTRONIC COMMUNICATION SYSTEMS ARE NOT FOR STORAGE. OC San reserves the right to retrieve and make proper and lawful use of any and all Electronic Communications transmitted through OC San's OC~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 SUBJECT: Approved by: OC San Board of Directors Electronic Communications Policy 4 Adopted 02/25/2026 Electronic Communications Systems and any OC San-owned and/or subsidized equipment. Although the use of Electronic Communications is considered official OC San business, OC San's Electronic Communications Systems, including email, text messaging, instant messaging, and voicemail, are intended as a medium of communication only. Therefore, the Email System, Electronic Communications Systems, and any OC San-owned and/or subsidized equipment such as Microsoft Teams and cell phones should not be used for the electronic storage or maintenance of documentation, including, but not limited to, Official OC San Records. Regarding Email and Teams Chat, the system administrator performs regular electronic back-up of OC San's Electronic Communications Systems; however, the back-up is not a copy of all OC San activity that occurred during any given period. 5.0 GUIDELINES FOR PROPER EMAIL USAGE 5.1 Authorized Users are responsible for managing their Email mailboxes, including organizing and deleting any non-OC San related messages that do not constitute Official OC San Records. Authorized Users are responsible for determining if Emails contain substantive information regarding OC San business or may later be important or useful for carrying out OC San business, and thus could be considered as Official OC San Records. 6.0 USE OF OC SAN ELECTRONIC COMMUNICATIONS VIA PERSONAL ACCOUNTS 6.1 OC San accounts shall be used to conduct OC San business. Authorized Users should not use personal accounts for the creation, transmission, or storage of Electronic Communications regarding OC San business. 6.2 All Authorized Users shall, within 90 days following the adoption of this updated policy, search all private, non-governmental electronic messaging accounts to which they have user access and locate any Electronic Communications that might constitute an Official OC San Record. All such communications shall be forwarded to the Authorized User's OC San-provided account. To the extent the Authorized User believes that any part of such communications contains personal matter not related to the conduct OC~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 SUBJECT: Approved by: OC San Board of Directors Electronic Communications Policy 5 Adopted 02/25/2026 of the public's business, the Authorized User shall provide a declaration, as set forth in Exhibit A. 6.3 If an Authorized User receives an electronic message regarding OC San business on his/her non-OC San electronic messaging account, or circumstances require such person to conduct OC San business on a non-OC San account, the Authorized User shall either: (a) copy ("cc") any communication from an Authorized User's personal electronic messaging account to his/her OC San electronic messaging account; or (b) forward the associated Electronic Communication to his/her OC San account no later than 10 days after the original creation or transmission of the Electronic Communication. 6.4 Authorized Users shall endeavor to ask persons sending Electronic Communications regarding OC San business to a personal account to instead utilize the Authorized User's business account and, likewise, shall endeavor to ask a person sending an Electronic Communication regarding non-OC San business to use the Authorized User's personal or non-OC San electronic messaging account. 7.0 ELECTRONIC COMMUNICATIONS AND PRIVACY 7.1 NO EXPECTATION OF PRIVACY. 7.1.1 OC San Personnel Policy 5.10 states that OC San Electronic Communication devices are the exclusive property of OC San. Authorized Users have no right or expectation of privacy or confidentiality in any message created, sent, received, deleted, or stored using the OC San Email System, Electronic Communications Systems, and/or any OC San-owned or subsidized communication devices. All messages and any attachments on OC San’s computer network, Email System, Electronic Communications System, OC San-owned system or device, and/or OC San subsidized communication device are subject to OC San review and disclosure of Electronic Communications regarding OC San business. 7.1.2 Electronic Communications regarding OC San business that are created, sent, received, or stored on an electronic messaging account may be subject to the CPRA, even if created, sent, received, OC~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 SUBJECT: Approved by: OC San Board of Directors Electronic Communications Policy 6 Adopted 02/25/2026 or stored on a personal account or personal device. Most communications that include Authorized Users are not confidential communications; however, certain communications such as investigations, personnel records, or attorney-client communications may be confidential or contain confidential information. Questions about whether communications are confidential, and how they are to be preserved, should be discussed with the Clerk of the Board and/or designee. 7.2 USE CAUTION WITH CONFIDENTIAL INFORMATION. All Authorized Users must exercise a greater degree of caution in sending confidential information on OC San's Electronic Communications Systems than they take with other media because of the risk that such information may be copied and/or retransmitted. All Email containing confidential information should be tagged as such and stored in a clearly labeled confidential folder to protect and preserve the privacy and confidentiality of the record. When in doubt, do not use Email, text messaging, instant messaging, or voicemail as a means of confidential communication. 8.0 PUBLIC RECORDS REQUESTS, RETENTION, AND DESTRUCTION Electronic Communications are a business tool which shall be used in accordance with generally accepted business practices and all Federal and State laws, including the CPRA, to provide an efficient and effective means of intra-agency and interagency communication. Under most circumstances, communications sent electronically are public records, subject to disclosure under the CPRA and subject to records retention laws applicable to a variety of government agencies. 8.1 PRESERVING ELECTRONIC MESSAGES – CPRA REQUESTS, SUBPOENAS, CLAIMS, AND POTENTIAL CLAIMS AGAINST OC SAN. OC San receives requests for inspection or production of documents pursuant to the CPRA, as well as subpoenas or court orders for documents. In the event such a request or demand includes Electronic Communications, Authorized Users who have control over or access to any such Electronic Communications, once they become aware of the request or demand, shall use their best efforts, by reasonable means available, to temporarily preserve any such Electronic Communication until it is OC~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 SUBJECT: Approved by: OC San Board of Directors Electronic Communications Policy 7 Adopted 02/25/2026 determined whether the Electronic Communication is subject to preservation, public inspection, or disclosure. Authorized Users shall contact the Clerk of the Board and/or designee regarding any such Electronic Communications that are within their control. 8.2 CALIFORNIA PUBLIC RECORDS ACT (CPRA). 8.2.1 In the event a CPRA request is received by OC San seeking Electronic Communications of Authorized Users, the Clerk of the Board and/or designee, shall promptly transmit the request to the applicable Authorized User whose Electronic Communications are sought. The Clerk of the Board and/or designee shall communicate the scope of the information requested to the applicable Authorized User, and an estimate of the time within which the Clerk of the Board and/or designee intends to provide any responsive Electronic Communications to the requesting party. 8.2.2 It shall be the duty of each Authorized User receiving such a request from the Clerk of the Board and/or designee to promptly conduct a good faith and diligent search of all Business and Personal Electronic Communications Systems and devices for responsive Electronic Communications. The Authorized User shall then promptly transmit any responsive Electronic Communications to the Clerk of the Board and/or designee. Such transmission shall be provided in sufficient time to enable the Clerk of the Board and/or designee to adequately review and provide the disclosable Electronic Communications to the requesting party. If the Authorized User is unable to transmit the responsive communications, the IT Division has the ability to extract the pertinent communications and ensure the appropriate metadata is preserved. 8.2.3 Based on the nature of the CPRA request, the Clerk of the Board and/or designee may also request an eDiscovery of all Email System and Electronic Communications Systems records and instant messages through the IT Division. 8.2.4 In the event an Authorized User does not possess responsive Electronic Communications from OC San’s owned and/or subsidized Electronic Communications Systems account, the Authorized User OC~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 SUBJECT: Approved by: OC San Board of Directors Electronic Communications Policy 8 Adopted 02/25/2026 shall so notify the Clerk of the Board and/or designee by way of a written declaration (Exhibit A). 8.3 AUTOMATIC DELETION OF EMAIL AND TEAMS CHAT. OC San's Email System automatically deletes OC San Emails, including any text messages that become Emails, which are more than 24 months old from “Inbox” and "Sent" email folders of each OC San email user. Email in "Deleted" folders will be automatically removed after ninety (90) days. OC San’s Teams Chat will be automatically removed after ninety (90) days. 8.4 EMAIL FOLDER AND TEAMS CHAT MANAGEMENT. 8.4.1 Authorized Users are responsible for the daily management of their Email boxes and associated folders. To ensure maximum efficiency in the operation of the Email System, Authorized Users are directed to delete Email that is NOT Official OC San Records from their inboxes on a weekly basis. These transitory email records, based on the content of the information which only have a retention value of a few days or weeks, can be deleted from the Email Inbox upon review and determination when the purpose of the information has been fulfilled - which can be any time up to 90 days. All email records moved to Deleted will be automatically purged by IT after 90 days. Examples of such messages are personal emails, solicitations, email advertisements/announcements, or newsletters. 8.4.2 If Email and Teams Chat that are not Official OC San Records are necessary for transitory work, preliminary drafts, or preparation of work product or personal notes, Authorized Users should either move the record to a dedicated (working) folder, print the communication and maintain the paper copy, take a snapshot of the communication and save in a format most appropriate, or create a PDF version of the communication (save as PDF) and store the file in an electronic folder on OC San’s network drive (OneDrive, SharePoint, or SharePoint Online) to be deleted when no longer needed. OC~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 SUBJECT: Approved by: OC San Board of Directors Electronic Communications Policy 9 Adopted 02/25/2026 8.4.3 Attachments to Electronic Communications should be retained or disposed of according to the content of the attachment itself, not according to the Electronic Communication transmitting the attachment. Many attachments are duplicates of existing documents or are draft versions of documents that might not be retained by OC San after the final version of the document is complete. If you need help in determining whether an attachment to an Electronic Communication must be retained, please contact the Clerk of the Board and/or designee. 8.5 DETERMINATION OF RECORD. In accordance with OC San’s RRS, it is the responsibility of Authorized Users to determine if an Electronic Communication is an Official OC San Record which must be retained in accordance with OC San's RRS. Electronic Communications (including any attachments) that are deemed to be Official OC San Records shall be preserved. Authorized Users shall consider the content of an Electronic Communication when determining if it is an Official OC San Record. The Clerk of the Board and/or designee can assist in making such a determination. In addition, following is a general guideline for determining whether an Electronic Communication is an Official OC San Record: Electronic Communications that are generally considered as Public Records (Official OC San Record) Public Records / in general not an Official OC San Record (Retention time is 2 years or more) (Retention time is no more than 90 days) Electronic Communication that is created or received in connection announcements not related to shows how an OC San policy was created or how a decision was made by OC San staff and/or the OC San excerpts) distributed for convenience or reference. OC~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL Procedure Number: 11.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 SUBJECT: Approved by: OC San Board of Directors Electronic Communications Policy 10 Adopted 02/25/2026 begins, authorizes, or completes an item or a transaction of official OC assist the flow of work. documents significant official decisions or commitments reached verbally (person-to-person, by phone, or in conference) and not otherwise documented in OC San files. containing preliminary drafts, notes, or interagency or intra-agency memos that are not retained in the ordinary course of business. Government Code §7927.500. Records that are normally retained 8.6 ELECTRONIC COMMUNICATIONS UPON TERMINATION. Upon an Authorized User’s retirement or termination, IT will forward the user’s Electronic Communications to the immediate Supervisor for review. In accordance with the policy herein, it is the Supervisor’s duty to review and determine which email/text messages, voicemails, etc. should be preserved, retained, or disposed of according to the content of the communication and following OC San’s approved RRS. Once determined, the Supervisor should either transfer the records to a dedicated (working) folder, print the communication and maintain the paper copy, take a snapshot of the communication and save in a format most appropriate, or create a PDF version of the email (save as PDF) and store the file in an electronic folder on OC San’s network drive (OneDrive, SharePoint, or SharePoint Online) to be retained or to be deleted when no longer needed. Once completed, IT will dispose of the content of the Electronic Communications System after 90 days unless otherwise requested by the Supervisor. OC~SAN ORANGE COUNTY SANITATION DISTRICT Procedure 11.0 Declaration Regarding Search of Personal Electronic Communications Accounts Exhibit A In the matter of: California Public Records Act Request Pursuant to Government Code §7920.000 et seq. Re: __________________________________ __________________________________ Insert name of record request Request #: _________________ Declaration of: _____________________________ Print or type name of user DECLARATION REGARDING SEARCH OF PERSONAL ELECTRONIC COMMUNICATIONS ACCOUNTS STATE OF CALIFORNIA COUNTY OF ORANGE ORANGE COUNTY SANITATION DISTRICT I, ______________________________________________________ declare: Print name 1. I received notice of a California Public Records Act (“CPRA”) request regarding a search of my personal electronic communications account(s). 2. I understand that the CPRA request seeks: ________________________________________________________________ Insert text of CPRA request. 3. I am the Owner or Authorized User of the following personal electronic communications account and have the authority to certify the records: ________________________________________________________________ Insert description of personal electronic messaging account(s). 4. I have made a good faith, diligent, thorough, and complete search of the above mentioned personal electronic communications account(s) for all electronic communications potentially responsive to the above mentioned CPRA request. 5. Any responsive electronic communications discovered, and referenced below, were prepared or used by me in the ordinary course of business at or near the time of the act, condition, or event. 6. Any responsive electronic communications discovered, and referenced below, are true copies of all records described in the above mentioned CPRA request. Check the applicable box: I certify that I do not possess responsive electronic communications. I certify that I cannot reasonably recover responsive electronic communications without technical assistance. ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Explain efforts to retrieve responsive electronic communications and why you were unable to recover responsive electronic communications. Add technical assistance required. I certify that I discovered potentially responsive electronic communications from my personal electronic communications account, but I am withholding that information because the information is “personal” business. This is for the following reasons: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Describe with sufficient facts why the contested information is personal business and not subject to the CPRA. Attach additional pages, if necessary. I certify that I discovered potentially responsive electronic communications from my personal electronic communications account. I am providing all responsive information. However, some information is non-responsive, and I am withholding that information because the information is personal business. This is for the following reasons: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Describe with sufficient facts why the contested information is personal business and not subject to the CPRA. Attach additional pages, if necessary. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that I have personal knowledge of the facts set forth above. Executed this ___ day of _______________ 20___ , in ________________, California. By:___________________________ Print Name:_____________________ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: ESCROW OF BID DOCUMENTS Escrow of Bid Documents 1 Adopted 02/25/2026 This Procedure applies only to Invitation for Bids (IFBs) with an award amount of $10,000,000 or more, to the two (2) lowest responsive, responsible bidders. 1.0 PRE-BID 1.1 If Escrow of Bid Documents (Escrow) is required (per Bid Requirements Form), the Contracts Administrator (CA) will notify the Clerk of the Board and/or designee (Records Management) of the need for Escrow and will establish a time and date for Bidder(s) to submit their Escrow Bid Documents as specified in the Special Provisions, “Escrow of Bid Documents”. a.This date and time of submission will be within the date and time setforth in the Contract’s Special Provisions. b.The date must also be coordinated with Records Management’sschedule. 1.2 For all meetings related to the escrow of bid documents, CA reserves a room in the Headquarters Building and schedules the meeting via the Outlook Calendar. 1.3 Records Management schedules the date for offsite storage, as soon as practicable, to transfer the Escrow Bid Documents to offsite storage. 1.4 Board Services is the office of record for all original documents prepared and/or received in the steps below. A digital copy of the documents will be maintained in Laserfiche and will be available to the CA. If desired, a copy of any of the documents identified below may be provided to the Bidder and/or CA. All copies shall be marked “copy”. 2.0 BID OPENING 2.1 At Bid Opening, OC San announces the two (2) lowest Bidders who will be required to submit their Escrow Bid Documents within the date and time set forth in the Special Provisions. 2.2 At the Bid Opening, Bidders shall be reminded that: OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: ESCROW OF BID DOCUMENTS Escrow of Bid Documents 2 Adopted 02/25/2026 2.2.1 Failure to timely submit the Escrow Bid Documents may result in a Bidder being deemed non-responsive. 2.2.2 If the Escrow of Bid Documents Meeting (intake of Escrow Bid Documents) is being done in the same meeting as the Bid Documents Review Meeting, Escrow Bid Documents should be delivered in an unsealed container. It is requested that Bidders use a regular document storage size box (10”x12”x15”). Tape and markers to seal the box and mark it as the Bidder deems appropriate will be provided so that the box may be sealed at the conclusion of the meeting. 2.2.3 If the Escrow of Bid Documents Meeting (intake of Escrow Bid Documents) is being done separate from the Bid Documents Review Meeting, Escrow Bid Documents must be delivered in a sealed container, marked with the project name and the words "Escrow Bid Documents". It is requested that Bidders should use a regular document storage size box (10”x12”x15”). 2.2.4 It is suggested and desirable that the Escrow of Bid Documents Meeting be done in conjunction with the Bid Documents Review Meeting. 2.3 The Escrow Bid Documents shall be accompanied with a Bid Document Certification for Escrow document (sample image below), provided to the two (2) lowest Bidders by the CA, signed by an individual authorized by the Bidder to execute the Bid, stating that the material in the Escrow Bid Documents container constitutes the complete, only, and all documentary information used in preparation of the Bid and that he/she has personally examined the contents of the Escrow Bid Documents container and has found that the documents in the container are complete. OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: ESCROW OF BID DOCUMENTS Escrow of Bid Documents 3 Adopted 02/25/2026 3.0 POST BID OPENING: COMBINED ESCROW OF BID DOCUMENTS MEETING AND BID DOCUMENTS REVIEW MEETING 3.1 After Bid Opening, but no later than the date and time of the Meeting, Records Management will prepare an OC San Escrow Records Storage Facility Transfer Request & Tracking form (Form) (sample image below) for each Bidder’s Escrow Bid Documents. A separate Form is required for each Bidder’s Escrow Bid Documents box since each Bidder’s escrow box is assigned a separate bar code to be affixed to the Form. Also, each Bidder must sign the Form applicable to their documents. OC ~SAN ORANGE COUNTY SANITATION DISTRICT BID DOCUMENT CERTIFICATION FOR ESCROW Project No. (XXX] (Project Name and Information I Tile material in the Escrow Bid Documents constittrles the complete, only, and all doa.Jmenlary information used in preparation of the Bid and by the authorized si9nature below Bidder represents that he o, she has personaly examined the contents of the Esaow Bid Documents conlainer and has found that !tie documents lnthecontainerarecomplete SignahKeolin<jvjdualauttiortzedbytheBiddertoexecutelheBiddinoProPOSal Printed Name company Date Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: ESCROW OF BID DOCUMENTS Escrow of Bid Documents 4 Adopted 02/25/2026 3.2 In preparation for the arrival of Bidders for the Meeting, Records Management shall prepare an Escrow of Bid Documents Meeting and Bid Documents Review Meeting Attendance Record for record of attendance (sample image below) which will be completed by the representative of each company and all OC San staff in attendance at the Meeting. OC ~SAN ORANGE COUNTY SANITATION DISTRICT OC San Escrow Records Storage Transfer Request & Tracking -----------Date: 03/19/2024 Project Number and Name: 2-49, Taft Branch Improvements Conlractor: James W. Fowler Co. Offsite Storage Location & Tracking Barcode: Requester Diane Marzano Division Name and Number: Contracts 230 MeetinofTransactino Date TransactionJActivitv Authorization Si natures Original Records Intake Intake of Escrow Bid Contractor Represenlative Ptinl Name 03-19-2024 / 11:00 a.m. Documents Meeting ContractorReoresenlativeSMlnature Date: _____ _ EscrOYJ Bid Documents Sent Offsite Records Management Print Name RecordsMana ementSi nalure Records Management Print Name Document Review Meeting (If Applicable) Escrow Bid Documents Retrieval & Review Records Management Signature Date& Time: ContractorRepresenlativePrintName 03-19-2024 / 11:00 a.m. D Checkhere illnventoryor records (Contracts document) added to storage container Date: _____ _ Storage Intake Approved By: OCSanRecordsManagement Release of Escrow Bid Documents Meeting ContractorRepresenlativeSlgnature Contractor Represenlative Print Name ContractorRellfesenlativeSionature Date: Storage Peanout Approved By: f?ermpul Date: OCSanRecordsManagement OC 6SAN ORANGE COUlln' I ITATI()t,I DISTRICT ATTENDANCE RECORD Escrow of Bid Documents & Bid Documents Review Meeting Maret1111,202•-10:J01.m. Big Benin,;. PAOJECTNO.2--'9 TAFT BRANCH lhF'ROI/EMENTS "'""""'·--------------- ·-~--------------- ,_,.,.. ______________ _ ·----------------- '°""m ______________ _ ·----------------- ,,_m ______________ _ ·----------------- AffiX BAR CODE HER§ Comments/Notes Information Recorded on Escrow Inventory Information Recorded on Escrow Inventory II applicable, escrow records inspected by contractor(s) and OC San staff_ Documents not officially released alld will be resealed and sent back offsite. Date sent offsite Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: ESCROW OF BID DOCUMENTS Escrow of Bid Documents 5 Adopted 02/25/2026 3.3 At the Meeting, the two lowest Bidders will hand deliver their Escrow Bid Documents to OC San Records Management and the CA. OC San Staff/Contractor will open and review the contents together at OC San. 3.4 Each Bidder will fill out and sign an Intake of Escrow Bid Documents Record of Receipt (sample image below) prepared prior to the Meeting by Records Management. 3.5 After OC San approves of the documentation in the Bidders’ Escrow Bid Documents, OC San Records Management will affix GRM bar codes and ID numbers on the Form and to each Bidder’s Escrow Bid Documents box. The Bidders and Records Management shall all sign the completed Form. 3.6 As arranged by Records Management, offsite storage will thereafter take possession of the apparent two low Bidders’ Escrow Bid Documents, as soon as practicable, and transfer them to its storage facility. 3.7 When practicable, the Bid Documents Review Meeting will be conducted at the same time as the Escrow of Bid Documents Meeting. When this occurs, nothing additional is needed other than completion of the appropriate section of the Form. OC ~SAN ORANGE COUNTY SANITATION DISTRICT OC ~SAN RECORD OF RECEIPT FOR: Intake of Escrow Bid D0<:uments Marct.111,2024-10:JOa.m. BlgB&nlnc. PROJECT NO. 2-411 TAFT BRANCH IMPROVEMENTS NUMBER OF BOXES: [)oc11nenJ5J)elM!Uld8Y: , .. ________________ _ '""'----------------- Signatur(' _______________ _ [)oci,montslntakeB'( CQmpany <>raroe Countv sano1atoo 01Sf'd 1uao Bana~ C.:£1t fpuntai'I vann: C" 927oa , .. ________________ _ Signatur,e _______________ _ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: ESCROW OF BID DOCUMENTS Escrow of Bid Documents 6 Adopted 02/25/2026 4.0 POST BID OPENING: SEPARATE ESCROW OF BID DOCUMENTS MEETING AND BID DOCUMENTS REVIEW MEETING 4.1 After Bid Opening, but no later than the date and time of the Meeting, Records Management will prepare an OC San Escrow Records Storage Facility Transfer Request & Tracking form (Form) (sample image below) for each Bidder’s Escrow Bid Documents. A separate Form is required for each Bidder’s Escrow Bid Documents box since each Bidder’s escrow box is assigned a separate bar code to be affixed to the Form. Also, each Bidder must sign the Form applicable to their documents. 4.2 In preparation for the arrival of Bidders for the Meeting, Records Management shall prepare an Escrow of Bid Documents Meeting OC ~SAN ORANGE COUNTY SANITATION DISTRICT OC San Escrow Records Storage Transfer Request & Tracking ~---------~ Date: 03/19/2024 Project Number and Name: 2-49, Taft Branch Improvements Contractor: James W. Fowler Co. Offsite Storage Location & Tracking Barcode: Requester: Diane Marzano Division Name and Number: Contracts 230 MeetinCJ/Transactina Date Original Records Intake 03-19-2024 / 11:00am Date Document Review Meeting (If Applicable) Date& Time 03-19-2024 / 11:00a.m. Date _____ _ Storage Intake Approved By- ocsanRecordsManaoement Transaction/Activitv Intake of Escrow Bid Documents Meeting Escrow Bid Documents Sent Offslte EscrO'IN Bid Documents Retrieval & Review D Checkhereifinventoryof records (Contracts document) adde<:ltostoragecontainer Release of Escrow Bid Documents Meeting Storage f?egnpµt Approved By ocsanRecordsManaoement "\X'"BAR C60El'.fERf Authorization Sianatures Comments/Notes Information Recorded on Contractor Represenlative Prill! Name Escrow Inventory ContractorReoresenlativeSianature lnrormation Recorded on Records Management Print Name Escrow Inventory Record:sManaoementSiana!ure If applicable, escrow records Records Management Print Name inspected by contractor(s) and OC San staff. Documents not Records Management Signature officially released and will be resealed and sent back offsite Contractor Represenlative Print Name Date sent offsite ContractorRepresenlativeSignature ContractorRepresentativePrinlName ContractorRe...,esenlativeSi.nnature Date· Eeungut Date Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: ESCROW OF BID DOCUMENTS Escrow of Bid Documents 7 Adopted 02/25/2026 Attendance Record for record of attendance (sample image below) which will be completed by the representative of each company and all the OC San staff in attendance at the Meeting. 4.3 At the Meeting, the two lowest Bidders will hand deliver their Escrow Bid Documents to OC San Records Management and the CA. 4.4 Each Bidder will fill out and sign an Intake of Escrow Bid Documents Record of Receipt (sample image below) prepared prior to the Meeting by Records Management OC ~SAN ORANGE COUNTY SANITATION DISTRICT OC ~SAN OAAHGE COUNTY SANITATION DISTRICT I ATTENDANCE RECORD Escrow of Bid Documents Meeting Janua,y27,2021-10:30a.m. J.F. SheaConslnlction,lrK. PROJECT NO. P1-106 HEAOWORKS REHABILITATION AT PLANT 1 ,.,..,, _______________ _ ·-----------------, ________________ _ co,np;iny _______________ _ Telel)IIOl'le _______________ _ ,-~~---------------.. ._ _______________ _ ,._, _______________ _ ·-----------------, ________________ _ oSAN ORA.NOE COUN'IY SANITATIOM OISTAIICT RECORO OF RECEIPT FOR: lntak■ of Esc,vw Bid Documenta Mwch 19, 202' -10:30 •·m. """'"'"" PROJECT NO. 2-49 TAFT BRANCH lf!FROVEMENTS NUMBER Of' E,OXES: Docuno~Dof«lrOdBy -~•---------------- Teleflhone ______________ _ COl!IJIMlY---------------- Telepllone _______________ _ Compillly _______________ _ Te-k.'pho11e ______________ _ -~•---------------- Telephone ______________ _ -~•---------------- Teleflhone ______________ _ Caqlil!I) ________________ _ --------------------,_,. .. ________________ _ ·-·----------------- ------------------- Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: ESCROW OF BID DOCUMENTS Escrow of Bid Documents 8 Adopted 02/25/2026 4.5 OC San Records Management will affix GRM bar codes and ID numbers on the Form and to each Bidder’s Escrow Bid Documents box. The Bidders and Records Management shall all sign the completed Form. The Bidder’s Escrow Bid Documents box(es) are not opened. 4.6 As arranged by Records Management, offsite storage will thereafter take possession of the apparent two low Bidders’ Escrow Bid Documents, as soon as practicable, and transfer them to its storage facility. 4.7 At a date to be determined, the CA will coordinate a meeting to review the contents of the Escrow Bid Documents containers delivered by the contractor and stored at OC San’s offsite storage facility. In preparation for this meeting, Records Management will request delivery of the box(es) from the storage facility. 4.8 In preparation for the arrival of Bidders for the Meeting, Records Management shall prepare a Bid Documents Review Meeting Attendance Record for record of attendance (sample image below) which will be completed by the representative of each company and all the OC San staff in attendance at the Meeting. OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: ESCROW OF BID DOCUMENTS Escrow of Bid Documents 9 Adopted 02/25/2026 4.9 Using the OC San Escrow Records Storage Facility Transfer Request & Tracking form (Form) (sample image below) previously prepared for each Bidder’s Escrow Bid Documents, OC San Staff/Contractor will open and review the contents of the box together at OC San. Each Bidder must sign the Document Review Meeting section of the Form applicable to their documents for this meeting. 4.10 After OC San approves of the documentation in the Bidders’ Escrow Bid Documents, OC San Records Management will arrange for the return of the box to the document storage facility. OC ~SAN ORANGE COUNTY SANITATION DISTRICT Bid Documents Review Meeting F==•~'~"'co PROJECT NO. P1-105 HEAOWORl(S REHABIUTATION AT PLANT I --------------- -~------------- ~--------------- , ______________ _ ~-------------- "''"~------------- ,..,... _____________ _ , ______________ _ ,..,... _____________ _ , ______________ _ QC San Escrow Records Storage Transfer Request & Tracking ~-------~ 11 1 Offsite Storage Location & Tracking Date:03119/2024 Project Number and Name: 2-49, Taft Branch Improvements Contractor: James W. Fowler Co. Barcode: Requeslor: Diane Marzano Division Name and Number: Contracts 230 Meetlnnnransactinn Dale TransactlonlActlvi"' Authorization SI natures Original Records Intake Intake of Escrow Bid Contracior RepreseNadve Prinl Name 03-19-2024111:00a.m. Documents Meeting Date ____ _ Document Review Meeting {IIApplicable) Date& Tme: 03-19-2024/11:00e.m. Date ____ _ Storage Intake Approved By OCS..ReawdsManagemn Escrow Bid Documents SentOffsite Escrow Bid Oocumeots Retfieval&Review D cnecknereifif1Vef11oryof recoras(Contractsaocument} aaaea10s1orageconta1ner Release of Escrow Bid Documents Meeting Storage eeangulApp(OVed By OCS..Reco!OsManagemenl RecordsMana9ementPrin!Name RecordsManagementPrio1Name R8COfdsManagementSignature ContraciorRepresen1a11v9Prtn4N1me ContraciorRepresen1s1fv9Sign;>ture Contracior Represen1aliv<, Pml Name Date e.euno,utDate ).fflX 8AR CODE HERE Comments/Notes Information Recorded on Escrow Inventory Information Recorded on Escrow Inventory If applicable, escrow records inspected by contractor(s) and OC San staff. Documents not officially released and will be resealed and sent backoffsite. Detesentoftsite Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: ESCROW OF BID DOCUMENTS Escrow of Bid Documents 10 Adopted 02/25/2026 5.0 AFTER CONTRACT AWARD 5.1 Following the Award of the Contract, OC San will return the Escrow Bid Documents to the unsuccessful Bidder(s) at a meeting to be scheduled by the CA at the convenience of all parties. In preparation of the meeting, Records Management will request the box(es) from offsite storage and prepare the Release of Escrow Bid Documents Record of Receipt (sample image below). As appropriate, all parties will complete this Record of Receipt at the meeting, obtaining all of the required signatures. 6.0 AFTER PROJECT COMPLETION 6.1 Following the completion of the project, OC San will return the Escrowed Bid Documents to the successful Bidder (awarded contractor) at a meeting OC ~SAN ORANGE COUNTY SANITATION DISTRICT OC ~SAN ORANGE COUNTY SANITATION OISTRICT RECORD OF RECEIPT FOR: Release of Escrow Bid Documents July 26, 2021 - 7:30 a.m. Kiewit Infrastructure West Co. CONlRACT NO. P2-98A A-SIDE PRIMARY CLARIFIERS REPLACEMENT AT PLANT NO. 2 QC San Requester: GRM Bar Code: (NUMBER OF BOXES: 1) Documents Returned To Ludwig Lapus 003927536 Name" _____________________ _ Company Kiewit Inrrastructure west Co Address _____________________ _ Telephone· ____________________ _ Email _____________________ _ Signature ____________________ _ Documents Released By QC San Board Services (Records Management): Name: _____________________ _ Company Orange County Sanitation District Address 18480 Band.lier Circld, Fountain Valley CA 92708 Telephone: ____________________ _ Email: _____________________ _ Signature ____________________ _ Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL SUBJECT: ESCROW OF BID DOCUMENTS Escrow of Bid Documents 11 Adopted 02/25/2026 to be scheduled by the CA at the convenience of all parties. In preparation of the meeting, OC San Records Management will prepare the Release of Escrow Bid Documents Record of Receipt (sample image above). As appropriate, all parties will complete this Record of Receipt at the meeting, obtaining all of the required signatures. A copy of the completed Release of Escrow Bid Documents Record of Receipt will be provided to the Contractor and CA. The Original documents will be maintained by OC Records Management. 7.0 EXCEPTIONS 7.1 In the event of a bid protest or other problem with the apparent low bid, the CA will contact the third and perhaps fourth apparent low Bidders and complete the required steps of this Procedure above. 7.2 For Design-Build (DB) Projects, only the Proposal Documents of the successful proposer will be escrowed, after the award of the contract by the Board of Directors. OC ~SAN ORANGE COUNTY SANITATION DISTRICT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 13.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Digitization of Records 1 Adopted 02-25-2026 1.0 POLICY OBJECTIVES AND BACKGROUND 1.1 The Orange County Sanitation District (OC San) has identified the following objectives for digitizing records: 1.1.1 Provide online access to OC San records 1.1.2 Make digitized material and metadata available 1.1.3 Advance the preservation of records by reducing wear and tear on the originals 1.1.4 Maintain a reduction in paper 1.2 To ensure that users have the ability to access digitized records, OC San has implemented an Electronic Content Management System (ECMS) (Laserfiche) which will be made available via SharePoint and on ocsan.gov, as well as a desktop application for designated staff members. Utilizing this management system ensures the authenticity, reliability, usability, and integrity of the digital copies. 1.3 The implementation of a paper reduced environment, including the incorporation of the ECMS and implementation of a fully digital process to reduce the use of paper is a continued goal in the General Manager’s Work Plan. 1.4 OC San is pursuing a reduction in paper in the office environment. Digitization provides a means for preserving at-risk physical materials (including paper documents, maps, photos, etc.) as well as providing greater accessibility and security for those documents. To the extent practicable, OC San promotes electronic systems, electronic records, and paperless transactions to support OC San’s transition to electronic government and enhanced transparency. 1.5 Digitization refers to the process that includes the following activities: 1.5.1 Identifying, selecting, and documenting physical materials for digitization; 1.5.2 Preparing physical materials for scanning (including locating, preserving, gathering, reviewing, and organizing for access; and screening for suitability to be digitized); I' 6 SAN "-ORAHOE COUNTY IAMJATIO+,I OISTJUCT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 13.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Digitization of Records 2 Adopted 02-25-2026 1.5.3 Collecting basic descriptive and technical metadata sufficient to allow retrieval and management of the digital copies and to provide basic contextual information for the user; 1.5.4 Scanning the physical materials (also referred to as digital conversion), re-filing, or disposing; 1.5.5 Quality control (validation) of digital copies and metadata; 1.5.6 Providing access to reliable and authentic copies for business purposes to internal users as well as the public; and 1.5.7 Maintaining digital copies and metadata. 2.0 POLICY RESPONSIBILITY 2.1 The Clerk of the Board (Custodian of Records) and the Board Services and Information Technology (IT) Divisions have overall responsibility for this policy. The OC San Board of Directors adopts this policy, IT manages the ECMS, and the Custodian of Records implements and oversees this policy on behalf of the Board of Directors. 3.0 APPLICABILITY 3.1 This policy provides guidance and requirements for digitizing physical media. 3.2 This policy applies to all records of physical materials being considered for digitization. These records fall into three categories: 3.2.1 Vital or Historical Records with permanent or life of organization retention; 3.2.2 Inactive records that have not met their retention schedule (especially records that are voluminous or have a long retention schedule) and are not regularly accessed. These may be considered for digitization due to constraints of physical storage space or costs of maintaining the physical I' 6 SAN "-ORAHOE COUNTY IAMJATIO+,I OISTJUCT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 13.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Digitization of Records 3 Adopted 02-25-2026 record collection; and 3.2.3 Active records that are initially produced in paper or similar physical media as part of the business process, e.g., requiring a physical signature, and are regularly accessed for a continuing business purpose. Digitization may provide for access among multiple users across multiple locations. 4.0 TERMS AND DEFINITIONS 4.1 As used in this policy, the following terms and definitions apply: 4.1.1 Custodian of Records: The custodian of records for OC San is the Clerk of the Board. 4.1.2 Digitization: The act of scanning an analog document into digital form, as well as the series of activities that results in a digital copy being made available to end users via the intranet, internet, or other means for a sustained length of time. 4.1.3 Electronic Content Management System (ECMS): Computerized/digital means for collecting, organizing, and categorizing information to facilitate its preservation, retrieval, use, and disposition. 4.1.4 Electronic Signature: A method of signing an electronic document that identifies and authenticates a particular person as the source of the signature and indicates such person’s intent to sign the document. 4.1.5 Office of Record: The Department/Division that, by definition of its mission or function, has primary responsibility for maintenance and retention of the record. 5.0 POLICY GOAL AND CONSIDERATIONS 5.1 The goal of this policy is to expand public and internal access to important vital, historical, and long-term documents through digitization. OC San does not require all records in physical media be digitized unless they are at risk I' 6 SAN "-ORAHOE COUNTY IAMJATIO+,I OISTJUCT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 13.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Digitization of Records 4 Adopted 02-25-2026 of damage or destruction, which may result in the loss of the record. However, based upon business analysis by the Office of Record and Custodian of Records, digitization may be an effective way to maintain and manage a record collection that exists only in physical media form. 5.2 Before undertaking a digitization project, the Office of Record should consider the following: A.Volume of the record collection; B.Cost to digitize (budgeted in each Department/Division); C.Need/Demand for availability (sharing) of the documents;D.Quality of the originals (including handwritten notes, degradation oforiginal medium, etc.); andE.Need to preserve the originals after digitization for historical or other purposes. 5.3 The legal validity of electronic signatures in the context of electronic transactions (i.e., actions between two or more persons relating to the conduct of business, consumer, commercial, or governmental affairs) must be well-recognized and approved by the Secretary of State of California. 6.0 POLICY EXCEPTIONS 6.1 Exceptions to this policy may be necessary based on legitimate business needs, legal, or compliance requirements. Any exceptions must be documented, reviewed, and approved by the Custodian of Records, Management, and General Counsel. 6.2 This policy guidance does not apply when the digitization is merely to provide a reference or convenience copy in limited circumstances, i.e., a single document rather than conversion of an entire collection for purposes of lifecycle management. I' 6 SAN "-ORAHOE COUNTY IAMJATIO+,I OISTJUCT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 13.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Digitization of Records 5 Adopted 02-25-2026 7.0 RESPONSIBILITES 7.1 Board Services Division: Coordinates the overall Program. Provides guidance and assistance to all OC San Departments/Divisions with lifecycle management and coordinates required records reviews, evaluations, and reports. 7.2 Reprographic Center: Provides digitization/scanning services to the Office of Record for their paper document record collections. For larger projects, the need for additional services may be required. 7.3 Managers/Supervisors: Effectively manage information assets within their area of responsibility in a consistent manner to ensure the integrity, security, and availability of information assets. Managers/Supervisors are also responsible, through their organization, for documenting a digitization plan that ensures their digitization projects meet the requirements of this policy. 8.0 STANDARDS AND PROCEDURES 8.1 The Office of Record, under the direction of the Custodian of Records, must develop a digitization plan to meet the following requirements: 8.1.1 Authorization. Digital Records may be maintained as the only copy of a record if approved by General Counsel and the Board of Directors, as may be required, following the laws of California. They are viewed as being functionally equivalent to the original paper version if the intent to preserve the document only in digital form is documented and authorized by the Custodian of Records and General Counsel. Once approved, this authorization and notation must be included in the Records Retention Schedule. 8.1.2 Document Preparation. This includes a review of the documents to be digitized to ensure that digitization will not compromise the readability of the content. This is particularly important for documents that include “marginalia” (handwritten notes or additions to the content of the document). Moreover, an inventory of the records must be prepared, especially in instances where the actual digitization is performed by someone else. Finally, in some I' 6 SAN "-ORAHOE COUNTY IAMJATIO+,I OISTJUCT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 13.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Digitization of Records 6 Adopted 02-25-2026 instances, a clean copy may be necessary if the original paper has been degraded to the point that, in its original form, a valid digital copy would not be possible. 8.1.3 Digitization. As part of the actual digitization process, a single scanned image type (see list below) must be chosen for the records. Consideration must be given to the ability of a particular scanned image type to be searched. In addition, a consistent set of metadata should be incorporated into the scanned image to assist in organizing and managing the digital collection. “Scanned image” types include: a)gif – graphics interchange format;b)tiff – tagged image file format;c)biif – basic image interchange format; d)png – portable network graphics; or e)pdf – portable document format. 8.1.4 Validation. Throughout the digitization process, the scanned images must be validated to ensure that a clean, readable image has been produced, that the content of the document set is the same as the original (number of pages), and that the metadata attached is accurate. The Office of Record may choose to do an initial series of documents as a test case. If so, choose a sample that will cover the range of quality and other attributes of the originals, e.g., differing font sizes or layouts. It is recommended that every scanned image be validated; however, if the original documents are of highly consistent quality, format, and content, sampling validation may be appropriate. 8.1.5 Disposition of Originals. Once the records have been digitized and validated, the paper original may be destroyed as long as the destruction is documented as part of the digitization plan, in accordance with the Records Retention Schedule, and has been authorized by the Office of Record, Supervisor, Manager, Executive Director, General Counsel, and the Custodian of Records. Special consideration must be given to physical records with content of historical value. OC San’s Custodian of Records can provide assistance and guidance to Departments/Divisions in determining the historical value of original physical media records. I' 6 SAN "-ORAHOE COUNTY IAMJATIO+,I OISTJUCT Orange County Sanitation District RECORDS MANAGEMENT Procedure Number: 13.0 Effective Date: 02/25/2026 Supersedes: 12/18/2024 Approved by: OC San Board of Directors Digitization of Records 7 Adopted 02-25-2026 8.1.6 Digital Storage. The ECMS (Laserfiche), designated for maintenance and management of OC San’s digital records, meets integrity, security, and availability requirements. Using Laserfiche for digital records is preferred because this system prevents manipulation and unauthorized deletion of the scanned images and provides enhanced security and permission restrictions to aid management of the digital collection. In addition, OC San uses Restorvault which allows the Laserfiche application to meet the definition of a trusted system. The State of California defines a trusted system as, “a combination of techniques, policies, and procedures for which there is no plausible scenario in which a document retrieved from or reproduced by the system could differ substantially from the document that is originally stored”. (Source: California Government Code §12168.7(c)) 9.0 PERFORMANCE & MONITORING 9.1 The Custodian of Records and IT Division are responsible for the performance standards and monitoring plans contained in this policy. 9.2 Performance Standards 9.2.1 Cost effectiveness of digitization projects: 9.2.1.1 Increased availability of OC San records to the public and appropriate personnel with a need for access. 9.2.1.2 Reduced risk of damage or inaccessibility to OC San records currently maintained in paper format. 9.3 Monitoring Plans 9.3.1 Sampling and validating digitized collections for integrity, security, and availability. 9.3.1.1 Scheduling (for retention) and reviewing the ECMS used to maintain digitized collections. I' 6 SAN "-ORAHOE COUNTY IAMJATIO+,I OISTJUCT ADMINISTRATION COMMITTEE Agenda Report Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 File #:2025-4634 Agenda Date:2/11/2026 Agenda Item No:3. FROM:Robert Thompson, General Manager Originator: Lorenzo Tyner, Assistant General Manager SUBJECT: THICKENING AND DEWATERING BUILDING HVAC REPLACEMENT AT PLANT NO. 1 GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Recommend to the Board of Directors to: A. Approve a Purchase Order Contract and a Master Turnkey Agreement with Trane U.S. Inc. for HVAC replacement at the Thickening and Dewatering Building at Plant No. 1, using the OMNIA Partners (formerly National IPA) Cooperative Contract No. 3341 for a total amount not to exceed $546,525; and B. Approve a contingency of $54,652 (10%). BACKGROUND The Orange County Sanitation District (OC San) Thickening and Dewatering building is critical to the solids processing operation at the plant. It houses sensitive electrical equipment that requires climate and humidity control for reliable operation. RELEVANT STANDARDS ·Ensure the public’s money is wisely spent ·Participate in local, state, and national cooperative purchasing programs ·Maintain a proactive asset management program PROBLEM The original HVAC equipment was designed with stainless steel material due to the environment in which it operates. Due to the rigidity of stainless steel, the microtubing in the condenser unit is showing cracks and exhibiting premature failure. Contributing to the failure is the lack of vibration- isolation pads, which were not part of the original design and were not installed during construction. Excessive vibration is adding to the microtubing failures. Facilities Maintenance is facing long material lead times for microtubing replacement, which limits unit capacity and prevents them from keeping up with existing cooling load requirements. Orange County Sanitation District Printed on 2/3/2026Page 1 of 2 OC6SAN ORANGE COUNTY SANITATION DISTRICT File #:2025-4634 Agenda Date:2/11/2026 Agenda Item No:3. PROPOSED SOLUTION Staff recommends approving a Purchase Order Contract and Master Turnkey Agreement with Trane U.S.Inc.This project will replace the existing HVAC system with a like-for-like replacement,which will meet current load calculations.Epoxy coated copper material will replace stainless steel and vibration isolation pads will be installed in the new equipment to rectify the issue with material and vibration. TIMING CONCERNS Delaying the replacement of the equipment will continue to compromise its operability and reliability. RAMIFICATIONS OF NOT TAKING ACTION The equipment housed in the Thickening and Dewatering building will be exposed to an uncontrolled environment risking failure and inability process solids. PRIOR COMMITTEE/BOARD ACTIONS N/A ADDITIONAL INFORMATION OC San has previously utilized a cooperative contract through OMNIA Partners (formerly National IPA &U.S.Communities).This is the largest cooperative purchasing organization for public sector procurement.The collective buying power of unified purchasing cooperatives typically delivers value and savings for public agencies nationwide.OC San requested a single quote from Trane U.S.Inc. for this cooperative agreement totaling $546,525. CEQA N/A FINANCIAL CONSIDERATIONS This request complies with the authority levels of OC San’s Purchasing Ordinance.This item has been budgeted (Budget Update FY 2025-26,Page 23,Repairs &Maintenance),and the budget is sufficient for the recommended action. ATTACHMENT The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: ·Master Turnkey Agreement Orange County Sanitation District Printed on 2/3/2026Page 2 of 2 powered by Legistar™ Master Turnkey Agreement © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 1 of 20 Orange County Sanitation District and Trane This Master Turnkey Agreement (this “Agreement”) is made as of the XX Day of XX 2025 (“Effective Date”) by and between Trane U.S. Inc., (hereinafter referred to as “Contractor” or “Trane”) and Orange County Sanitation District whose principal office is located at 18480 Bandilier Circle Fountain Valley, CA 92708 (hereinafter referred to as “Customer”). RECITALS WHEREAS, Contractor is in the business of manufacturing, installing, commissioning and maintaining certain HVAC and other equipment and/or services. Customer desires to utilize Contractor to furnish installation services at one or more sites as defined in a Work Order to be issued pursuant hereto; and WHEREAS, Contractor has agreed to perform the work and services pursuant to the Racine County, WI, Contract Number 3341 entitled “HVAC Products, Installation, Labor Based Solutions, and Related Products and Services” made available for piggybacking through OMNIA Partners, Public Sector (the “Piggyback Contract”) ; and WHEREAS, Contractor and Customer have agreed to enter into this Agreement to set forth the terms and conditions for Contractor’s construction services at Customer’s facilities as defined in one or more Work Orders (hereinafter the “Work”) to be executed hereunder. This Agreement provides the standard terms and conditions that will apply with respect to each Work Order and Customer Project. Pursuant to individual Work Orders issued pursuant and subject to this Agreement, a form of which Work Order is attached hereto as Exhibit A, Contractor and Customer will set forth their specific agreement with respect to certain additional contractual terms for each Customer Project, including price, schedule for completion, and scope of the Work to be performed by Contractor pursuant to the Work Order. NOW, THEREFORE, in consideration of the foregoing and the mutual covenants contained herein, the parties agree as follows: Definitions. As used throughout the Contract Documents, the following terms when capitalized shall have the designated meanings and other terms used herein but not defined below shall have the meanings ascribed to them throughout this Agreement: “Applicable Laws” means all laws, building codes, rules, regulations, or orders of any federal, state, county, local, or other governmental body, agency or other authority having jurisdiction over the Site, or the performance of the Work at the Site, as may be in effect from time to time. “Certificate of Final Completion” means the form of Certificate of Final Completion attached hereto as Exhibit E-2. “Certificate of Substantial Completion” means the form of Certificate of Substantial Completion attached hereto as Exhibit E-1. “Completion Date” (or the plural thereof) means the dates specified in the Work Order for Contractor’s achievement of Substantial Completion and/or Final Completion, subject to any extensions thereof as provided in this Agreement. “Contract Documents” refers to, collectively, this Agreement, any Work Order mutually executed pursuant to this Agreement, any Change Orders issued hereunder and all plans, specifications, and addenda, and the Piggyback Contract. “Contract Time” means the amount of time specified in each Work Order for the full and complete performance of the Work that is the subject of each Work Order. • TRANE. Master Turnkey Agreement © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 2 of 20 “Customer Project” means the entirety of the Work to be performed by Contractor under this Agreement and the applicable Work Order. “Day” as used in the Contract Documents shall mean calendar day unless otherwise specifically stated. “Final Completion” means the full completion of the Work as required by the Contract Documents, as evidenced by Contractor’s written acceptance of the completed Work in accordance with the provisions of Section 2.06 of this Subcontract. “Premises” or “Site” means the building, office space, business location, or other location where the Work is to be performed or furnished that is the subject of a Work Order, as more fully described in Attachment C to the applicable Work Order. “Contract Price” means the lump sum amount specified in each Work Order that is payable by Customer to Contractor in consideration for the performance of the Work as described in of each Work Order. Contract Price shall also include other compensation to be paid to Contractor in consideration of the Work, including but not limited to agreed-upon unit prices. “Contract Time” means the period of time, including authorized adjustments, allotted for Subcontractor to achieve Substantial Completion of the Work by the Substantial Completion date specified on the Work Order. “Substantial Completion” means the stage in the progress of the Work when the Work is sufficiently complete so that Owner can occupy or utilize the Work for its intended use. “Work” or the “Services” means the complete performance of the scope of Work specified in the Work Order at the Site and includes all labor necessary to produce, furnish, and/or install such services, all materials, fabrications, assemblies, and equipment (excluding Contractor supplied equipment) incorporated or to be incorporated in such Work, except as specifically set forth in an applicable Work Order. “Work Order” means the document mutually executed by the parties that sets forth Contractor’s and Customer’s specific agreement with respect to terms that are unique for the Work to be performed, substantially in the form of the sample form of the Work Order attached hereto as Exhibit A. The Work Order shall be executed by both Contractor and Customer. Words and abbreviations that have well-known technical or trade meanings are used in the Contract Documents in accordance with such recognized meanings. ARTICLE 1 - THE SERVICES AND COMPENSATION Section 1.01 Work Orders. For each Customer Project for which Contractor is to perform Work, Contractor and Customer shall execute a Work Order. Section 1.01. Contract Price. Subject to the terms and conditions hereof, as payment for Trane’s performance and furnishing of the Services (as defined below) at the Premises identified in Attachment C to the applicable Work Order, Customer shall pay or cause to be paid to Trane, in accordance with the dates and amounts on Attachment A to the applicable Work Order pursuant to Section 1.04, the sum of Five Hundred Forty Six Thousand Five Hundred Twenty Five dollars ($546,525.00) Unless otherwise provided in the applicable Work Order, the Contract Price excludes all sales, consumer, use and similar taxes (excluding income taxes) for the Services. It is understood that pricing shall be based pursuant to the Piggyback Contract subject to adjustments that may be necessary for the payment of prevailing wages pursuant to Section 7.13 below. The Piggyback Contract is hereby incorporated in its entirely by this reference, provided that the terms of this Agreement and any Work Order and Change Order under this Agreement shall take precedence in the event of any conflict between this Agreement and the provisions of the Piggyback Contract. • TRANE. Master Turnkey Agreement © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 3 of 20 Section 1.02. The Services and Exclusions. No later than 260 working days after the date of Contract Execution, Trane shall have designed and substantially completed installation of the equipment and performance of the work and services described in Attachment B to the applicable Work Order (hereinafter, collectively, the “Work” or the “Services”). Trane’s obligation hereunder is limited to the Services as defined herein. Excluded from the Services are any modifications or alterations to the Premises (not expressly included within the Services as defined) that may be required by operation of the Americans With Disabilities Act or any other law or building code(s). Section 1.03. Construction Procedures and Changes to Services. Trane shall supervise and direct the Services using its best skill and attention. Trane shall have exclusive control over construction means, methods, techniques, sequences and procedures. Trane shall at all times have the right to replace, delete or substantially alter any item of equipment or part of the Services, correct any work, or revise any procedures included in this Agreement, provided, however, that Trane shall obtain Customer’s prior consent to substantial deviations from the original scope of Services, said consent not to be reasonably withheld or delayed. Section 1.04. Payment Terms. Customer shall pay Trane or cause Trane to be paid for the Services as follows: (a) Initial Payment: Upon execution hereof, 15% of the Contract Price (for engineering, drafting and other mobilization costs incurred prior to on-site installation) shall be due; and (b) Progress and Final Payments: Trane will invoice in accordance with Exhibit A for all materials and equipment delivered to the Premises (or, as applicable, to an off-site storage facility) and for all installation, labor and services performed during the billing period; Customer shall pay all amounts due net thirty (30) days of the itemized invoice for work completed and any invoice not paid within thirty (30) calendar days of its date shall be past due. Section 1.05. Substantial Completion and Final Completion. (a) Substantial Completion. When Trane considers that the Services, or a portion thereof, are substantially complete, Trane will submit to Customer a proposed “punch list” listing items of the Services to be completed prior to final completion. Customer and Trane shall inspect the Services (or portion thereof) to determine if the same is substantially complete. (Substantial Completion is defined as the stage in the progress of the Services (or designated portion thereof) when the Services are sufficiently complete so that Customer can occupy or utilize the Services for its intended use.) Customer and Trane shall add to the punch list any item of work that has not been completed. When the Services (or designated portion thereof) are substantially complete, Customer and Trane shall execute a Certificate of Substantial Completion in the form of Exhibit D.1, setting forth the date of Substantial Completion and shall state the date by which Trane shall complete the items of work included on the punch list. (b) Final Completion. Upon Customer’s receipt of written notice from Trane that the installation work included in the Services is ready for final inspection and acceptance, Customer and Trane shall inspect the installation work and determine whether the same has been performed in accordance with this Agreement. If Customer considers the installation work to have been performed in accordance with this Agreement, Customer shall issue a Certificate of Final Completion and Acceptance, substantially in the form attached hereto as Exhibit D.2, to be executed by an authorized representative of Customer. In the event Trane presents a Certificate of Final Completion and Acceptance to Customer for execution and, within fourteen (14) calendar days from the date noted in the Certificate as the date of such presentation, Customer fails to deliver an executed original of the Certificate to Trane and does not provide to Trane written objections to issuance of the Certificate, providing specific facts as to why the Services have not been finally completed, the Date of Final Completion shall be the date noted in the Certificate as the date the Certificate was submitted to Customer. Section 1.06. Delays. If Trane is delayed in the commencement or completion of any part of the Services due to events beyond Trane’s control (including, but not limited to, fire, flood, labor disputes, unusual delays in deliveries, • TRANE. Master Turnkey Agreement © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 4 of 20 unavoidable casualties, abnormal adverse weather, and acts of God), or due to Customer’s action(s) or failure to perform its obligations under this Agreement or to cooperate with Trane in the timely performance of the Services, then Trane will notify Customer in writing of the existence, extent of, and reason(s) for such delay(s). Trane and Customer shall extend the contract time and/or increase the Contract Price by Change Order for such reasonable time and/or amount as they shall agree. Section 1.07. Equipment Location and Access. Customer shall provide, without charge, a mutually satisfactory location or locations for the installation and operation of the equipment and the performance of the installation work, including sufficient areas for staging, mobilization, and storage. Customer shall provide access to the Premises for Trane and its contractors or subcontractors during regular business hours, or such other hours as may be requested by Trane and acceptable to Customer, to install, adjust, inspect, and correct the installation work. Trane’s access to correct any emergency condition shall not be restricted by Customer. Section 1.08. Permits and Governmental Fees. Trane shall secure (with Customer’s assistance) and pay for building and other permits and governmental fees, licenses, and inspections necessary for proper performance and completion of the installation work and which are legally required when bids from Trane’s subcontractors are received, negotiations thereon concluded, or the effective date of a relevant Change Order, whichever is later. Customer is responsible for necessary approvals, easements, assessments and charges for construction, use or occupancy of permanent structures or for permanent changes to existing facilities. Section 1.09. Utilities During Construction. At no cost to Trane, Customer shall provide and pay for water, heat, and utilities consumed by Trane during performance of the Services hereunder. Trane shall install and pay the cost of any temporary facilities not already in existence, which will be required during construction for accessing such water, heat, and utilities. Section 1.10. Concealed or Unknown Conditions. In the performance of the installation work, if Trane encounters conditions at the Premises that are (i) subsurface or otherwise concealed physical conditions that differ materially from those indicated on the drawings or (ii) unknown physical conditions of an unusual nature that differ materially from those conditions ordinarily found to exist and generally recognized as inherent in construction activities of the type and character as the installation work, Trane shall notify Customer of such conditions as promptly as practicable, prior to significantly disturbing the same. If such conditions differ materially and cause an increase in Trane’s cost of, or time required for, performance of any part of the Services, Trane shall be entitled to, and Customer shall consent by Change Order to, an equitable adjustment in the Contract Price, Contract Time, or both. Section 1.11. Damage to Equipment; Casualty or Condemnation of Premises. (a) If any fire, flood, other casualty, or condemnation renders a majority of the Premises incapable of being occupied and the affected portion is not reconstructed or restored within ninety (90) days from the date of such casualty or condemnation, Trane may terminate this Agreement by delivery of a written notice to Customer, whereupon both parties shall have no further liability to each other, subject to Customer’s obligation to pay to Trane for all parts of the Services, equipment and material furnished to the date of termination, including any specially manufactured or non-stock items, whether in production or delivered. (b) If any significant item of equipment is irreparably damaged by Customer, its employees, agents or invitees, or is destroyed or stolen, and if Customer fails to repair or replace said item within a reasonable period of time, Trane may terminate this Agreement by delivery of a written notice to Customer, whereupon both parties shall have no further liability to each other, subject to Customer’s obligation to pay to Trane for all parts of the Services, equipment and material furnished to the date of termination, including any specially manufactured or non-stock items, whether in production or delivered. Any such termination shall not be considered any Event of Default on the part of either party. Section 1.12. Changes to the Services. (a) Customer, by written Change Order, may request that Trane perform work in addition to the Services. Trane shall be obligated to perform such additional work only pursuant to a • TRANE. Master Turnkey Agreement © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 5 of 20 Change Order agreed to and executed by Customer and Trane. The Change Order shall reflect the parties’ agreement with respect to the scope of the additional work, the amount of any adjustment in the Contract Price, and the extent of any adjustment in the contract time. (b) If a Change Order provides for an adjustment to the Contract Price, such adjustment shall be based on one of the following methods: (1) A lump sum agreed to by Customer and Trane; (2) Unit prices set forth in this Agreement or subsequently agreed to; or (3) Cost of the work ordered plus a fee agreed to by the parties. (c) The following types of costs, which listing is not all-inclusive, shall be included in the determination of the cost of the additional work: (1) costs of labor, including social security, old age and unemployment insurance, fringe benefits required by agreement or industry practice or custom, and workers’ compensation insurance; (2) costs of materials, supplies and equipment, including transportation thereof, whether the same is incorporated or consumed in the additional work; (3) the costs of renting machinery and equipment, except hand tools; (4) premium costs for all bonds and insurance, permit or other governmental approval or inspection fees, and sales, use or comparable taxes relating to the additional work; and (5) additional costs of supervision and field office personnel directly attributable to the additional work. Section 1.13. Adjustment to Contract Time. Trane shall be allowed an equitable adjustment in the Contract Time for performance of additional Work that increases the amount of time required to perform the Services. Section 1.14. Allocation to Trane of Tax Deduction under Section 179D of the Internal Revenue Code. For calendar tax year(s) in which (a) the provisions of Section 179D of the Internal Revenue Code are in effect and (b) the qualifying property installed as a part of the Services has been placed in service pursuant to Section 179D, Customer agrees to allocate the tax deduction available under Section 179D solely to Trane pursuant to Section 179D(d)(34) and, upon a written request from Trane, shall provide the written form of allocation to the Customer that is required by the Internal Revenue Service. Section 1.15. Pre-Existing Conditions. Trane is not liable for any claims, damages, losses, or expenses, arising from or related to conditions that existed in, on, or upon the Work site before the Commencement Date of this Agreement (“Pre-Existing Conditions”), including, without limitation, damages, losses, or expenses involving Pre-Existing Conditions of the building envelope, mechanical system, plumbing, and/or indoor air quality issues involving mold and/or fungi. Trane also is not liable for any claims, damages, losses, or expenses, arising from or related to work done by or services provided by individuals or entities that are not employed by or hired by Trane. ARTICLE 2 - CUSTOMER’S OBLIGATIONS Section 2.01. Representations and Warranties of Customer. Customer hereby warrants and represents to Trane that: • TRANE. Master Turnkey Agreement © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 6 of 20 (a) Customer is the legal fee owner of the Premises and/or otherwise has all requisite authority to make the improvements to the Premises that will result from Trane’s performance of the Services; (b) Customer has provided Trane with all records heretofore requested by Trane and the information set forth therein is, and all information in other records to be subsequently provided pursuant to this Agreement will be, true and accurate in all material respects except as may be disclosed to Trane by Customer in writing; (c) Customer has disclosed in writing to Trane the existence and location of all known or suspected asbestos and other hazardous materials on the Premises; and (d) Customer has no knowledge of any facts or circumstances that, but for the passage of time, would materially, adversely affect either party’s ability to perform its respective obligations hereunder and, if Customer is a governmental entity or instrumentality thereof, Customer has complied with all laws and regulations relative to bidding or procurement. Section 2.02. Customer Default. Each of the following events or conditions shall constitute a default by Customer and shall give Trane the right to, without an election of remedies: (a) proceed pursuant to Section 7.01; and/or (b) terminate this Agreement by delivery of written notice declaring termination, upon which event Customer shall be liable to Trane for all Services furnished to date, including any specially manufactured or non-stock items, whether in production or delivered, and any damages sustained by Trane, including lost profit. (1) Any failure by Customer to pay or cause to be paid amounts due Trane more than thirty (30) days after the date of the invoice therefor; (2) Any representation or warranty furnished by Customer in this Agreement is false or misleading in any material respect when made; (3) Any default by Customer under any instrument or agreement related to the financing of all or any part of the Services or equipment hereunder; (4) Any failure by Customer to perform or comply with any material term or condition of this Agreement, including breach of any covenant contained herein, provided that such failure continues for ten (10) days after written notice to Customer demanding that such failure be cured or, if cure cannot be effected in such ten (10) days, Customer fails to promptly begin to cure and diligently proceed to completion thereof; or (5) The commencement of any voluntary or involuntary proceedings in bankruptcy or receivership by or against Customer, Customer shall become insolvent, make a general assignment for the benefit of creditors, or Customer shall fail to pay its debts as and when they become due. ARTICLE 3 - INSURANCE Section 3.01. Trane’s Liability Insurance. Trane shall purchase from and maintain, without interruption from the commencement of the Services until the date of final payment, a Commercial General Liability policy, Worker’s Compensation and Employer’s Liability policy and Commercial Automobile Liability policy, through a company or companies rated A VIII or better by A.M. Best Company. Section 3.02. Customer’s Liability and Property Insurance. (a) Customer shall be responsible for purchasing and maintaining Commercial General Liability Insurance of the type and amount Customer deems necessary and appropriate. (b) Customer shall purchase and maintain until Final Payment property insurance for the installation work in progress at least in an amount equal to the Contract Price, as the same may be adjusted from time to time, for the installation work (including the equipment) on a replacement cost basis with a deductible of no more than $5,000 • TRANE. Master Turnkey Agreement © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 7 of 20 from an insurer reasonably acceptable to Trane. Such property insurance shall include the interests of Customer, Trane, and its subcontractors (at whatever tier) as additional insureds as their interests may appear. The property insurance purchased by Customer shall be on an all-risk policy form. The property insurance shall cover portions of the installation work stored off site after written approval of Customer at the value established in the approval. Customer, for itself and its insurance carriers, hereby waives all rights of subrogation against Trane and any of its subcontractors, agents, employees, and officers with respect to property insurance and any other insurance coverages maintained by Customer. (c) A loss insured under Customer’s property insurance shall be adjusted by Customer’s Insurer as a fiduciary and made payable to Customer as a fiduciary for the insureds, as their respective interests may appear, subject to requirements of any applicable mortgagee clause. Trane shall pay its subcontractors their just shares of insurance proceeds received by Customer and remitted to Trane, and, by appropriate agreements, written where legally required for validity, shall require said subcontractors to make payments to their subcontractors in a similar manner. In its fiduciary role, Customer shall have the power to negotiate and settle a loss with insurers; provided, however, that at least ten (10) days prior to agreeing to the proposed settlement, Customer shall advise the parties in interest in writing of the terms of the same and the parties in interest shall have seven (7) days thereafter to object in writing to the proposed adjustment or settlement; if such objection is made, Customer shall not enter into or agree to the proposed adjustment or settlement and the parties shall proceed pursuant to Section 7.01. Section 3.03. Customer’s Loss of Use/Business Interruption Insurance. Customer may purchase and maintain insurance to protect against loss of use of Customer’s property or business interruption due to fire or other commonly insured hazards, however such fire or hazards may be caused. Customer acknowledges that Trane is not required to purchase or maintain such insurance against the loss of use of Customer’s property or business interruption. CUSTOMER HEREBY WAIVES ALL CLAIMS AND CAUSES OF ACTION IT MAY HAVE AGAINST TRANE AND ANY OF ITS SUBCONTRACTORS, AGENTS, EMPLOYEES, AND OFFICERS FOR LOSS OF USE OF CUSTOMER’S PROPERTY OR BUSINESS INTERRUPTION, WHETHER INSURED OR NOT, INCLUDING CONSEQUENTIAL, INCIDENTAL, SPECIAL, OR OTHER DAMAGES DUE TO SUCH HAZARDS, REGARDLESS OF CAUSE. Section 3.04. Evidence of Insurance. Certificates of insurance acceptable to the Customer and to Trane shall be provided by each party to the other prior to commencement of performance of any Services. Such certificates shall contain a provision that coverages afforded under the policies will not be canceled or allowed to expire until at least thirty (30) days prior written notice has been given to the other party. If any of the insurance coverages are required to remain in force after final payment and are reasonably available, an additional certificate evidencing continuation of such coverage shall be submitted with the final application for payment. Customer’s certificate shall clearly name "Trane U.S. Inc." as an additional insured with an endorsement containing no restrictions or limitations on the policy that do not also apply to the named insured. Neither the procurement nor maintenance of any type of insurance by Customer shall in any way be construed or deemed to limit, waive, or release Customer from any of the obligations and risks of Customer under this Agreement, or to be a limitation on the nature and extent of such obligations and risks. ARTICLE 4 - HAZARDOUS MATERIALS Section 4.01. Asbestos and Hazardous Materials. (a) Trane’s Services and other work in connection with this Agreement expressly exclude any work connected or associated with Hazardous Materials. Hazardous Material means any pollutant, contaminant, toxic or hazardous waste, dangerous substance, potentially dangerous substance, noxious substance, toxic substance, flammable, explosive, radioactive material, urea formaldehyde, foam insulation, asbestos, asbestos-containing materials (“ACM’s”), polychlorinated biphenyl (“PCB”), mold, fungus, bacteria, microbial growth, or other contaminates or airborne biological agents, and any other substances, the removal of which is required, or the manufacture, preparation, production, generation, use, maintenance, treatment, storage, transfer, handling, or ownership of which is restricted, prohibited, regulated, or penalized by any and all federal, state, county, or municipal statutes or laws now or at any time hereafter in effect, including but not limited to, the Comprehensive Environmental Response, Compensation, and Liability Act (42 U.S.C. §§ 9601 et • TRANE. Master Turnkey Agreement © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 8 of 20 seq.), the Hazardous Materials Transportation Act (49 U.S.C. §§ 1801 et seq.), the Resource Conservation and Recovery Act (42 U.S.C. §§ 6901 et seq.), the Federal Water Pollution Control Act (33 U.S.C. §§ 1251 et seq.), the Clean Air Act (42 U.S.C. §§ 7401 et seq.), the Toxic Substances Control Act, as amended (15 U.S.C. §§ 2601 et seq.), and the Occupational Safety and Health Act (29 U.S.C. §§ 651 et seq.), as the laws have been and may be amended and supplemented. (b) Trane shall not be required to perform any identification, abatement, remediation, cleanup, control, or removal of Hazardous Materials. Customer warrants and represents that, except as expressly, and by reference to this Section, set forth in Exhibit B (Scope of Services) or Exhibit C (Description of Premises), there are no Hazardous Materials on the Premises that will in any way affect Trane’s Services and Customer has disclosed to Trane the existence and location of any Hazardous Materials in all areas within which Trane will be performing any part of the Services. The existence or location of any Hazardous Materials that have been so disclosed by Customer to Trane shall be the responsibility of Customer. (c) Should Trane become aware of or suspect the presence of Hazardous Materials, Trane shall have the right to immediately stop work in the affected area and shall notify Customer. Customer will be responsible for taking any and all action necessary to correct the condition in accordance with all applicable laws and regulations. Trane shall be required to resume performance of the Services in the affected area only in the absence of Hazardous Materials or when the affected area has been rendered harmless; if the area has not been or cannot be rendered harmless within thirty (30) days of discovery of the Hazardous Material, Trane may terminate this Agreement and Customer shall be liable to Trane for the Services completed to date of termination and lost profits. Customer shall compensate Trane for any additional costs incurred by Trane as a result of work stoppage, including demobilization and remobilization. Under no circumstances shall Trane be obligated to transport or handle Hazardous Material, to provide any notices to any governmental authority or agency, or to inspect or examine the Premises for the presence of Hazardous Materials. In addition to any other indemnity obligation of Customer to Trane, Customer will indemnify, defend, and hold harmless Trane, its officers, directors, beneficiaries, shareholders, partners, agents, and employees (collectively referred to as “Trane” for purposes of this Article 4) from all fines, suits, procedures, claims and actions of every kind, and all costs associated therewith (including attorneys’ and consultants’ fees) arising out of or in any way connected with ore related to: (1) the presence or any leak, deposit, spill, discharge, or other release or disposal of Hazardous Materials in connection with the performance of this Agreement or the Maintenance Agreement, except to the extent such Hazardous Materials were brought onto the Premises by Trane; and/or (2) Customer’s failure to identify and disclose Hazardous Materials and to fully comply with all federal, state, and local statutes, laws ordinances, codes, rules and regulation now or at any time hereafter in effect regarding Hazardous Materials. Trane shall not have any liability (whether direct or indirect and regardless of cause) relating to or arising from mold, fungus, bacteria, microbial growth, or other contaminates or airborne biological agents. ARTICLE 5 - INDEMNIFICATION AND LIMITATION OF LIABILITY Section 5.01. Indemnification. To the maximum extent permitted by law, Trane and Customer shall indemnify and hold each other harmless from any and all actions, costs, expenses, damages and liabilities, including reasonable attorneys' fees, resulting from death or bodily injury or damage to tangible physical property of the other, to the extent arising out of or resulting from the negligence of their respective employees or other authorized agents in connection with the Premises. However, neither party shall indemnify the other against actions, costs, expenses, damages and liabilities to the extent attributable to the acts or omissions of the other party. If the parties are both at fault hereunder, then any obligation to indemnify shall be proportional to their relative fault. The duty to indemnify will continue in full force and effect, notwithstanding the expiration or early termination of this Agreement, with respect to any claims based on facts or conditions which occurred prior to expiration or termination. Section 5.02. Limitation of Liability. NOTWITHSTANDING ANY PROVISION TO THE CONTRARY, NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR ANY SPECIAL, INCIDENTAL, INDIRECT CONSEQUENTIAL, PUNITIVE, EXEMPLARY DAMAGE (INCLUDING WITHOUT LIMITATION REFRIGERATION LOSS, BUSINESS INTERRUPTION, LOST • TRANE. Master Turnkey Agreement © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 9 of 20 DATA, LOST REVENUE, LOST PROFITS) OR CONTAMINANTS LIABILITIES, EVEN IF A PARTY HAS BEEN ADVISED OF SUCH POSSIBLE DAMAGE OR IF SAME WERE REASONABLY FORESEEABLE AND REGARDLESS OF WHETHER SUCH LIABILITY ARISES FROM BREACH OF CONTRACT, NEGLIGENCE, TORT, WARRANTY, STRICT LIABILITY, PRODUCT LIABILITY, OR ANY OTHER THEORY In no event will Trane’s liability in connection with the provision of products or service or otherwise under this Agreement exceed the entire amount paid to Trane by Customer under this Agreement. Section 5.03. CONTAMINANTS LIABILITY The transmission of COVID-19 may occur in a variety of ways and circumstances, many of the aspects of which are currently not known. HVAC systems, products, services and other offerings have not been tested for their effectiveness in reducing the spread of COVID-19, including through the air in closed environments. IN NO EVENT WILL TRANE BE LIABLE UNDER THIS AGREEMENT OR OTHERWISE FOR ANY INDEMNIFICATION, ACTION OR CLAIM, WHETHER BASED ON WARRANTY, CONTRACT, TORT OR OTHERWISE, FOR ANY BODILY INJURY (INCLUDING DEATH) OR ANY OTHER LIABILITIES, DAMAGES OR COSTS RELATED TO CONTAMINANTS (INCLUCING THE SPREAD, TRANSMISSION, MITIGATION, ELIMINATION, OR CONTAMINATION THEREOF) (COLLECTIVELY, “CONTAMINANTS LIABILITIES”) AND CUSTOMER HEREBY EXPRESSLY RELEASES TRANE FROM ANY SUCH CONTAMINANTS LIABILITIES. ARTICLE 6 - WARRANTY Section 6.01. Workmanship and Equipment Warranty. Trane warrants that, for a period of one year from the date of Final Completion (the “Warranty Period”), Trane-manufactured equipment installed hereunder and the installation work (i) shall be free from defects in material, manufacture, and workmanship and (ii) shall have the capacities and ratings set forth in Trane’s catalogs and bulletins. Trane obligations of equipment start-up, if any are stated in the Proposal, are coterminous with the Warranty period. For Trane-manufactured equipment not installed by Trane the Warranty Period is the lesser of 12 months from initial start-up or 18 months from the date of shipment. Equipment and/or parts that are not manufactured by Trane (“Third-Party Product(s)”) are not warranted by Trane and have such warranties as may be extended by the respective manufacturer. If such defect in Trane-manufactured equipment or the installation work is discovered within the Warranty Period, Trane will correct the defect or furnish replacement equipment (or, at its option, parts therefor) and, if said Trane- manufactured equipment was installed pursuant hereto, labor associated with the replacement of parts or equipment not conforming to this warranty. No liability whatsoever shall attach to Trane until said equipment and Services have been paid for in full and then said liability shall be limited to Trane’s cost to correct the defective equipment or work and/or the purchase price of the equipment shown to be defective. Trane’s warranties expressly exclude any remedy for damage or defect caused by corrosion, erosion, or deterioration, abuse, modifications or repairs not performed by Trane, improper operation, or normal wear and tear under normal usage. Trane shall not be obligated to pay for the cost of lost refrigerant. CUSTOMER UNDERSTANDS THAT COMPANY IS NOT THE MANUFACTURER OF ANY THIRD-PARTY PRODUCT(S) AND ANY WARRANTIES, CLAIMS, STATEMENTS, REPRESENTATIONS, OR SPECIFICATIONS ARE THOSE OF THE THIRD-PARTY MANUFACTURER, NOT COMPANY AND CUSTOMER IS NOT RELYING ON ANY WARRANTIES, CLAIMS, STATEMENTS, REPRESENTATIONS, OR SPECIFICATIONS REGARDING THE THIRD-PARTY PRODUCT THAT MAY BE PROVIDED BY COMPANY OR ITS AFFILIATES, WHETHER ORAL OR WRITTEN. THE WARRANTY AND LIABILITY SET FORTH IN THIS SECTION ARE IN LIEU OF ALL OTHER WARRANTIES AND LIABILITIES, WHETHER IN CONTRACT OR IN NEGLIGENCE, EXPRESS OR IMPLIED, IN LAW OR IN FACT, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR USE OR FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL TRANE BE LIABLE FOR ANY INCIDENTAL, CONSEQUENTIAL (INCLUDING WITHOUT LIMITATION LOST PROFITS), OR PUNITIVE DAMAGES. NO REPRESENTATION OR WARRANTY OF ANY KIND, INCLUDING WARRANTY OF MERCHANTABILITY OR FITNESS FOR PARTICULAR PURPOSE, IS MADE REGARDING PREVENTING, ELIMINATING, REDUCING OR INHIBITING ANY MOLD, FUNGUS, BACTERIA, VIRUS, MICROBIAL GROWTH, OR ANY OTHER CONTAMINANTS (INCLUDING COVID-19 OR ANY SIMILAR VIRUS) (COLLECTIVELY, “CONTAMINANTS”), WHETHER INVOLVING OR IN CONNECTION WITH EQUIPMENT, ANY COMPONENT THEREOF, SERVICES OR OTHERWISE. IN NO EVENT SHALL TRANE HAVE ANY LIABILITY FOR THE • TRANE. Master Turnkey Agreement © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 10 of 20 PREVENTION, ELIMINATION, REDUCTION OR INHIBITION OF THE GROWTH OR SPREAD OF SUCH CONTAMINANTS INVOLVING OR IN CONNECTION WITH ANY EQUIPMENT, THIRD-PARTY PRODUCT, OR ANY COMPONENT THEREOF, SERVICES OR OTHERWISE AND CUSTOMER HEREBY SPECIFICALLY ACKNOWLDGES AND AGREES THERETO. ARTICLE 7 - GENERAL PROVISIONS Section 7.01. Notices and Changes of Address. All notices to be given by either party to the other shall be in writing and must be either delivered or mailed by registered or certified mail, return receipt requested, addressed as follows: If to Trane: Trane U.S. Inc. If to Customer: Orange County Sanitation District 3253 E. Imperial Hwy. 18480 Bandilier Circle Brea, CA 92821 Fountain Valley, CA 92708 Attention: Brad Donnelly Attention: Donald Herrera or such other addresses as either party may hereinafter designate by notice to the other. Notices are deemed delivered or given and become effective upon mailing if mailed as aforesaid and upon actual receipt if otherwise delivered. All notices or other communications under this Agreement shall be in writing and may be delivered in person, or may be sent by receipted courier, facsimile transmission, express mail, e-mail, or postage prepaid certified or registered mail, addressed to the party for whom it is intended, at the addresses set forth in this Agreement. Either party may change its address for notice by giving written notice to the other party of the change. Any notice or other communication shall be deemed given no later than the date actually received. Notice by courier, express mail, certified mail, or registered mail shall be deemed given on the date it is officially recorded as delivered by return receipt or equivalent and, in the absence of such record of delivery, it shall be rebuttably presumed to have been delivered on the third business day after it was deposited, first-class postage prepaid, in the mails. Notices sent by fax or e-mail shall require tangible confirmation of receipt from the person to whom addressed. Section 7.02. Assignment. Customer may not assign, transfer, or convey this Agreement, or any part hereof, or its right, title or interest herein, without the written consent of Trane. Subject to the foregoing, this Agreement shall be binding upon and inure to the benefit of Customer’s successors and assigns. Section 7.03. Applicable Law and Jurisdiction. This Agreement is made and shall be interpreted and enforced in accordance with the laws of the state in which the Services are to be performed. Customer hereby submits to the personal jurisdiction of the courts of the state and of the United States District Court in such state in which the Services are to be performed and to being sued in such jurisdiction. Section 7.04. Term of Agreement. The term (“Term”) of this Agreement shall commence as of the date on the effective Notice to Proceed and shall end upon final completion of the Services, provided, however, that the warranty obligation set forth in Article 6 shall survive expiration of the Term. Section 7.05. Complete Agreement. This Agreement and the Exhibits attached hereto, together with any documents expressly incorporated herein by reference, shall constitute the entire Agreement between both parties regarding the subject matter hereof. This Agreement may not be amended, modified or terminated except by a writing signed by the parties hereto. Section 7.06. Further Documents. The parties shall timely execute and deliver all documents and perform all further acts that may be reasonably necessary to effectuate the provisions of this Agreement. Section 7.07. Exhibits. The following Exhibits are attached hereto and incorporated herein by this reference: Exhibit A: Payment Schedule Exhibit B: Scope of Services Exhibit C: Description of Premises • TRANE. Master Turnkey Agreement © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 11 of 20 Exhibit D.1: Certificate of Substantial Completion Exhibit D.2: Certificate of Final Completion and Acceptance Section 7.08. Force Majeure. Trane shall not be considered to be in default hereunder when a failure of performance is due to an Event of Force Majeure. An "Event of Force Majeure" shall mean any cause beyond the control of Trane. Without limiting the foregoing, “Event of Force Majeure” includes: acts of God; acts of the public enemy; flood, earthquake, tornado, storm, fire; civil disobedience, labor disputes, labor or material shortages, or sabotage; restraint by court order or public authority (whether valid or invalid), and action or non-action by or inability to obtain or keep in force the necessary governmental authorizations, permits, licenses, certificates or approvals if not caused by the fault of Trane. If Trane is rendered unable to fulfill any of its obligations under this Agreement by reason of an Event of Force Majeure, it shall give prompt written notice of such fact to Customer and Trane’s obligations shall be suspended until removal of the Event of Force Majeure. Section 7.09. Execution and Counterparts. This Agreement and any amendment may be executed by the parties individually or in any combination, in one or more counterparts, each of which shall be an original and all of which together shall constitute one and the same instrument. Execution and delivery of this Agreement and any amendment shall be legally valid and effective through: (i) executing and delivering the paper copy of the document; (ii) transmitting the executed paper copy of the document by electronic mail in portable document format (“.pdf”) or other electronically scanned format; or (iii) creating, generating, sending, receiving or storing by electronic means this Agreement and any amendment, the execution of which is accomplished through use of an electronic process associated with this Agreement, and executed or adopted by a party with the intent to execute this Agreement (i.e. electronic signature). Section 7.10. Severability. If any term or conditions of this Agreement is invalid, illegal or incapable of being enforced by any rule of law, all other terms and conditions of this Agreement will nevertheless remain in full force and effect so long as the economic or legal substance of the transaction contemplated hereby is not affected in a manner adverse to any party hereto. Upon any such determination of invalidity, illegality or unenforceability, the parties hereto shall negotiate in good faith to modify this Agreement so as to affect the original intent of the parties as closely as possible in an acceptable manner, to the end that the transactions contemplated by this Agreement are consummated to the extent possible. Section 7.11. Bonds. In no event shall the Performance and Payment bonds cover any energy savings guarantees. Additionally, the bonds shall not cover any warranties beyond one year from completion of the installation. Section 7.12. U.S. Government Work. If the Work is in connection with a U.S. Government contract, Customer certifies that it has provided and will provide current, accurate, and complete information, representations and certifications to all government officials, including but not limited to the contracting officer and officials of the Small Business Administration, on all matters related to the prime contract, including but not limited to all aspects of its ownership, eligibility, and performance. Anything herein notwithstanding, Trane will have no obligations to Customer unless and until Customer provides Trane with a true, correct and complete executed copy of the prime contract. Upon request, Customer will provide copies to Trane of all requested written communications with any government official related to the prime contract prior to or concurrent with the execution thereof, including but not limited to any communications related to Customer's ownership, eligibility or performance of the prime contract. Customer will obtain written authorization and approval from Trane prior to providing any government official any information about Trane's performance of the work that is the subject of this offer or agreement, other than this written offer or agreement. Section 7.13. California Department of Industrial Relations Registration and Record of Wages. 1.1 To the extent Contractor’s employees and/or its subcontractors perform work related to this Contract for which Prevailing Wage Determinations have been issued by the California Department of Industrial Relations (DIR) as more specifically defined under Labor Code section 1720 et seq., prevailing wages are required to be paid for applicable work under this Contract. It is Contractor’s responsibility to • TRANE. Master Turnkey Agreement © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 12 of 20 interpret and implement any prevailing wage requirements and Contractor agrees to pay any penalty or civil damages resulting from a violation of the prevailing wage laws. 1.2 Contractor and its subcontractors shall comply with the registration requirements of Labor Code section 1725.5. Pursuant to Labor Code section 1771.4(a)(1), the work is subject to compliance monitoring and enforcement by the California Department of Industrial Relations (DIR). 1.3 Contractor and its subcontractors shall maintain accurate payroll records and shall comply with all the provisions of Labor Code section 1776. Contractor and its subcontractors shall submit payroll records to the Labor Commissioner pursuant to Labor Code section 1771.4(a)(3). Pursuant to Labor Code section 1776, the Contractor and its subcontractors shall furnish a copy of all certified payroll records to OC San and/or the general public upon request, provided the public request is made through OC San, the Division of Apprenticeship Standards, or the Division of Labor Standards Enforcement of the Department of Industrial Relations. Pursuant to Labor Code section 1776(h), penalties for non- compliance with a request for payroll records may be deducted from progress payments. 1.3.1 As a condition to receiving payments, Contractor agrees to present to OC San, along with any request for payment, all applicable and necessary certified payrolls and other required documents for the period covering such payment request. Pursuant to Title 8, California Code of Regulations section 16463, OC San shall withhold any portion of a payment, up to and including the entire payment amount, until certified payroll forms and any other required documents are properly submitted. In the event certified payroll forms do not comply with the requirements of Labor Code section 1776, OC San may continue to withhold sufficient funds to cover estimated wages and penalties under the Contract. 1.4 The Contractor and its subcontractors shall comply with Labor Code section 1774 and section 1775. Pursuant to Labor Code section 1775, the Contractor and any of its subcontractors shall forfeit to OC San a penalty of not more than two hundred dollars ($200) for each calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined by the DIR for the work or craft in which the worker is employed for any work. 1.4.1 In addition to the penalty and pursuant to Labor Code section 1775, the difference between the prevailing wage rates and the amount paid to each worker for each calendar day or portion thereof for which each worker was paid less than the prevailing wage rate shall be paid to each worker by the Contractor or its subcontractor. 1.5 Contractor and its subcontractors shall comply with Labor Code sections 1810 through 1815. Contractor and its subcontractors shall restrict working hours to eight (8) hours per day and forty (40) hours per week, except that work performed in excess of those limits shall be permitted upon compensation for all excess hours worked at not less than one and one-half (1.5) times the basic rate of pay, as provided in Labor Code section 1815. The Contractor shall forfeit, as a penalty to OC San, twenty-five dollars ($25) per worker per calendar day during which such worker is required or permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week in violation of Labor Code sections 1810 through 1815. 1.6 Contractor and its subcontractors shall comply with Labor Code sections 1777.5, 1777.6, and 1777.7 concerning the employment of apprentices by Contractor or any subcontractor. 1.7 Pursuant to Labor Code sections 1860 and 3700, the Contractor and its subcontractors will be required to secure the payment of compensation to employees. Pursuant to Labor Code section 1861, Contractor, by accepting this contract, certifies that: • TRANE. Master Turnkey Agreement © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 13 of 20 “I am aware of the provisions of section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self- insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.” Contractor shall ensure that all its contracts with its subcontractors provide the provision above. IN WITNESS WHEREOF, the duly authorized representatives of the parties have each executed this Agreement, effective as of the date first above written. Trane U.S. Inc. By: (Signature) (Printed Name) Title: Date: Orange County Sanitation District By: Ryan P. Gallagher, Chair, Board of Directors Kelly A. Lore, Clerk of the Board Kevin Work, Contracts & Purchasing Manager Date: Trane’s state contractor’s license number: 1066318 Trane’s DIR Registration Number: PW-LR- 1000615693 • TRANE. Turnkey Agreement Exhibit A – Payment Schedule © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 14 of 20 Customer will make payments per the schedule of values in the amounts set forth in the following schedule: A B C ITEM DESCRIPTION OF WORK SCHEDULED NO. VALUE 1 Bond $ 5,465.25 2 Mobilization $ 81,978.75 3 HVAC Equipment and Materials $ 236,000.00 4 Demolition $ 20,000.00 5 Mechanical Installation $ 136,081.00 6 Electrical Installation $ 42,000.00 7 Startup & Verification $ 15,000.00 8 Punchlist & Closeout $ 10,000.00 TOTAL $ 546,525.00 EXHIBIT A Payment Schedule / Schedule of Values I I Turnkey Agreement Exhibit B – Scope of Services © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 15 of 20 The Services are defined as the following: Scope of Work The new equipment provided and installed shall consist of the following: Two (2) New Trane RAUJ 80 Ton Condensing Units – 410a Refrigerant Installation Receive, store, transport, and install the following Trane-provided equipment: o Two (2) New Trane RAUJ 80 Ton Condensing Units o Includes epoxy coating of the units. Protocell coating package includes: Extreme Coat - Air Cooled Condenser Includes all coils with Aqua Aero high tier (black). All ambient exposed components & copper tubing (as part of the new condensing unit only) and Interior and exterior cabinet and base rails with PSX-700 with a primer (gray). Includes Stainless Screws on all access panels (if applicable) Add (clear) Conformal coating on all circuit boards. Recover all refrigerant from existing systems. Furnish all labor, material and equipment as required to isolate, drain, disconnect, demo, and properly dispose of (2) condensing units (salvage rights reserved). Set up crane in parking lot and safely remove existing mechanical equipment from rooftop. Rig new mechanical equipment to existing roofs pads. Set and secure new mechanical equipment on existing diamond plate platforms. Weld and bolt down new units to existing platforms utilizing stainless steel hardware. o Trane units to come with factory provided springs for vibration isolation Fabricate and install new refrigerant piping to new condensing units at point of connections to condensing units. o Point of connection to be at closest possible point to demolished condensing units Pressure test new refrigerant lines to verify no leaks are present. No new TXV (Thermal Expansion Valves) or EXV (Electronic Expansion Valves) are included Insulate all refrigerant lines with aluminum jacketed insulation. Run deep vacuum on system. Connect existing high voltage wiring and low voltage thermostat controls to new units. o No new feeders, conduit, or wiring has been included beyond what is required to complete the necessary connections o No new circuit breakers included we will use existing o No new controls are being provided for the condensing units. If required, cost shall be extra. Provide and installation of qty. 2 new 460-volt, Stainless steel 200AMP disconnect switches, one per new condensing unit Charge systems to proper operating refrigerant pressures using existing refrigerant, Trane to provide new refrigerant only as needed to bring refrigerant charge up to proper pressure. Perform system startup and testing. Install outdoor rated asset tag labels. Furnish Startup report at completion of project Provide a one-year parts and labor warranty on the full installation EXHIBIT B Scope of Services I I Turnkey Agreement Exhibit B – Scope of Services © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 16 of 20 Condensing units will have 5-year parts and labor warranty from Trane factory, beginning at startup date. Project Assumptions / Exclusions Trane is currently manufacturing these R410a condensers. This is subject to change at any time either through government regulation or Trane decision, and if at the time of award of this project Trane is no longer able to manufacture these R410a condensers, this proposal shall be deemed null and void. Temporary cooling or heating equipment not included. No mechanical, electrical, structural engineering or calculations included. No architectural services included. No as built documentation / engineering / drawings have been included. Trane assumes that OC Sanitation District is the AHJ for this project, we have not included any consulting, engineering, labor, or any other costs to apply for and obtain building or plan check permits, and permit fees have also not been included. New roofing, roof patching, roof repair is excluded. Structural upgrades and seismic upgrades are excluded. Electrical service upgrades are excluded. Electrical design is based on nameplate data and single line documentation provided by the customer. It is assumed this information is accurate therefore no further verification of electrical capacity is required. All work dealing with fire life safety systems, fire sprinkler systems, and smoke evacuation systems is excluded. Air balancing has been excluded. Construction fencing, temporary offices, security is excluded. Third Party review, testing, special inspection fees, deputy inspector fees, or third-party commissioning of new systems is not included. Breaker coordination and arc flash studies / documentation are excluded. Asbestos or Hazardous Material Abatement excluded. Replacement of upgrade of any existing non-code compliant systems is excluded. ADA requirements excluded. Customer to coordinate all shutdowns and lifts with Trane’s schedule. Building permit fees, Plan check fees, Assessments, Taxes applicable to the development of property, Utility connection fees and Usage fees, AQMD permitting and/or Fees, SCE fees and Excess cable charges are excluded. If project is submitted and reviewed for permit / plan check, any request for additional engineering above and beyond what Trane is including will at an additional cost. Builders Risk (including flood and seismic insurance and Deductible) is excluded. Any items not specifically listed as scope of work is not included. We assume there will be no other work going on that will affect the timing or sequence of our installation. Liquidated or Consequential Damages not included. Demurrage or Storage Charges not included. Trane to retain salvage rights of all removed equipment and materials, if applicable. Temporary power or Trane provided utilities are excluded. We assume use of customer electrical, gas, and water for construction. Equipment view screens are excluded. Architectural drawings and line of sight drawings are excluded. Painting and/or patching has been excluded. No new controls or low voltage devices (thermostats or zone level controls) are included. We will re- use existing No commissioning has been included beyond system startup Turnkey Agreement Exhibit B – Scope of Services © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 17 of 20 Notes & Clarifications 1. Any service not listed is not included. 2. Work will be performed during normal Trane business hours unless explicitly stated. 3. Payment and Performance bond included. 4. Total price based on immediate release of equipment and construction scheduled when equipment received, within approximately one month based on customer preference and weather conditions. Any customer delays of timeline could result in cost increase. 5. Omnia Contract number 3341 Financial items not included Bid Bond Liquidated or Consequential Damages Demurrage or Storage Charges Participation in OCIOP or CCIP Insurance Programs Turnkey Agreement Exhibit C – Description of Premises © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 18 of 20 The Premises are described as follows: T&D Building OC Sanitation District Plant No. 1 10844 Ellis Ave Fountain Valley, CA 92708 EXHIBIT C Description of Premises I I Turnkey Agreement Exhibit D.1 – Substantial Completion © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 19 of 20 Certificate of Substantial Completion {Customer & project name} Trane Project No.: Date Certificate Submitted to Customer: The Services performed pursuant to the Turnkey Agreement (“Agreement”), by and between Trane U.S. Inc. (“Trane”), and (“Customer”), dated as of , have been inspected by Customer, have been determined to be substantially complete and Customer accepts the same in accordance with the terms of the Agreement. The Date of Substantial Completion is: Punch list items are listed on the attached, together with the date such items are to be completed. The Warranty Period, pursuant to Article 6 of the Agreement, commences as of the date of Substantial Completion or the earlier dates stated below with respect to the following corresponding equipment or work: Services: Description of Equipment or Work Warranty Commencement Date Trane U.S. Inc. By: (Signature) (Printed Name) Title: Date: (Customer) By: (Signature) (Printed Name) Title: Date: EXHIBIT D.1 Certificate of Substantial Completion I I Turnkey Agreement Exhibit D.2 – Final Completion © 2020 Trane Technologies All rights reserved Turnkey Agmt 08-23-2021 Page 20 of 20 Certificate of Final Completion and Acceptance {Customer & project name} Trane Project No.: Date Certificate Submitted to Customer: The Services performed pursuant to the Turnkey Agreement (the “Agreement”), by and between (“Customer”) and Trane U.S. Inc., dated as of , has been inspected by the undersigned Customer and have been determined to be finally complete. The Date of Final Completion and Acceptance is hereby established as the earlier of (i) the date Customer executes this Certificate, as noted below, or (ii) fourteen (14) calendar days after the date noted above as the date this Certificate is submitted to Customer. Trane U.S. Inc. By: (Signature) (Printed Name) Title: Date: (Customer) By: (Signature) (Printed Name) Title: Date: EXHIBIT D.2 Certificate of Final Completion I I ADMINISTRATION COMMITTEE Agenda Report Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 File #:2026-4660 Agenda Date:2/11/2026 Agenda Item No:4. FROM:Robert Thompson, General Manager Originator: Kelly A. Lore, Clerk of the Board SUBJECT: 2026 CONFLICT OF INTEREST CODE GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Recommend to the Board of Directors to: Adopt Resolution No.OC SAN 26-XX entitled:“A Resolution of the Board of Directors of the Orange County Sanitation District adopting a Conflict of Interest Code which supersedes all prior Conflict of Interest Codes and amendments previously adopted”. BACKGROUND The Political Reform Act requires that every local agency review its Conflict of Interest Code biennially.The last biennial review was completed with a formal amendment to the Orange County Sanitation District’s Conflict of Interest Code in August 2023.Staff is proposing this amendment to reflect additions and deletions to those designated positions that are required to file Statements of Economic Interests. RELEVANT STANDARDS ·Political Reform Act,Government Code Sections 81000, et seq. ·California Government Code Sections 87300-87306 ·Fair Political Practices Commission (2 Cal. Code of Regs. Section 18100, et seq.) PROBLEM During the last budget cycle,positions were added,reclassified,or eliminated.These positions are required to file Statements of Economic Interests and the updated Conflict of Interest Code must be adopted. PROPOSED SOLUTION Staff recommends that the Board of Directors adopt the revised 2026 Conflict of Interest Code which reflects the following change: ·The following designated employees and officials shall file statements of economic interestsOrange County Sanitation District Printed on 2/4/2026Page 1 of 2 powered by Legistar™ File #:2026-4660 Agenda Date:2/11/2026 Agenda Item No:4. ·The following designated employees and officials shall file statements of economic interests electronically with the Fair Political Practices Commission:Orange County Sanitation District Board of Directors,Orange County Sanitation District Financing Corporation Board of Directors,Treasurer of the Orange County Sanitation District Financing Corporation;and the Director of Finance. If approved by the Board,the newly approved Code will be forwarded to the Orange County Board of Supervisors for review and approval, as required by California Government Code Section 87303. TIMING CONCERNS The changes in position control have taken place and should not wait until a future meeting. RAMIFICATIONS OF NOT TAKING ACTION Non-compliance with state law. PRIOR COMMITTEE/BOARD ACTIONS August 2023 -Board of Directors amended the Conflict of Interest Code and approved Resolution No. OC SAN 23-15. ATTACHMENT The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: ·Resolution No. OC SAN 26-XX ·2026 Draft Conflict of Interest Code Orange County Sanitation District Printed on 2/4/2026Page 2 of 2 powered by Legistar™ OC SAN 26-XX- RESOLUTION NO. OC SAN 26-XX A RESOLUTION OF THE BOARD OF DIRECTORS OF THE ORANGE COUNTY SANITATION DISTRICT ADOPTING A CONFLICT OF INTEREST CODE WHICH SUPERSEDES ALL PRIOR CONFLICT OF INTEREST CODES AND AMENDMENTS PREVIOUSLY ADOPTED WHEREAS, the Political Reform Act of 1974, Government Code Section 81000 et seq. (“the Act”), requires a local government agency to adopt a Conflict of Interest Code pursuant to the Act; and WHEREAS, the Orange County Sanitation District has previously adopted a Conflict of Interest Code and that Code now requires updating; and WHEREAS, amendments to the Act have in the past and foreseeably will in the future require conforming amendments to be made to the Conflict of Interest Code; and WHEREAS, the Fair Political Practices Commission has adopted a regulation, 2 California Code of Regulations, Section 18730, which contains terms for a standard model Conflict of Interest Code, which, together with amendments thereto, may be adopted by public agencies and incorporated by reference to save public agencies time and money by minimizing the actions required of such agencies to keep their codes in conformity with the Political Reform Act; and WHEREAS, the reorganization of the Orange County Sanitation District workforce resulted in the reclassification of positions; and WHEREAS, the Orange County Sanitation District’s existing Conflict of Interest Code must be amended in order to reflect the current positions of those designated employees that are required to file statements of economic interests. NOW, THEREFORE, the Board of Directors of the Orange County Sanitation District, DOES HEREBY RESOLVE, DETERMINE, AND ORDER: Section 1. The terms of 2 California Code of Regulations, Section 18730, any amendments to it duly adopted by the Fair Political Practices Commission, and all additional guidance by the Fair Political Practices Commission, are hereby incorporated by reference and, together with the 2026 Conflict of Interest Code for the Orange County Sanitation District, including Exhibits A and B in which members and employees are designated and disclosure categories are set forth, constitute the Conflict of Interest Code of the Orange County Sanitation District. Section 2. The provisions of all Conflict of Interest Codes and Amendments thereto previously adopted by the Orange County Sanitation District are hereby superseded. OC SAN 26-XX- Section 3. The Filing Officer is hereby authorized to forward a copy of this Resolution to the Clerk of the Orange County Board of Supervisors for review and approval by the Orange County Board of Supervisors as required by California Government Code Section 87303. PASSED AND ADOPTED at a regular meeting of the Board of Directors of the Orange County Sanitation District held February 25, 2026. ________________________________ Ryan P. Gallagher Board Chairman ATTEST: ______________________________ Kelly A. Lore, MMC Clerk of the Board APPROVED AS TO FORM: ______________________________ Scott C. Smith General Counsel OC SAN 26-XX- STATE OF CALIFORNIA ) ) ss COUNTY OF ORANGE ) I, Kelly A. Lore, Clerk of the Board of Directors of the Orange County Sanitation District, do hereby certify that the foregoing Resolution No. OC SAN 26-XX was passed and adopted at a regular meeting of said Board on the 25th day of February 2026, by the following vote, to wit: AYES: NOES: ABSTENTIONS: ABSENT: IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of Orange County Sanitation District this 25th day of February 2026. Kelly A. Lore, MMC Clerk of the Board of Directors Orange County Sanitation District OC SAN 26-XX-4 2026 CONFLICT OF INTEREST CODE FOR THE ORANGE COUNTY SANITATION DISTRICT The Political Reform Act, Government Code Sections 81000, et seq., requires state and local government agencies to adopt and promulgate Conflict of Interest Codes. The Fair Political Practices Commission has adopted a regulation (2 Cal. Code of Regs. Section 18730) which contains the terms of a standard Conflict of Interest Code, which may be incorporated by reference in an agency’s code. After public notice and hearing, it may be amended by the Fair Political Practices Commission to conform to amendments in the Political Reform Act. Therefore, the terms of 2 California Code of Regulations Section 18730, any amendments to it duly adopted by the Fair Political Practices Commission, and all additional guidance by the Fair Political Practices Commission, are hereby incorporated by reference. This regulation and the attached Appendix designating officials and employees and establishing disclosure categories, shall constitute the Conflict of Interest Code of the Orange County Sanitation District (OC San). The following designated employees and officials shall file statements of economic interests electronically with the Fair Political Practices Commission: Orange County Sanitation District Board of Directors, Orange County Sanitation District Financing Corporation Board of Directors, Treasurer of the Orange County Sanitation District Financing Corporation; and the Director of Finance. The following designated employees shall file statements of economic interests electronically with the Clerk of the Orange County Board of Supervisors: General Manager, General Counsel, Assistant General Manager, Director of Communications, Director of Engineering, Director of Operations & Maintenance, Director of Environmental Services, Director of Human Resources, and the Clerk of the Board. The Orange County Sanitation District’s Filing Officer (Clerk of OC San’s Board of Directors) will thereafter verify the completion of the filing statements. If OC San’s Filing Officer receives any statements of economic interests by other means, the Filing Officer shall make and retain a copy and forward the original of these statements to the Fair Political Practices Commission or the Clerk of the Orange County Board of Supervisors. Statements for all other designated employees will be retained by OC San’s Filing Officer. OC SAN 26-XX-5 EXHIBIT A ORANGE COUNTY SANITATION DISTRICT LIST OF DESIGNATED POSITIONS CONFLICT OF INTEREST CODEDesignated Positions Disclosure Categories Accounting Supervisor OC-05 Assistant Clerk of the Board OC-05 Assistant General Manager OC-01 Buyer OC-05 Chief Plant Operator OC-05 CIP Project Manager OC-41 Clerk of the Board OC-05 Construction Inspection Supervisor OC-05 Construction Inspector OC-10 Consultant OC-30 Contracts Administrator OC-05 Contracts Supervisor OC-05 Cost Estimator OC-41 Director of Communications OC-41 Director of Engineering OC-41 Director of Environmental Services OC-41 Director of Finance OC-41; OC-12 Director of Human Resources OC-41, OC-11 Director of Operations & Maintenance OC-41 Engineer OC-29, OC-41 Engineering Manager OC-41 Engineering Supervisor OC-41 Environmental Protection Manager OC-29 Environmental Supervisor OC-29 Finance Manager OC-05 General Counsel OC-01 General Manager OC-01 Human Resources Manager OC-11; OC-12 Human Resources Supervisor OC-11 Information Technology Manager OC-08 Information Technology Supervisor OC-08 Lead Source Control Inspector OC-05; OC-29 Maintenance Manager OC-05 Maintenance Superintendent OC-05 Maintenance Supervisor OC-05 Materials Management Supervisor OC-05 Operations Manager OC-05 Operations Supervisor OC-05 Orange County Sanitation District Board of Directors and Financing Corporation Board of Directors OC-01 Principal Accountant OC-41 OC SAN 26-XX-6 Principal Buyer OC-05 Principal Contracts Administrator OC-05 Principal Environmental Specialist OC-29 Principal Human Resources Analyst OC-11 Principal Information Technology Analyst OC-08 Principal Public Affairs Specialist OC-05 Principal Safety and Health Specialist OC-05 Principal Staff Analyst OC-05; OC-12 Public Affairs Supervisor OC-05 Purchasing and Contracts Manager OC-05 Purchasing Supervisor OC-05 Safety & Health Manager OC-05 Safety & Health Supervisor OC-05 Secretary of the Orange County Financing Corporation OC-05 Senior Buyer OC-05 Senior Construction Inspector OC-10 Senior Contracts Administrator OC-05 Senior Cost Estimator OC-41 Senior Engineer OC-05 Senior Scientist OC-21 Source Control Inspector I and II OC-29 Treasurer of the Orange County Financing Corporation OC-41 OC SAN 26-XX-7 EXHIBIT B ORANGE COUNTY SANITATION DISTRICT DISCLOSURE CATEGORIES CONFLICT OF INTEREST CODE Disclosure Category Disclosure Description OC-01 All interests in real property in Orange County or located entirely or partly within OC San’s boundaries, as well as investments, business positions, and sources of income (including gifts, loans, and travel payments). OC-05 All investments in, business positions with, and income (including gifts, loans, and travel payments) from sources that provide services, supplies, materials, machinery, and equipment (including training and consulting services) used by OC San. OC-08 All investments in, business positions with, and income (including gifts, loans, and travel payments) from sources that develop or provide computer hardware/software, voice data communications, or data processing goods, supplies, equipment, or services (including training and consulting services) used by OC San. OC-10 All investments in, business positions with, and income (including gifts, loans, and travel payments) from sources that are engaged in any real estate activity including, but not limited to, real estate appraisal, development, construction, planning/architectural design, engineering, sales, brokerage, leasing, lending, insurance, rights of way, and/or studies; and/or property or facilities management/maintenance/custodial and utility services used by OC San or provides capital for the purchase of property used or sold by OC San. OC-11 All interests in real property in Orange County or located entirely or partly within the OC San’s boundaries, as well as investments in, business positions with, and income (including gifts, loans, and travel payments) from sources that are engaged in the supply of equipment related to (i) recruitment, employment search & marketing, classification, training, or negotiation with personnel; (ii) employee benefits; and (iii) health and welfare benefits. OC-12 All interests in real property in Orange County or located entirely or partly within OC San’s boundaries, as well as investments in, business positions with, and income (including gifts, loans, and travel payments) from sources that invest funds or engage in the business of insurance including, but not limited to, insurance companies, carriers, holding companies, underwriters, brokers, solicitors, agents, adjusters, claims managers, and actuaries; from financial institutions including, but not limited to, banks, savings & loan associations, and credit unions; or sources that have filed a claim, or have a claim pending, against OC San. OC SAN 26-XX-8 EXHIBIT B ORANGE COUNTY SANITATION DISTRICT DISCLOSURE CATEGORIES CONFLICT OF INTEREST CODE Disclosure Category Disclosure Description OC-21 All investments in, business positions with, and income (including gifts, loans, and travel payments) from sources that provide laboratory or chemical – related goods, supplies, equipment, or services (including training and consulting services). OC-29 All investments in, business positions with, and income (including gifts, loans, and travel payments) from sources that are subject to inspection or regulation by OC San. OC-30 Consultants shall be included in the list of designated employees and shall disclose pursuant to the broadest category in the code subject to the following limitation: The Department Head/Director/General Manager may determine that a particular consultant, although a “designated position”, is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements in this section. Such written determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure required. The determination of disclosure is a public record and shall be filed with the Form 700 and retained by the Filing Officer for public inspection. OC-41 All interests in real property in Orange County, as well as investments in, business positions with, and income (including gifts, loans, and travel payments) from sources that provide services, supplies, materials, machinery, vehicles, or equipment (including training and consulting services) used by OC San. ADMINISTRATION COMMITTEE Agenda Report Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 File #:2026-4742 Agenda Date:2/11/2026 Agenda Item No:5. FROM:Robert Thompson, General Manager Originator: Wally Ritchie, Director of Finance SUBJECT: MID-YEAR TREASURER’S REPORT FOR THE PERIOD ENDED DECEMBER 31, 2025 GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Orange County Sanitation District Mid-Year Treasurer’s Report for the period ended December 31, 2025. BACKGROUND The Mid-Year Treasurer’s Report contains financial portfolio performance with respect to the Orange County Sanitation District’s (OC San) funds. The report also contains information on the U.S. and global economic outlook from OC San’s investment manager, Insight Investment and Section 115 Trust performance indicators. The Section 115 Trust is administered by Public Agency Retirement Services, managed by PFM Asset Management and was established to prefund pension obligations. RELEVANT STANDARDS ·Quarterly financial reporting ADDITIONAL INFORMATION The Mid-Year Treasurer’s Report is being submitted in accordance with OC San’s Investment Policy that requires the report be submitted to the governing body following the end of each quarter. None of the portfolios are currently invested in reverse repurchase agreements. All investments are in compliance with the Investment Policy and the California Government Code. Sufficient funds are available for OC San to meet its operating expenditure requirements for the next six months. ATTACHMENT The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package: ·Mid-Year Treasurer’s Report for the period ended December 31, 2025 Orange County Sanitation District Printed on 2/3/2026Page 1 of 1 OC6SAN ORANGE COUNTY SANITATION DISTRICT January 31, 2026 STAFF REPORT Treasurer’s Report For the Period Ended December 31, 2025 SUMMARY Section 18.0 of the Orange County Sanitation District's (OC San) Investment Policy includes quarterly reporting requirements for OC San's two investment portfolios. These two funds, the "Liquid Operating Monies," and the "Long-Term Operating Monies" are managed by Insight Investment (Insight), OC San’s external money manager. The ongoing monitoring of OC San's investment program by staff and Callan LLC (Callan), OC San's independent investment advisor, indicates that OC San’s investments are in compliance with OC San's adopted Investment Policy and the California Government Code, and that overall performance has tracked with benchmark indices. In addition, sufficient liquidity and anticipated revenues are available for OC San to meet budgeted expenditures for the next six months. OC San’s portfolios do not include any reverse repurchase agreements or derivative securities. ADDITIONAL INFORMATION Performance Reports The Quarterly Investment Report, prepared by Insight, and the Investment Measurement Service Quarterly Review, prepared by Callan, as of December 31, 2025, are attached for reference. The Liquid Operating portfolio, with an average maturity of 54 days, consists entirely of high quality fixed income investments consistent with OC San’s investment policy. Also included within the attachments are: • Performance results in comparison with the ICE BAML 3-month treasury bill index for the liquid operating portfolio; and the ICE BAML Corp./Govt. 1-5 Year Bond index for the long-term portfolio as identified in the investment policy. • A listing of individual securities held at the end of each reporting period. Treasurer’s Report For the Period Ended December 31, 2025 Page 2 of 4 • Cost and market values of the portfolios: Liquid Operating Long-Term Cost $122.3 M $630.6 M Market Value $122.5 M $641.7 M • Modified duration of the portfolio compared to the Benchmark. Liquid Operating Long-Term OC San Policy < 0.50 < 5.00 Benchmark 0.15 2.50 Portfolio 0.11 2.54 • The percent of the Liquid Operating Monies portfolio maturing within 90 days: 74.9% • Average portfolio credit quality: Liquid Operating – AA Long-Term – AA • Percent of portfolio with credit ratings below “A” by any rating agency and a description of such securities: Liquid Operating – Percent of portfolio – 0.00% Long-Term – Percent of portfolio – 0.00% • All investments are in compliance with the investment policy and the California Government Code, except for the following Lehman Brother holdings that OC San is pursuing collection through the bankruptcy court: Lehman Brothers Note-Defaulted $600,000 par value purchased 9/19/2008 Lehman Brothers Note-Defaulted $2,000,000 par value purchased 9/18/2008 Treasurer’s Report For the Period Ended December 31, 2025 Page 3 of 4 Portfolio Market Values 3/31/2025 6/30/2025 9/30/2025 12/31/2025 Long-Term ($) 632,610,453.12 640,894,886.64 635,116,746.23 641,686,524.98 Liquid Operating ($) 115,617,964.36 192,925,191.11 65,023,641.82 122,507,861.93 Total $748,228,417.48 $833,820,077.75 $700,140,388.05 $764,194,386.91 Orange County Sanitation District Account Balances as of December 31, 2025 Investment Accounts Balances December 31, 2025 Insight/U.S. Bank – Long-Term Portfolio Insight/U.S. Bank – Liquid Operating Portfolio State of California LAIF PARS Section 115 Trust - Moderate PARS Section 115 Trust - Balanced Banc of California – General Banc of California – Workers’ Compensation Banc of California – Property, Liability Claim, Exp U.S. Bank – Mount Langley BNY Mellon OCIP Reserve Petty Cash TOTAL Debt Service Reserves w/Trustees $641,686,525 122,507,862 74,817,022 12,156,790 6,271,486 16,782,386 100,000 50,000 327,270 250,000 1,500 $874,950,841 $46,421,226 900,000,000.00 800,000,000.00 700,000,000.00 600,000,000.00 500,000,000.00 400,000,000.00 300,000,000.00 200,000,000.00 100,000,000.00 Portfolio Market Values 03/31/25 6/30/25 9/30/25 ■ Liquid Operating (SM) ■Long-Term (SM) 12/31/25 Treasurer’s Report For the Period Ended December 31, 2025 Page 4 of 4 ATTACHMENTS 1. Insight Quarterly Review 2. Insight Quarterly Investment Report 3. Insight - U.S. Bank Investment Detail 4. Callan Investment Measurement Service Quarterly Review Report 5. Investment Transactions and Balances in LAIF 6. BNY Mellon Owner Controlled Insurance Program Escrow Account 7. PARS Section 115 Trust Account Report 8. PARS - U.S. Bank Investment Detail Insight Quarterly Review FOR INSTITUTIONAL INVESTORS ONLY. NOT TO BE DISTRIBUTED TO RETAIL CLIENTS. This strategy is offered by Insight North America LLC (INA) in the United States. INA is part of Insight Investment. Performance presented is that of Insight Investment and should not specifically be viewed as the performance of INA. Please refer to the important disclosures at the back of this document. DECEMBER 2025 ORANGE COUNTY SANITATION DISTRICT (OC SAN) QUARTERLY REVIEW Insight Investment - Confidential - External ECONOMIC REVIEW & OUTLOOK Global economic conditions in the fourth quarter revealed broad-based below-trend expansion. Central banks generally kept policies accommodative. The Federal Reserve cut rates twice, while both the Bank of Canada and Bank of England reduced rates. The Reserve Bank of New Zealand surprised markets by implementing a 50 basis point cut, while the Bank of Japan raised rates to 0.75%, the highest in over three decades. Globally, inflation was well contained, and there were no significant upward surprises. On the political front, negotiations between the United States and China led to agreements on easing tariffs, resuming agricultural purchases, and suspending rare-earth export restrictions, as well as commitments to cooperate on resolving the war in Ukraine. Despite increased diplomatic efforts, little tangible progress was made toward peace in Ukraine. Toward the end of the quarter, geopolitical tensions rose as the US seized a Venezuelan oil tanker and eventually removed President Nicolás Maduro in early January. Returning to the US economy, the Federal Reserve enacted two additional 25 basis point rate cuts, bringing the federal funds target range down to 3.50%–3.75%. This move was aimed at addressing cooling inflation and a slowing US labor market. Headline inflation moderated to 2.7%, while core inflation registered at 2.6%. Consumer inflation expectations stabilized at 3.4%, below the year’s peak. A lengthy 43-day federal government shutdown disrupted the release of key economic data, but once available, reports presented a mixed picture. Third-quarter GDP growth accelerated to an annualized 4.3%, powered by resilient consumer spending. However, the manufacturing sector continued to struggle, as indicated by the ISM Manufacturing Purchasing Managers Index (PMI), which remained in contraction territory at 47.9. Positively, the ISM Services PMI climbed to 54.4. Figure 1: Real GDP growth and its components1 1 Bureau of Economic Analysis, as of December 23, 2025. 10.0 -Personal consumption -Nonresidential investment -Residential investment 8.0 -change in inventories -Exports -imports 6.0 Government --Gross Domesbc Product 4.0 -;fl. 2.0 -2.0 -4.0 -6.0 Q122 Q222 Q322 0422 Q123 Q223 Q323 Q423 Q124 Q224 Q324 Q424 Q125 Q225 Q325 ►BNY I INVESTMENTS Insight Investment - Confidential - External We expect global economic growth to be relatively steady, although activity in developed economies is likely to remain below long-term averages. Emerging markets are projected to grow more rapidly. Inflation continues to run above central bank targets in several regions, but we do not foresee a significant increase. Our base case is for inflation to gradually return to target levels, with the eurozone already meeting this goal. It appears we are moving out of a mid-cycle slowdown, with the most probable path being a future pickup in growth, though this may take time to show up in economic data. Geopolitical tensions, particularly the ongoing Russia-Ukraine conflict, continue to pose significant risks. We expect US growth to remain steady in 2026, with a weakening labor market affecting consumer spending. Tariffs are likely to support growth by reducing imports more than exports. While manufacturing shows little signs of recovery, increased AI infrastructure investment is a key positive. Figure 2: Announced job layoffs (in thousands)2 Figure 3: Institute for supply management price gauges3 2 Source: Challenger, Gray & Christmas, as of January 8, 2026. 3 Source: Institute for Supply Management, as of January 7, 2026. 2,500 ■Q1 ■Q2 ■Q3 ■04 2,000 1,500 1,000 500 0 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 100 --Services --Manufacturing 30 +-----.------.-------,---~----,c-----.----,------,----,------,-----,---,-----,----,----,-----, 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 ►BNY I INVESTMENTS Insight Investment - Confidential - External MARKET REVIEW & OUTLOOK Governments Inflation is projected to stay stable, ending 2026 just below 3%, and the Federal Reserve is expected to lower rates to 3.25%. We also expect 10-year and 30-year Treasury yields to stay close to their current levels over the next year, at approximately 4.10% and 4.80% respectively. Short term yields are projected to decline further, which is expected to bring a steepening of the yield curve. Volatility could increase especially as the midterm elections draw near. Figure 4: Comparative historical US Treasury yield curves4 Investment Grade Corporate Credit Strong corporate earnings continue to highlight solid fundamentals, but higher capital spending is driving increased borrowing and new issuance, especially related to AI investments. Yield spreads may widen as US companies return to the market in force. New issues often offer yields above current levels, benefiting client portfolios that participate in this process. The trend of issuing euro- denominated debt is noteworthy but less relevant for US-focused investors. Overall, we anticipate continued demand for investment grade credit in 2026, given its yield advantage over cash and attractive relative value compared to default risks. Structured Credit / Secured Finance ABS delivered income-driven returns in 2025 and we expect a similar outcome in 2026. A gradual reduction in interest rates should provide support for consumer loans backing the investment in those markets. Our approach remains active in primary markets, taking advantage of new-issue premiums while seeking relative value opportunities that offer compelling risk-reward profiles. We continue to focus on investments with the highest credit rating and robust deal features that redirect cash flow in the event of underperformance in the underlying asset pool. Strong underwriting and servicing standards should further help insulate investors should economic conditions weaken unexpectedly. Municipal Bonds We expect a positive environment for municipal bonds in 2026, with taxable yields offering attractive value compared to similarly rated corporate credits. Credit fundamentals remain strong, backed by solid reserves and cash balances. As economic growth slows, we prefer defensive sectors like public power and water/sewer utilities for their reliability. We remain cautious on healthcare obligors given rising costs. After recent curve steepening, we find the long end appealing and favor barbell strategies—combining short maturities to benefit from Fed easing and long maturities for higher yields. Though spreads are historically tight, strong credit fundamentals and steady demand provide support. 4 Source: Bloomberg, as of December 31, 2025. 3.63 3.47 3.73 4.17 3.00 4.00 5.00 6.00 3 m 6 m 1 yr 2 yr 3 yr 4 yr 5 yr 6 yr 7 yr 8 yr 9 yr 10 yr 12/31/25 12/31/24 12/29/23 -------...... ...... ...... ...... ...... ······· ,, ···········~~,~···················································· ---------------------- ••••• ►BNY I INVESTMENTS Insight Investment - Confidential - External LONG TERM PORTFOLIO The Long Term portfolio maintained a longer duration and maturity than its benchmark for most of 2025. As the year ends, it is becoming less clear how much more value this strategy will add versus the passive benchmark. At issue is that the Federal Reserve has delivered on our expected policy adjustments. Future policy adjustments for 2026 are less certain, in our view. The market is pricing another three interest rate reductions for 2026 whereas the Insight base case is for only two policy adjustments. This dynamic leads to a neutral duration exposure versus the benchmark to close the year. Corporate and credit-related fixed income closed the quarter and the year on a positive note. Valuations remain expensive, in our view, which has been the case for the majority of 2025. Our valuation thesis for credit remains unchanged. Alternatively, we prefer US Agency investments (such as MBS and callable securities) that offer similar yields to high-quality corporate securities. We continue to maintain flexibility to add to credit-related fixed income should valuations change. The Long Term portfolio did not have any subscription or redemption activity during the quarter. Projections for 2026 may require a redemption from the Long Term portfolio to fund capital expenditures, although the seasonal inflows appear to keep this redemption risk to potentially June. The portfolio maintains ample liquidity to meet potential redemptions. Figure 5: Long Term Portfolio Performance (gross of investment management fees) Portfolio Benchmark 3 months 1.19 1.13 6 months 2.54 2.37 9 months 4.13 3.84 12 months 6.35 5.92 Since Inception (annualized)5 5.63 5.42 Figure 6: Long Term Portfolio Characteristics December 2025 September 2025 Final Maturity (years) 3.25 3.40 Effective Duration (years) 2.53 2.65 Purchase Yield 4.23 4.25 Market Yield 3.81 3.89 Credit Quality (S&P) AA AA Total Market Value ($, excludes accrued interest) 642,204,950 635,407,732 5 Performance inception date: February 29, 2024. ►BNY I INVESTMENTS Insight Investment - Confidential - External LIQUID OPERATING PORTFOLIO OC San contributed a net $57 million to the Liquid Operating portfolio during the quarter, comprising of two withdrawals during October and November and one contribution during December. First quarter projections expect a net outflow of $80 million. Should this occur, the Liquid Operating portfolio may be back to the $40 million minimum balance. Additional liquidity would be sourced from the Long Term portfolio. Portfolio strategy continues to emphasize cash-matching investments to align with expected withdrawal dates. On the margin, we prefer being neutral portfolio duration versus the benchmark. This is due to our view of market pricing versus our expected Fed policy path. The short part of the curve also remains inverted. This implies that the Fed will have to deliver more policy reductions than what is currently priced, which we view to be less likely. Cash markets continue to function normally. The Federal Reserve ceased reducing the size of their portfolio holdings and committed to buying $40 billion in Treasury Bills per month at least through April. This action significantly reduced pressure in the repo markets into year end. We expect the cash markets and Treasury Bills to remain well-supported and highly liquid through 2026. Figure 7: Performance (gross of investment management fees) Portfolio Benchmark 3 months 1.01 0.97 6 months 2.16 2.06 9 months 3.27 3.12 12 months 4.42 4.18 Since Inception (annualized)6 4.87 4.67 Figure 8: Liquid Operating Portfolio Characteristics December 2025 September 2025 Final Maturity (years) 0.15 0.32 Effective Duration (years) 0.11 0.23 Purchase Yield 3.81 4.25 Market Yield 3.72 3.94 Credit Quality (S&P) AA AA Total Market Value ($, excludes accrued interest) 122,513,813 65,023,282 6 Performance inception date: February 29, 2024. ►BNY I INVESTMENTS Insight Investment - Confidential - External BROAD MARKET DATA Source: Bloomberg. As of December 31, 2025. Bond yields (10-year) End Q4 Quarterly change (bp) USA 4.17% +2 Germany 2.85% +14 Japan 2.07% +42 UK 4.48% -22 Bond spreads (over govts) Bloomberg US Corporate Index 78bp +4 Bloomberg Euro Corporate Index 78bp -1 Bloomberg Sterling Corporate Index 83bp -3 Bloomberg US Corporate High Yield Index 266bp -1 Bloomberg Pan-European High Yield Index 265bp 0 Equities Quarterly change (%) S&P 500 6,846 +2.3% Stoxx Europe 600 592.2 +6.1% FTSE 100 9,931 +6.2% Nikkei 225 50,339 +12.0% Hang Seng 25,631 -4.6% Currencies EUR/USD $1.175 +0.1% USD/JPY ¥156.7 +6.0% GBP/USD $1.348 +0.2% Commodities Oil price (Brent crude), $ per barrel 60.9 -9.2% Gold price, $ per oz. 4,319 +11.9% CRB Commodity Index 540 -1.1% Insight Investment 200 Park Avenue, 7th Floor New York, NY 10166 inquiries@insightinvestment.com company/insight-investment-north-america @InsightInvestUS www.insightinvestment.com 0 ►BNY I INVESTMENTS Insight Investment - Confidential - External IMPORTANT INFORMATION IMPORTANT DISCLOSURES This document has been prepared by Insight North America LLC (INA), a registered investment adviser under the Investment Advisers Act of 1940 and regulated by the US Securities and Exchange Commission. INA is part of ‘Insight’ or ‘Insight Investment’, the corporate brand for certain asset management companies operated by Insight Investment Management Limited including, among others, Insight Investment Management (Global) Limited, Insight Investment International Limited and Insight Investment Management (Europe) Limited (IIMEL). Opinions expressed herein are current opinions of Insight, and are subject to change without notice. Insight assumes no responsibility to update such information or to notify a client of any changes. Any outlooks, forecasts or portfolio weightings presented herein are as of the date appearing on this material only and are also subject to change without notice. Insight disclaims any responsibility to update such views. No forecasts can be guaranteed. Nothing in this document is intended to constitute an offer or solicitation to sell or a solicitation of an offer to buy any product or service (nor shall any product or service be offered or sold to any person) in any jurisdiction in which either (a) INA is not licensed to conduct business, and/or (b) an offer, solicitation, purchase or sale would be unavailable or unlawful. This document should not be duplicated, amended, or forwarded to a third party without consent from INA. This is a marketing document intended for institutional investors only and should not be made available to or relied upon by retail investors. This material is provided for general information only and should not be construed as investment advice or a recommendation. You should consult with your adviser to determine whether any particular investment strategy is appropriate. Assets under management (AUM) represented by the value of the client’s assets or liabilities Insight is asked to manage. These will primarily be the mark-to-market value of securities managed on behalf of clients, including collateral if applicable. Where a client mandate requires Insight to manage some or all of a client’s liabilities (e.g. LDI strategies), AUM will be equal to the value of the client specific liability benchmark and/or the notional value of other risk exposure through the use of derivatives. Regulatory assets under management without exposures can be provided upon request. Unless otherwise specified, the performance shown herein is that of Insight Investment (for Global Investment Performance Standards (GIPS), the ‘firm’) and not specifically of Insight North America. A copy of the GIPS composite disclosure page is available upon request. Past performance is not a guide to future performance, which will vary. The value of investments and any income from them will fluctuate and is not guaranteed (this may partly be due to exchange rate changes). Future returns are not guaranteed and a loss of principal may occur. Targeted returns intend to demonstrate that the strategy is managed in such a manner as to seek to achieve the target return over a normal market cycle based on what Insight has observed in the market, generally, over the course of an investment cycle. In no circumstances should the targeted returns be regarded as a representation, warranty or prediction that the specific deal will reflect any particular performance or that it will achieve or is likely to achieve any particular result or that investors will be able to avoid losses, including total losses of their investment. The information shown is derived from a representative account deemed to appropriately represent the management styles herein. Each investor’s portfolio is individually managed and may vary from the information shown. The mention of a specific security is not a recommendation to buy or sell such security. The specific securities identified are not representative of all the securities purchased, sold or recommended for advisory clients. It should not be assumed that an investment in the securities identified will be profitable. Actual holdings will vary for each client and there is no guarantee that a particular client’s account will hold any or all of the securities listed. The quoted benchmarks within this document do not reflect deductions for fees, expenses or taxes. These benchmarks are unmanaged and cannot be purchased directly by investors. Benchmark performance is shown for illustrative purposes only and does not predict or depict the performance of any investment. There may be material factors relevant to any such comparison such as differences in volatility, and regulatory and legal restrictions between the indices shown and the strategy. Transactions in foreign securities may be executed and settled in local markets. Performance comparisons will be affected by changes in interest rates. Investment returns fluctuate due to changes in market conditions. Investment involves risk, including the possible loss of principal. No assurance can be given that the performance objectives of a given strategy will be achieved. Insight does not provide tax or legal advice to its clients and all investors are strongly urged to consult their tax and legal advisors regarding any potential strategy or investment. Information herein may contain, include or is based upon forward-looking statements within the meaning of the federal securities laws, specifically Section 21E of the Securities Exchange Act of 1934, as amended. Forward-looking statements include all statements, other than statements of historical fact, that address future activities, events or developments, including without limitation, business or investment strategy or measures to implement strategy, competitive strengths, goals expansion and growth of our business, plans, prospects and references to future or success. You can identify these statements by the fact that they do not relate strictly to historical or current facts. Words such as ‘anticipate’, ‘estimate’, ‘expect’, ‘project’, ‘intend’, ‘plan’, ‘believe’, and other similar words are intended to identify these forward-looking statements. Forward-looking statements can be affected by inaccurate assumptions or by known or unknown risks and uncertainties. Many such factors will be important in determining our actual future results or outcomes. ►BNY I INVESTMENTS Insight Investment - Confidential - External Consequently, no forward-looking statement can be guaranteed. Our actual results or outcomes may vary materially. Given these uncertainties, you should not place undue reliance on these forward-looking statements. Insight and BNY Mellon Securities Corporation (BNYMSC) are subsidiaries of BNY Mellon. BNYMSC is a registered broker and FINRA member. BNY Mellon is the corporate brand of the Bank of New York Mellon Corporation and may also be used as a generic term to reference the Corporation as a whole or its various subsidiaries generally. Products and services may be provided under various brand names and in various countries by subsidiaries, affiliates and joint ventures of the Bank of New York Mellon Corporation where authorized and regulated as required within each jurisdiction. Unless you are notified to the contrary, the products and services mentioned are not insured by the FDIC (or by any government entity) and are not guaranteed by or obligations of the Bank of New York Mellon Corporation or any of its affiliates. The Bank of New York Mellon Corporation assumes no responsibility for the accuracy or completeness of the above data and disclaims all expressed or implied warranties in connection there with. Personnel of certain of our BNY Mellon affiliates may act as: (i) registered representatives of BNYMSC (in its capacity as a registered broker-dealer) to offer securities, (ii) officers of the Bank of New York Mellon (a New York chartered bank) to offer bank-maintained collective investment funds and (iii) associated persons of BNYMSC (in its capacity as a registered investment adviser) to offer separately managed accounts managed by BNY Mellon Investment Management firms. Disclaimer for Non-US Clients: Prospective clients should inform themselves as to the legal requirements and tax consequences within the countries of their citizenship, residence, domicile and place of business with respect to the purchase and ongoing provision of advisory services. No regulator or government authority has reviewed this document or the merits of the products and services referenced herein. This document is directed and intended for ‘institutional investors’ (as such term is defined in various jurisdictions). By accepting this document, you agree (a) to keep all information contained herein (the ‘Information’) confidential, (b) not use the Information for any purpose other than to evaluate a potential investment in any product described herein, and (c) not to distribute the Information to any person other than persons within your organization or to your client that has engaged you to evaluate an investment in such product. Telephone conversations may be recorded in accordance with applicable laws. © 2025 Insight Investment. All rights reserved. ►BNY I INVESTMENTS Insight Quarterly Investment Report 1 FOR PROFESSIONAL CLIENTS ONLY, NOT TO BE DISTRIBUTED TO RETAIL CLIENTS THIS DOCUMENT SHOULD NOT BE REPRODUCED IN ANY FORM WITHOUT PRIOR WRITTEN APPROVAL PLEASE REFER TO THE RISK DISCLOSURES AT THE BACK OF THIS DOCUMENT Orange County Sanitation Client investment report: Q4 2025 INSIGHT NORTH AMERICA (INA) PORTABILITY LANGUAGE TO GO ON INSIDE FRONT COVER ALL NEW US BUSINESS TO BE CONTRACTED UNDER THIS ENTITY This document has been prepared by Insight North America LLC (INA), a registered investment adviser under the Investment Advisers Act of 1940 and regulated by the US Securities and Exchange Commission. INA is part of ‘Insight’ or ‘Insight Investment’, the corporate brand for certain asset management companies operated by Insight Investment Management Limited including, among others, Insight Investment Management (Global) Limited and Insight Investment International Limited. The performance of Insight is being presented to show the historical performance of the portfolio management team responsible for managing the strategy. The track records presented include all accounts managed by Insight with substantially similar investment objectives, policies and strategies for which the strategy management teams were responsible. Advisory services referenced herein are available in the US only through INA. INA and its Insight affiliates are part of the GIPS® firm Insight Investment, which claims compliance with GIPS. Please refer to the important disclosures at the back of this document. 3 •Economic review and outlook •Portfolio update •Compliance summary •Important disclosures Agenda Insight INVESTMENT ►BNY I INVESTMENTS Economic review and outlook Insight INVESTMENT ►BNY I INVESTMENTS 5P0000 Economic data projections¹ •The economy has momentum going into the new year with an ongoing AI boom, expansionary fiscal policy, less restrictive monetary policy and strong stock market as tailwinds •However, the sluggish labor market conditions pose challenges to the outlook with unemployment on the rise and job growth concentrated in a handful of industries •We anticipate the Fed will cut the federal funds rate two more times by mid-2026 and we view upside and downside risks to our baseline outlook as evenly balanced Key takeaways Source: Insight, as of December 31, 2025. Any projections or forecasts contained herein are based upon certain assumptions considered reasonable. Projections are speculative in nature and some or all of the assumptions underlying the projections may not materialize or vary significantly from the actual results. Accordingly, the projections are only an estimate. Opinions expressed herein are as of the date stated and are subject to change without notice. Insight assumes no responsibility to update such information or to notify a client of any changes. ¹ F = forecast. 2025 CPI and Real GDP actual, all other values projected. 2025 2026F 2027F 2.1 2.2 2.5 3.253.25 2.1 2.8 3.75 2.9 Real GDP Consumer Price Index Policy rate (year-end) Insight INVESTMENT ►BNY I INVESTMENTS 6 Real GDP growth and its components AI boom and consumer spending prop up GDP growth numbers Source: Bureau of Economic Analysis, as of December 23, 2025. But the solid GDP growth figures are at odds with a sluggish labor market -6.0 -4.0 -2.0 0.0 2.0 4.0 6.0 8.0 10.0 Q122 Q222 Q322 Q422 Q123 Q223 Q323 Q423 Q124 Q224 Q324 Q424 Q125 Q225 Q325 % Personal consumption Nonresidential investment Residential investment Change in inventories Exports Imports Government Gross Domestic Product Insight INVESTMENT ---- ►BNY I INVESTMENTS 7 Changes to nonfarm payrolls, 2025 (in thousands) Lopsided labor market Source: Bureau of Labor Statistics, as of January 9, 2026. The healthcare industry kept the labor market afloat last year, with new jobs concentrated in a handful of sectors Increase Decrease Total Mining & Logging Construction Manufacturing Wholesale Trade Retail Trade Transportation & Warehousing Utilities Information Financial Activities Professional & Business Services Educational Services Healthcare & Social Assistance Leisure & Hospitality Other Services Government Total -16 14 -68 -18 2 -58 8 -30 38 -97 -4 713 188 62 -149 584 -400 -200 0 200 400 600 800 ■ ■ ■ -------- - Insight INVESTMENT ►BNY I INVESTMENTS 8 0 500 1,000 1,500 2,000 2,500 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 Q1 Q2 Q3 Q4 Announced job layoffs (in thousands) Layoff announcements have picked up considerably Source: Challenger, Gray & Christmas, as of January 8, 2026. Layoffs exceeded 1.2 million in 2025, the most since the Global Financial Crisis (excluding the COVID year 2020) ■ ■ ■ ■ Insight INVESTMENT ►BNY I INVESTMENTS 9 30 40 50 60 70 80 90 100 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 Services Manufacturing Institute for Supply Management price gauges Price pressures are abating Source: Institute for Supply Management, as January 7, 2026. While businesses saw price pressures stabilize, high import costs due to tariffs keep prices elevated Insight INVESTMENT ►BNY I INVESTMENTS 10 -$100.0 -$80.0 -$60.0 -$40.0 -$20.0 $0.0 $20.0 $40.0 $60.0 $80.0 Taiwan Switzerland Vietnam Ireland Mexico Thailand India Australia South Korea Germany Canada China Change in US imports, 2025 YTD vs. 2024 ($bn) President Trump’s tariffs have reshuffled trade patterns Data is for January – October | Source: US Census Bureau, Insight Investment, as of January 8, 2026. Aggressive tariffs on Chinese imports have encouraged US importers to seek alternative suppliers elsewhere Insight INVESTMENT ►BNY I INVESTMENTS 11 $3.0 $3.5 $4.0 $4.5 $5.0 $5.5 $6.0 $6.5 $7.0 $7.5 80 100 120 140 160 180 200 220 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 Housing affordability index (LHS) Existing home sales, millions (RHS) Housing affordability index and existing home sales Housing affordability has become a hot policy issue Source: National Association of Realtors, as of December 19, 2025. A combination of high mortgage rates and limited supply has put homeownership out of reach for many Americans Insight INVESTMENT ►BNY I INVESTMENTS Portfolio update Insight INVESTMENT ►BNY I INVESTMENTS Orange County Liquid Operating Insight INVESTMENT ►BNY I INVESTMENTS 14 OC San Liquid Operating Portfolio Portfolio summary as of December 31, 2025 Source: Insight/Northern Trust. Inception date for performance purposes: February 29, 2024. Benchmark history provided at the end of this section OCS001A Portfolio summary ● Value: $122,978,752 ● Benchmark: ICE BofA US 3-Month Treasury Bill blank 3 months Year to date 1 year Since inception % % % % p.a. Portfolio 1.01 4.42 4.42 4.87 Benchmark 0.97 4.18 4.18 4.67 Relative 0.04 0.24 0.24 0.19 blank 3 months Year to date 1 year Since inception % % % % p.a. Portfolio 1.01 4.39 4.39 4.84 Benchmark 0.97 4.18 4.18 4.67 Relative 0.03 0.22 0.22 0.16 Performance – Gross of Fees Performance – Net of Fees Insight INVESTMENT ►BNY I INVESTMENTS 15 OC San Liquid Operating Portfolio Portfolio characteristics as of December 31, 2025 Approach used for credit rating: Average. All durations are effective duration. *Excludes Treasury. OCS001A Summary Portfolio Benchmark Relative Yield to worst (%) 3.7 3.7 0.0 Effective duration (years) 0.1 0.1 0.0 Average coupon 1.5 0.0 1.5 Average life / Maturity 0.1 0.2 0.0 Average rating AA AA+ Top issuers* (%) Holding Federal Home Loan Banks 20.63 Federal Farm Credit Banks Funding Corp 7.47 Freddie Mac 7.16 Caterpillar Financial Services Corp 4.96 Novartis Finance Corp 4.96 MetLife Short Term Funding LLC 4.95 Equitable Financial Life Global Funding 4.90 Resolution Funding Corp Interest Strip 2.41 Jackson National Life Global Funding 1.67 Enterprise Products Operating LLC 1.67 Issuer overweight* Contribution to duration (years) Portfolio Benchmark Relative Federal Home Loan Banks 0.02 - 0.02 Freddie Mac 0.01 - 0.01 FFCB Funding Corporation 0.01 - 0.01 Resolution Fund Corp Strip 0.01 - 0.01 PNC Fin Ser Group Inc 0.01 - 0.01 JPMorgan Chase & Co 0.00 - 0.00 General Dynamics Corp 0.00 - 0.00 Citibank NA - CITIBANK 0.00 - 0.00 MetLife Funding LLC 0.00 - 0.00 Novartis Finance Corp 0.00 - 0.00 Total 0.08 - 0.08 Rating (%) 75.2 19.2 0.6 5.0 100.0 0 50 100 150 AAA AA A BBB BIG Cash NR Portfolio Benchmark Duration (%) 0.6 18.3 49.5 19.5 10.3 1.8 100.0 0 40 80 120 1 day 2-7 days 8-30 days 31-90 91-180 181+Portfolio Benchmark Insight INVESTMENT ■ ■ ■ ■ ►BNY I INVESTMENTS 16 OC San Liquid Operating Portfolio Portfolio allocation as of December 31, 2025 OCS001A Sector (%) Market Value Portfolio Benchmark Relative Agency 38.2 - 38.2 Industrial 13.0 - 13.0 Financial Institutions 11.2 - 11.2 Cash and other 5.5 - 5.5 CMBS 0.8 - 0.8 Treasury 31.2 100.0 -68.8 Total 100.0 100.0 • ■ I I Insight INVESTMENT ►BNY I INVESTMENTS 17 OC San Liquid Operating Portfolio Contribution to duration as of December 31, 2025 Approach used for credit rating: Average. All durations are effective duration. OCS001A Ratings Contribution to duration (years) Rating Portfolio Benchmark Relative AAA - - - AA 0.09 0.15 -0.06 A 0.02 - 0.02 BBB - - - BIG - - - NR - - - Total 0.11 0.15 -0.04 0.1 0.0 0.1 0 1 AAA AA A BBB BIG NR Portfolio Benchmark Duration Contribution to duration (years) Portfolio Benchmark Relative 1 day - - - 2-7 days - - - 8-30 days 0.02 - 0.02 31-90 0.04 0.15 -0.11 91-180 0.04 - 0.04 181+ 0.01 - 0.01 Total 0.11 0.15 -0.04 0.0 0.0 0.0 0.0 0.1 0 1 1 day 2-7 days 8-30 days 31-90 91-180 181+ Portfolio Benchmark Insight INVESTMENT ■ ■ ■ ■ ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LIQUID OPERATING PORTFOLIO Cusip Description Coupon Maturity date Call date S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) United States Treasury Bill 912797SF5 USATREASURY BILL 0%0.000 01/13/2026 AA+Aa1 1,825,000.00 1,814,496.21 1.48 1,823,043.38 1.49 0.04 912797SG3 USATREASURY BILL 0%0.000 01/20/2026 AA+Aa1 1,500,000.00 1,490,858.75 1.22 1,497,345.50 1.22 0.05 912797PD3 USATREASURY BILL 0%0.000 01/22/2026 AA+Aa1 2,550,000.00 2,525,554.18 2.07 2,544,959.03 2.08 0.06 912797SH1 USATREASURY BILL 0%0.000 01/27/2026 AA+Aa1 6,100,000.00 6,083,218.90 4.97 6,085,028.16 4.97 0.07 912797RK5 USATREASURY BILL 0%0.000 01/29/2026 AA+Aa1 5,000,000.00 4,981,253.33 4.07 4,986,777.50 4.07 0.08 912797TB3 USATREASURY BILL 0%0.000 03/31/2026 AA+Aa1 4,300,000.00 4,258,686.61 3.48 4,263,053.45 3.48 0.24 912797TK3 USATREASURY BILL 0%0.000 04/28/2026 AA+Aa1 2,300,000.00 2,273,297.26 1.86 2,273,864.71 1.86 0.31 912797TD9 USATREASURY BILL 0%0.000 06/18/2026 AA+Aa1 2,400,000.00 2,360,634.27 1.93 2,361,053.74 1.93 0.45 Issuer total 25,975,000.00 25,787,999.51 21.09 25,835,125.47 21.09 0.15 Federal Home Loan Bank Discount 313385RN8 FED HOME LNDISCOUNT Notes 0.000 01/08/2026 AA+Aa1 228,000.00 227,797.65 0.19 227,822.16 0.19 0.02 313385RP3 FED HOME LN DISCOUNT 0.000 01/09/2026 AA+Aa1 7,300,000.00 7,287,241.40 5.96 7,293,594.25 5.95 0.02 313385SJ6 FED HOME LN DISCOUNT 0.000 01/28/2026 AA+Aa1 300,000.00 299,107.50 0.24 299,181.00 0.24 0.08 313385SL1 FED HOME LN DISCOUNT 0.000 01/30/2026 AA+Aa1 4,900,000.00 4,881,970.72 3.99 4,885,667.50 3.99 0.08 Issuer total 12,728,000.00 12,696,117.27 10.38 12,706,264.91 10.37 0.04 Federal Home Loan Banks 3130AKVY9 FEDERAL HOME LOAN 0.520 01/29/2026 AA+Aa1 415,000.00 407,376.45 0.33 414,041.06 0.34 0.08 3130AKTT3 FEDERAL HOME LOAN 1.000 01/29/2026 AA+Aa1 100,000.00 99,728.50 0.08 99,804.28 0.08 0.08 3130B07B9 FEDERAL HOME LOAN 3.835 02/23/2026 AA+Aa1 200,000.00 200,141.48 0.16 200,034.39 0.16 0.01 3130B6US3 FEDERAL HOME LOAN 3.720 02/24/2026 AA+Aa1 500,000.00 499,999.20 0.41 499,990.70 0.41 0.01 3130AL7E8 FEDERAL HOME LOAN 0.600 02/25/2026 AA+Aa1 1,000,000.00 979,050.00 0.80 995,494.31 0.81 0.15 3130AL7B4 FEDERAL HOME LOAN 0.800 02/25/2026 AA+Aa1 500,000.00 490,070.00 0.40 497,837.93 0.41 0.15 3130ALGR9 FEDERAL HOME LOAN 0.850 02/26/2026 AA+Aa1 500,000.00 491,397.50 0.40 497,834.56 0.41 0.16 3130ALJ39 FEDERAL HOME LOAN 0.900 03/03/2026 AA+Aa1 1,000,000.00 980,810.00 0.80 995,531.82 0.81 0.17 18 18 ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LIQUID OPERATING PORTFOLIO Cusip Description Coupon Maturity date Call date S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) Federal Home Loan Banks 3130AV6J6 FEDERAL HOME LOAN 4.500 03/13/2026 AA+Aa1 1,810,000.00 1,812,896.00 1.48 1,813,194.18 1.48 0.20 3130AUU36 FEDERAL HOME LOAN 4.125 03/13/2026 AA+Aa1 500,000.00 499,675.00 0.41 500,519.10 0.41 0.20 3130AMUX8 FEDERAL HOME LOAN 0.875 03/30/2026 AA+Aa1 3,465,000.00 3,439,462.95 2.81 3,442,384.40 2.81 0.24 3130B0SM2 FEDERAL HOME LOAN 3.810 03/30/2026 AA+Aa1 1,000,000.00 1,000,252.90 0.82 1,000,241.56 0.82 0.01 3130ANWQ9 FEDERAL HOME LOAN 0.875 03/30/2026 AA+Aa1 750,000.00 744,352.50 0.61 745,104.85 0.61 0.24 3130ALPQ1 FEDERAL HOME LOAN 2.000 03/30/2026 AA+Aa1 500,000.00 497,701.00 0.41 498,026.62 0.41 0.24 3130AMH62 FEDERAL HOME LOAN 1.000 05/26/2026 02/26/2026 AA+Aa1 415,000.00 405,372.00 0.33 410,509.58 0.34 0.39 Issuer total 12,655,000.00 12,548,285.48 10.26 12,610,549.34 10.29 0.18 United States Treasury Floating Rate Note 91282CJU6 US TREASURY FRN FRN 3.847 01/31/2026 AA+Aa1 10,000,000.00 10,001,428.24 8.18 9,999,803.60 8.16 0.01 Issuer total 10,000,000.00 10,001,428.24 8.18 9,999,803.60 8.16 0.01 Federal Farm Credit Banks Funding Corp 3133EN7J3 FEDERAL FARM CREDIT 3.875 02/02/2026 AA+Aa1 250,000.00 249,342.50 0.20 250,019.44 0.20 0.09 3133ER2H3 FEDERAL FARM CREDIT 4.125 02/03/2026 AA+Aa1 880,000.00 879,076.00 0.72 880,259.90 0.72 0.09 3133EPBJ3 FEDERAL FARM CREDIT 4.375 02/23/2026 AA+Aa1 200,000.00 200,084.00 0.16 200,163.49 0.16 0.15 3133ENJ35 FEDERAL FARM CREDIT 3.320 02/25/2026 AA+Aa1 1,500,000.00 1,491,789.28 1.22 1,499,138.52 1.22 0.15 3133EPCF0 FEDERAL FARM CREDIT 4.500 03/02/2026 AA+Aa1 1,900,000.00 1,902,527.00 1.56 1,902,850.97 1.55 0.17 3133ERHS3 FEDERAL FARM CREDIT 5.440 03/24/2026 AA+Aa1 1,308,000.00 1,308,209.93 1.07 1,308,048.50 1.07 0.23 3133ERGC9 FEDERAL FARM CREDIT 3.805 06/03/2026 AA+Aa1 700,000.00 700,198.80 0.57 700,184.57 0.57 0.01 3133EPNG6 FEDERAL FARM CREDIT 4.375 06/23/2026 AA+Aa1 357,000.00 357,449.46 0.29 358,284.11 0.29 0.47 3133ERHG9 FEDERAL FARM CREDIT 3.830 09/14/2026 AA+Aa1 2,010,000.00 2,011,668.30 1.65 2,011,079.01 1.64 0.02 Issuer total 9,105,000.00 9,100,345.27 7.44 9,110,028.51 7.44 0.13 19 19 ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LIQUID OPERATING PORTFOLIO Cusip Description Coupon Maturity date Call date S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) Federal Home Loan Mortgage Corp 3134GXKJ2 FREDDIE MAC 0.55%0.550 01/22/2026 AA+Aa1 6,000,000.00 5,988,210.00 4.90 5,989,820.10 4.89 0.06 3134A1Z60 FREDDIE MAC 6.93%6.930 06/01/2026 AA+Aa1 1,775,000.00 1,810,869.85 1.48 1,797,664.78 1.47 0.41 Issuer total 7,775,000.00 7,799,079.85 6.38 7,787,484.88 6.36 0.14 Caterpillar Financial Services Corp 14912EA80 CPCATERPILLAR 0.000 01/08/2026 A-1 P-1 5,100,000.00 5,089,516.67 4.16 5,095,840.95 4.16 0.02 14913UAK6 CATERPILLAR FINL 4.301 02/27/2026 A A2 1,000,000.00 1,001,550.00 0.82 1,000,615.69 0.82 0.01 Issuer total 6,100,000.00 6,091,066.67 4.98 6,096,456.64 4.98 0.02 Novartis Finance Corp 6698M5A90 NOVARTIS FIN CORP DISC 0.000 01/09/2026 A-1+P-1 6,100,000.00 6,089,399.56 4.98 6,094,320.90 4.97 0.02 Issuer total 6,100,000.00 6,089,399.56 4.98 6,094,320.90 4.97 0.02 MetLife Short Term Funding LLC 59157UA91 CP METLIFE SHORT TERM 0.000 01/09/2026 A-1+P-1 4,000,000.00 3,991,366.67 3.26 3,996,259.20 3.26 0.02 59157UB25 CP METLIFE SHORT TERM 0.000 02/02/2026 A-1+P-1 2,100,000.00 2,089,509.92 1.71 2,092,879.32 1.71 0.09 Issuer total 6,100,000.00 6,080,876.59 4.97 6,089,138.52 4.97 0.04 Equitable Financial Life Global Funding 29449WAE7 EQUITABLE FINANCIAL 1.000 01/09/2026 A+A1 6,000,000.00 5,967,370.00 4.88 5,996,567.82 4.89 0.02 Issuer total 6,000,000.00 5,967,370.00 4.88 5,996,567.82 4.89 0.02 ResolutionFunding Corp Interest Strip 76116EHF0 RESOLUTION FUNDING 0.000 04/15/2026 AA+Aa1 3,000,000.00 2,933,704.41 2.40 2,968,876.38 2.42 0.28 Issuer total 3,000,000.00 2,933,704.41 2.40 2,968,876.38 2.42 0.28 20 20 ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LIQUID OPERATING PORTFOLIO Cusip Description Coupon Maturity date Calldate S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) United States Treasury Note/Bond 91282CGE5 USATREASURY 3.875%3.875 01/15/2026 AA+Aa1 2,475,000.00 2,471,044.42 2.02 2,475,096.25 2.02 0.04 Issuer total 2,475,000.00 2,471,044.42 2.02 2,475,096.25 2.02 0.04 Jackson National Life Global Funding 46849LUX7 JACKSON NATL LIFE 5.500 01/09/2026 A A3 2,000,000.00 2,001,060.00 1.64 2,000,540.08 1.63 0.02 Issuer total 2,000,000.00 2,001,060.00 1.64 2,000,540.08 1.63 0.02 Enterprise Products Operating LLC 29379VCC5 ENTERPRISE PRODUCTS 5.05 0 01/10/2026 A-A3 2,000,000.00 2,011,880.00 1.65 2,000,023.68 1.63 0.03 Issuer total 2,000,000.00 2,011,880.00 1.65 2,000,023.68 1.63 0.03 Federal National Mortgage Association 3135G07G2 FANNIE MAEFRN 3.81 0 06/18/2026 AA+Aa1 1,660,000.00 1,660,493.02 1.36 1,660,710.78 1.36 0.01 Issuer total 1,660,000.00 1,660,493.02 1.36 1,660,710.78 1.36 0.01 Citibank NA 17325FBF4 CITIBANK NA 5.438% 5.438 04/30/2026 03/30/2026 A+Aa3 1,500,000.00 1,506,420.00 1.23 1,505,729.61 1.23 0.24 Issuer total 1,500,000.00 1,506,420.00 1.23 1,505,729.61 1.23 0.24 Morgan Stanley 61746BDZ6 MORGAN STANLEY 3.875% 3.87 5 01/27/2026 A-A1 1,500,000.00 1,491,645.00 1.22 1,499,797.40 1.22 0.07 Issuer total 1,500,000.00 1,491,645.00 1.22 1,499,797.40 1.22 0.07 JPMorgan Chase &Co 46625HRS1 JPMORGAN CHASE &CO 3.20 0 06/15/2026 03/15/2026 A A1 1,439,000.00 1,425,012.92 1.17 1,434,716.15 1.17 0.43 Issuer total 1,439,000.00 1,425,012.92 1.17 1,434,716.15 1.17 0.43 21 21 ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LIQUID OPERATING PORTFOLIO Cusip Description Coupon Maturity date Call date S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) PNC Financial Services Group Inc/The 693475BB0 PNC FINANCIAL SERVICES 1.150 08/13/2026 07/14/2026 A-A3 1,229,000.00 1,193,912.05 0.98 1,208,441.56 0.99 0.60 Issuer total 1,229,000.00 1,193,912.05 0.98 1,208,441.56 0.99 0.60 General Dynamics Corp 369550BN7 GENERAL DYNAMICS 1.150 06/01/2026 05/01/2026 A A2 1,113,000.00 1,087,478.91 0.89 1,100,674.82 0.90 0.41 Issuer total 1,113,000.00 1,087,478.91 0.89 1,100,674.82 0.90 0.41 Freddie Mac Multifamily Structured Pass 3137FQXJ7 FHLMC MULTIFAMILY 2.525 Through Certificates 10/25/2026 AA+Aa1 1,000,000.00 990,039.06 0.81 990,093.60 0.81 0.66 Issuer total 1,000,000.00 990,039.06 0.81 990,093.60 0.81 0.66 Cash and Cash Equivalents CASH 0.000 730,257.02 730,257.02 0.00 730,257.02 0.60 0.00 Issuer total 730,257.02 730,257.02 0.00 730,257.02 0.60 0.00 John Deere Capital Corp 24422EWP0 JOHN DEERE CAPITAL 4.800 01/09/2026 A A1 613,000.00 614,152.44 0.50 613,115.14 0.50 0.02 Issuer total 613,000.00 614,152.44 0.50 613,115.14 0.50 0.02 Grand total 122,797,257.02 122,279,067.69 100.00 122,513,813.06 100.00 0.11 22 22 ►BNY I INVESTMENTS Orange County Long Term Insight INVESTMENT ►BNY I INVESTMENTS 24 blank 3 months Year to date 1 year Since inception % % % % p.a. Portfolio 1.19 6.35 6.35 5.63 Benchmark 1.13 5.92 5.92 5.42 Relative 0.07 0.43 0.43 0.21 OC San Long Term Portfolio Portfolio summary as of December 31, 2025 Source: Insight/Northern Trust. Inception date for performance purposes: February 29, 2024. Benchmark history provided at the end of this section Portfolio summary ● Value: $646,408,958 ● Benchmark: ICE BofA 1-5 Year AAA-A US Corporate & Government Index blank 3 months Year to date 1 year Since inception % % % % p.a. Portfolio 1.19 6.32 6.32 5.60 Benchmark 1.13 5.92 5.92 5.42 Relative 0.06 0.40 0.40 0.18 Performance – Gross of Fees Performance – Net of Fees Insight INVESTMENT ►BNY I INVESTMENTS 25 OC San Long Term Portfolio Portfolio characteristics as of December 31, 2025 Approach used for credit rating: Average. All durations are effective duration. *Excludes Treasury. Summary Portfolio Benchmark Relative Yield to worst (%) 3.8 3.6 0.2 Effective duration (years) 2.5 2.5 0.0 Average coupon 3.3 3.3 0.0 Average life / Maturity 2.8 2.7 0.1 Average rating AA AA Top issuers* (%) Holding Freddie Mac 14.46 Resolution Funding Corp Interest Strip 3.10 Federal Farm Credit Banks Funding Corp 2.40 Bank of America Corp 2.21 JPMorgan Chase & Co 2.15 Fannie Mae 2.10 Morgan Stanley 2.07 Verizon Master Trust 1.90 American Express Credit Account Master Trust 1.68 UnitedHealth Group Inc 1.42 Issuer overweight* Contribution to duration (years) Portfolio Benchmark Relative Freddie Mac 0.31 0.00 0.31 Resolution Fund Corp Strip 0.10 - 0.10 Fannie Mae 0.08 0.01 0.08 FFCB Funding Corporation 0.04 0.01 0.04 Citibank NA - CITIBANK 0.04 0.00 0.04 Consumers Energy Co 0.04 0.00 0.04 Welltower OP LLC 0.03 0.00 0.03 ERAC USA Finance LLC 0.03 0.00 0.03 Amex Credit A/c Master Trust 0.03 - 0.03 GMF Revolving Trust 0.03 - 0.03 Total 0.74 0.02 0.72 Rating (%) 15.3 62.6 22.0 0.13.8 80.4 15.8 0 50 100 AAA AA A BBB BIG Cash NR Portfolio Benchmark Duration (%) 10.9 24.3 29.4 26.0 9.4 4.6 33.6 28.2 22.3 11.2 0 10 20 30 40 0-1 1-2 2-3 3-4 4-5 5+Portfolio Benchmark Insight INVESTMENT ■ ■ ■ ■ ►BNY I INVESTMENTS 26 OC San Long Term Portfolio Portfolio allocation as of December 31, 2025 Sector (%) Market Value Portfolio Benchmark Relative ABS 14.1 - 14.1 Agency 13.1 3.7 9.3 CMBS 9.0 - 9.0 Financial Institutions 15.6 9.9 5.6 Utility 1.8 0.7 1.2 State 0.3 - 0.3 CMO 0.1 - 0.1 Cash and other 0.1 - 0.1 Industrial 5.8 6.5 -0.7 Local Authority - 0.8 -0.8 Sovereign - 1.2 -1.2 Supranational 1.2 2.6 -1.4 Treasury 38.8 74.7 -35.8 Total 100.0 100.0 I I I I --■ I I I I Insight INVESTMENT ►BNY I INVESTMENTS 27 OC San Long Term Portfolio Contribution to duration as of December 31, 2025 Approach used for credit rating: Average. All durations are effective duration. Ratings Contribution to duration (years) Rating Portfolio Benchmark Relative AAA 0.19 0.10 0.09 AA 1.93 2.00 -0.07 A 0.42 0.41 0.01 BBB - - - BIG - - - NR - - - Total 2.54 2.50 0.04 0.2 1.9 0.4 0.1 2.0 0.4 0 1 2 3 AAA AA A BBB BIG NR Portfolio Benchmark Duration Contribution to duration (years) Portfolio Benchmark Relative 0-1 0.06 0.04 0.02 1-2 0.38 0.50 -0.12 2-3 0.76 0.70 0.06 3-4 0.93 0.78 0.15 4-5 0.40 0.48 -0.08 5+ - - - Total 2.54 2.50 0.04 0.1 0.4 0.8 0.9 0.4 0.0 0.5 0.7 0.8 0.5 0 1 0-1 1-2 2-3 3-4 4-5 5+ Portfolio Benchmark Insight INVESTMENT ■ ■ ■ ■ ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LONG TERM PORTFOLIO Cusip Description Coupon Maturity date Call date S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) United States Treasury Note/Bond 91282CBJ9 USATREASURY 0.75%0.750 01/31/2028 AA+Aa1 11,000,000.00 10,141,054.69 1.61 10,402,304.66 1.62 2.03 91282CCR0 USATREASURY 1%1.000 07/31/2028 AA+Aa1 13,225,000.00 11,907,986.25 1.89 12,412,385.78 1.93 2.50 91282CCV1 USATREASURY 1.125%1.125 08/31/2028 AA+Aa1 5,250,000.00 4,934,794.92 0.78 4,933,359.38 0.77 2.58 91282CJN2 USATREASURY 4.375%4.375 11/30/2028 AA+Aa1 11,750,000.00 11,972,974.61 1.90 12,020,800.84 1.87 2.71 91282CJR3 USATREASURY 3.75%3.750 12/31/2028 AA+Aa1 18,000,000.00 17,697,955.08 2.81 18,108,984.42 2.82 2.81 91282CDW8 USATREASURY 1.75%1.750 01/31/2029 AA+Aa1 8,350,000.00 7,326,798.83 1.16 7,914,886.68 1.23 2.94 91282CKD2 USATREASURY 4.25%4.250 02/28/2029 AA+Aa1 3,300,000.00 3,329,272.78 0.53 3,368,191.40 0.52 2.90 91282CEE7 USATREASURY 2.375%2.375 03/31/2029 AA+Aa1 18,000,000.00 16,953,944.21 2.69 17,349,609.42 2.70 3.07 91282CFJ5 USATREASURY 3.125%3.125 08/31/2029 AA+Aa1 27,475,000.00 26,520,807.77 4.21 27,026,384.90 4.21 3.40 91282CGJ4 USATREASURY 3.5%3.500 01/31/2030 AA+Aa1 10,425,000.00 10,337,718.52 1.64 10,372,467.80 1.62 3.72 912828Z94 USATREASURY 1.5%1.500 02/15/2030 AA+Aa1 15,000,000.00 13,491,764.51 2.14 13,787,695.35 2.15 3.92 91282CGS4 USATREASURY 3.625%3.625 03/31/2030 AA+Aa1 17,000,000.00 16,812,252.27 2.67 16,980,742.23 2.64 3.87 91282CGZ8 USATREASURY 3.5%3.500 04/30/2030 AA+Aa1 9,600,000.00 9,382,875.00 1.49 9,538,125.02 1.49 3.96 912828ZQ6 USATREASURY 0.625%0.625 05/15/2030 AA+Aa1 8,500,000.00 7,475,048.01 1.19 7,465,390.63 1.16 4.24 91282CHJ3 USATREASURY 3.75%3.750 06/30/2030 AA+Aa1 4,900,000.00 4,902,679.68 0.78 4,915,695.29 0.77 4.11 91282CHR5 USATREASURY 4%4.000 07/31/2030 AA+Aa1 8,325,000.00 8,435,891.61 1.34 8,437,842.79 1.31 4.10 91282CAE1 USATREASURY 0.625%0.625 08/15/2030 AA+Aa1 13,500,000.00 11,635,312.50 1.84 11,757,656.25 1.83 4.47 91282CHW4 USATREASURY 4.125%4.125 08/31/2030 AA+Aa1 12,350,000.00 12,592,135.05 2.00 12,578,185.52 1.96 4.17 Issuer total 215,950,000.00 205,851,266.29 32.64 209,370,708.36 32.60 3.42 Freddie Mac Multifamily Structured Pass 3137BSRE5 FHLMCMULTIFAMILY 3.120 Through Certificates 09/25/2026 AA+Aa1 5,645,214.92 5,841,142.30 0.93 5,610,340.48 0.87 0.63 3137FETN0 FHLMCMULTIFAMILY 3.350 01/25/2028 AA+Aa1 8,440,000.00 8,126,748.44 1.29 8,363,097.25 1.30 1.86 3137FG6X8 FHLMC MULTIFAMILY 3.850 05/25/2028 AA+Aa1 7,250,000.00 7,116,894.53 1.13 7,251,730.58 1.13 2.18 3137HB3D4 FHLMC MULTIFAMILY 5.069 10/25/2028 AA+Aa1 10,716,000.00 10,850,787.19 1.72 11,021,528.16 1.72 2.49 28 28 ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LONG TERM PORTFOLIO Cusip Description Coupon Maturity date Call date S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) Freddie Mac Multifamily Structured Pass Through Certificates 3137HBPD0 FHLMC MULTIFAMILY 5.400 01/25/2029 AA+Aa1 10,000,000.00 10,244,140.63 1.62 10,392,434.00 1.62 2.67 3137HCKV3 FHLMC MULTIFAMILY 5.180 03/25/2029 AA+Aa1 6,320,000.00 6,480,309.38 1.03 6,548,788.42 1.02 2.89 3137HDJJ0 FHLMC MULTIFAMILY 4.803 05/25/2029 AA+Aa1 8,766,234.14 8,801,846.97 1.40 8,984,480.06 1.40 2.93 Issuer total 57,137,449.06 57,461,869.44 9.11 58,172,398.95 9.06 2.32 United States Treasury Strip Coupon 912833XP0 USA TREASURY COUPON 0.000 08/15/2029 AA+Aa1 23,250,000.00 19,002,612.50 3.01 20,360,300.51 3.17 3.56 912833XT2 USATREASURY COUPON 0.000 11/15/2029 AA+Aa1 23,000,000.00 18,415,180.00 2.92 19,931,459.83 3.10 3.81 Issuer total 46,250,000.00 37,417,792.50 5.93 40,291,760.34 6.27 3.68 Federal Home Loan Mortgage Corp 3134HAPK3 FREDDIE MAC 4.03%4.030 10/10/2029 04/10/2026 AA+Aa1 5,000,000.00 4,939,200.00 0.78 4,993,025.45 0.78 1.60 3134HAW33 FREDDIE MAC 4.75%4.750 12/18/2029 06/18/2026 AA+Aa1 10,000,000.00 9,973,870.08 1.58 10,039,411.60 1.56 0.92 3134HBSX0 FREDDIE MAC 4.5%4.500 05/23/2030 11/23/2026 AA+Aa1 6,250,000.00 6,250,000.00 0.99 6,280,823.38 0.98 1.77 3134HBW31 FREDDIE MAC 4%4.000 10/08/2030 04/08/2027 AA+Aa1 4,800,000.00 4,800,000.00 0.76 4,794,584.06 0.75 2.45 3134HBX48 FREDDIE MAC 4%4.000 10/09/2030 04/09/2027 AA+Aa1 6,350,000.00 6,354,762.50 1.01 6,350,440.31 0.99 2.72 Issuer total 32,400,000.00 32,317,832.58 5.12 32,458,284.80 5.05 1.77 ResolutionFunding Corp Interest Strip 76116EHL7 RESOLUTION FUNDING 0.000 10/15/2028 AA+Aa1 7,500,000.00 6,377,175.00 1.01 6,786,476.55 1.06 2.74 76116EGP9 RESOLUTION FUNDING 0.000 01/15/2029 AA+Aa1 10,000,000.00 8,052,300.00 1.28 8,966,743.20 1.40 2.99 76116EGR5 RESOLUTION FUNDING 0.000 01/15/2030 AA+Aa1 5,000,000.00 4,178,700.00 0.66 4,285,251.90 0.67 3.98 Issuer total 22,500,000.00 18,608,175.00 2.95 20,038,471.65 3.12 3.13 Federal Farm Credit Banks Funding Corp 3133ER5D9 FEDERAL FARM CREDIT 4.490 03/05/2029 03/05/2027 AA+Aa1 12,975,000.00 13,043,789.50 2.07 13,037,806.27 2.03 1.60 29 29 ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LONG TERM PORTFOLIO Cusip Description Coupon Maturity date Calldate S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) Federal Farm Credit Banks Funding Corp 3133EMHZ8 FEDERAL FARMCREDIT 1.125 06/01/2029 AA+Aa1 2,500,000.00 2,238,215.00 0.35 2,299,195.10 0.36 3.27 Issuer total 15,475,000.00 15,282,004.50 2.42 15,337,001.37 2.39 1.84 Bank of America Corp 06051GGF0 BANK OF AMERICA CORP 3.824 01/20/2028 01/20/2027 A-A1 6,275,000.00 5,907,613.65 0.94 6,260,607.10 0.97 1.00 06051GMK2 BANK OF AMERICA CORP 4.979 01/24/2029 01/24/2028 A-A1 3,250,000.00 3,250,000.00 0.52 3,311,726.11 0.52 1.91 06051GHG7 BANK OF AMERICA CORP 3.970 03/05/2029 03/05/2028 A-A1 4,500,000.00 4,305,375.00 0.68 4,493,988.18 0.70 2.04 Issuer total 14,025,000.00 13,462,988.65 2.13 14,066,321.39 2.19 1.55 JPMorgan Chase &Co 46647PAM8 JPMORGAN CHASE &CO 3.509 01/23/2029 01/23/2028 A A1 7,250,000.00 6,868,505.00 1.09 7,182,755.60 1.12 1.94 46647PEU6 JPMORGAN CHASE &CO 4.915 01/24/2029 01/24/2028 A A1 6,375,000.00 6,375,604.20 1.01 6,495,595.81 1.01 1.91 Issuer total 13,625,000.00 13,244,109.20 2.10 13,678,351.41 2.13 1.93 Morgan Stanley 61747YFP5 MORGAN STANLEY 5.652%5.652 04/13/2028 04/13/2027 A-A1 9,750,000.00 9,753,225.60 1.55 9,943,227.65 1.55 1.22 61744YAP3 MORGAN STANLEY 3.772%3.772 01/24/2029 01/24/2028 A-A1 3,250,000.00 3,170,440.00 0.50 3,232,598.07 0.50 1.93 Issuer total 13,000,000.00 12,923,665.60 2.05 13,175,825.72 2.05 1.39 Fannie Mae Principal Strip 31358DDG6 FANNIE MAE0%0.000 01/15/2030 AA+Aa1 5,000,000.00 4,144,100.00 0.66 4,305,805.45 0.67 3.98 31358DDR2 FANNIE MAE 0%0.000 05/15/2030 AA+Aa1 10,000,000.00 8,273,581.73 1.31 8,462,155.20 1.32 4.30 Issuer total 15,000,000.00 12,417,681.73 1.97 12,767,960.65 1.99 4.19 Verizon Master Trust 92348KBG7 VERIZON MASTER TRUST 4.490 01/22/2029 NR Aaa 4,455,000.00 4,448,387.11 0.71 4,455,919.07 0.69 0.05 30 30 ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LONG TERM PORTFOLIO Cusip Description Coupon Maturity date Calldate S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) Verizon Master Trust 92348KDY6 VERIZON MASTER TRUST 4.510 03/20/2030 NR Aaa 7,731,000.00 7,730,667.57 1.23 7,792,742.86 1.21 1.69 Issuer total 12,186,000.00 12,179,054.68 1.93 12,248,661.93 1.91 1.09 American Express CreditAccount Master Trust 02582JKM1 AMERICAN EXPRESS 4.560 12/17/2029 AAA NR 10,636,000.00 10,633,637.74 1.69 10,809,625.25 1.68 1.84 Issuer total 10,636,000.00 10,633,637.74 1.69 10,809,625.25 1.68 1.84 Toyota Motor Credit Corp 89236TJK2 TOYOTA MOTOR CREDIT 1.125 06/18/2026 A+A1 7,285,000.00 7,281,794.60 1.15 7,196,673.75 1.12 0.46 89236TJZ9 TOYOTA MOTOR CREDIT 3.050 03/22/2027 A+A1 2,000,000.00 1,945,900.00 0.31 1,982,902.28 0.31 1.18 Issuer total 9,285,000.00 9,227,694.60 1.46 9,179,576.03 1.43 0.61 UnitedHealth Group Inc 91324PEC2 UNITEDHEALTH GROUP 1.150 05/15/2026 04/15/2026 A+A2 4,000,000.00 3,904,703.05 0.62 3,960,737.16 0.62 0.37 91324PEP3 UNITEDHEALTH GROUP 5.250 02/15/2028 01/15/2028 A+A2 5,000,000.00 5,114,225.00 0.81 5,138,839.80 0.80 1.90 Issuer total 9,000,000.00 9,018,928.05 1.43 9,099,576.96 1.42 1.24 Ford Credit Floorplan Master Owner Trust A 34528QHV9 FORD CREDIT FLOORPLAN 4.920 05/15/2028 NR Aaa 9,000,000.00 9,033,398.44 1.43 9,028,698.30 1.41 0.36 Issuer total 9,000,000.00 9,033,398.44 1.43 9,028,698.30 1.41 0.36 Welltower OP LLC 95040QAD6 WELLTOWER OP LLC 4.250 04/15/2028 01/15/2028 A-A3 5,061,000.00 5,068,692.72 0.80 5,096,979.86 0.79 2.02 95040QAH7 WELLTOWER OP LLC 4.125 03/15/2029 12/15/2028 A-A3 3,845,000.00 3,808,280.25 0.60 3,854,361.54 0.60 2.84 Issuer total 8,906,000.00 8,876,972.97 1.41 8,951,341.40 1.39 2.37 John Deere Capital Corp 24422EWK1 JOHN DEERE CAPITAL 4.150 09/15/2027 A A1 2,000,000.00 1,972,620.00 0.31 2,015,734.12 0.31 1.62 31 31 ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LONG TERM PORTFOLIO Cusip Description Coupon Maturity date Call date S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) John Deere Capital Corp 24422EWR6 JOHN DEERE CAPITAL 4.750 01/20/2028 A A1 6,500,000.00 6,580,745.00 1.04 6,626,448.27 1.03 1.90 Issuer total 8,500,000.00 8,553,365.00 1.36 8,642,182.39 1.35 1.84 PNC Financial Services Group Inc/The 693475BR5 PNC FINANCIAL SERVICES 5.58 2 06/12/2029 06/12/2028 A-A3 8,000,000.00 8,198,160.00 1.30 8,300,298.48 1.29 2.27 Issuer total 8,000,000.00 8,198,160.00 1.30 8,300,298.48 1.29 2.27 Chase Issuance Trust 161571HV9 CHASE ISSUANCE TRUST 4.60 0 01/15/2029 AAA NR 8,040,000.00 8,038,775.51 1.27 8,112,199.20 1.26 0.99 Issuer total 8,040,000.00 8,038,775.51 1.27 8,112,199.20 1.26 0.99 GMF Floorplan Owner Revolving Trust 361886DK7 GENERAL MOTORS GFORT 4.68 0 11/15/2028 AAA Aaa 7,710,000.00 7,712,108.20 1.22 7,761,404.88 1.21 2.56 Issuer total 7,710,000.00 7,712,108.20 1.22 7,761,404.88 1.21 2.56 Citibank NA 17325FBK3 CITIBANK NA 4.838% 4.838 08/06/2029 07/06/2029 A+Aa3 7,500,000.00 7,501,725.00 1.19 7,680,953.48 1.20 3.18 Issuer total 7,500,000.00 7,501,725.00 1.19 7,680,953.48 1.20 3.18 Goldman Sachs Bank USA/New York NY 38151LAG5 GOLDMAN SACHS BANK 5.41 4 05/21/2027 05/21/2026 A+A1 7,500,000.00 7,546,875.00 1.20 7,539,037.20 1.17 0.38 Issuer total 7,500,000.00 7,546,875.00 1.20 7,539,037.20 1.17 0.38 ERAC USA Finance LLC 26884TAY8 ERAC USAFINANCE LLC 5.00 0 02/15/2029 01/15/2029 A-A3 7,250,000.00 7,272,330.00 1.15 7,429,393.28 1.16 2.78 Issuer total 7,250,000.00 7,272,330.00 1.15 7,429,393.28 1.16 2.78 32 GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LONG TERM PORTFOLIO Cusip Description Coupon Maturity date Calldate S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) Consumers Energy Co 210518DX1 CONSUMERS ENERGY CO 4.700 01/15/2030 11/15/2029 A A1 6,500,000.00 6,427,980.00 1.02 6,648,388.96 1.04 3.51 Issuer total 6,500,000.00 6,427,980.00 1.02 6,648,388.96 1.04 3.51 International Bank for Reconstruction &Development 45906M5K3 INTL BK RECON &4.750 07/30/2029 07/30/2026 AAA Aaa 6,050,000.00 6,084,115.95 0.96 6,074,790.18 0.95 1.06 Issuer total 6,050,000.00 6,084,115.95 0.96 6,074,790.18 0.95 1.06 Realty Income Corp 756109BS2 REALTY INCOME CORP 4.700 12/15/2028 11/15/2028 A-A3 5,500,000.00 5,462,290.00 0.87 5,609,279.67 0.87 2.69 Issuer total 5,500,000.00 5,462,290.00 0.87 5,609,279.67 0.87 2.69 Capital One Prime Auto Receivables Trust 2023-1 14043KAK1 CAPITAL ONE PRIME 4.760 08/15/2028 AAA NR 5,240,000.00 5,252,690.60 0.83 5,280,090.19 0.82 1.19 Issuer total 5,240,000.00 5,252,690.60 0.83 5,280,090.19 0.82 1.19 Corebridge Global Funding 00138CBD9 COREBRIDGE GLOB 4.900 01/07/2028 A+A2 5,091,000.00 5,091,000.00 0.81 5,175,612.01 0.81 1.86 Issuer total 5,091,000.00 5,091,000.00 0.81 5,175,612.01 0.81 1.86 Hyundai Auto Lease Securitization Trust 2024-C 448984AD6 HYUNDAI AUTO LEASE 4.620 04/17/2028 AAA NR 5,000,000.00 5,003,906.25 0.79 5,031,339.50 0.78 0.78 Issuer total 5,000,000.00 5,003,906.25 0.79 5,031,339.50 0.78 0.78 DTE Electric Co 23338VAW6 DTE ELECTRIC CO 4.25%4.250 05/14/2027 A Aa3 4,956,000.00 4,962,368.16 0.79 4,990,631.44 0.78 1.31 Issuer total 4,956,000.00 4,962,368.16 0.79 4,990,631.44 0.78 1.31 33 33 ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LONG TERM PORTFOLIO Cusip Description Coupon Maturity date Call date S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) Comcast Corp 20030NCH2 COMCAST CORP 3.55%3.550 05/01/2028 02/01/2028 A-A3 5,000,000.00 4,785,920.00 0.76 4,960,149.40 0.77 2.13 Issuer total 5,000,000.00 4,785,920.00 0.76 4,960,149.40 0.77 2.13 Ford Credit Auto Lease Trust 2025-A 345282AD9 FORDCREDIT AUTO LEASE 4.940 06/15/2028 NR Aaa 4,802,000.00 4,809,503.13 0.76 4,842,502.47 0.75 1.02 Issuer total 4,802,000.00 4,809,503.13 0.76 4,842,502.47 0.75 1.02 Mercedes-Benz Auto Receivables Trust 2025-1 58773DAD6 MERCEDES-BENZ AUTO 4.780 12/17/2029 NR Aaa 4,760,000.00 4,758,987.55 0.75 4,829,239.91 0.75 1.31 Issuer total 4,760,000.00 4,758,987.55 0.75 4,829,239.91 0.75 1.31 Toyota Lease Owner Trust 2025-A 89239NAD7 TOYOTA LEASE OWNER 4.750 02/22/2028 AAA Aaa 4,378,000.00 4,377,942.65 0.69 4,419,990.27 0.69 1.09 Issuer total 4,378,000.00 4,377,942.65 0.69 4,419,990.27 0.69 1.09 Hyundai Auto Receivables Trust 2025-A 44935CAD3 HYUNDAIAUTO 4.320 10/15/2029 AAA NR 4,231,000.00 4,230,375.93 0.67 4,262,622.07 0.66 1.51 Issuer total 4,231,000.00 4,230,375.93 0.67 4,262,622.07 0.66 1.51 Novartis Capital Corp 66989HAY4 NOVARTIS CAPITAL CORP 4.100 11/05/2030 10/05/2030 AA-Aa3 4,075,000.00 4,062,775.00 0.64 4,074,650.32 0.63 4.31 Issuer total 4,075,000.00 4,062,775.00 0.64 4,074,650.32 0.63 4.31 Met Tower Global Funding 58989V2D5 MET TOWER GLOBAL 1.250 09/14/2026 AA-Aa3 3,745,000.00 3,741,554.60 0.59 3,677,119.63 0.57 0.69 Issuer total 3,745,000.00 3,741,554.60 0.59 3,677,119.63 0.57 0.69 34 34 ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LONG TERM PORTFOLIO Cusip Description Coupon Maturity date Call date S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) John Deere Owner Trust 2025 47800DAD6 JOHN DEERE OWNER 4.230 09/17/2029 NR Aaa 3,046,000.00 3,045,808.40 0.48 3,069,084.11 0.48 1.71 Issuer total 3,046,000.00 3,045,808.40 0.48 3,069,084.11 0.48 1.71 CNH Equipment Trust 2025-A 12674BAB1 CNHEQUIPMENT TRUST 4.300 08/15/2028 AAA Aaa 2,971,734.46 2,971,667.30 0.47 2,978,238.10 0.46 0.47 Issuer total 2,971,734.46 2,971,667.30 0.47 2,978,238.10 0.46 0.47 General Electric Co 369604BZ5 GENERAL ELECTRIC CO 4.300 07/29/2030 06/29/2030 A-A3 2,600,000.00 2,594,474.50 0.41 2,623,339.21 0.41 4.02 Issuer total 2,600,000.00 2,594,474.50 0.41 2,623,339.21 0.41 4.02 Bank of New York Mellon Corp/The 06406RBG1 BANK OF NY MELLON 3.992 06/13/2028 06/13/2027 A Aa3 2,500,000.00 2,403,150.00 0.38 2,501,240.88 0.39 1.39 Issuer total 2,500,000.00 2,403,150.00 0.38 2,501,240.88 0.39 1.39 PenFed Auto Receivables Owner Trust 2025-A 706916AC7 PENFED AUTO 4.030 07/15/2030 AAA NR 2,204,000.00 2,203,900.16 0.35 2,209,791.67 0.34 1.95 Issuer total 2,204,000.00 2,203,900.16 0.35 2,209,791.67 0.34 1.95 Freddie Mac Strips 3134A3U53 FREDDIE MAC 0%0.000 09/15/2029 AA+Aa1 2,500,000.00 2,057,500.00 0.33 2,182,332.83 0.34 3.65 Issuer total 2,500,000.00 2,057,500.00 0.33 2,182,332.83 0.34 3.65 Volvo Financial Equipment LLC Series 2025-1 92887TAC5 VOLVOFINANCIAL 4.460 05/15/2029 NR Aaa 2,050,000.00 2,052,366.31 0.33 2,066,778.02 0.32 1.61 Issuer total 2,050,000.00 2,052,366.31 0.33 2,066,778.02 0.32 1.61 35 35 ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LONG TERM PORTFOLIO Cusip Description Coupon Maturity date Call date S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) State of Oregon 68609UNF8 OREGON ST 4.368%4.368 05/01/2028 AA+Aa1 1,000,000.00 1,000,000.00 0.16 1,017,566.10 0.16 2.18 68609UNG6 OREGON ST 4.494%4.494 05/01/2029 AA+Aa1 1,000,000.00 1,000,000.00 0.16 1,025,148.30 0.16 3.05 Issuer total 2,000,000.00 2,000,000.00 0.32 2,042,714.40 0.32 2.62 Honda Auto Receivables 2024-4 Owner Trust 43816DAC9 HONDA AUTO 4.330 05/15/2029 AAA Aaa 1,973,000.00 1,972,720.82 0.31 1,983,961.59 0.31 1.06 Issuer total 1,973,000.00 1,972,720.82 0.31 1,983,961.59 0.31 1.06 Inter-American Development Bank 45818WFV3 INTER-AMERICAN DEVEL 3.900 08/15/2029 AAA Aaa 1,500,000.00 1,497,877.50 0.24 1,517,479.20 0.24 3.31 Issuer total 1,500,000.00 1,497,877.50 0.24 1,517,479.20 0.24 3.31 Federal Home Loan Banks 3130AH6Y4 FEDERAL HOME LOAN 2.060 09/27/2029 03/27/2026 AA+Aa1 1,300,000.00 1,189,630.00 0.19 1,227,811.25 0.19 3.32 Issuer total 1,300,000.00 1,189,630.00 0.19 1,227,811.25 0.19 3.32 John Deere Owner Trust 2022-C 47800BAC2 JOHN DEERE OWNER 5.090 06/15/2027 NR Aaa 889,422.99 889,353.96 0.14 891,588.20 0.14 0.20 Issuer total 889,422.99 889,353.96 0.14 891,588.20 0.14 0.20 Fannie Mae REMICS 3136AJZP4 FANNIE MAE FNR 2014-15 1.500 04/25/2029 AA+Aa1 587,001.84 536,250.11 0.09 570,983.97 0.09 1.14 31397QRE0 FANNIE MAE FNR 2011-3 4.669 02/25/2041 AA+Aa1 52,459.80 52,443.39 0.01 52,459.04 0.01 0.30 Issuer total 639,461.64 588,693.50 0.09 623,443.01 0.10 1.07 BMW Vehicle Owner Trust 2023-A 05592XAD2 BMW VEHICLE OWNER 5.470 02/25/2028 AAA NR 600,568.53 600,462.11 0.10 604,192.12 0.09 0.36 Issuer total 600,568.53 600,462.11 0.10 604,192.12 0.09 0.36 36 36 ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LONG TERM PORTFOLIO Cusip Description Coupon Maturity date Call date S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) Cash and Cash Equivalents CASH 0.000 5,524,976.78 5,524,976.78 0.00 5,524,976.78 0.86 0.00 PENDING TRADE SALES 0.000 0.00 31.53 0.00 31.53 0.00 0.00 PENDING TRADE 0.000 0.00 (4,955,026.27)0.00 (4,955,026.27)(0.77)0.00 Issuer total 5,524,976.78 569,982.04 0.00 569,982.04 0.09 0.00 John Deere Owner Trust 2022-B 47800AAC4 JOHN DEERE OWNER 3.740 02/16/2027 NR Aaa 353,138.77 353,105.04 0.06 353,006.80 0.05 0.11 Issuer total 353,138.77 353,105.04 0.06 353,006.80 0.05 0.11 ESC MNLEHMAN BRTHRS HLDGRR VAR 525ESC0Y6 ESC MNLEHMAN BRTHRS 0.439 NR NR 2,000,000.00 1,018,311.90 0.16 287,500.00 0.04 0.00 Issuer total 2,000,000.00 1,018,311.90 0.16 287,500.00 0.04 0.00 Freddie Mac Structured Pass-Through Certificates 3133TCE95 FHLMC STRUCTURED 4.576 08/15/2032 AA+Aa1 1,129.45 1,130.63 0.00 1,109.86 0.00 (0.07) 31394JY35 FHLMC STRUCTURED 6.500 09/25/2043 AA+Aa1 260,840.41 295,401.75 0.05 268,271.39 0.04 2.89 Issuer total 261,969.86 296,532.38 0.05 269,381.25 0.04 2.88 Fannie Mae Pool 31371NUC7 FANNIEMAE FN 257179 4.500 04/01/2028 AA+Aa1 1,220.77 1,291.07 0.00 1,220.81 0.00 0.93 31417YAY3 FANNIE MAE FN MA0022 4.500 04/01/2029 AA+Aa1 2,137.14 2,260.22 0.00 2,149.10 0.00 1.27 3138EG6F6 FANNIE MAE FN AL0869 4.500 06/01/2029 AA+Aa1 1,309.50 1,384.91 0.00 1,313.30 0.00 1.32 31403GXF4 FANNIE MAE FN 748678 5.000 10/01/2033 AA+Aa1 380.14 408.68 0.00 380.23 0.00 2.79 31406XWT5 FANNIE MAE FN 823358 6.274 02/01/2035 AA+Aa1 10,673.64 10,590.25 0.00 10,947.65 0.00 0.88 31406PQY8 FANNIE MAE FN 815971 5.000 03/01/2035 AA+Aa1 34,210.07 36,775.84 0.01 35,130.56 0.01 3.13 31407BXH7 FANNIEMAE FN 826080 5.000 07/01/2035 AA+Aa1 5,188.06 5,577.13 0.00 5,327.68 0.00 3.10 31376KT22 FANNIE MAE FN 357969 5.000 09/01/2035 AA+Aa1 28,444.05 30,577.34 0.00 29,239.02 0.00 3.26 37 37 ►BNY I INVESTMENTS GASB 40 -DEPOSIT AND INVESTMENT RISK DISCLOSURE As of December 31,2025 OC SAN LONG TERM PORTFOLIO Cusip Description Coupon Maturity date Call date S&P rating Moody rating Par value or shares Historical cost %Portfolio hist cost Market value %Portfolio mkt value Effective dur (yrs) Fannie Mae Pool 31403DJZ3 FANNIE MAE FN 745580 5.000 06/01/2036 AA+Aa1 26,989.58 29,013.76 0.00 27,743.94 0.00 3.25 31410F4V4 FANNIE MAE FN 888336 5.000 07/01/2036 AA+Aa1 44,320.14 47,644.16 0.01 45,540.50 0.01 3.17 Issuer total 154,873.09 165,523.36 0.03 158,992.79 0.02 2.98 Ginnie Mae II Pool 36225CAZ9 GOVERNMENT NATIONAL 4.750 12/20/2026 AA+Aa1 915.70 930.86 0.00 920.39 0.00 0.48 36225CC20 GOVERNMENT NATIONAL 5.625 06/20/2027 AA+Aa1 1,530.46 1,563.92 0.00 1,530.70 0.00 0.51 36225CNM4 GOVERNMENT NATIONAL 5.625 04/20/2030 AA+Aa1 1,341.70 1,329.54 0.00 1,343.49 0.00 0.66 36225CN28 GOVERNMENT NATIONAL 5.625 05/20/2030 AA+Aa1 11,693.77 11,575.00 0.00 11,734.97 0.00 0.67 36225DCB8 GOVERNMENT NATIONAL 5.375 07/20/2034 AA+Aa1 11,686.49 11,679.19 0.00 11,878.38 0.00 0.94 Issuer total 27,168.12 27,078.51 0.00 27,407.93 0.00 0.77 Freddie Mac Non Gold Pool 31348SWZ3 FREDDIE MAC FH786064 5.762 01/01/2028 AA+Aa1 184.10 179.61 0.00 184.80 0.00 0.77 Issuer total 184.10 179.61 0.00 184.80 0.00 0.77 ESC MNLEHMAN BRTHRS HLDGRR 5.625% 525ESCIB7 ESC MNLEHMAN BRTHRS 11.885 NR NR 600,000.00 316,106.64 0.05 60.00 0.00 0.00 Issuer total 600,000.00 316,106.64 0.05 60.00 0.00 0.00 Grand total 663,899,947.40 630,646,244.54 100.00 642,204,949.64 100.00 2.53 38 38 ►BNY I INVESTMENTS Compliance summary Insight INVESTMENT ►BNY I INVESTMENTS Insight Investment - Internal Use Only Portfolio compliance report As of December 31, 2025 Reference:Orange County Sanitation District - Administrative Policy Directives and Procedures Manual - Investment Objectives and Parameters Effective Date of Policy:January 8, 2024 Description Policy Guidelines Compliant U.S. Treasuries •10% minimum; 1-year max maturity Yes Federal Agencies •20% max per agency of the U.S. Government, which does not provide the full faith and credit of the U.S. government; 1-year max maturity; Securities, obligations, participations, or other instruments of, or issued by, or fully guaranteed as to principal and interest by the US Government , a federal agency, or a US Government-sponsored enterprise Yes Supranational Obligations •"AA" rated or better by a NRSRO; 30% max; 5-year max maturity; U.S. dollar denominated senior unsecured unsubordinated obligations issued or unconditionally guaranteed by the International Bank for Reconstruction and Development ("IBRD"), the International Finance Corporation ("IFC") or the Inter-American Development Bank ("IADB") Yes Municipal Securities •"A" rated or higher by a NRSRO; or as otherwise approved by the Board of Directors; Taxable or tax-exempt municipal bonds issued by any of the 50 states; 10% max; 5% max issuer; 1-year max maturity Yes Corporate Medium-Term Notes •"A" rating category or better by a NRSRO; 30% max; 5% max per issuer; 5-year max maturity; Issued by corporations organized and operating within the U.S. or issued by depository institutions licensed by the U.S. or any state and operating within the U.S. 1 with AUM >$500 million Yes Non- Agency Asset-Backed Securities, Mortgage-Backed Securities, CMOs •"AA" rating category or better by a NRSRO; 20% max (combined MBS/CMO/ABS); 5% max issuer (except U.S. government or its agencies) ; 5-year max maturity; Mortgage pass-through security, collateralized mortgage obligation, mortgage-backed or other pay-through bond, equipment lease-backed certificate, consumer receivable pass-through certificate, or consumer receivable- backed bond Yes Negotiable Certificates of Deposit (NCD) •"A" rating or better long-term debt by a NRSRO; or highest short-term rating for deposits by a NRSRO; or as otherwise approved by the Board of Directors; 30% max; 5% max issuer; 1-year max maturity; Negotiable certificates of deposit issued by a nationally or state-chartered bank or state of federal savings and loan association, as defined by Section 5102 of the California Financial Code Yes Certificates of Deposit •5% max issuer; 1-year max maturity; Secured (collateralized) time deposits issued by a nationally or state-chartered bank or state or federal savings and loan association, as defined by Section 5102 of the California Financial Code and having a net operating profit in the two most recently completed fiscal years; Collateral must comply with California Government Code Yes Banker’s Acceptances •A-1 rated or highest short-term rating by a NRSRO; 40% max; 5% max issuer; 180 days max maturity; Acceptance is eligible for purchase by the Federal Reserve System Yes 1 & 2 – Please see Appendix 1 40 Insight INVESTMENT ►BNY I INVESTMENTS Insight Investment - Internal Use Only Reference:Orange County Sanitation District - Administrative Policy Directives and Procedures Manual - Investment Objectives and Parameters Effective Date of Policy:January 8, 2024 Description Policy Guidelines Compliant Commercial Paper •A-1 rated or better by a NRSRO; "A" long term debt rating or better by a NRSRO; Issued by a domestic corporation organized and operating in the U.S. with assets > $500 million; 40% max; 5% max issuer; 10% max of the outstanding commercial paper of any single issuer; 270 days max maturity Yes Mutual Fund & Money Market Mutual Fund •Highest rating or "AAA" rated by two NRSROs; or SEC registered adviser with AUM >$500 million and experience > than 5 years; 20% max in Mutual Funds; 10% max per one Mutual Fund; 20% max per issuer on Money Market Mutual Funds and are not subject to the 10% stipulation Yes Local Agency Investment Fund (LAIF)•No more than the statutory maximum may be invested in LAIF; Not used by investment adviser; Investment of OCSD funds in LAIF shall be subject to investigation and due diligence prior to investing, and on a continual basis to a level of review pursuant to the policy Yes Orange County Treasurer's Money Market Commingled Investment Pool (OCCIP) •15% max; Not used by investment adviser; Orange County Treasurer's Money Market Commingled Investment Pool; Investment of OCSD funds in OCCIP would be subject to investigation and due diligence prior to investing and on continual basis to a level of review pursuant to the policy Yes Repurchase Agreements •20% max; 102% collateralization, 1-year max maturity Yes Reverse Repurchase Agreements •5% max, 90 days max maturity Yes Prohibited •Mortgage Derivatives, which include interest-only payments (IOs) and principal-only payments (POs); Inverse floaters, and RE- REMICS (Real Estate Mortgage Investment Conduits) Yes Securities Downgrade •If securities owned by the OCSD are downgraded below the quality required by the Investment Policy, it shall be OCSD’s policy to review the credit situation and make a determination as to whether to sell or retain such securities in the portfolio. If a decision is made to retain the downgraded securities in the portfolio, their presence in the portfolio will be monitored and reported quarterly to the OCSD General Manager, the Administration Committee and Board of Directors Yes Avg Duration •Not to exceed 180 days in Liquid Operating account Yes Max Per Holding •5% max of the total debt outstanding of any issuer per individual holding Yes Portfolio compliance report (continued) As of December 31, 2025 41 Insight INVESTMENT ►BNY I INVESTMENTS Insight Investment - Internal Use Only Portfolio compliance report (continued) As of December 31, 2025 Reference:Orange County Sanitation District - Administrative Policy Directives and Procedures Manual - Investment Objectives and Parameters Effective Date of Policy:January 8, 2024 Description Policy Guidelines Compliant Max Per Issuer •5% max per issuer (except Supranationals, U.S. Government, Agencies, Mutual Funds); 20% max per issuer on Money Market Mutual Funds) Yes Maximum Maturity •1-year max maturity per security in Liquid Operating account Yes Maximum Maturity •5-year max maturity per security in Long Term account Yes Maximum Duration •5-year max portfolio effective duration in Long Term account Yes Maximum Duration •Duration of portfolio should be between 80% to 120% in Long Term account Yes 2 – Please see Appendix 1 42 Insight INVESTMENT ►BNY I INVESTMENTS Important disclosures Insight INVESTMENT ►BNY I INVESTMENTS 44 OC San Liquid Operating Portfolio Benchmark history as of December 31, 2025 Benchmark history ICE BofA US 3-Month Treasury Bill 03/01/2024 - Present Insight INVESTMENT ►BNY I INVESTMENTS 45 OC San Long Term Portfolio Benchmark history as of December 31, 2025 Benchmark history ICE BofA 1-5 Year AAA-A US Corporate & Government Index 03/01/2024 - Present Insight INVESTMENT ►BNY I INVESTMENTS 46 Past performance is not indicative of future results. Investment in any strategy involves a risk of loss which may partly be due to exchange rate fluctuations. The performance results shown, whether net or gross of investment management fees, reflect the reinvestment of dividends and/or income and other earnings. Any gross of fees performance does not include fees and charges and these can have a material detrimental effect on the performance of an investment. The performance shown is for the stated time period(s) only. Any target performance aims are not a guarantee, may not be achieved and a capital loss may occur. Funds which have a higher performance aim generally take more risk to achieve this and so have a greater potential for the returns to be significantly different than expected. Investments are subject to risks, including loss of principal. There can be no guarantee that any investment strategy will meet the liability funding needs of a particular client. Performance information for certain accounts may reflect performance achieved while the account was managed at a prior firm. In addition, the performance and customized benchmark information for these periods are based on Information from 3rd parties that Insight believes to be accurate, but Insight has not independently verified such information and no representation is made regarding its accuracy or completeness. The quoted benchmarks do not reflect deductions for fees, expenses or taxes. These benchmarks are unmanaged and cannot be purchased directly by investors. Benchmark performance is shown for illustrative purposes only and does not predict or depict the performance of any investment. There may be material factors relevant to any such comparison such as differences in volatility, and regulatory and legal restrictions between the indices shown and the strategy. Any currency conversions performed for this presentation, use FX rates as per WM Reuters 4pm spot rates, unless noted otherwise. Funds and portfolios with an ESG objective follow a sustainable or ESG related investment approach, which may cause them to perform differently than funds that are not required to integrate sustainable investment criteria when selecting securities. Funds and portfolios with no ESG objective are not required to integrate sustainable investment criteria when selecting securities so any ESG approach shown is only indicative and there is no guarantee that the specific approach will be applied across the whole portfolio. This is a client report intended for professional clients only. This material is for professional clients only and is not intended for distribution to retail clients. This document must not be used for the purpose of an offer or solicitation in any jurisdiction or in any circumstances in which such offer or solicitation is unlawful or otherwise not permitted. This document is intended only for the parties to whom it was delivered or its authorised agents and should not be copied or passed to any other person. Please contact the Client Services Team if there has been any change in your financial circumstances or risk tolerance since the previous valuation that could affect the investment objective of your portfolio. Insight obtains market data and prices from an independent pricing source for all of our currency positions on a daily basis. For trading activity the Clearing broker will be reflected. In certain cases the Clearing broker will differ from the Executing broker. Some information contained in this client report comes from external sources which Insight believes to be reliable. A list of sources is available on request. All statistics represent month end figures unless otherwise noted. It should not be assumed that any of the security transactions or holdings referenced herein have been or will prove to be profitable or that future investment decisions will be profitable or will equal or exceed the past investment performance of the securities listed. Tax treatment depends on the individual circumstances of each investor and may be subject to change in the future. Insight does not provide tax or legal advice to its clients and all investors are strongly urged to seek professional advice regarding any potential strategy or investment. Material in this publication is for general information only and is not advice, investment advice, or the recommendation of any purchase or sale of any security. Insight Investment is the corporate brand for certain companies operated by Insight Investment Management Limited (IIML). Insight includes, among others, Insight Investment Management (Global) Limited (IIMG), Insight Investment International Limited (IIIL) and Insight North America LLC (INA), each of which provides asset management services. This group of companies may be referred to as 'Insight' or 'Insight Investment'. Please compare the information provided in this statement to the information provided in the statement received from your Custodian. This report is not intended to replace your custodial statement which is your official record for all pertinent account information. Please notify us promptly if you do not receive from your custodian on at least a quarterly basis account statements that contain the amount of funds and each security in the account at the end of the period and all transactions in the account during that period. Disclosures Insight INVESTMENT ►BNY I INVESTMENTS 47 For clients based in North America: This material is for professional clients only and is not intended for distribution to retail clients. Investment advisory services in North America are provided through two different investment advisers registered with the Securities and Exchange Commission (SEC), using the brand Insight Investment: Insight North America LLC (INA) and Insight Investment International Limited (IIIL). The North American investment advisers are associated with other global investment managers that also (individually and collectively) use the corporate brand Insight Investment and may be referred to as 'Insight' or 'Insight Investment'. INA is registered with the CFTC as a Commodity Trading Advisor and a Commodity Pool Operator and are members of the NFA. Information about the indices shown here is provided to allow for comparison of the performance of the strategy to that of certain well-known and widely recognized indices. There is no representation that such index is an appropriate benchmark for such comparison. You cannot invest directly in an index and the indices represented do not take into account trading commissions and/or other brokerage or custodial costs. The volatility of the indices may be materially different from that of the strategy. In addition, the strategy’s holdings may differ substantially from the securities that comprise the indices shown. The ICE BofA 3 Month US T-Bill index is an unmanaged market index of U.S. Treasury securities maturing in 90 days that assumes reinvestment of all income. The ICE BofA 6 Month US T-Bill index measures the performance of Treasury bills with time to maturity of less than 6 months. The ICE BofA 1-Year US Treasury Index is a one-security index comprised of the most recently issued 1-year US Treasury note. The index is rebalanced monthly. In order to qualify for inclusion, a 1-year note must be auctioned on or before the third business day before the last business day of the month. The ICE BofA 3-Year US Treasury Index is a one-security index comprised of the most recently issued 3-year US Treasury note. The index is rebalanced monthly. In order to qualify for inclusion, a 3-year note must be auctioned on or before the third business day before the last business day of the month. The ICE BofA 5-Year US Treasury Index is a one-security index comprised of the most recently issued 5-year US Treasury note. The index is rebalanced monthly. In order to qualify for inclusion, a 5-year note must be auctioned on or before the third business day before the last business day of the month. The ICE BofA 1-3 US Year Treasury Index is an unmanaged index that tracks the performance of the direct sovereign debt of the U.S. Government having a maturity of at least one year and less than three years. The ICE BofA 1-5 US Year Treasury Index is an unmanaged index that tracks the performance of the direct sovereign debt of the U.S. Government having a maturity of at least one year and less than five years. © 2025 Insight Investment. All rights reserved. Disclosures (continued) Insight INVESTMENT ►BNY I INVESTMENTS Insight - U.S. Bank Investment Detail Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046600 OCSD LIQUID OPERATING PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio USD-U.S._DOLLAR Cash & Cash Equivalents CASH - INCOME CUSIP: Ticker: 20.71%25,369,038.5500 1.0000 31-Dec-25 25,369,038.55 ----Income Cash & Cash Equivalents CASH - PRINCIPAL CUSIP: Ticker: -20.71%-25,369,038.5500 1.0000 31-Dec-25 -25,369,038.55 ----Principal Cash & Cash Equivalents CATERPILLAR FINL SVCS C P 1/08/26 CUSIP: 14912EA80 Ticker: 4.16%5,100,000.0000 0.9994 31-Dec-25 5,096,889.00 5,089,516.67 7,372.33 201,390.29 3.95%Principal Cash & Cash Equivalents FIRST AM GOVT OB FD CL Z CUSIP: 31846V567 Ticker: FGZXX 0.59%720,392.5800 1.0000 31-Dec-25 720,392.58 720,392.58 -26,247.00 3.64%Principal Cash & Cash Equivalents METLIFE SHORT TERM C P 1/09/26 CUSIP: 59157UA91 Ticker: 3.26%4,000,000.0000 0.9993 31-Dec-25 3,997,160.00 3,991,366.67 5,793.33 157,558.27 3.94%Principal Cash & Cash Equivalents METLIFE SHORT TERM FDG C P 2/02/26 CUSIP: 59157UB25 Ticker: 1.71%2,100,000.0000 0.9968 31-Dec-25 2,093,238.00 2,089,509.92 3,728.08 79,768.32 3.81%Principal Cash & Cash Equivalents NOVARTIS FIN CORP DISC C P 1/09/26 CUSIP: 6698M5A90 Ticker: 4.98%6,100,000.0000 0.9993 31-Dec-25 6,095,669.00 6,089,399.56 6,269.44 241,822.54 3.97%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 1 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046600 OCSD LIQUID OPERATING PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Cash & Cash Equivalents U S TREASURY BILL 1/13/26 CUSIP: 912797SF5 Ticker: 1.49%1,825,000.0000 0.9989 31-Dec-25 1,823,047.25 1,814,496.21 8,551.04 68,825.31 3.78%Principal Cash & Cash Equivalents U S TREASURY BILL 1/20/26 CUSIP: 912797SG3 Ticker: 1.22%1,500,000.0000 0.9982 31-Dec-25 1,497,345.00 1,490,858.75 6,486.25 56,868.75 3.80%Principal Cash & Cash Equivalents U S TREASURY BILL 1/22/26 CUSIP: 912797PD3 Ticker: 12226 2.08%2,550,000.0000 0.9980 31-Dec-25 2,544,976.50 2,525,554.18 19,422.32 96,358.13 3.79%Principal Cash & Cash Equivalents U S TREASURY BILL 1/27/26 CUSIP: 912797SH1 Ticker: 4.97%6,100,000.0000 0.9976 31-Dec-25 6,085,055.00 6,083,218.90 1,836.10 228,902.50 3.76%Principal Cash & Cash Equivalents U S TREASURY BILL 1/29/26 CUSIP: 912797RK5 Ticker: 4.07%5,000,000.0000 0.9974 31-Dec-25 4,986,800.00 4,981,253.33 5,546.67 189,875.00 3.81%Principal Cash & Cash Equivalents U S TREASURY BILL 3/31/26 CUSIP: 912797TB3 Ticker: 3.48%4,300,000.0000 0.9914 31-Dec-25 4,263,063.00 4,258,686.61 4,376.39 150,787.00 3.54%Principal Cash & Cash Equivalents U S TREASURY BILL 4/28/26 CUSIP: 912797TK3 Ticker: 1.86%2,300,000.0000 0.9886 31-Dec-25 2,273,849.00 2,273,297.26 551.74 82,597.46 3.63%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 2 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046600 OCSD LIQUID OPERATING PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Cash & Cash Equivalents U S TREASURY BILL 6/18/26 CUSIP: 912797TD9 Ticker: 1.93%2,400,000.0000 0.9838 31-Dec-25 2,361,048.00 2,360,634.27 413.73 85,020.66 3.60%Principal Fixed Income CATERPILLAR MTN 5.74486% 2/27/26 CUSIP: 14913UAK6 Ticker: CM55726 0.82%1,000,000.0000 1.0006 31-Dec-25 1,000,620.00 1,001,550.00 -930.00 57,448.58 5.74%Principal Fixed Income CITIBANK N A 5.438% 4/30/26 CUSIP: 17325FBF4 Ticker: 1.23%1,500,000.0000 1.0038 31-Dec-25 1,505,715.00 1,506,420.00 -705.00 81,570.00 5.42%Principal Fixed Income DEERE JOHN MTN 4.800% 1/09/26 CUSIP: 24422EWP0 Ticker: 0.50%613,000.0000 1.0002 31-Dec-25 613,128.73 614,152.44 -1,023.71 29,424.00 4.80%Principal Fixed Income ENTERPRISE PRODS LLC 5.050% 1/10/26 CUSIP: 29379VCC5 Ticker: 1.63%2,000,000.0000 1.0000 31-Dec-25 2,000,020.00 2,011,880.00 -11,860.00 101,000.00 5.05%Principal Fixed Income EQUITABLE MTN 1.000% 1/09/26 CUSIP: 29449WAE7 Ticker: EF11026 4.89%6,000,000.0000 0.9994 31-Dec-25 5,996,580.00 5,967,370.00 29,210.00 60,000.00 1.00%Principal Fixed Income F F C B DEB 3.320% 2/25/26 CUSIP: 3133ENJ35 Ticker: 1.22%1,500,000.0000 0.9994 31-Dec-25 1,499,145.00 1,491,789.29 7,355.71 49,800.00 3.32%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 3 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046600 OCSD LIQUID OPERATING PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income F F C B DEB 3.875% 2/02/26 CUSIP: 3133EN7J3 Ticker: 0.20%250,000.0000 1.0001 31-Dec-25 250,020.00 249,342.50 677.50 9,687.50 3.87%Principal Fixed Income F F C B DEB 4.125% 2/03/26 CUSIP: 3133ER2H3 Ticker: 0.72%880,000.0000 1.0003 31-Dec-25 880,264.00 879,076.00 1,188.00 36,300.00 4.12%Principal Fixed Income F F C B DEB 4.375% 6/23/26 CUSIP: 3133EPNG6 Ticker: 0.29%357,000.0000 1.0036 31-Dec-25 358,285.20 357,449.46 835.74 15,618.75 4.36%Principal Fixed Income F F C B DEB 4.500% 3/02/26 CUSIP: 3133EPCF0 Ticker: 1.55%1,900,000.0000 1.0015 31-Dec-25 1,902,850.00 1,902,527.00 323.00 85,500.00 4.49%Principal Fixed Income F F C B DEB 4.2561% 6/03/26 CUSIP: 3133ERGC9 Ticker: FFC4926 0.57%700,000.0000 1.0003 31-Dec-25 700,182.00 700,198.80 -16.80 29,792.69 4.25%Principal Fixed Income F F C B DEB 4.4237% 3/24/26 CUSIP: 3133ERHS3 Ticker: FFC5426L 1.07%1,308,000.0000 1.0000 31-Dec-25 1,308,052.32 1,308,209.93 -157.61 57,861.94 4.42%Principal Fixed Income F F C B DEB 8.55978% 2/23/26 CUSIP: 3133EPBJ3 Ticker: FFC8526 0.16%200,000.0000 1.0008 31-Dec-25 200,164.00 200,084.00 80.00 17,119.57 8.55%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 4 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046600 OCSD LIQUID OPERATING PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income F F C B DEB 422.37363% 9/14/26 CUSIP: 3133ERHG9 Ticker: FFC4426V 1.64%2,010,000.0000 1.0005 31-Dec-25 2,011,085.40 2,011,668.30 -582.90 8,489,709.92 422.15%Principal Fixed Income F H L B DEB CUSIP: 3130AL7E8 Ticker: 0.81%1,000,000.0000 0.9955 31-Dec-25 995,490.00 979,050.00 16,440.00 6,000.00 0.60%Principal Fixed Income F H L B DEB 0.520% 1/29/26 CUSIP: 3130AKVY9 Ticker: 0.34%415,000.0000 0.9977 31-Dec-25 414,041.35 407,376.45 6,664.90 2,158.00 0.52%Principal Fixed Income F H L B DEB 0.800% 2/25/26 CUSIP: 3130AL7B4 Ticker: FHL0826AB 0.41%500,000.0000 0.9957 31-Dec-25 497,840.00 490,070.00 7,770.00 4,000.00 0.80%Principal Fixed Income F H L B DEB 0.850% 2/26/26 CUSIP: 3130ALGR9 Ticker: 0.41%500,000.0000 0.9957 31-Dec-25 497,835.00 491,397.50 6,437.50 4,250.00 0.85%Principal Fixed Income F H L B DEB 0.875% 3/30/26 CUSIP: 3130AMUX8 Ticker: 2.81%3,465,000.0000 0.9935 31-Dec-25 3,442,373.55 3,439,462.95 2,910.60 30,318.75 0.88%Principal Fixed Income F H L B DEB 0.875% 3/30/26 CUSIP: 3130ANWQ9 Ticker: 0.61%750,000.0000 0.9935 31-Dec-25 745,102.50 744,352.50 750.00 6,562.50 0.88%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 5 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046600 OCSD LIQUID OPERATING PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income F H L B DEB 0.900% 3/03/26 CUSIP: 3130ALJ39 Ticker: 0.81%1,000,000.0000 0.9955 31-Dec-25 995,530.00 980,810.00 14,720.00 9,000.00 0.90%Principal Fixed Income F H L B DEB 1.000% 1/29/26 CUSIP: 3130AKTT3 Ticker: FHL0426C 0.08%100,000.0000 0.9980 31-Dec-25 99,804.00 99,728.50 75.50 1,000.00 1.00%Principal Fixed Income F H L B DEB 1.000% 5/26/26 CUSIP: 3130AMH62 Ticker: 0.34%415,000.0000 0.9892 31-Dec-25 410,509.70 405,372.00 5,137.70 4,150.00 1.01%Principal Fixed Income F H L B DEB 2.000% 3/30/26 CUSIP: 3130ALPQ1 Ticker: FHL0726A 0.41%500,000.0000 0.9961 31-Dec-25 498,025.00 497,701.00 324.00 10,000.00 2.01%Principal Fixed Income F H L B DEB 3.760% 3/30/26 CUSIP: 3130B0SM2 Ticker: 0.82%1,000,000.0000 1.0002 31-Dec-25 1,000,240.00 1,000,252.90 -12.90 37,600.00 3.76%Principal Fixed Income F H L B DEB 4.125% 3/13/26 CUSIP: 3130AUU36 Ticker: 0.41%500,000.0000 1.0010 31-Dec-25 500,520.00 499,675.00 845.00 20,625.00 4.12%Principal Fixed Income F H L B DEB 4.380% 2/24/26 CUSIP: 3130B6US3 Ticker: 0.41%500,000.0000 1.0000 31-Dec-25 499,990.00 499,999.20 -9.20 21,900.00 4.38%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 6 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046600 OCSD LIQUID OPERATING PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income F H L B DEB 4.425% 2/23/26 CUSIP: 3130B07B9 Ticker: 0.16%200,000.0000 1.0002 31-Dec-25 200,034.00 200,141.48 -107.48 8,850.00 4.42%Principal Fixed Income F H L B DEB 4.500% 3/13/26 CUSIP: 3130AV6J6 Ticker: 1.48%1,810,000.0000 1.0018 31-Dec-25 1,813,203.70 1,812,896.00 307.70 81,450.00 4.49%Principal Fixed Income F H L B DISC NTS 1/08/26 CUSIP: 313385RN8 Ticker: 0.19%228,000.0000 0.9992 31-Dec-25 227,822.16 227,797.65 24.51 9,232.22 4.05%Principal Fixed Income F H L B DISC NTS 1/09/26 CUSIP: 313385RP3 Ticker: 5.95%7,300,000.0000 0.9991 31-Dec-25 7,293,576.00 7,287,241.40 6,334.60 0.73 0.00%Principal Fixed Income F H L B DISC NTS 1/28/26 CUSIP: 313385SJ6 Ticker: 0.24%300,000.0000 0.9973 31-Dec-25 299,181.00 299,107.50 73.50 11,233.19 3.75%Principal Fixed Income F H L B DISC NTS 1/30/26 CUSIP: 313385SL1 Ticker: FHL13026 3.99%4,900,000.0000 0.9971 31-Dec-25 4,885,692.00 4,881,970.72 3,721.28 182,796.87 3.74%Principal Fixed Income F H L M C M T N 0.550% 1/22/26 CUSIP: 3134GXKJ2 Ticker: FHL0526D 4.89%6,000,000.0000 0.9983 31-Dec-25 5,989,800.00 5,988,210.00 1,590.00 33,000.00 0.55%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 7 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046600 OCSD LIQUID OPERATING PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income F H L M C M T N 6.930% 6/01/26 CUSIP: 3134A1Z60 Ticker: 1.47%1,775,000.0000 1.0128 31-Dec-25 1,797,666.75 1,810,869.85 -13,203.10 123,007.50 6.84%Principal Fixed Income F H L M C MLTCL MT 2.525% 10/25/26 CUSIP: 3137FQXJ7 Ticker: FHL2526C 0.81%1,000,000.0000 0.9901 31-Dec-25 990,090.00 990,039.06 50.94 25,249.99 2.55%Principal Fixed Income F N M A 5.430% 6/18/26 CUSIP: 3135G07G2 Ticker: 1.36%1,660,000.0000 1.0004 31-Dec-25 1,660,713.80 1,660,493.02 220.78 90,138.00 5.43%Principal Fixed Income GENERAL DYNAMICS 1.150% 6/01/26 CUSIP: 369550BN7 Ticker: 0.90%1,113,000.0000 0.9889 31-Dec-25 1,100,679.09 1,087,478.91 13,200.18 12,799.50 1.16%Principal Fixed Income JACKSON NATL M T N 5.500% 1/09/26 CUSIP: 46849LUX7 Ticker: 1.63%2,000,000.0000 1.0003 31-Dec-25 2,000,540.00 2,001,060.00 -520.00 110,000.00 5.50%Principal Fixed Income JPMORGAN CHASE CO 3.200% 6/15/26 CUSIP: 46625HRS1 Ticker: 1.17%1,439,000.0000 0.9970 31-Dec-25 1,434,697.39 1,425,012.92 9,684.47 46,048.00 3.21%Principal Fixed Income MORGAN STANLEY MTN 3.875% 1/27/26 CUSIP: 61746BDZ6 Ticker: 1.22%1,500,000.0000 0.9999 31-Dec-25 1,499,790.00 1,491,645.00 8,145.00 58,125.00 3.88%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 8 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046600 OCSD LIQUID OPERATING PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income PNC FINANCIAL 1.150% 8/13/26 CUSIP: 693475BB0 Ticker: 0.99%1,229,000.0000 0.9832 31-Dec-25 1,208,401.96 1,193,912.05 14,489.91 14,133.50 1.17%Principal Fixed Income RESOLUTION FDG STRIP 4/15/26 CUSIP: 76116EHF0 Ticker: 2.42%3,000,000.0000 0.9897 31-Dec-25 2,969,130.00 2,933,704.40 35,425.60 0.30 0.00%Principal Fixed Income U S TREASURY NT 3.875% 1/15/26 CUSIP: 91282CGE5 Ticker: 2.02%2,475,000.0000 1.0000 31-Dec-25 2,475,099.00 2,471,044.42 4,054.58 95,906.25 3.87%Principal Fixed Income U S TREASURY NT 4.48496% 1/31/26 CUSIP: 91282CJU6 Ticker: UST4426A 8.16%10,000,000.0000 1.0000 31-Dec-25 9,999,800.00 10,001,428.24 -1,628.24 448,496.07 4.49%Principal USD-U.S._DOLLAR Cash & Cash Equivalents 35.78%43,838,532.33 43,768,184.91 70,347.42 1,666,021.22 3.80% Fixed Income 64.22%78,669,329.60 78,501,018.34 168,311.26 10,628,864.31 13.51% Total USD-U.S._DOLLAR 100.00%122,507,861.93 122,269,203.25 238,658.68 12,294,885.54 10.04% Total (U.S. DOLLAR)100.00%122,507,861.93 122,269,203.25 238,658.68 12,294,885.57 10.04% Grand Total (U.S. DOLLAR)100.00%122,507,861.93 122,269,203.25 238,658.68 12,294,885.57 10.04% INVESTMENT - DETAIL Run Date : 02/01/2026 Page 9 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio USD-U.S._DOLLAR Cash & Cash Equivalents CASH - INCOME CUSIP: Ticker: 17.45%111,973,502.3100 1.0000 31-Dec-25 111,973,502.31 ----Income Cash & Cash Equivalents CASH - PRINCIPAL CUSIP: Ticker: -17.45%-111,973,502.3100 1.0000 31-Dec-25 -111,973,502.31 ----Principal Cash & Cash Equivalents FIRST AM GOVT OB FD CL Z CUSIP: 31846V567 Ticker: FGZXX 0.86%5,524,975.8300 1.0000 31-Dec-25 5,524,975.83 5,524,975.83 -201,298.63 3.64%Principal Fixed Income AIG GLOBAL FDG MTN 4.900% 1/07/28 CUSIP: 00138CBD9 Ticker: 0.81%5,091,000.0000 1.0163 31-Dec-25 5,173,830.57 5,091,000.00 82,830.57 249,459.00 4.82%Principal Fixed Income AMERICAN EXP 4.560% 12/17/29 CUSIP: 02582JKM1 Ticker: AE44529 1.68%10,636,000.0000 1.0162 31-Dec-25 10,808,090.48 10,633,637.74 174,452.74 485,001.60 4.49%Principal Fixed Income BANK NEW YORK MTN 3.992% 6/13/28 CUSIP: 06406RBG1 Ticker: 0.39%2,500,000.0000 1.0004 31-Dec-25 2,500,925.00 2,403,150.00 97,775.00 99,800.00 3.99%Principal Fixed Income BANK OF AMERICA 4.979% 1/24/29 CUSIP: 06051GMK2 Ticker: 0.52%3,250,000.0000 1.0187 31-Dec-25 3,310,807.50 3,250,000.00 60,807.50 161,817.50 4.89%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 10 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income BANK OF AMERICA MTN 3.824% 1/20/28 CUSIP: 06051GGF0 Ticker: 0.98%6,275,000.0000 0.9976 31-Dec-25 6,259,940.00 5,907,613.65 352,326.35 239,956.00 3.83%Principal Fixed Income BANK OF AMERICA MTN 3.970% 3/05/29 CUSIP: 06051GHG7 Ticker: 0.70%4,500,000.0000 0.9984 31-Dec-25 4,492,665.00 4,305,375.00 187,290.00 178,650.00 3.98%Principal Fixed Income BMW VEH OWNER TR 5.470% 2/25/28 CUSIP: 05592XAD2 Ticker: BVO5428 0.09%600,568.5100 1.0060 31-Dec-25 604,189.94 600,462.09 3,727.85 32,851.09 5.44%Principal Fixed Income CAPITAL ONE PRIME 4.760% 8/15/28 CUSIP: 14043KAK1 Ticker: 0.82%5,240,000.0000 1.0076 31-Dec-25 5,280,033.60 5,252,690.60 27,343.00 249,424.00 4.72%Principal Fixed Income CHASE ISSUE TR 4.600% 1/16/29 CUSIP: 161571HV9 Ticker: 1.26%8,040,000.0000 1.0090 31-Dec-25 8,112,038.40 8,038,775.51 73,262.89 369,840.00 4.56%Principal Fixed Income CITIBANK N A 4.838% 8/06/29 CUSIP: 17325FBK3 Ticker: 1.20%7,500,000.0000 1.0233 31-Dec-25 7,674,450.00 7,501,725.00 172,725.00 362,850.00 4.73%Principal Fixed Income CNH EQUIPMENT 4.300% 8/15/28 CUSIP: 12674BAB1 Ticker: CE44328 0.46%2,971,734.4700 1.0022 31-Dec-25 2,978,242.57 2,971,667.31 6,575.26 127,784.57 4.29%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 11 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income COMCAST CORP 3.550% 5/01/28 CUSIP: 20030NCH2 Ticker: 0.77%5,000,000.0000 0.9918 31-Dec-25 4,958,950.00 4,785,920.00 173,030.00 177,500.00 3.58%Principal Fixed Income CONSUMERS ENERGY CO 4.700% 1/15/30 CUSIP: 210518DX1 Ticker: 1.04%6,500,000.0000 1.0220 31-Dec-25 6,643,130.00 6,427,980.00 215,150.00 305,500.00 4.60%Principal Fixed Income DEERE JOHN MTN 4.150% 9/15/27 CUSIP: 24422EWK1 Ticker: 0.31%2,000,000.0000 1.0077 31-Dec-25 2,015,460.00 1,972,620.00 42,840.00 83,000.00 4.12%Principal Fixed Income DEERE JOHN MTN 4.750% 1/20/28 CUSIP: 24422EWR6 Ticker: 1.03%6,500,000.0000 1.0192 31-Dec-25 6,624,475.00 6,580,745.00 43,730.00 308,750.00 4.66%Principal Fixed Income DTE ELEC CO 4.250% 5/14/27 CUSIP: 23338VAW6 Ticker: 0.78%4,956,000.0000 1.0068 31-Dec-25 4,989,899.04 4,962,368.16 27,530.88 210,630.00 4.22%Principal Fixed Income ERAC USA FINANCE 5.000% 2/15/29 CUSIP: 26884TAY8 Ticker: 1.16%7,250,000.0000 1.0243 31-Dec-25 7,426,175.00 7,272,330.00 153,845.00 362,500.00 4.88%Principal Fixed Income F F C B DEB 1.125% 6/01/29 CUSIP: 3133EMHZ8 Ticker: 0.36%2,500,000.0000 0.9193 31-Dec-25 2,298,200.00 2,238,215.00 59,985.00 28,125.00 1.22%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 12 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income F F C B DEB 4.490% 3/05/29 CUSIP: 3133ER5D9 Ticker: 2.03%12,975,000.0000 1.0047 31-Dec-25 13,036,371.75 13,043,789.50 -7,417.75 582,577.50 4.47%Principal Fixed Income F H L B DEB CUSIP: 3130AH6Y4 Ticker: 0.19%1,300,000.0000 0.9440 31-Dec-25 1,227,200.00 1,189,630.00 37,570.00 26,780.00 2.18%Principal Fixed Income F H L M C 4.000% 10/08/30 CUSIP: 3134HBW31 Ticker: 0.75%4,800,000.0000 0.9985 31-Dec-25 4,792,944.00 4,800,000.00 -7,056.00 192,000.00 4.01%Principal Fixed Income F H L M C 4.000% 10/09/30 CUSIP: 3134HBX48 Ticker: 0.99%6,350,000.0000 0.9999 31-Dec-25 6,349,174.50 6,354,762.50 -5,588.00 254,000.00 4.00%Principal Fixed Income F H L M C M T N 4.030% 10/10/29 CUSIP: 3134HAPK3 Ticker: 0.78%5,000,000.0000 0.9985 31-Dec-25 4,992,500.00 4,939,200.00 53,300.00 201,500.00 4.04%Principal Fixed Income F H L M C M T N 4.500% 5/23/30 CUSIP: 3134HBSX0 Ticker: 0.98%6,250,000.0000 1.0048 31-Dec-25 6,279,937.50 6,250,000.00 29,937.50 281,250.00 4.48%Principal Fixed Income F H L M C M T N 4.750% 12/18/29 CUSIP: 3134HAW33 Ticker: 1.56%10,000,000.0000 1.0039 31-Dec-25 10,039,200.00 9,973,870.08 65,329.92 475,000.00 4.73%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 13 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income F H L M C #786064 5.762% 1/01/28 CUSIP: 31348SWZ3 Ticker: 786064F 0.00%190.9900 1.0038 31-Dec-25 191.71 186.34 5.37 11.96 6.24%Principal Fixed Income F H L M C MLTCL 5.069% 10/25/28 CUSIP: 3137HB3D4 Ticker: FHL5028 1.72%10,716,000.0000 1.0282 31-Dec-25 11,018,191.20 10,850,787.19 167,404.01 543,194.08 4.93%Principal Fixed Income F H L M C MLTCL MT 3.350% 1/25/28 CUSIP: 3137FETN0 Ticker: FHL0428B 1.30%8,440,000.0000 0.9907 31-Dec-25 8,361,845.60 8,126,748.44 235,097.16 282,740.03 3.38%Principal Fixed Income F H L M C MLTCL MT 3.850% 5/25/28 CUSIP: 3137FG6X8 Ticker: FHL3828B 1.13%7,250,000.0000 1.0000 31-Dec-25 7,250,145.00 7,116,894.53 133,250.47 279,124.97 3.85%Principal Fixed Income F H L M C MLTCL MT 4.575% 8/15/32 CUSIP: 3133TCE95 Ticker: FHL3032 0.00%1,153.8500 0.9822 31-Dec-25 1,133.36 1,155.07 -21.71 52.74 4.65%Principal Fixed Income F H L M C MLTCL MT 6.49999% 9/25/43 CUSIP: 31394JY35 Ticker: FHL9543 0.04%260,840.3400 1.0281 31-Dec-25 268,162.13 295,401.66 -27,239.53 16,954.59 6.32%Principal Fixed Income F H L M C MLTCL MTG 3.120% 9/25/26 CUSIP: 3137BSRE5 Ticker: 0.87%5,645,214.9100 0.9938 31-Dec-25 5,610,327.48 5,841,142.29 -230,814.81 176,130.71 3.14%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 14 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income F H L M C MLTCL MTG 4.803% 5/25/29 CUSIP: 3137HDJJ0 Ticker: 1.40%8,766,234.0900 1.0245 31-Dec-25 8,980,568.51 8,801,846.93 178,721.58 421,042.22 4.69%Principal Fixed Income F H L M C MLTCL MTG 5.180% 3/25/29 CUSIP: 3137HCKV3 Ticker: 1.02%6,320,000.0000 1.0358 31-Dec-25 6,546,003.20 6,480,309.38 65,693.82 327,376.03 5.00%Principal Fixed Income F H L M C MLTCL MTG 5.400% 1/25/29 CUSIP: 3137HBPD0 Ticker: FHL5429 1.62%10,000,000.0000 1.0389 31-Dec-25 10,388,700.00 10,244,140.63 144,559.37 540,000.00 5.20%Principal Fixed Income F H L M C STRIP 9/15/29 CUSIP: 3134A3U53 Ticker: FHL91529 0.34%2,500,000.0000 0.8722 31-Dec-25 2,180,375.00 2,057,500.00 122,875.00 0.25 0.00%Principal Fixed Income F N M A STRIP 1/15/30 CUSIP: 31358DDG6 Ticker: 0.67%5,000,000.0000 0.8604 31-Dec-25 4,302,050.00 4,144,100.00 157,950.00 0.50 0.00%Principal Fixed Income F N M A STRIP 5/15/30 CUSIP: 31358DDR2 Ticker: 1.32%10,000,000.0000 0.8454 31-Dec-25 8,454,100.00 8,273,581.73 180,518.27 1.00 0.00%Principal Fixed Income F N M A #257179 4.500% 4/01/28 CUSIP: 31371NUC7 Ticker: 257179A 0.00%1,220.6600 1.0000 31-Dec-25 1,220.68 1,290.97 -70.29 54.93 4.50%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 15 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income F N M A #357969 5.000% 9/01/35 CUSIP: 31376KT22 Ticker: 357969A 0.00%28,443.9900 1.0268 31-Dec-25 29,207.14 30,577.31 -1,370.17 1,422.20 4.87%Principal Fixed Income F N M A #745580 5.000% 6/01/36 CUSIP: 31403DJZ3 Ticker: 745580A 0.00%26,989.5300 1.0268 31-Dec-25 27,713.66 29,013.76 -1,300.10 1,349.48 4.87%Principal Fixed Income F N M A #748678 5.000% 10/01/33 CUSIP: 31403GXF4 Ticker: 748678A 0.00%380.1900 1.0001 31-Dec-25 380.24 408.70 -28.46 19.01 5.00%Principal Fixed Income F N M A #815971 5.000% 3/01/35 CUSIP: 31406PQY8 Ticker: 815971A 0.01%34,210.0700 1.0258 31-Dec-25 35,092.35 36,775.82 -1,683.47 1,710.50 4.87%Principal Fixed Income F N M A #823358 6.274% 2/01/35 CUSIP: 31406XWT5 Ticker: 823358A 0.00%10,673.6400 1.0257 31-Dec-25 10,947.63 10,590.25 357.38 684.93 6.26%Principal Fixed Income F N M A #826080 5.000% 7/01/35 CUSIP: 31407BXH7 Ticker: 826080A 0.00%5,188.0000 1.0258 31-Dec-25 5,321.80 5,577.08 -255.28 259.40 4.87%Principal Fixed Income F N M A #888336 5.000% 7/01/36 CUSIP: 31410F4V4 Ticker: 888336A 0.01%44,320.1200 1.0264 31-Dec-25 45,491.06 47,644.15 -2,153.09 2,216.01 4.87%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 16 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income F N M A #AL0869 4.500% 6/01/29 CUSIP: 3138EG6F6 Ticker: AL0869A 0.00%1,309.5000 1.0028 31-Dec-25 1,313.21 1,384.92 -71.71 58.93 4.49%Principal Fixed Income F N M A #MA0022 4.500% 4/01/29 CUSIP: 31417YAY3 Ticker: MA0022A 0.00%2,137.1300 1.0055 31-Dec-25 2,148.97 2,260.23 -111.26 96.17 4.48%Principal Fixed Income F N M A GTD REMIC 1.500% 4/25/29 CUSIP: 3136AJZP4 Ticker: 0.09%587,001.8400 0.9727 31-Dec-25 570,959.08 536,250.11 34,708.97 8,805.03 1.54%Principal Fixed Income F N M A GTD REMIC 2.472% 2/25/41 CUSIP: 31397QRE0 Ticker: FNM2841 0.01%52,459.7500 1.0000 31-Dec-25 52,459.23 52,443.36 15.87 2,552.84 4.87%Principal Fixed Income FORD CR FLP MASTER 0.00001% 5/15/28 CUSIP: 34528QHV9 Ticker: 1.41%9,000,000.0000 1.0032 31-Dec-25 9,028,710.00 9,033,398.44 -4,688.44 0.90 0.00%Principal Fixed Income FORD CREDIT AT 4.940% 6/15/28 CUSIP: 345282AD9 Ticker: 0.75%4,802,000.0000 1.0084 31-Dec-25 4,842,384.82 4,809,503.13 32,881.69 237,218.80 4.90%Principal Fixed Income G N M A I I #080023 4.750% 12/20/26 CUSIP: 36225CAZ9 Ticker: 080023M 0.00%915.6700 1.0051 31-Dec-25 920.35 930.80 -10.45 43.49 4.73%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 17 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income G N M A I I #080088 5.625% 6/20/27 CUSIP: 36225CC20 Ticker: 080088M 0.00%1,530.4300 1.0001 31-Dec-25 1,530.64 1,563.91 -33.27 86.09 5.62%Principal Fixed Income G N M A I I #080395 5.625% 4/20/30 CUSIP: 36225CNM4 Ticker: 080395M 0.00%1,341.7100 1.0013 31-Dec-25 1,343.47 1,329.53 13.94 75.47 5.62%Principal Fixed Income G N M A I I #080408 5.625% 5/20/30 CUSIP: 36225CN28 Ticker: 080408M 0.00%11,693.7200 1.0035 31-Dec-25 11,734.65 11,574.93 159.72 657.77 5.61%Principal Fixed Income G N M A I I #080965 5.375% 7/20/34 CUSIP: 36225DCB8 Ticker: 080965M 0.00%11,686.5300 1.0164 31-Dec-25 11,877.84 11,679.22 198.62 628.15 5.29%Principal Fixed Income GE AEROSPACE 4.300% 7/29/30 CUSIP: 369604BZ5 Ticker: 0.41%2,600,000.0000 1.0085 31-Dec-25 2,622,100.00 2,594,474.50 27,625.50 111,800.00 4.26%Principal Fixed Income GMF FLOORPL OWNE 4.680% 11/15/28 CUSIP: 361886DK7 Ticker: 1.21%7,710,000.0000 1.0067 31-Dec-25 7,761,348.60 7,712,108.20 49,240.40 360,828.00 4.65%Principal Fixed Income GOLDMAN SACHS BK 5.414% 5/21/27 CUSIP: 38151LAG5 Ticker: 1.17%7,500,000.0000 1.0052 31-Dec-25 7,539,300.00 7,546,875.00 -7,575.00 406,050.00 5.39%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 18 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income HONDA AUTO 4.330% 3/15/29 CUSIP: 43816DAC9 Ticker: 0.31%1,973,000.0000 1.0055 31-Dec-25 1,983,910.69 1,972,720.82 11,189.87 85,430.89 4.31%Principal Fixed Income HYUNDAI AUTO LEASE 4.620% 4/17/28 CUSIP: 448984AD6 Ticker: 0.78%5,000,000.0000 1.0063 31-Dec-25 5,031,300.00 5,003,906.25 27,393.75 231,000.00 4.59%Principal Fixed Income HYUNDAI AUTO RECV TR 4.790% 10/15/29 CUSIP: 44935CAD3 Ticker: 0.66%4,231,000.0000 1.0074 31-Dec-25 4,262,351.71 4,230,375.93 31,975.78 202,664.90 4.75%Principal Fixed Income INTER AMER BK M T N 3.900% 8/15/29 CUSIP: 45818WFV3 Ticker: 0.24%1,500,000.0000 1.0110 31-Dec-25 1,516,545.00 1,497,877.50 18,667.50 58,500.00 3.86%Principal Fixed Income INTL BK MTN 4.750% 7/30/29 CUSIP: 45906M5K3 Ticker: 0.95%6,050,000.0000 1.0040 31-Dec-25 6,074,442.00 6,084,115.95 -9,673.95 287,375.00 4.73%Principal Fixed Income JOHN DEERE OWNER 5.090% 6/15/27 CUSIP: 47800BAC2 Ticker: JDO5027 0.14%889,422.9800 1.0024 31-Dec-25 891,584.28 889,353.95 2,230.33 45,271.63 5.08%Principal Fixed Income JOHN DEERE OWNER TR 4.830% 9/17/29 CUSIP: 47800DAD6 Ticker: 0.48%3,046,000.0000 1.0075 31-Dec-25 3,068,723.16 3,045,808.41 22,914.75 147,121.80 4.79%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 19 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income JOHN DEERE OWNR TR 3.740% 2/16/27 CUSIP: 47800AAC4 Ticker: JDO6827 0.06%353,138.7700 0.9996 31-Dec-25 353,008.11 353,105.04 -96.93 13,207.40 3.74%Principal Fixed Income JPMORGAN CHASE CO 3.509% 1/23/29 CUSIP: 46647PAM8 Ticker: 1.12%7,250,000.0000 0.9905 31-Dec-25 7,181,197.50 6,868,505.00 312,692.50 254,402.50 3.54%Principal Fixed Income JPMORGAN CHASE CO 4.915% 1/24/29 CUSIP: 46647PEU6 Ticker: 1.01%6,375,000.0000 1.0186 31-Dec-25 6,493,511.25 6,375,604.20 117,907.05 313,331.25 4.83%Principal Fixed Income LEHMAN BRTH MTN ES 0.00001% 1/24/13 CUSIP: 525ESCIB7 Ticker: 0.00%600,000.0000 0.0005 29-Dec-25 300.00 314,099.52 -313,799.52 0.06 0.02%Principal Fixed Income MERCEDES BENZ 4.780% 12/17/29 CUSIP: 58773DAD6 Ticker: 0.75%4,760,000.0000 1.0145 31-Dec-25 4,828,877.20 4,758,987.55 69,889.65 227,528.00 4.71%Principal Fixed Income MET TOWER MTN 1.250% 9/14/26 CUSIP: 58989V2D5 Ticker: 0.57%3,745,000.0000 0.9818 31-Dec-25 3,676,990.80 3,741,554.60 -64,563.80 46,812.50 1.27%Principal Fixed Income MORGAN STANLEY MTN 3.772% 1/24/29 CUSIP: 61744YAP3 Ticker: 0.50%3,250,000.0000 0.9944 31-Dec-25 3,231,637.50 3,170,440.00 61,197.50 122,590.00 3.79%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 20 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income MORGAN STANLEY MTN 5.652% 4/13/28 CUSIP: 61747YFP5 Ticker: MSM5428 1.55%9,750,000.0000 1.0197 31-Dec-25 9,941,977.50 9,753,225.60 188,751.90 551,070.00 5.54%Principal Fixed Income NOVARTIS CAPITAL 4.100% 11/05/30 CUSIP: 66989HAY4 Ticker: 0.63%4,075,000.0000 0.9989 31-Dec-25 4,070,639.75 4,062,775.00 7,864.75 167,075.00 4.10%Principal Fixed Income OREGON ST TAXABLE GO 4.368% 5/01/28 CUSIP: 68609UNF8 Ticker: 0.16%1,000,000.0000 1.0176 31-Dec-25 1,017,570.00 1,000,000.00 17,570.00 43,680.00 4.29%Principal Fixed Income OREGON ST TAXABLE GO 4.494% 5/01/29 CUSIP: 68609UNG6 Ticker: 0.16%1,000,000.0000 1.0252 31-Dec-25 1,025,150.00 1,000,000.00 25,150.00 44,940.00 4.38%Principal Fixed Income PENFED AUTO REC 4.650% 7/15/30 CUSIP: 706916AC7 Ticker: 0.34%2,204,000.0000 1.0025 31-Dec-25 2,209,399.80 2,203,900.16 5,499.64 102,486.00 4.64%Principal Fixed Income PNC FINL SVCS GROUP 5.582% 6/12/29 CUSIP: 693475BR5 Ticker: 1.29%8,000,000.0000 1.0371 31-Dec-25 8,296,960.00 8,198,160.00 98,800.00 446,560.00 5.38%Principal Fixed Income REALTY INCOME CORP 4.700% 12/15/28 CUSIP: 756109BS2 Ticker: 0.87%5,500,000.0000 1.0193 31-Dec-25 5,605,985.00 5,462,290.00 143,695.00 258,500.00 4.61%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 21 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income RESOLUTION FDG STRIP 10/15/28 CUSIP: 76116EHL7 Ticker: 1.06%7,500,000.0000 0.9043 31-Dec-25 6,782,175.00 6,377,175.00 405,000.00 0.75 0.00%Principal Fixed Income RFCP STRIPS 1/15/29 CUSIP: 76116EGP9 Ticker: 1.40%10,000,000.0000 0.8960 31-Dec-25 8,959,900.00 8,052,300.00 907,600.00 1.00 0.00%Principal Fixed Income RFCP STRIPS 1/15/30 CUSIP: 76116EGR5 Ticker: RS111530 0.67%5,000,000.0000 0.8563 31-Dec-25 4,281,500.00 4,178,700.00 102,800.00 --Principal Fixed Income TOYOTA LEASE OWNER 4.750% 2/22/28 CUSIP: 89239NAD7 Ticker: 0.69%4,378,000.0000 1.0096 31-Dec-25 4,419,853.68 4,377,942.65 41,911.03 207,955.00 4.71%Principal Fixed Income TOYOTA MOTOR MTN 3.050% 3/22/27 CUSIP: 89236TJZ9 Ticker: 0.31%2,000,000.0000 0.9914 31-Dec-25 1,982,720.00 1,945,900.00 36,820.00 61,000.00 3.08%Principal Fixed Income TOYOTA MTR CR MTN 1.125% 6/18/26 CUSIP: 89236TJK2 Ticker: 1.12%7,285,000.0000 0.9879 31-Dec-25 7,196,560.10 7,281,794.60 -85,234.50 81,956.25 1.14%Principal Fixed Income U S TREAS BD STRIP 8/15/29 CUSIP: 912833XP0 Ticker: 3.17%23,250,000.0000 0.8752 31-Dec-25 20,348,400.00 19,002,612.50 1,345,787.50 2.33 0.00%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 22 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income U S TREASURY BD STRIP 11/15/29 CUSIP: 912833XT2 Ticker: 3.10%23,000,000.0000 0.8660 31-Dec-25 19,918,000.00 18,415,180.00 1,502,820.00 2.30 0.00%Principal Fixed Income U S TREASURY NT 0.625% 5/15/30 CUSIP: 912828ZQ6 Ticker: 1.16%8,500,000.0000 0.8775 31-Dec-25 7,459,090.00 7,475,048.01 -15,958.01 53,125.00 0.71%Principal Fixed Income U S TREASURY NT 0.625% 8/15/30 CUSIP: 91282CAE1 Ticker: 1.83%13,500,000.0000 0.8702 31-Dec-25 11,747,160.00 11,635,312.50 111,847.50 84,375.00 0.72%Principal Fixed Income U S TREASURY NT 0.750% 1/31/28 CUSIP: 91282CBJ9 Ticker: 1.62%11,000,000.0000 0.9455 31-Dec-25 10,400,610.00 10,141,054.69 259,555.31 82,500.00 0.79%Principal Fixed Income U S TREASURY NT 1.000% 7/31/28 CUSIP: 91282CCR0 Ticker: 1.93%13,225,000.0000 0.9383 31-Dec-25 12,408,753.00 11,907,986.25 500,766.75 132,250.00 1.07%Principal Fixed Income U S TREASURY NT 1.500% 2/15/30 CUSIP: 912828Z94 Ticker: 2.15%15,000,000.0000 0.9185 31-Dec-25 13,777,800.00 13,491,764.51 286,035.49 225,000.00 1.63%Principal Fixed Income U S TREASURY NT 1.750% 1/31/29 CUSIP: 91282CDW8 Ticker: 1.23%8,350,000.0000 0.9475 31-Dec-25 7,911,625.00 7,326,798.83 584,826.17 146,125.00 1.85%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 23 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income U S TREASURY NT 2.375% 3/31/29 CUSIP: 91282CEE7 Ticker: 2.70%18,000,000.0000 0.9634 31-Dec-25 17,341,920.00 16,953,944.21 387,975.79 427,500.00 2.47%Principal Fixed Income U S TREASURY NT 3.125% 8/31/29 CUSIP: 91282CFJ5 Ticker: 4.21%27,475,000.0000 0.9831 31-Dec-25 27,011,496.75 26,520,807.78 490,688.97 858,593.75 3.18%Principal Fixed Income U S TREASURY NT 3.500% 1/31/30 CUSIP: 91282CGJ4 Ticker: 1.62%10,425,000.0000 0.9943 31-Dec-25 10,365,160.50 10,337,718.52 27,441.98 364,875.00 3.52%Principal Fixed Income U S TREASURY NT 3.500% 4/30/30 CUSIP: 91282CGZ8 Ticker: 1.49%9,600,000.0000 0.9928 31-Dec-25 9,530,592.00 9,382,875.00 147,717.00 336,000.00 3.53%Principal Fixed Income U S TREASURY NT 3.625% 3/31/30 CUSIP: 91282CGS4 Ticker: UST0030 2.64%17,000,000.0000 0.9981 31-Dec-25 16,968,210.00 16,812,252.27 155,957.73 616,250.00 3.63%Principal Fixed Income U S TREASURY NT 3.750% 6/30/30 CUSIP: 91282CHJ3 Ticker: 0.77%4,900,000.0000 1.0024 31-Dec-25 4,911,662.00 4,902,679.68 8,982.32 183,750.00 3.74%Principal Fixed Income U S TREASURY NT 3.750% 12/31/28 CUSIP: 91282CJR3 Ticker: 2.82%18,000,000.0000 1.0057 31-Dec-25 18,101,880.00 17,688,691.40 413,188.60 675,000.00 3.73%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 24 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income U S TREASURY NT 4.000% 7/31/30 CUSIP: 91282CHR5 Ticker: 1.31%8,325,000.0000 1.0127 31-Dec-25 8,430,727.50 8,435,891.60 -5,164.10 333,000.00 3.95%Principal Fixed Income U S TREASURY NT 4.125% 8/31/30 CUSIP: 91282CHW4 Ticker: 1.96%12,350,000.0000 1.0176 31-Dec-25 12,567,113.00 12,592,135.05 -25,022.05 509,437.50 4.05%Principal Fixed Income U S TREASURY NT 4.250% 2/28/29 CUSIP: 91282CKD2 Ticker: 0.52%3,300,000.0000 1.0202 31-Dec-25 3,366,759.00 3,329,272.77 37,486.23 140,250.00 4.17%Principal Fixed Income U S TREASURY NT 4.375% 11/30/28 CUSIP: 91282CJN2 Ticker: 1.87%11,750,000.0000 1.0227 31-Dec-25 12,016,725.00 12,030,351.56 -13,626.56 514,062.50 4.28%Principal Fixed Income UNITEDHEALTH 1.150% 5/15/26 CUSIP: 91324PEC2 Ticker: 0.62%4,000,000.0000 0.9902 31-Dec-25 3,960,680.00 3,904,703.05 55,976.95 46,000.00 1.16%Principal Fixed Income UNITEDHEALTH 5.250% 2/15/28 CUSIP: 91324PEP3 Ticker: 0.80%5,000,000.0000 1.0273 31-Dec-25 5,136,600.00 5,114,225.00 22,375.00 262,500.00 5.11%Principal Fixed Income VERIZON MASTER TR 4.490% 1/22/29 CUSIP: 92348KBG7 Ticker: 0.69%4,455,000.0000 1.0002 31-Dec-25 4,455,935.55 4,448,387.11 7,548.44 200,029.50 4.49%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 25 of 26 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6745046601 OCSD LONG-TERM PORTFOLIO Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Fixed Income VERIZON MASTER TRUST 4.510% 3/20/30 CUSIP: 92348KDY6 Ticker: 1.21%7,731,000.0000 1.0080 31-Dec-25 7,792,461.45 7,730,667.57 61,793.88 348,668.10 4.47%Principal Fixed Income VOLVO FINANCIAL 4.460% 5/15/29 CUSIP: 92887TAC5 Ticker: 0.32%2,050,000.0000 1.0081 31-Dec-25 2,066,564.00 2,052,366.31 14,197.69 91,430.01 4.42%Principal Fixed Income WELLTOWER INC 4.125% 3/15/29 CUSIP: 95040QAH7 Ticker: 0.60%3,845,000.0000 1.0017 31-Dec-25 3,851,651.85 3,808,280.25 43,371.60 158,606.25 4.12%Principal Fixed Income WELLTOWER INC 4.250% 4/15/28 CUSIP: 95040QAD6 Ticker: 0.79%5,061,000.0000 1.0068 31-Dec-25 5,095,313.58 5,068,692.72 26,620.86 215,092.50 4.22%Principal Real Estate And Other LEHMAN BRTH HLD ESC CUSIP: 525ESC0Y6 Ticker: 0.00%2,000,000.0000 -14-Oct-23 -1,011,645.08 -1,011,645.08 --Principal USD-U.S._DOLLAR Cash & Cash Equivalents 0.86%5,524,975.83 5,524,975.83 -201,298.63 3.64% Fixed Income 99.14%636,161,788.65 624,169,292.52 11,992,496.13 20,774,678.10 3.27% Real Estate And Other 0.00%-1,011,645.08 -1,011,645.08 -- Total USD-U.S._DOLLAR 100.00%641,686,764.48 630,705,913.43 10,980,851.05 20,975,976.73 3.27% Total (U.S. DOLLAR)100.00%641,686,524.97 630,705,913.43 10,980,611.55 20,975,976.66 3.27% Grand Total (U.S. DOLLAR)100.00%641,686,524.97 630,705,913.43 10,980,611.55 20,975,976.66 3.27% INVESTMENT - DETAIL Run Date : 02/01/2026 Page 26 of 26 [!libank. Callan Investment Measurement Service Quarterly Review Report December 31, 2025 Orange County Sanitation District Investment Measurement Service Quarterly Review Important Disclosures regarding the use of this document are included at the end of this document. These disclosures are an integral part of this document and should be considered by the user. Callan Orange County Sanitation District Executive Summary for Period Ending December 31, 2025 Asset Allocation Performance * Current Quarter Target = 80.0% ML 1-5 Govt/Corp and 20.0% FTSE 3mo T-Bills. Recent Developments ⎯ Effective March 1, 2024 Insight Investment Management became the investment manager for the District’s Long-Term Operating Fund and the Liquid Operating Monies, replacing Chandler Asset Management. ⎯ During the quarter, $57 million was contributed to the Liquid Operating Monies. Organizational Issues ⎯ N/A Fixed Income Market Snapshot ⎯ Fixed income markets posted positive but more subdued returns in the fourth quarter, as Treasury yields were broadly stable and volatility declined. The Bloomberg US Aggregate Bond Index gained 1.1% for the quarter, bringing full-year returns to 7.3%. The yield curve ended the quarter slightly steeper with front-end yields declining and longer maturities rising, following two 25 bps Federal Reserve rate cuts during the quarter. Inflation expectations edged marginally lower, with the 10-year breakeven rate declining modestly. ⎯ Credit sectors continued to benefit from supportive technicals and steady demand. Investment- grade corporates were up 80 bps in the fourth quarter, underperforming Treasuries, while MBS December 31, 2025 September 30, 2025 Market Value Weight Net New Inv.Inv. Return Market Value Weight Domestic Fixed IncomeInsight Long Term 646,011,074 83.96%0 7,608,075 638,402,999 90.71% Insight Liquid 123,456,458 16.04%57,000,000 1,093,457 65,363,001 9.29% Total Fund $769,467,533 100.00%$57,000,000 $8,701,533 $703,766,000 100.00% Last Last Last Last Last 3 5 7 Quarter Year Years Years Years Domestic Fixed Income Long Term Operating Fund^1.19%6.31%5.04%1.84%2.61% Blmbg Govt/Cred 1-5 Year Idx 1.18%6.11%4.91%1.56%2.49% ML 1-5 Govt/Corp 1.14%6.06%4.95%1.60%2.52% Liquid Operating Monies^1.66%5.04%5.20%3.39%2.88% Citigroup 3-Month Treasury Bill 1.02%4.40%5.03%3.31%2.76% Total Fund 1.24%6.07%5.06%2.11%2.64% Target*1.12%5.73%4.97%1.94%2.57% 2 Orange County Sanitation District (+1.7%), ABS (+1.3%), and CMBS (+1.3%) outperformed. High yield corporates advanced 1.3% (+8.6% YTD), with lower-quality segments lagging late in the quarter. Leveraged loans gained 1.2%, supported by stable short-term rates and continued CLO issuance. Municipal bonds continued their rebound following a challenging first half of the year, with the Bloomberg Municipal Index up 1.6% in the fourth quarter and 4.3% for 2025. Despite historically heavy issuance, demand remained supportive, allowing municipals to finish the year in positive territory after a volatile start. Investment Manager Performance — The Long-Term Operating Fund returned 1.2% in the fourth quarter, outperforming the ICE Corporate/Government 1–5 Year Index by 5 bps and performing in line with, though slightly ahead of, the Bloomberg Government/Credit 1–5 Year Index by 1 bp. The Fund ranked 74th percentile in the Callan Short Term Fixed Income peer group. Over the last year, the portfolio returned 6.3%, outperforming the ICE benchmark by 25 bps and the Bloomberg benchmark by 20 bps. The Fund ranked 20th percentile. — The Liquid Operating Money rose 1.6% (net) over the quarter, outperforming the Citigroup 3-Month Treasury Bill Index return by 60 bps, and ranking 1st percentile in the Callan Money Market Funds peer group. Over the last year, the portfolio returned 4.88% (net), outperforming the benchmark by 40 bps, and ranking in the 17th percentile. Please reach out to me should you have any questions or need any additional information. Cordially, Alexander Ford Senior Vice President, Investment Consulting Callan LLC Callan Table of Contents December 31, 2025 Capital Market Review 1 Active Management Overview Market Overview 7 Domestic Fixed Income 8 Asset Allocation Investment Manager Asset Allocation 10 Investment Manager Returns 11 Asset Class Risk and Return 15 Manager Analysis Long Term Operating Fund 17 Liquid Operating Money 21 Definitions 23 Disclosures 2828 Callan Ca p i t a l M a r k e t R e v i e w Capital Market Review Russell 3000 Russell 1000 Russell 1000 Growth Russell 1000 Value S&P 500 Russell Midcap Russell 2500 Russell 2000 U.S. Equity: Quarterly Returns 2.4% 2.4% 1.1% 3.8% 2.7% 0.2% 2.2% 2.2% Russell 3000 Russell 1000 Russell 1000 Growth Russell 1000 Value S&P 500 Russell Midcap Russell 2500 Russell 2000 U.S. Equity: One-Year Returns 17.1% 17.4% 18.6% 15.9% 17.9% 10.6% 11.9% 12.8% Source: S&P Dow Jones Indices S&P Sector Returns, Quarter Ended 12/31/25 Last Quarter 7.3% 0.7%0.0%1.5%2.0% 11.7% 0.9%1.4%1.1% -2.9%-1.4% Services Communication Discretionary Consumer Staples Consumer Energy Financials Health Care Industrials Technology Information Materials Real Estate Utilities U.S. EQUITIES S&P 500 hits all-time highs as investors turn cautious –The S&P 500 Index rose 2.7% in 4Q25, supported by a strong earnings season and continued enthusiasm around artificial intelligence. –All S&P sectors posted gains except Real Estate and Utilities. Health Care (+11.7%) and Communication Services (+7.3%) were the top-performing sectors. Notably, the Technology sector underperformed the broad market amid rising concerns about the durability/trajectory of growth from some of the mega-cap stocks. –Large cap indices outperformed small cap indices slightly. Value outperformed growth across the market-cap spectrum for the quarter. –Concentration risk remains elevated, with the top 10 companies in the S&P 500 Index representing over 40% of the index’s total market capitalization. –Market leadership has begun to broaden beyond the hyper- scalers; for example, only two of the Magnificent Seven stocks outperformed the S&P 500 Index in 2025. –Earnings growth outside the Magnificent Seven has increased as a share of total S&P 500 Index EPS growth, which may position active managers that employ a more diversified approach in both holdings and alpha generation more favorably. –Lower-quality stocks, including unprofitable companies, those with low return on equity, high short interest, and negative free cash flow, outperformed in 2025. –Most small-cap active managers were underweight non- earners, resulting in significant relative underperformance. –Small-cap earnings appear to be at an inflection point, based on analyst consensus estimates. –The prospect of additional Fed rate cuts in 2026, combined with attractive relative valuations, suggests a possibly compelling entry point for small caps. Capital Markets Overview 4Q25 Sources: FTSE Russell, S&P Dow Jones Indices - -- Callan Capital Markets Overview (continued) 4Q25 MSCI EAFE MSCI ACWI MSCI World MSCI ACWI ex USA MSCI World ex USA MSCI ACWI ex USA SC MSCI World ex USA SC MSCI Europe ex UK MSCI United Kingdom MSCI Pacific ex Japan MSCI Japan MSCI Emerging Markets MSCI China MSCI Frontier Markets Global Equity: Quarterly Returns 4.9% 3.3% 3.1% 5.1% 5.2% 3.0% 3.5% 6.0% 7.0% 0.0% 3.2% 4.7% -7.4% 6.6% MSCI EAFE MSCI ACWI MSCI World MSCI ACWI ex USA MSCI World ex USA MSCI ACWI ex USA SC MSCI World ex USA SC MSCI Europe ex UK MSCI United Kingdom MSCI Pacific ex Japan MSCI Japan MSCI Emerging Markets MSCI China MSCI Frontier Markets Global Equity: One-Year Returns 31.2% 22.3% 21.1% 32.4% 31.9% 29.3% 34.1% 35.5% 35.1% 20.6% 24.6% 33.6% 31.2% 46.9% Source: MSCI GLOBAL EQUITIES Outpaced the U.S. over the full year Broad market –Global ex-U.S. equities outpaced the U.S. in 4Q25 and for the full calendar year as well. –MSCI EAFE index delivered its best annual return since 2009. –The U.K. was the strongest region for the quarter, assisted by a second rate cut in December and a heavy weighting in mining and resource companies that benefit from a continued metals rally. –In 4Q25, global ex-U.S. small caps trailed large caps, but were assisted by Canadian small caps and their large weight in mining companies. –China reversed course following a strong 3Q. Investors were disappointed by below-expectation government stimulus, property-sector issues, and deflation fears. Growth vs. value –EAFE Value’s 2025 returns were its highest since 2003 and beat EAFE Growth by the most since the index’s inception. U.S. dollar –The U.S. dollar stabilized in 4Q following a sharp decline in the first half of the year (-10%). For the full year, the dollar provided a substantial boost, accounting for around 11.5% of the EAFE Index’s 31.2% gains, though its impact in the second half was negligible. –Value dominated outside the U.S. in 4Q25 and for the full calendar year. But growth managers had better success versus their respective benchmark given the concentration in the value index. –96% of growth managers underperformed the core benchmark, while 57% underperformed the growth benchmark. –15% of value managers underperformed the core benchmark, while 67% underperformed the value benchmark. –The top three names within emerging markets—Taiwan Semiconductor Manufacturing Co., Samsung Electronics Co., and SK Hynix Inc.—contributed 4% in 4Q and more than 11% for the full calendar year. –The MSCI Emerging Markets Index is at a 40-year performance low vs. the MSCI USA Index. –EM equity net flows, according to EPRF Global & J.P. Morgan, turned positive in May 2025 and moderately accelerated through year end 2025. --■ --■ ---I ---- -- -- Callan Bloomberg Gov/Cr 1-3 Yr Bloomberg Interm Gov/Cr Bloomberg Aggregate Bloomberg Long Gov/Cr Bloomberg Universal CS Leveraged Loans Bloomberg High Yield Bloomberg TIPS U.S. Fixed Income: Quarterly Returns 1.2% 1.2% 1.1% 0.0% 1.2% 1.2% 1.3% 0.1% Bloomberg Gov/Cr 1-3 Yr Bloomberg Interm Gov/Cr Bloomberg Aggregate Bloomberg Long Gov/Cr Bloomberg Universal CS Leveraged Loans Bloomberg High Yield Bloomberg TIPS U.S. Fixed Income: One-Year Returns 5.3% 7.0% 7.3% 6.6% 7.6% 5.9% 8.6% 7.0% U.S. Treasury Yield Curves U.S. FIXED INCOME Macro environment: Hawkish policy expected –The Fed cut rates at the December meeting, with long-end rates moving higher for the quarter. –Sentiment around monetary policy changed toward the end of the year, with markets anticipating more hawkish policy early in 2026. –The yield curve steepened modestly, with the 2s/10s spread ending at 70 bps, up from 56 bps at the end of 3Q. Performance and drivers: Falling Treasury yields –The Bloomberg US Aggregate Bond Index gained over 1%, supported by declining short-term Treasury yields. –IG corporate returns matched Treasuries due to rate cuts and steady spreads in corporate markets. Valuations: Yields will drive returns –Corporate credit spreads stayed relatively consistent versus 3Q but remain at tight levels, with value being in question. –Overall, yield itself should be the primary driver of fixed income returns moving forward as yield curves have steepened, and the bulk of spread tightening appears to be behind us. –After the Fed delivered 75 bps of rate cuts in 2025, the markets have repriced the path of monetary policy in 2026. –The base case for many market participants now anticipates a more measured approach to policy easing as the Fed weighs its dual mandate of inflation and employment. But a new Fed chair combined with midterm elections may present different expectations in the second half the year. –With AI infrastructure spending set to continue, its impact on the investment-grade credit market is increasingly important. Recent AI-related deals are massive, with issuers like Meta representing a significant share of 2025 IG supply. While leading AI firms generally have strong balance sheets, markets must absorb this large-scale issuance, and leverage should be closely monitored, especially for non-hyperscalers with weaker credit profiles. –AI’s impact also extends to utilities, which must expand capacity to meet rising power demand. This is expected to drive higher issuance in a sector that already makes up a meaningful portion of the IG universe. MUNICIPAL BONDS AAA municipal bond yield curve flattened in 4Q25 –Demand for intermediate maturity bonds drove the AAA muni yield curve flatter in 4Q, with yields rising 0-12 bps for shorter maturities and falling up 7-23 bps for 10- to 20-year maturities. Capital Markets Overview (continued) 4Q25 Sources: Bloomberg, Credit Suisse 0% 1% 2% 3% 4% 5% 6% 0 5 10 15 20 25 30 12/31/25 12/31/24 12/31/23 12/31/22 12/31/21 Callan ■ ■ ■ I ■ ■ I - Bloomberg Global Aggregate Bloomberg Global Agg (hdg) Bloomberg Global High Yield Bloomberg Global Agg ex US JPM EMBI Global Diversified JPM GBI-EM Global Diversified JPM EMBI Gl Div/JPM GBI-EM Gl Div JPM CEMBI Global Fixed Income: Quarterly Returns 0.2% 0.8% 2.2% -0.5% 3.3% 3.3% 3.3% 1.1% Bloomberg Global Aggregate Bloomberg Global Agg (hdg) Bloomberg Global High Yield Bloomberg Global Agg ex US JPM EMBI Global Diversified JPM GBI-EM Global Diversified JPM EMBI Gl Div/JPM GBI-EM Gl Div JPM CEMBI Global Fixed Income: One-Year Returns 8.2% 4.9% 12.1% 8.8% 14.3% 19.3% 16.8% 8.5% Change in 10-Year Global Government Bond Yields MUNICIPAL BONDS (cont.) Historic year for new issuance –For the 2025 calendar year, $580 billion of total issuance came to market, a 13% increase over 2024 and the second consecutive record annual volume. –Record new issuance continued to be met with solid demand as there were strong flows into municipal funds during the quarter. Muni valuations tightened during the quarter –Muni-to-Treasury ratios finished the quarter below historical averages, indicating diminished relative value for tax-exempt municipals versus Treasuries. –Longer maturities remained the cheapest segment as the 30- year Muni/Treasury ratio ended at roughly 88%. GLOBAL FIXED INCOME U.S. dollar strengthened as tariff shock settles Macro environment: ECB holds steady; BOE cuts –After multiple cuts early in the year, the ECB held rates steady in the second half of 2025. Guidance in December suggested inflation should stabilize near the 2% target over the medium term. –The BOE cut in December, citing the progress made in easing inflation pointing toward less restrictive monetary policy. U.S. dollar remains front and center –For the calendar year, the unhedged index substantially outperformed the hedged version amid a weaker dollar year over year. Emerging market debt delivers another strong quarter –A similar dollar-weakness story was on display over the year for emerging market debt, with local currency debt outperforming hard currency. Capital Markets Overview (continued) 4Q25 Sources: Bloomberg, JP Morgan 2 bps 14 bps -22 bps 25 bps 42 bps -40-39-38-37-36-35-34-33-32-31-30-29-28-27-26-25-24-23-22-21-20-19-18-17-16-15-14-13-12-11-10-9-8-7-6-5-4-3-2-101234567891011121314151617181920212223242526272829303132333435363738394041424344454647484950 U.S. Treasury Germany U.K. Canada Japan Callan I I I I ■ ■ ■ I - I --- Ac t i v e M a n a g e m e n t Active Management Ov e r v i e w Overview Market Overview Active Management vs Index Returns Market Overview The charts below illustrate the range of returns across managers in Callan’s Separate Account database over the most recent one quarter and one year time periods. The database is broken down by asset class to illustrate the difference in returns across those asset classes. An appropriate index is also shown for each asset class for comparison purposes. As an example, the first bar in the upper chart illustrates the range of returns for domestic equity managers over the last quarter. The triangle represents the S&P 500 return. The number next to the triangle represents the ranking of the S&P 500 in the Large Cap Equity manager database. Range of Separate Account Manager Returns by Asset Class One Quarter Ended December 31, 2025 Re t u r n s (4%) (2%) 0% 2% 4% 6% 8% 10% Large Cap Small Cap Non-US Domestic Non-US Real Equity Equity Equity Fixed Income Fixed Income Estate vs vs vs vs vs vs S&P 500 Russell 2000 MSCI EAFE Blmbg Aggr Bd Citi Non-US Govt NCREIF Index (46)(58) (43) (68) (69) (28) 10th Percentile 5.12 4.81 7.37 1.26 (0.00)1.6925th Percentile 4.20 3.58 6.10 1.21 (0.17)1.20 Median 2.34 2.49 4.60 1.14 (0.27)0.83 75th Percentile 0.91 1.01 3.04 1.08 (0.83)0.3290th Percentile (0.60)(1.26)1.45 1.00 (1.67)(0.17) Index 2.66 2.19 4.86 1.10 (0.48)1.15 Range of Separate Account Manager Returns by Asset Class One Year Ended December 31, 2025 Re t u r n s (10%) 0% 10% 20% 30% 40% 50% Large Cap Small Cap Non-US Domestic Non-US Real Equity Equity Equity Fixed Income Fixed Income EstatevsvsvsvsvsvsS&P 500 Russell 2000 MSCI EAFE Blmbg Aggr Bd Citi Non-US Govt NCREIF Index (31) (30) (57) (93)(91) (32) 10th Percentile 20.64 18.01 41.48 8.07 19.63 9.40 25th Percentile 18.39 13.78 38.04 7.84 14.08 6.35Median 16.19 9.28 32.59 7.66 10.53 4.0275th Percentile 13.28 5.05 24.28 7.47 9.06 1.8990th Percentile 10.18 (0.65)17.05 7.37 8.69 (2.09) Index 17.88 12.81 31.22 7.30 8.47 4.91 7Orange County Sanitation District - -b • • ---~ , .. I I - -E - -§ ~ .. - I I -1.;. I _J f-- Callan Domestic Fixed Income Active Management Overview Fixed income markets posted positive but more subdued returns during the quarter as the Bloomberg US Aggregate Bond Index gained 1.1% for the quarter, bringing full-year returns to 7.3%. The yield curve ended the quarter slightly steeper with front-end yields declining and longer maturities rising, following two 25 bps Federal Reserve rate cuts during the quarter. Credit sectors continued to benefit from supportive technicals and steady demand. Investment-grade corporates were up 0.8% in 4Q, underperforming Treasuries, while MBS (+1.7%), ABS (+1.3%), and CMBS (+1.3%) outperformed. High yield corporates advanced 1.3% (+8.6% YTD), with lower-quality segments lagging late in the quarter. Leveraged loans gained 1.2%, supported by stable short-term rates and continued CLO issuance. Separate Account Style Group Median Returns for Quarter Ended December 31, 2025 (0.5%) 0.0% 0.5% 1.0% 1.5% 2.0% 2.5% 1.22 Defensive 1.27 Intermed 1.14 Core Bond 1.18 Core Plus (0.07 ) Extended Maturity 1.36 Bank Loans 1.56 High Yield Re t u r n s Blmbg Aggregate:1.10% Blmbg High Yield:1.31% Blmbg Long Gov/Cred:(0.02%) Separate Account Style Group Median Returns for One Year Ended December 31, 2025 0% 2% 4% 6% 8% 10% 12% 5.92 Defensive 7.45 Intermed 7.66 Core Bond 8.06 Core Plus 6.84 Extended Maturity 6.09 Bank Loans 8.97 High Yield Re t u r n s Blmbg Aggregate:7.30% Blmbg High Yield:8.62% Blmbg Long Gov/Cred: 6.62% 8Orange County Sanitation DistrictCallan As s e t A l l o c a t i o n Asset Allocation Investment Manager Asset Allocation The table below contrasts the distribution of assets across the Fund’s investment managers as of December 31, 2025, with the distribution as of September 30, 2025. The change in asset distribution is broken down into the dollar change due to Net New Investment and the dollar change due to Investment Return. Asset Distribution Across Investment Managers December 31, 2025 September 30, 2025 Market Value Weight Net New Inv. Inv. Return Market Value Weight Domestic Fixed Income Insight Long Term 646,011,074 83.96%0 7,608,075 638,402,999 90.71% Insight Liquid 123,456,458 16.04% 57,000,000 1,093,457 65,363,001 9.29% Total Fund $769,467,533 100.00% $57,000,000 $8,701,533 $703,766,000 100.00% *Insight replaced Chandler during the 1st quarter of 2024. Assets were transferred in-kind as of 03/01/2024. 10Orange County Sanitation DistrictCallan Investment Manager Returns The table below details the rates of return for the Fund’s investment managers over various time periods ended December 31, 2025. Negative returns are shown in red, positive returns in black. Returns for one year or greater are annualized. The first set of returns for each asset class represents the composite returns for all the fund’s accounts for that asset class. Returns for Periods Ended December 31, 2025 Last Last Last Last Last 3 5 7 Quarter Year Years Years Years Domestic Fixed Income Long Term Operating Fund^1.19% 6.31% 5.04% 1.84% 2.61% Blmbg Govt/Cred 1-5 Year Idx 1.18% 6.11% 4.91% 1.56% 2.49% ML 1-5 Govt/Corp 1.14% 6.06% 4.95% 1.60% 2.52% Liquid Operating Monies^1.66% 5.04% 5.20% 3.39% 2.88% Citigroup 3-Month Treasury Bill 1.02% 4.40% 5.03% 3.31% 2.76% Total Fund 1.24% 6.07% 5.06% 2.11% 2.64% Target*1.12% 5.73% 4.97% 1.94% 2.57% * Current Quarter Target = 80.0% ICE Corp/Gov 1-5 Yr and 20.0% FTSE 3 Mo T-Bill. ^Assets were transferred in kind to Insight on 3/1/2024. Performance from 12/1/2014 to 3/1/2024 represents Chandler. Previous performance reflects PIMCO. 11Orange County Sanitation DistrictCallan Investment Manager Returns The table below details the rates of return for the Fund’s investment managers over various time periods ended December 31, 2025. Negative returns are shown in red, positive returns in black. Returns for one year or greater are annualized. The first set of returns for each asset class represents the composite returns for all the fund’s accounts for that asset class. Returns for Periods Ended December 31, 2025 Last Last Last 10 15 30-1/4 Years Years Years Domestic Fixed Income Long Term Operating Fund^2.26%2.08%3.83% Blmbg Govt/Cred 1-5 Year Idx 2.17%1.98%3.67% ML 1-5 Govt/Corp 2.19%2.02%3.69% Liquid Operating Monies^2.34%1.61%2.65% Citigroup 3-Month Treasury Bill 2.23%1.50%2.39% Total Fund 2.24%1.98%3.65% Target*2.20%1.92%3.44% * Current Quarter Target = 80.0% ICE Corp/Gov 1-5 Yr and 20.0% FTSE 3 Mo T-Bill. ^Assets were transferred in kind to Insight on 3/1/2024. Performance from 12/1/2014 to 3/1/2024 represents Chandler. Previous performance reflects PIMCO. 12Orange County Sanitation DistrictCallan Investment Manager Returns The table below details the rates of return for the Fund’s investment managers over various time periods. Negative returns are shown in red, positive returns in black. Returns for one year or greater are annualized. The first set of returns for each asset class represents the composite returns for all the fund’s accounts for that asset class. 2025 2024 2023 2022 2021 Domestic Fixed Income Long Term Operating Fund^6.31% 3.89% 4.95%(4.75%) (0.79%) Blmbg Govt/Cred 1-5 Year Idx 6.11% 3.76% 4.89%(5.50%) (0.97%) ML 1-5 Govt/Corp 6.06% 3.91% 4.89%(5.54%) (0.87%) Liquid Operating Monies^5.04% 5.41% 5.16% 1.29% 0.15% Citigroup 3-Month Treasury Bill 4.40% 5.45% 5.26% 1.50% 0.05% Total Fund 6.07% 4.09% 5.02%(3.70%) (0.61%) Target*5.73% 4.22% 4.97%(4.16%) (0.68%) * Current Quarter Target = 80.0% ICE Corp/Gov 1-5 Yr and 20.0% FTSE 3 Mo T-Bill. ^Assets were transferred in kind to Insight on 3/1/2024. Performance from 12/1/2014 to 3/1/2024 represents Chandler. Previous performance reflects PIMCO. 13Orange County Sanitation DistrictCallan Investment Manager Returns The table below details the rates of return for the Fund’s investment managers over various time periods. Negative returns are shown in red, positive returns in black. Returns for one year or greater are annualized. The first set of returns for each asset class represents the composite returns for all the fund’s accounts for that asset class. 2020 2019 2018 2017 2016 Domestic Fixed Income Long Term Operating Fund^4.42% 4.70% 1.60% 1.18% 1.58% Blmbg Govt/Cred 1-5 Year Idx 4.71% 5.01% 1.38% 1.27% 1.56% ML 1-5 Govt/Corp 4.65% 5.08% 1.40% 1.28% 1.62% Liquid Operating Monies^0.84% 2.39% 1.90% 0.91% 0.47% Citigroup 3-Month Treasury Bill 0.58% 2.25% 1.86% 0.84% 0.27% Total Fund 3.73% 4.26% 1.72% 1.02% 1.15% Target*3.82% 4.51% 1.49% 1.19% 1.35% * Current Quarter Target = 80.0% ICE Corp/Gov 1-5 Yr and 20.0% FTSE 3 Mo T-Bill. ^Assets were transferred in kind to Insight on 3/1/2024. Performance from 12/1/2014 to 3/1/2024 represents Chandler. Previous performance reflects PIMCO. 14Orange County Sanitation DistrictCallan Asset Class Risk and Return The charts below show the seven year annualized risk and return for each asset class component of the Total Fund. The first graph contrasts these values with those of the appropriate index for each asset class. The second chart contrasts them with the risk and return of the median portfolio in each of the appropriate CAI comparative databases. In each case, the crosshairs on the chart represent the return and risk of the Total Fund. Seven Year Annualized Risk vs Return Asset Classes vs Benchmark Indices 0.5%1.0%1.5%2.0%2.5%3.0%3.5% 2.45% 2.50% 2.55% 2.60% 2.65% 2.70% 2.75% 2.80% Total Fund Blmbg Gov/Cred 1-5 Yr ICE Corp/Gov 1-5 Yr FTSE 3 Mo T-Bill Total Fund Target Standard Deviation Re t u r n s Seven Year Annualized Risk vs Return Asset Classes vs Asset Class Median 0.8%1.0%1.2%1.4%1.6%1.8%2.0%2.2%2.4%2.6%2.8% 2.50% 2.60% 2.70% 2.80% 2.90% 3.00% 3.10% Total Fund Callan Money Market Funds Callan Short Fixed Inc Standard Deviation Re t u r n s 15Orange County Sanitation DistrictCallan Ma n a g e r A n a l y s i s Manager Analysis Long Term Operating Fund Period Ended December 31, 2025 Investment Philosophy Insight 1-5 Year strategy seeks to capitalize on market inefficiencies, use multiple sources of alpha and make diverse bets in an effort to achieve superior total return versus the Barclays Capital Aggregate Index over a full market cycle on an absolute and risk-adjusted basis. We employ a disciplined team structure that relies on fundamental proprietary analysis and research to identify individual securities with the greatest capital appreciation potential. We customize every portfolio to meet each client’s return objectives, liquidity needs, and risk tolerance. We emphasize diversification across sectors, industries, issuers and credit quality. Under most circumstances, we limit our duration exposure to within a range of +/- 15% versus the benchmark. We add value for our clients’ portfolios by using a disciplined team structure that relies on fundamental, proprietary research analysis to identify individual securities with the greatest capital appreciation potential. Assets were transferred in kind to Insight on 3/1/2024. Performance from 12/1/2014 to 3/1/2024 represents Chandler. Previous performance reflects PIMCO. Quarterly Summary and Highlights Long Term Operating Fund’s portfolio posted a 1.19% return for the quarter placing it in the 74 percentile of the Callan Short Term Fixed Income group for the quarter and in the 20 percentile for the last year. Long Term Operating Fund’s portfolio outperformed the ICE Corp/Gov 1-5 Yr by 0.05% for the quarter and outperformed the ICE Corp/Gov 1-5 Yr for the year by 0.25%. Quarterly Asset Growth Beginning Market Value $638,402,999 Net New Investment $0 Investment Gains/(Losses) $7,608,075 Ending Market Value $646,011,074 Performance vs Callan Short Term Fixed Income (Gross) 0% 1% 2% 3% 4% 5% 6% 7% 8% Last Quarter Last Last 3 Years Last 5 Years Last 7 Years Last 10 Years Last 11 Years Last 30-1/4 Year Years A(74)B(78)(86) A(20)B(34)(35)A(87)B(91)(90) A(96)B(100)(99) A(91)B(95)(94)A(88)B(95)(93)A(88)B(93)(89) A(37)B(61)(55) 10th Percentile 1.37 6.61 6.23 3.08 3.58 3.19 3.00 4.2425th Percentile 1.30 6.23 5.78 2.75 3.23 2.88 2.74 3.91Median 1.22 5.92 5.46 2.49 3.01 2.59 2.44 3.74 75th Percentile 1.19 5.75 5.22 2.25 2.83 2.45 2.32 3.54 90th Percentile 1.13 5.36 4.96 1.93 2.63 2.21 2.08 3.39 Long TermOperating Fund A 1.19 6.31 5.04 1.84 2.61 2.26 2.13 3.83 Blmbg Govt/Cred 1-5 Year Idx B 1.18 6.11 4.91 1.56 2.49 2.17 2.06 3.67 ICE Corp/Gov 1-5 Yr 1.14 6.06 4.95 1.60 2.52 2.19 2.09 3.69 Relative Return vs ICE Corp/Gov 1-5 Yr Re l a t i v e R e t u r n s (0.8%) (0.6%) (0.4%) (0.2%) 0.0% 0.2% 0.4% 0.6% 0.8% 2019 2020 2021 2022 2023 2024 2025 Long Term Operating Fund Callan Short Term Fixed Income (Gross) Annualized Seven Year Risk vs Return 1 2 3 4 5 6 2.0% 2.5% 3.0% 3.5% 4.0% 4.5% Long Term Operating Fund ICE Corp/Gov 1-5 Yr Blmbg Govt/Cred 1-5 Year Idx Standard Deviation Re t u r n s 17Orange County Sanitation District • • Callan Long Term Operating Fund Return Analysis Summary Return Analysis The graphs below analyze the manager’s return on both a risk-adjusted and unadjusted basis. The first chart illustrates the manager’s ranking over different periods versus the appropriate style group. The second chart shows the historical quarterly and cumulative manager returns versus the appropriate market benchmark. The last chart illustrates the manager’s ranking relative to their style using various risk-adjusted return measures. Assets were transferred in kind to Insight on 3/1/2024. Performance from 12/1/2014 to 3/1/2024 represents Chandler. Previous performance reflects PIMCO. Performance vs Callan Short Term Fixed Income (Gross) (8%)(6%)(4%)(2%)0%2%4%6%8%10% 2025 2024 2023 2022 2021 2020 2019 2018 2017 2016 A(20)B(34)35 A(97)B(98)97 A(81)B(86)86 A(81)B(95)95 A(89)B(99)94 B(23)A(33)24 B(22)A(35)20 A(67)B(87)86 B(59)A(65)58 A(48)B(49)46 10th Percentile 6.61 6.20 6.38 (1.86)0.75 5.12 5.48 2.02 2.30 2.81 25th Percentile 6.23 5.40 5.79 (2.87)0.12 4.53 4.96 1.83 1.76 2.19Median5.92 5.04 5.39 (3.33) (0.22)3.98 4.52 1.70 1.35 1.5575th Percentile 5.75 4.69 5.05 (4.49) (0.45)3.55 4.06 1.54 0.97 1.1690th Percentile 5.36 4.27 4.82 (4.93) (0.82)2.41 3.56 1.34 0.66 1.04 Long TermOperating Fund A 6.31 3.89 4.95 (4.75) (0.79)4.42 4.70 1.60 1.18 1.58Blmbg Govt/Cred1-5 Year Idx B 6.11 3.76 4.89 (5.50) (0.97)4.71 5.01 1.38 1.27 1.56 ICE Corp/Gov1-5 Yr 6.06 3.91 4.89 (5.54) (0.87)4.65 5.08 1.40 1.28 1.62 Cumulative and Quarterly Relative Returns vs ICE Corp/Gov 1-5 Yr Qu a r t e r l y R e l a t i v e R e t u r n s Cu m u l a t i v e R e l a t i v e R e t u r n s (0.6%) (0.4%) (0.2%) 0.0% 0.2% 0.4% 0.6% 0.8% (6%) (4%) (2%) 0% 2% 4% 6% 8% 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 Long Term Operating Fund Blmbg Govt/Cred 1-5 Year Idx Callan Short Fixed Inc Risk Adjusted Return Measures vs ICE Corp/Gov 1-5 Yr Rankings Against Callan Short Term Fixed Income (Gross) Seven Years Ended December 31, 2025 (0.4) (0.2) 0.0 0.2 0.4 0.6 0.8 1.0 1.2 Alpha Sharpe Excess Return Ratio Ratio A(90)B(94)A(91)B(94) A(86) B(99) 10th Percentile 1.01 0.32 0.6725th Percentile 0.68 0.22 0.54 Median 0.43 0.13 0.40 75th Percentile 0.27 0.06 0.27 90th Percentile 0.06 (0.02)0.12 Long Term Operating Fund A 0.07 (0.03)0.20 Blmbg Govt/Cred 1-5 Year Idx B (0.02)(0.06)(0.22) 18Orange County Sanitation District ----1 ---------------- I ■ ■ Callan - - - - - • ■ -~ ■ I ~ I J u ■ Long Term Operating Fund Bond Characteristics Analysis Summary Portfolio Characteristics This graph compares the manager’s portfolio characteristics with the range of characteristics for the portfolios which make up the manager’s style group. This analysis illustrates whether the manager’s current holdings are consistent with other managers employing the same style. Fixed Income Portfolio Characteristics Rankings Against Callan Short Term Fixed Income as of December 31, 2025 (1) 0 1 2 3 4 5 6 Average Effective Coupon OA Duration Life Yield Rate Convexity (12)(11)(26)(24) (89)(98)(97) (56)(8) 10th Percentile 2.61 3.24 4.58 4.70 0.0625th Percentile 2.15 2.77 4.32 4.46 0.04Median 1.90 2.27 4.04 4.23 0.02 75th Percentile 1.81 1.91 3.86 3.91 (0.06) 90th Percentile 1.35 1.66 3.75 3.61 (0.22) Long Term Operating Fund 2.54 2.76 -3.33 0.01 ICE Corp/Gov 1-5 Yr 2.57 2.79 3.76 3.48 0.08 Sector Allocation and Quality Ratings The first graph compares the manager’s sector allocation with the average allocation across all the members of the manager’s style. The second graph compares the manager’s weighted average quality rating with the range of quality ratings for the style. Sector Allocation December 31, 2025 0%10%20%30%40%50%60%70%80% US Trsy 38.8 30.0 65.6 Corp (incl 144A) 23.2 50 % Mg r M V 50 % Mg r M V 45.426.9 ABS 14.1 16.2 Gov Related 13.1 0.4 7.5 CMBS 9.0 5.4 Other 1.2 Tax-Exempt US Muni 0.3 CMOs 0.1 0.5 Cash 0.1 0.6 RMBS 1.6 Long Term Operating Fund Callan Short Term Fixed Income ICE Corp/Gov 1-5 Yr Quality Ratings vs Callan Short Term Fixed Income A- A A+ AA- AA AA+ AAA Trsy Weighted Average Quality Rating (57)(57) 10th Percentile AA25th Percentile AAMedianAA 75th Percentile A 90th Percentile A Long TermOperating Fund AA ICE Corp/Gov 1-5 Yr AA 19Orange County Sanitation District • Callan ■ • ... Long Term Operating Fund Portfolio Characteristics Summary As of December 31, 2025 Portfolio Structure Comparison The charts below compare the structure of the portfolio to that of the index from the three perspectives that have the greatest influence on return. The first chart compares the two portfolios across sectors. The second chart compares the duration distribution. The last chart compares the distribution across quality ratings. Sector Allocation Long Term Operating Fund US Trsy 39% RMBS 0% Corp (incl 144A) 23% Cash 0% ABS 14% CMOs 0% Gov Related13% Tax-Exempt US Muni0% CMBS9% Other 1% ML:Corp/Gov 1-5 Yr US Trsy 66% Gov Related7% Corp (incl 144A)27% Duration Distribution 0% 10% 20% 30% 40% 50% 60% 70% 80% <1 10.9 2.7 1-3 53.7 62.3 3-5 35.4 35.0 5-7 0.0 0.0 7-10 0.0 0.0 >10 0.0 0.0 Years Duration Pe r c e n t o f P o r t f o l i o Weighted Average:Duration Long Term Operating Fund: ML:Corp/Gov 1-5 Yr: 2.54 2.57 Quality Distribution 0% 20% 40% 60% 80% 100% AAA 15.3 3.3 AA 62.6 70.7 A 22.0 13.4 BBB 0.0 12.6 BB 0.0 0.0 B 0.0 0.0 CCC 0.0 0.0 CC 0.0 0.0 C 0.0 0.0 N/R 0.1 0.0 Quality Rating Pe r c e n t o f P o r t f o l i o Weighted Average:Quality Long Term Operating Fund: ML:Corp/Gov 1-5 Yr: AA AA 20Orange County Sanitation District ■ ~--~--~---~--~--------,■ ■ ~-~-~-~-~-~-~-------,-------1 ■ Callan Liquid Operating Money Period Ended December 31, 2025 Investment Philosophy Assets were transferred in kind to Insight on 3/1/2024. Performance from 12/1/2014 to 3/1/2024 represents Chandler. Previous performance reflects PIMCO. Quarterly Summary and Highlights Liquid Operating Money Net’s portfolio posted a 1.62% return for the quarter placing it in the 1 percentile of the Callan Money Market Funds group for the quarter and in the 17 percentile for the last year. Liquid Operating Money Net’s portfolio outperformed the Citigroup 3-Month Treasury Bill by 0.59% for the quarter and outperformed the Citigroup 3-Month Treasury Bill for the year by 0.48%. Quarterly Asset Growth Beginning Market Value $65,363,001 Net New Investment $57,000,000 Investment Gains/(Losses) $1,093,457 Ending Market Value $123,456,458 Performance vs Callan Money Market Funds (Net) 0% 1% 2% 3% 4% 5% 6% 7% Last Quarter Last Last 3 Years Last 5 Years Last 7 Years Last 10 Years Last 11 Years Last 30-1/4 Year Years (1) (30) (17) (32) (29)(29) (21)(16) (27)(26) (25)(24)(24)(23) (10)(16) 10th Percentile 1.16 5.08 5.65 3.39 3.10 2.64 2.45 2.5025th Percentile 1.06 4.66 5.25 3.20 2.77 2.18 1.97 2.30 Median 0.97 4.18 4.76 3.05 2.50 1.96 1.77 2.19 75th Percentile 0.92 3.95 4.53 2.92 2.39 1.85 1.68 2.10 90th Percentile 0.85 3.72 4.29 2.72 2.18 1.70 1.54 1.95 Liquid Operating Money Net 1.62 4.88 5.05 3.23 2.72 2.18 1.99 2.50 Citigroup 3-MonthTreasury Bill 1.02 4.40 5.03 3.31 2.76 2.23 2.03 2.39 Relative Returns vs Citigroup 3-Month Treasury Bill Re l a t i v e R e t u r n s (0.30%) (0.20%) (0.10%) 0.00% 0.10% 0.20% 0.30% 0.40% 0.50% 0.60% 0.70% 2019 2020 2021 2022 2023 2024 2025 Liquid Operating Money Net Callan Money Market Funds (Net) Annualized Seven Year Risk vs Return 0 1 2 3 4 5 6 0.0% 0.5% 1.0% 1.5% 2.0% 2.5% 3.0% 3.5% 4.0% 4.5% Citigroup 3-Month Treasury Bill Liquid Operating Money Net Standard Deviation Re t u r n s 21Orange County Sanitation District • • • Callan Liquid Operating Money Net Return Analysis Summary Return Analysis The graphs below analyze the manager’s return on both a risk-adjusted and unadjusted basis. The first chart illustrates the manager’s ranking over different periods versus the appropriate style group. The second chart shows the historical quarterly and cumulative manager returns versus the appropriate market benchmark. The last chart illustrates the manager’s ranking relative to their style using various risk-adjusted return measures. Assets were transferred in kind to Insight on 3/1/2024. Performance from 12/1/2014 to 3/1/2024 represents Chandler. Previous performance reflects PIMCO. Performance vs Callan Money Market Funds (Net) (2%)(1%)0% 1% 2% 3%4%5% 6% 7% 8% 2025 2024 2023 2022 2021 2020 2019 2018 2017 2016 1732 3628 4730 6117 8822 2426 2727 2312 3530 2932 10th Percentile 5.08 6.18 6.22 1.57 0.19 1.70 3.20 1.89 1.42 1.3225th Percentile 4.66 5.58 5.49 1.43 0.03 0.62 2.32 1.72 0.91 0.39Median 4.18 5.15 4.98 1.27 0.01 0.34 1.96 1.53 0.61 0.14 75th Percentile 3.95 4.92 4.75 0.38 0.01 0.27 1.76 1.31 0.42 0.05 90th Percentile 3.72 4.65 4.57 (0.95) (0.03)0.19 1.50 1.05 0.23 0.01 Liquid Operating Money Net 4.88 5.26 5.00 1.14 (0.00)0.69 2.24 1.75 0.76 0.32 Citigroup 3-MonthTreasury Bill 4.40 5.45 5.26 1.50 0.05 0.58 2.25 1.86 0.84 0.27 Cumulative and Quarterly Relative Returns vs Citigroup 3-Month Treasury Bill Qu a r t e r l y R e l a t i v e R e t u r n s Cu m u l a t i v e R e l a t i v e R e t u r n s (0.60%) (0.50%) (0.40%) (0.30%) (0.20%) (0.10%) 0.00% 0.10% 0.20% 0.30% 0.40% 0.50% 0.60% 0.70% (3.0%) (2.5%) (2.0%) (1.5%) (1.0%) (0.5%) 0.0% 0.5% 1.0% 1.5% 2.0% 2.5% 3.0% 3.5% 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 Liquid Operating Money Net Callan Money Market Funds Risk Adjusted Return Measures vs Citigroup 3-Month Treasury Bill Rankings Against Callan Money Market Funds (Net) Seven Years Ended December 31, 2025 (5) (4) (3) (2) (1) 0 1 Alpha Sharpe Excess Return Ratio Ratio (3)(27)(27) 10th Percentile (0.08)0.24 0.28 25th Percentile (0.18)0.07 0.02 Median (0.29)(0.17)(2.78) 75th Percentile (0.45)(0.29)(3.41)90th Percentile (0.77)(0.48)(3.67) Liquid Operating Money Net 0.04 0.04 (0.14) 22Orange County Sanitation District • I ■ ■ • Callan De f i n i t i o n s Definitions Risk/Reward Statistics The risk statistics used in this report examine performance characteristics of a manager or a portfolio relative to a benchmark (market indicator) which assumes to represent overall movements in the asset class being considered. The main unit of analysis is the excess return, which is the portfolio return minus the return on a risk free asset (3 month T-Bill). Alpha measures a portfolio’s return in excess of the market return adjusted for risk. It is a measure of the manager’s contribution to performance with reference to security selection. A positive alpha indicates that a portfolio was positively rewarded for the residual risk which was taken for that level of market exposure. Beta measures the sensitivity of rates of portfolio returns to movements in the market index. A portfolio’s beta measures the expected change in return per 1% change in the return on the market. If a beta of a portfolio is 1.5, a 1 percent increase in the return on the market will result, on average, in a 1.5 percent increase in the return on the portfolio. The converse would also be true. Downside Risk stems from the desire to differentiate between "good risk" (upside volatility) and "bad risk" (downside volatility). Whereas standard deviation punishes both upside and downside volatility, downside risk measures only the standard deviation of returns below the target. Returns above the target are assigned a deviation of zero. Both the frequency and magnitude of underperformance affect the amount of downside risk. Excess Return Ratio is a measure of risk adjusted relative return. This ratio captures the amount of active management performance (value added relative to an index) per unit of active management risk (tracking error against the index.) It is calculated by dividing the manager’s annualized cumulative excess return relative to the index by the standard deviation of the individual quarterly excess returns. The Excess Return Ratio can be interpreted as the manager’s active risk/reward tradeoff for diverging from the index when the index is mandated to be the "riskless" market position. Information Ratio measures the manager’s market risk-adjusted excess return per unit of residual risk relative to a benchmark. It is computed by dividing alpha by the residual risk over a given time period. Assuming all other factors being equal, managers with lower residual risk achieve higher values in the information ratio. Managers with higher information ratios will add value relative to the benchmark more reliably and consistently. R-Squared indicates the extent to which the variability of the portfolio returns are explained by market action. It can also be thought of as measuring the diversification relative to the appropriate benchmark. An r-squared value of .75 indicates that 75% of the fluctuation in a portfolio return is explained by market action. An r-squared of 1.0 indicates that a portfolio’s returns are entirely related to the market and it is not influenced by other factors. An r-squared of zero indicates that no relationship exists between the portfolio’s return and the market. Relative Standard Deviation is a simple measure of a manager’s risk (volatility) relative to a benchmark. It is calculated by dividing the manager’s standard deviation of returns by the benchmark’s standard deviation of returns. A relative standard deviation of 1.20, for example, means the manager has exhibited 20% more risk than the benchmark over that time period. A ratio of .80 would imply 20% less risk. This ratio is especially useful when analyzing the risk of investment grade fixed-income products where actual historical durations are not available. By using this relative risk measure over rolling time periods one can illustrate the "implied" historical duration patterns of the portfolio versus the benchmark. Residual Portfolio Risk is the unsystematic risk of a fund, the portion of the total risk unique to the fund (manager) itself and not related to the overall market. This reflects the "bets" which the manager places in that particular asset market. These bets may reflect emphasis in particular sectors, maturities (for bonds), or other issue specific factors which the manager considers a good investment opportunity. Diversification of the portfolio will reduce or eliminate the residual risk of that portfolio. 24Callan Risk/Reward Statistics Rising Declining Periods refer to the sub-asset class cycles vis-a-vis the broader asset class. This is determined by evaluating the cumulative relative sub-asset class index performance to that of the broader asset class index. For example, to determine the Growth Style cycle, the S&P 500 Growth Index (sub-asset class) performance is compared to that of the S&P 500 Index (broader asset class). Sharpe Ratio is a commonly used measure of risk-adjusted return. It is calculated by subtracting the "risk-free" return (usually 3 Month Treasury Bill) from the portfolio return and dividing the resulting "excess return" by the portfolio’s risk level (standard deviation). The result is a measure of return gained per unit of risk taken. Sortino Ratio is a downside risk-adjusted measure of value-added. It measures excess return over a benchmark divided by downside risk. The natural appeal is that it identifies value-added per unit of truly bad risk. The danger of interpretation, however, lies in these two areas: (1) the statistical significance of the denominator, and (2) its reliance on the persistence of skewness in return distributions. Standard Deviation is a statistical measure of portfolio risk. It reflects the average deviation of the observations from their sample mean. Standard deviation is used as an estimate of risk since it measures how wide the range of returns typically is. The wider the typical range of returns, the higher the standard deviation of returns, and the higher the portfolio risk. If returns are normally distributed (ie. has a bell shaped curve distribution) then approximately 2/3 of the returns would occur within plus or minus one standard deviation from the sample mean. Total Portfolio Risk is a measure of the volatility of the quarterly excess returns of an asset. Total risk is composed of two measures of risk: market (non-diversifiable or systematic) risk and residual (diversifiable or unsystematic) risk. The purpose of portfolio diversification is to reduce the residual risk of the portfolio. Tracking Error is a statistical measure of a portfolio’s risk relative to an index. It reflects the standard deviation of a portfolio’s individual quarterly or monthly returns from the index’s returns. Typically, the lower the Tracking Error, the more "index-like" the portfolio. Treynor Ratio represents the portfolio’s average excess return over a specified period divided by the beta relative to its benchmark over that same period. This measure reflects the reward over the risk-free rate relative to the systematic risk assumed. Note: Alpha, Total Risk, and Residual Risk are annualized. 25Callan Fixed Income Portfolio Characteristics All Portfolio Characteristics are derived by first calculating the characteristics for each security, and then calculating the market value weighted average of these values for the portfolio. Allocation by Sector - Sector allocation is one of the tools which managers often use to add value without impacting the duration of the portfolio. The sector weights exhibit can be used to contrast a portfolio’s weights with those of the index to identify any significant sector bets. Average Coupon - The average coupon is the market value weighted average coupon of all securities in the portfolio. The total portfolio coupon payments per year are divided by the total portfolio par value. Average Moody’s Rating for Total Portfolio - A measure of the credit quality as determined by the individual security ratings. The ratings for each security, from Moody’s Investor Service, are compiled into a composite rating for the whole portfolio. Quality symbols range from Aaa+ (highest investment quality - lowest credit risk) to C (lowest investment quality - highest credit risk). Average Option Adjusted (Effective) Convexity - Convexity is a measure of the portfolio’s exposure to interest rate risk. It is a measure of how much the duration of the portfolio will change given a change in interest rates. Generally, securities with negative convexities are considered to be risky in that changes in interest rates will result in disadvantageous changes in duration. When a security’s duration changes it indicates that the stream of expected future cash-flows has changed, generally having a significant impact on the value of the security. The option adjusted convexity for each security in the portfolio is calculated using models developed by Lehman Brothers and Salomon Brothers which determine the expected stream of cash-flows for the security based on various interest rate scenarios. Expected cash-flows take into account any put or call options embedded in the security, any expected sinking-fund paydowns or any expected mortgage principal prepayments. Average Option Adjusted (Effective) Duration - Duration is one measure of the portfolio’s exposure to interest rate risk. Generally, the higher a portfolio’s duration, the more that its value will change in response to interest rate changes. The option adjusted duration for each security in the portfolio is calculated using models developed by Lehman Brothers and Salomon Brothers which determine the expected stream of cash-flows for the security based on various interest rate scenarios. Expected cash-flows take into account any put or call options embedded in the security, any expected sinking-fund paydowns or any expected mortgage principal prepayments. Average Price - The average price is equal to the portfolio market value divided by the number of securities in the portfolio. Portfolios with an average price above par will tend to generate more current income than those with an average price below par. Average Years to Expected Maturity - This is a measure of the market-value-weighted average of the years to expected maturity across all of the securities in the portfolio. Expected years to maturity takes into account any put or call options embedded in the security, any expected sinking-fund paydowns or any expected mortgage principal prepayments. Average Years to Stated Maturity - The average years to stated maturity is the market value weighted average time to stated maturity for all securities in the portfolio. This measure does not take into account imbedded options, sinking fund paydowns, or prepayments. Current Yield - The current yield is the current annual income generated by the total portfolio market value. It is equal to the total portfolio coupon payments per year divided by the current total portfolio market value. 26Callan Fixed Income Portfolio Characteristics Duration Dispersion - Duration dispersion is the market-value weighted standard deviation of the portfolio’s individual security durations around the total portfolio duration. The higher the dispersion, the more variable the security durations relative to the total portfolio duration ("barbellness"), and the smaller the dispersion, the more concentrated the holdings’ durations around the overall portfolio’s ("bulletness"). The purpose of this statistic is to gauge the "bulletness" or "barbellness" of a portfolio relative to its total duration and to that of its benchmark index. Effective Yield - The effective yield is the actual total annualized return that would be realized if all securities in the portfolio were held to their expected maturities. Effective yield is calculated as the internal rate of return, using the current market value and all expected future interest and principal cash flows. This measure incorporates sinking fund paydowns, expected mortgage principal prepayments, and the exercise of any "in-the-money" imbedded put or call options. Weighted Average Life - The weighted average life of a security is the weighted average time to payment of all remaining principal. It is calculated by multiplying each expected future principal payment amount by the time left to the payment. This amount is then divided by the total amount of principal remaining. Weighted average life is commonly used as a measure of the investment life for pass-through security types for comparison to non-pass-through securities. 27Callan Di s c l o s u r e s Disclosures Important Disclosures Information contained in this document may include confidential, trade secret and/or proprietary information of Callan and the client. It is incumbent upon the user to maintain such information in strict confidence. Neither this document nor any specific information contained herein is to be used other than by the intended recipient for its intended purpose. The content of this document is particular to the client and should not be relied upon by any other individual or entity. There can be no assurance that the performance of any account or investment will be comparable to the performance information presented in this document. Certain information herein has been compiled by Callan from a variety of sources believed to be reliable but for which Callan has not necessarily verified for accuracy or completeness. Information contained herein may not be current. Callan has no obligation to bring current the information contained herein. Callan’s performance, market value, and, if applicable, liability calculations are inherently estimates based on data available at the time each calculation is performed and may later be determined to be incorrect or require subsequent material adjustment due to many variables including, but not limited to, reliance on third party data, differences in calculation methodology, presence of illiquid assets, the timing and magnitude of unrecognized cash flows, and other data/assumptions needed to prepare such estimated calculations. In no event should the performance measurement and reporting services provided by Callan be used in the calculation, deliberation, policy determination, or any other action of the client as it pertains to determining amounts, timing or activity of contribution levels or funding amounts, rebalancing activity, benefit payments, distribution amounts, and/or performance-based fee amounts, unless the client understands and accepts the inherent limitations of Callan’s estimated performance, market value, and liability calculations. Callan’s performance measurement service reports estimated returns for a portfolio and compares them against relevant benchmarks and peer groups, as appropriate; such service may also report on historical portfolio holdings, comparing them to holdings of relevant benchmarks and peer groups, as appropriate ("portfolio holdings analysis"). To the extent that Callan’s reports include a portfolio holdings analysis, Callan relies entirely on holdings, pricing, characteristics, and risk data provided by third parties including custodian banks, record keepers, pricing services, index providers, and investment managers. Callan reports the performance and holdings data as received and does not attempt to audit or verify the holdings data. Callan is not responsible for the accuracy or completeness of the performance or holdings data received from third parties and such data may not have been verified for accuracy or completeness. Callan’s performance measurement service may report on illiquid asset classes, including, but not limited to, private real estate, private equity, private credit, hedge funds and infrastructure. The final valuation reports, which Callan receives from third parties, for of these types of asset classes may not be available at the time a Callan performance report is issued. As a result, the estimated returns and market values reported for these illiquid asset classes, as well as for any composites including these illiquid asset classes, including any total fund composite prepared, may not reflect final data, and therefore may be subject to revision in future quarters. The content of this document may consist of statements of opinion, which are made as of the date they are expressed and are not statements of fact. The opinions expressed herein may change based upon changes in economic, market, financial and political conditions and other factors. Callan has no obligation to bring current the opinions expressed herein. The information contained herein may include forward-looking statements regarding future results. The forward-looking statements herein: (i) are best estimations consistent with the information available as of the date hereof and (ii) involve known and unknown risks and uncertainties. Actual results may vary, perhaps materially, from the future results projected in this document. Undue reliance should not be placed on forward-looking statements. Callan is not responsible for reviewing the risks of individual securities or the compliance/non-compliance of individual security holdings with a client’s investment policy guidelines. This document should not be construed as legal or tax advice on any matter. You should consult with legal and tax advisers before applying any of this information to your particular situation. Reference to, or inclusion in this document of, any product, service or entity should not necessarily be construed as recommendation, approval, or endorsement or such product, service or entity by Callan. This document is provided in connection with Callan’s consulting services and should not be viewed as an advertisement of Callan, or of the strategies or products discussed or referenced herein. The issues considered and risks highlighted herein are not comprehensive and other risks may exist that the user of this document may deem material regarding the enclosed information. Please see any applicable full performance report or annual communication for other important disclosures. Unless Callan has been specifically engaged to do so, Callan does not conduct background checks or in-depth due diligence of the operations of any investment manager search candidate or investment vehicle, as may be typically performed in an operational due diligence evaluation assignment and in no event does Callan conduct due diligence beyond what is described in its report to the client. Any decision made on the basis of this document is sole responsibility of the client, as the intended recipient, and it is incumbent upon the client to make an independent determination of the suitability and consequences of such a decision. Callan undertakes no obligation to update the information contained herein except as specifically requested by the client. Past performance is no guarantee of future results. Investment Transactions and Balances in LAIF Par Value Book Value Market Value Rate Yield Balance 12/1/2025 $74,917,022 $74,917,022 $74,917,022 4.03 4.03 Deposits: 12/18/2026 20,300,000 20,300,000 20,300,000 4.03 4.03 Total Deposits 20,300,000 20,300,000 20,300,000 4.03 4.03 Quarterly Interest Distribution - - - 4.03 4.03 Withdrawals: 12/16/2026 (10,300,000) (10,300,000) (10,300,000) 4.03 4.03 12/18/2026 (10,100,000) (10,100,000) (10,100,000) 4.03 4.03 Total Withdrawals (20,400,000) (20,400,000) (20,400,000) 4.03 4.03 Balance 12/31/2025 $74,817,022 $74,817,022 $74,817,022 4.03 4.03 Orange County Sanitation District Investment Transactions and Balances in the State of California Local Agency Investment Fund December 31, 2025 BNY Mellon Owner Controlled Insurance Program Escrow Account Current Period Year-to-Date Go Paperless. Securely access your accounts online to view your statements. Ask your BNY contact how we can help you access your account balances and activity in real time, receive your reports, enter your own transactions or submit an audit confirmation online. Also be sure to ask how NEXEN(SM) Gateway, our cloud-based ecosystem, can help you. Visit us at www.bny.com CLIENT SERVICE MANAGER: ROSS KEGLER Percent of all Investments Asset Classification Market Value 100%TOTAL OF ALL INVESTMENTS 250,000.00 Estimated Market Asset Classification Market Value Cost Accrued Income Annual Income Yield ACCOUNT TOTALS 250,000.00 250,000.00 0.00 0.00 0.00 % Realized Transaction Category Income Principal Gains/Losses Income Principal OPENING BALANCE 2,403.62- 252,403.62 2,403.62- 252,403.62 CLOSING BALANCE 2,403.62- 252,403.62 0.00 2,403.62- 252,403.62 Account Statement Account Overview Summary of Assets Held by Asset Classification Summary of Cash Transactions by Transaction Category Statement Period 12/01/2025 Through 12/31/2025 Account 00300282 Base Currency = USD OCSD LIBERTY MUTUAL 240 GREENWICH ST NEW YORK, NY 10286 +12128152716 ROSS.B.KEGLER@BNYMELLON.COM 100%CASH AND SHORT TERM 250,000.00 CASH AND SHORT TERM 250,000.00 250,000.00 0.00 0.00 0.00 % The above cash transactions summary is provided for information purposes only and may not reflect actual taxable income or deductible expenses as reportable under the Internal Revenue Code. Page 1 of 2 e 1 0 2 3 8 5 n 0 8 9 0 2 2 a 0 1 t D O M i W I s 3 6 5 , 9 9 3 ►BNY 0 The Bank of New York Mellon may utilize subsidiaries and affiliates to provide services and certain products to the Account. Subsidiaries and affiliates may be compensated for their services and products. The value of securities set forth on this Account Statement are determined by The Bank of New York Mellon for Corporate Trust on the basis of market prices and information obtained by The Bank of New York Mellon from unaffiliated third parties (including independent pricing vendors) ("third party pricing services"). The Bank of New York Mellon has not verified such market values or information and makes no assurances as to the accuracy or correctness of such market values or information or that the market values set forth on this Account Statement reflect the value of the securities that can be realized upon the sale of such securities. In addition, the market values for securities set forth in this Account Statement may differ from the market prices and information for the same securities used by other business units of The Bank of New York Mellon or its subsidiaries or affiliates based upon market prices and information received from other third party pricing services utilized by such other business units. Corporate Trust does not compare its market values with those used by, or reconcile different market values used by, other business units of The Bank of New York Mellon or its subsidiaries or its affiliates. The Bank of New York Mellon shall not be liable for any loss, damage or expense incurred as a result of or arising from or related to the market values or information provided by third party pricing services or the differences in market prices or information provided by other third party pricing services. No Transactions This Period Accrued Estimated Market Shares/Par Value Asset Description Market Price Market Value Cost Average Cost Income Income Yield Realized Transaction Date Transaction Description Income Principal Cost Gains/Losses Statement Period 12/01/2025 Through 12/31/2025 Statement of Assets Held by Asset Classification Statement of Transactions by Transaction Date Account 00300282 Base Currency = USD OCSD LIBERTY MUTUAL CASH BALANCE 250,000.00 250,000.00 0.00000 0.00 0.00 0.00% Total Market Value Plus Total Accrued Income 250,000.00 Cumulative realized capital gain and loss position from 12/31/2024 for securities held in principal of account: Short Term: 0.00 * Long Term: 0.00 * * The above gain and loss position does not include transactions where tax cost information is incomplete or unavailable. CASH AND SHORT TERM Total CASH AND SHORT TERM 250,000.00 250,000.00 0.00 0.00 0.00% ACCOUNT TOTALS 250,000.00 250,000.00 0.00 0.00 0.00% Page 2 of 2 e 1 0 2 3 8 5 n 0 8 9 0 2 2 a 0 1 t D O M i W I s 3 6 5 , 9 9 4 ►BNY PARS Section 115 Trust Account Report ORANGE COUNTY SANITATION DISTRICT PARS Post-Employment Benefits Trust 12/1/2025 to 12/31/2025 Robert Thompson General Manager Orange County Sanitation District 10844 Ellis Ave. Fountain Valley, CA 92708 Account Summary Source 12/1/2025 Contributions Earnings Expenses Distributions Transfers 12/31/2025 OC SAN A1 1128 $12,151,004.71 $0.00 $11,293.04 $4,193.43 $0.00 $0.00 $12,158,104.32 OC SAN B1 1129 $6,265,255.33 $0.00 $8,998.56 $2,166.59 $0.00 $0.00 $6,272,087.30 Totals $18,416,260.04 $0.00 $20,291.60 $6,360.02 $0.00 $0.00 $18,430,191.62 Investment Selection Source OC SAN A1 OC SAN B1 Investment Objective Source OC SAN A1 OC SAN B1 Investment Return Source 1-Month 3-Months 1-Year 3-Years 5-Years 10-Years OC SAN A1 0.09%1.85%12.80%12.14%--1/14/2022 OC SAN B1 0.14%2.01%13.91%13.50%--1/14/2022 Information as provided by US Bank, Trustee for PARS; Not FDIC Insured; No Bank Guarantee; May Lose Value Headquarters - 4350 Von Karman Ave., Suite 100, Newport Beach, CA 92660 800.540.6369 Fax 949.250.1250 www.pars.org Balance as of Individual account based on Moderate - Strategic Blend. The dual goals of the Moderate Strategy are growth of principal and income. It is expected that dividend and interest income will comprise a significant portion of total return, although growth through capital appreciation is equally important. The portfolio will be allocated between equity and fixed income investments. Orange County SD - PEN B1 Plan's Inception Date Account balances are inclusive of Trust Administration, Trustee and Investment Management fees Annualized Return Investment Return: Annualized rate of return is the return on an investment over a period other than one year multiplied or divided to give a comparable one-year return. Past performance does not guarantee future results. Performance returns may not reflect the deduction of applicable fees, which could reduce returns. Information is deemed reliable but may be subject to change. Individual account based on Balanced - Strategic Blend. The dual goals of the Balanced Strategy are growth of principal and income. While dividend and interest income are an important component of the objective's total return, it is expected that capital appreciation will comprise a larger portion of the total return. The portfolio will be allocated between equity and fixed income investments. Account Report for the Period Balance as of Orange County SD - PEN A1 PUBLIC AGENCY RETIREMENT SERVICES PARS - U.S. Bank Investment Detail Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6746065800 PARS/OC SANITATION 115P-A1 Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio USD-U.S._DOLLAR Cash & Cash Equivalents FIRST AM GOVT OB FD CL X CUSIP: 31846V336 Ticker: FGXXX 2.63%318,998.9800 1.0000 31-Dec-25 318,998.98 318,998.98 -11,750.12 3.68%Principal Mutual/Collective Funds BAIRD AGGREGATE BOND FD INSTL CUSIP: 057071854 Ticker: BAGIX 12.63%154,361.9320 9.9400 31-Dec-25 1,534,357.60 1,491,599.13 42,758.47 63,134.03 4.11%Principal Mutual/Collective Funds COHEN & STEERS INSTL REALTY SHARES CUSIP: 19247U106 Ticker: CSRIX 2.17%5,501.8420 47.9000 31-Dec-25 263,538.23 280,492.61 -16,954.38 8,285.77 3.14%Principal Mutual/Collective Funds COLUMBIA CONTRARIAN CORE FUND CUSIP: 19766M709 Ticker: COFYX 7.30%22,187.7720 39.9600 31-Dec-25 886,623.37 763,574.44 123,048.93 5,613.51 0.63%Principal Mutual/Collective Funds COLUMBIA SMALL CAP GROWTH INST3 CUSIP: 19765Y340 Ticker: CSGYX 0.42%1,475.7010 34.4600 31-Dec-25 50,852.66 41,133.10 9,719.56 --Principal Mutual/Collective Funds DODGE COX INCOME CUSIP: 256210105 Ticker: DODIX 7.64%72,278.4450 12.8500 31-Dec-25 928,778.02 904,901.94 23,876.08 39,319.47 4.23%Principal Mutual/Collective Funds EMERALD GROWTH INSTITUTIONAL CUSIP: 317609253 Ticker: FGROX 0.37%1,479.9720 30.0900 31-Dec-25 44,532.36 32,092.08 12,440.28 --Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 1 of 8 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6746065800 PARS/OC SANITATION 115P-A1 Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Mutual/Collective Funds FIDELITY EMERGING MARKETS INDEX FUND CUSIP: 316146331 Ticker: FPADX 2.89%25,663.7570 13.6800 31-Dec-25 351,080.20 313,069.25 38,010.95 8,263.73 2.35%Principal Mutual/Collective Funds FIDELITY INTERNATIONAL INDEX FUND CUSIP: 315911727 Ticker: FSPSX 3.74%7,466.9980 60.8000 31-Dec-25 453,993.48 379,855.73 74,137.75 28,628.47 6.31%Principal Mutual/Collective Funds GOLDMAN SACHS GQG PTNRS INTL OPPS R6 CUSIP: 38147N269 Ticker: GSIYX 1.23%6,632.5650 22.4600 31-Dec-25 148,967.41 150,111.87 -1,144.46 3,820.36 2.56%Principal Mutual/Collective Funds ISHARES CORE U.S. AGGREGATE BOND ETF CUSIP: 464287226 Ticker: AGG 10.41%12,666.0000 99.8800 31-Dec-25 1,265,080.08 1,234,256.11 30,823.97 49,207.41 3.89%Principal Mutual/Collective Funds LAZARD CL LIST INFRASTR INST CUSIP: 52106N459 Ticker: GLIFX 1.38%9,235.5700 18.1700 31-Dec-25 167,810.31 154,161.57 13,648.74 4,710.14 2.81%Principal Mutual/Collective Funds MFS INTERNATIONAL GROWTH R6 CUSIP: 552746356 Ticker: MGRDX 1.19%3,039.1450 47.4800 31-Dec-25 144,298.60 123,202.81 21,095.79 1,562.12 1.08%Principal Mutual/Collective Funds NYLI CBRE GLOBAL INFRASTRUCTURE CUSIP: 56064L280 Ticker: VCRQX 1.24%10,197.3310 14.8000 31-Dec-25 150,920.50 133,514.56 17,405.94 3,089.79 2.05%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 2 of 8 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6746065800 PARS/OC SANITATION 115P-A1 Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Mutual/Collective Funds NYLI MACKAY HIGH YIELD CORP BD FD R6 CUSIP: 56063N881 Ticker: MHYSX 3.32%77,520.7480 5.2000 31-Dec-25 403,107.89 400,039.60 3,068.29 26,124.49 6.48%Principal Mutual/Collective Funds PGIM TOTAL RETURN BOND CL R6 CUSIP: 74440B884 Ticker: PTRQX 8.46%84,386.1380 12.1800 31-Dec-25 1,027,823.16 1,076,425.91 -48,602.75 47,762.55 4.65%Principal Mutual/Collective Funds PIMCO RAE US SMALL INSTL CUSIP: 72202L421 Ticker: PMJIX 0.92%9,605.3060 11.6300 31-Dec-25 111,709.71 115,666.71 -3,957.00 1,296.72 1.16%Principal Mutual/Collective Funds PUTNAM CORE EQUITY FUND Y CUSIP: 74676P839 Ticker: PMYYX 3.54%8,713.5770 49.3200 31-Dec-25 429,753.62 379,574.77 50,178.85 4,757.61 1.11%Principal Mutual/Collective Funds SCHWAB U S LARGE CAP ETF CUSIP: 808524201 Ticker: SCHX 24.27%109,576.0000 26.9100 31-Dec-25 2,948,690.16 2,505,144.88 443,545.28 32,105.77 1.09%Principal Mutual/Collective Funds VOYA INTERMEDIATE BOND FUND CLASS R6 CUSIP: 92913L569 Ticker: IIBZX 4.28%58,673.2760 8.8600 31-Dec-25 519,845.23 515,765.73 4,079.50 23,880.02 4.59%Principal USD-U.S._DOLLAR Cash & Cash Equivalents 2.63%318,998.98 318,998.98 -11,750.12 3.68% Mutual/Collective Funds 97.37%11,831,762.57 10,994,582.80 837,179.77 351,561.97 2.97% Total USD-U.S._DOLLAR 100.00%12,150,761.55 11,313,581.78 837,179.77 363,312.09 2.99% INVESTMENT - DETAIL Run Date : 02/01/2026 Page 3 of 8 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6746065800 PARS/OC SANITATION 115P-A1 Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Total (U.S. DOLLAR)100.00%12,150,761.55 11,313,581.78 837,179.79 363,312.09 2.99% Grand Total (U.S. DOLLAR)100.00%12,150,761.55 11,313,581.78 837,179.79 363,312.09 2.99% INVESTMENT - DETAIL Run Date : 02/01/2026 Page 4 of 8 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6746065801 PARS/OC SANITATION 115P-B1 Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio USD-U.S._DOLLAR Cash & Cash Equivalents FIRST AM GOVT OB FD CL X CUSIP: 31846V336 Ticker: FGXXX 2.49%156,088.5200 1.0000 31-Dec-25 156,088.52 156,088.52 -5,749.42 3.68%Principal Mutual/Collective Funds BAIRD AGGREGATE BOND FD INSTL CUSIP: 057071854 Ticker: BAGIX 9.77%61,644.4710 9.9400 31-Dec-25 612,746.04 595,651.52 17,094.52 25,212.59 4.11%Principal Mutual/Collective Funds COHEN & STEERS INSTL REALTY SHARES CUSIP: 19247U106 Ticker: CSRIX 2.59%3,385.4620 47.9000 31-Dec-25 162,163.63 173,426.98 -11,263.35 5,098.51 3.14%Principal Mutual/Collective Funds COLUMBIA CONTRARIAN CORE FUND CUSIP: 19766M709 Ticker: COFYX 8.79%13,789.0830 39.9600 31-Dec-25 551,011.76 475,046.52 75,965.24 3,488.64 0.63%Principal Mutual/Collective Funds COLUMBIA SMALL CAP GROWTH INST3 CUSIP: 19765Y340 Ticker: CSGYX 0.50%907.5240 34.4600 31-Dec-25 31,273.28 25,295.95 5,977.33 --Principal Mutual/Collective Funds DODGE COX INCOME CUSIP: 256210105 Ticker: DODIX 5.94%28,984.4140 12.8500 31-Dec-25 372,449.72 363,119.64 9,330.08 15,767.52 4.23%Principal Mutual/Collective Funds EMERALD GROWTH INSTITUTIONAL CUSIP: 317609253 Ticker: FGROX 0.44%910.1320 30.0900 31-Dec-25 27,385.87 19,741.67 7,644.20 --Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 5 of 8 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6746065801 PARS/OC SANITATION 115P-B1 Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Mutual/Collective Funds FIDELITY EMERGING MARKETS INDEX FUND CUSIP: 316146331 Ticker: FPADX 3.49%15,979.4440 13.6800 31-Dec-25 218,598.79 195,024.29 23,574.50 5,145.38 2.35%Principal Mutual/Collective Funds FIDELITY INTERNATIONAL INDEX FUND CUSIP: 315911727 Ticker: FSPSX 4.41%4,542.4850 60.8000 31-Dec-25 276,183.09 230,626.69 45,556.40 17,415.89 6.31%Principal Mutual/Collective Funds GOLDMAN SACHS GQG PTNRS INTL OPPS R6 CUSIP: 38147N269 Ticker: GSIYX 1.64%4,573.5240 22.4600 31-Dec-25 102,721.35 103,161.74 -440.39 2,634.35 2.56%Principal Mutual/Collective Funds ISHARES CORE U.S. AGGREGATE BOND ETF CUSIP: 464287226 Ticker: AGG 8.79%5,518.0000 99.8800 31-Dec-25 551,137.84 537,876.20 13,261.64 21,437.43 3.89%Principal Mutual/Collective Funds LAZARD CL LIST INFRASTR INST CUSIP: 52106N459 Ticker: GLIFX 1.59%5,475.3770 18.1700 31-Dec-25 99,487.60 91,395.80 8,091.80 2,792.44 2.81%Principal Mutual/Collective Funds MFS INTERNATIONAL GROWTH R6 CUSIP: 552746356 Ticker: MGRDX 1.51%1,988.5690 47.4800 31-Dec-25 94,417.26 82,064.01 12,353.25 1,022.12 1.08%Principal Mutual/Collective Funds NYLI CBRE GLOBAL INFRASTRUCTURE CUSIP: 56064L280 Ticker: VCRQX 1.47%6,245.1270 14.8000 31-Dec-25 92,427.88 81,786.01 10,641.87 1,892.27 2.05%Principal INVESTMENT - DETAIL Run Date : 02/01/2026 Page 6 of 8 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6746065801 PARS/OC SANITATION 115P-B1 Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Mutual/Collective Funds NYLI MACKAY HIGH YIELD CORP BD FD R6 CUSIP: 56063N881 Ticker: MHYSX 2.60%31,287.8110 5.2000 31-Dec-25 162,696.62 161,471.32 1,225.30 10,543.99 6.48%Principal Mutual/Collective Funds PGIM TOTAL RETURN BOND CL R6 CUSIP: 74440B884 Ticker: PTRQX 6.00%30,897.7380 12.1800 31-Dec-25 376,334.45 388,915.94 -12,581.49 17,488.12 4.65%Principal Mutual/Collective Funds PIMCO RAE US SMALL INSTL CUSIP: 72202L421 Ticker: PMJIX 1.12%6,057.4000 11.6300 31-Dec-25 70,447.56 72,942.97 -2,495.41 817.75 1.16%Principal Mutual/Collective Funds PUTNAM CORE EQUITY FUND Y CUSIP: 74676P839 Ticker: PMYYX 4.22%5,358.7240 49.3200 31-Dec-25 264,292.27 233,555.14 30,737.13 2,925.86 1.11%Principal Mutual/Collective Funds SCHWAB U S LARGE CAP ETF CUSIP: 808524201 Ticker: SCHX 29.34%68,354.0000 26.9100 31-Dec-25 1,839,406.14 1,561,957.22 277,448.92 20,027.72 1.09%Principal Mutual/Collective Funds VOYA INTERMEDIATE BOND FUND CLASS R6 CUSIP: 92913L569 Ticker: IIBZX 3.32%23,469.3190 8.8600 31-Dec-25 207,938.17 206,306.37 1,631.80 9,552.01 4.59%Principal USD-U.S._DOLLAR Cash & Cash Equivalents 2.49%156,088.52 156,088.52 -5,749.42 3.68% Mutual/Collective Funds 97.51%6,113,119.31 5,599,365.98 513,753.33 163,262.60 2.67% Total USD-U.S._DOLLAR 100.00%6,269,207.83 5,755,454.50 513,753.33 169,012.02 2.70% INVESTMENT - DETAIL Run Date : 02/01/2026 Page 7 of 8 [!libank. Multiple Accounts As Of Date : 12/31/2025 Account Information Account Number Account Name 6746065801 PARS/OC SANITATION 115P-B1 Investment Detail Asset Type Asset Name Current Allocation Shares/Par Price Date Priced Market Value Fed Cost Unrealized Gain/Loss Est. Annual Income Yield Portfolio Total (U.S. DOLLAR)100.00%6,269,207.83 5,755,454.50 513,753.34 169,012.02 2.70% Grand Total (U.S. DOLLAR)100.00%6,269,207.83 5,755,454.50 513,753.34 169,012.02 2.70% INVESTMENT - DETAIL Run Date : 02/01/2026 Page 8 of 8 [!libank. ADMINISTRATION COMMITTEE Agenda Report Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 File #:2026-4768 Agenda Date:2/11/2026 Agenda Item No:6. FROM:Robert Thompson, General Manager Originator: Jennifer Cabral, Director of Communications SUBJECT: PUBLIC AFFAIRS UPDATE FOR THE MONTH OF JANUARY 2026 GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Public Affairs Update for the month of January 2026. BACKGROUND Included in this report are recent activities of interest, managed by the Public Affairs Office for the month of January 2026. RELEVANT STANDARDS ·Maintain influential legislative advocacy and a public outreach program ·Maintain collaborative and cooperative relationships with regulators, stakeholders, and neighboring communities ·Listen to and seriously consider community input on environmental concerns PROBLEM The Orange County Sanitation District (OC San) is a distinguished entity in the water/wastewater industry. Despite our industry recognition, there may be limited awareness among our customers regarding the pivotal role we play in protecting public health and the environment. The absence of direct communication through a billing method may contribute to this gap in knowledge. It is our responsibility to ensure that our ratepayers understand the vital services we provide. Many customers may not realize that improper waste disposal into the sanitation system can adversely impact our sewer lines, reclamation plants, and the quality of water supplied through the Groundwater Replenishment System (GWRS). By enhancing communication channels and fostering understanding, we aim to bridge the gap and empower our ratepayers with the knowledge needed to support and appreciate the essential work we undertake for the well-being of our community and the environment. Orange County Sanitation District Printed on 2/2/2026Page 1 of 5 OC6SAN ORANGE COUNTY SANITATION DISTRICT File #:2026-4768 Agenda Date:2/11/2026 Agenda Item No:6. PROPOSED SOLUTION By providing tours,community outreach,education,and general communication via OC San’s website,social media,and direct mailings,we can share information with the community,local agencies,and businesses on our messaging such as the What2Flush program,energy production, water recycling,biosolids,and our source control program.This,in turn,helps improve the quality of wastewater that is recycled or released to the ocean and the knowledge and understanding of wastewater treatment. RAMIFICATIONS OF NOT TAKING ACTION Failing to inform the community,local agencies,and businesses about OC San might result in insufficient support for our mission and hinder our effectiveness. PRIOR COMMITTEE/BOARD ACTIONS December 2025 -Received and filed the Public Affairs Strategic Plan for Fiscal Years 2024-2026 Mid -Year Update. July 2025 -Received and filed the Fiscal Year 2024-2025 Year-End Update to the Public Affairs Strategic Plan (FY 2024-2026). December 2024 -Received and filed the Public Affairs Strategic Plan for Fiscal Years 2024-2026 Mid -Year Update. June 2024 - Received and filed the Public Affairs Strategic Plan for Fiscal Years 2024-2026. ADDITIONAL INFORMATION Activities in January: Outreach Report An outreach report that includes tours,website updates,social media posts,construction notifications, speaking engagements, and more is attached to this Agenda Report. Social Media - through January 26 OC San messaging,announcements,and program updates are posted across OC San’s social media platforms. Our social media handle is @OCSanDistrict. ·Facebook: 13 posts reaching 2.8k people ·X: 12 posts reaching 283 people ·Instagram: 18 posts reaching 8.2k people ·LinkedIn: 7 posts reaching 7k people ·Nextdoor: 1 post reaching 15.8k people Presentations and Outreach Events In January staff hosted four tours,welcoming a variety of groups including Santiago High School,Cal State Long Beach,Talbert Middle School,and members of the public.Staff also participated in five speaking engagements which included the Fullerton Kiwanis,Tijeras Creek Elementary Career Day, Orange County Sanitation District Printed on 2/2/2026Page 2 of 5 powered by Legistar™ File #:2026-4768 Agenda Date:2/11/2026 Agenda Item No:6. speaking engagements which included the Fullerton Kiwanis,Tijeras Creek Elementary Career Day, the Water Advisory Committee of Orange County,a Water Industry Career Day Presentation at Villa Park High School,and attended the Municipal Water District of Orange County Water Policy Forum. General Manager Rob Thompson also presented at the California Association of Sanitation Agencies Conference on Asset Management, Supercritical Water Oxidation. Wastewater 101 Citizens’ Academy Winter Session Begins The latest session of OC San’s Citizen’s Academy began last month.The Academy is designed to inform the community about the essential services OC San provides.The program consists of four workshops held over two months,highlighting the agency’s various functions and offering participants a behind-the-scenes look at how we operate.Interest in the program has been especially strong this year,with more than 155 people registered,the highest participation since the Academy began in 2022. For more information, visit www.ocsan.gov/wastewater101. OC San Connection Newsletter The winter issue of the community newsletter was published and distributed in January to over 3,000 email recipients.The issue includes a recap of construction project accomplishments from 2025,a reminder on the 3P’s,Fats,Oils,and Grease messaging,and upcoming community events.The issue can be found at www.ocsan.gov/newsletter. Member Agency Outreach Toolkit The quarterly outreach toolkit prepared for our member agencies was distributed in January, featuring messaging for the respective agencies and cities to share on their communication channels. The winter toolkit featured the current session of Wastewater 101 Citizens’Academy for them to share with their community. Internal Communication - through January 22 Over the course of the month,there were 20 posts on the employee intranet -The San Box,and four emails were distributed to staff on relevant weekly topics through our Three Things to Know email. Construction Outreach Update Outreach efforts for OC San construction activities are ongoing throughout the service area.Updates were shared for projects taking place in the cities of Orange,Cypress,La Palma,Los Alamitos,and Newport Beach through our website,email and text alerts,reaching over 1,500 members of the public.OC San also works with the respective cities to share construction updates via city publications. For details on each project, visit www.ocsan.gov/construction. Awards National Association of Clean Water Agencies OC San has been awarded two National Environmental Achievement Awards from the National Association of Clean Water Agencies in the following categories: ·Community Leadership - OC San Headquarters ·Public Information and Education Category - Wastewater 101 Citizens’ Academy Orange County Sanitation District Printed on 2/2/2026Page 3 of 5 powered by Legistar™ File #:2026-4768 Agenda Date:2/11/2026 Agenda Item No:6. Graphic Design USA OC San was recognized with two awards honoring our outstanding work across all media.From more than 6,000 entries, only the top 10 percent are recognized as winners. ·Take Your Kid to Work Day Event Branding (Branding + Identity + Logos) ·OC San Educational Pipe Displays (P-O-P + Exhibits + Displays) Santa Ana River Basin Section Recognition The Santa Ana River Basin Section Recognition of the California Water Environment Association awarded OC San the Gold award for Public Outreach and Education for the Wastewater 101 Citizens’Academy.In addition,Scott Green,Plant No.2 Operator has been recognized as the Operator of the Year. Both award recognitions now move to the state level to compete. Career Education to High School Students OC San participated with various local water agencies on a Water Industry Career Day presentation at Villa Park High School.Over 1,500 students were introduced to the industry and presented with various career paths.The students were also introduced to an upcoming Career Technical Education Program that will feature the water industry this fall. Activities in February: Social Media February will bring more winter focused content to the OC San social media platforms sharing knowledge about Fats,Oils,and Grease and What 2 Flush.There will also be highlights being shared for Valentines Day and the ongoing construction projects.These are just some of the ways that give us the opportunity to share the agencies messaging and highlight OC San staff. OC San Film Screening OC San is hosting a film screening on Tuesday,February 24 focused on water sustainability and the essential role wastewater infrastructure plays in protecting public health and the environment.The event will offer an engaging opportunity to learn more about innovative water solutions and connect with OC San staff and the film’s director. Tickets are available at www.ocsan.gov/film. Presentations & Outreach OC San has three scheduled tours for the month of February including Cal State Long Beach Nursing students and Pacific Academy High School in Irvine.Staff will also participate in a Career Day at Oak Grove School in Aliso Viejo. Construction Outreach OC San will continue sharing construction project updates using our various communication methods to keep the community informed. Project details are available at www.ocsan.gov/construction. CEQA N/A FINANCIAL CONSIDERATIONS All items mentioned are included in OC San’s FY 2024-25 and FY 2025-26 Budget. Orange County Sanitation District Printed on 2/2/2026Page 4 of 5 powered by Legistar™ File #:2026-4768 Agenda Date:2/11/2026 Agenda Item No:6. ATTACHMENT The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: ·Outreach and Media Report for January 2026 Orange County Sanitation District Printed on 2/2/2026Page 5 of 5 powered by Legistar™ Outreach and Media Summary January 2026 OC San Public Affair s Of f ice ~SAN ORANGE COUNTY SANITATION DISTRICT Table of Contents OUTREACH REPORT…………………………………………………………PAGE 1 FACEBOOK POSTINGS ……………………………………………...............PAGE 3 TWITTER POSTINGS …………………………………………………………PAGE 4 INSTAGRAM POSTINGS………………………………………………………PAGE 5 LINKEDIN POSTINGS………………………………………………………....PAGE 6 NEXTDOOR POSTINGS……………………………………………………………………..PAGE 7 NEWS ARTICLES……………………………………………………………………………. PAGE 8 Outreach Report January 2026 Date Tours Attendees 1/13/26 Public Tour 9 1/20/26 Santiago High School 20 1/22/25 Cal State Long Beach 26 1/26/26 Water Emergency Response Organization of Orange County 10 Frost/ Mark Melby 1/26/26 Talbert Middle School 22 Date Speaking Engagements/Events Attendees 1/7/26 Fullerton Kiwanis Club 19 1/9/26 County presentation on Supercritical 75 1/14/26 Agencies presentation on Asset 40 Rob Thompson 1/21/26 City of Huntington Beach presentation on Deep Well Injection 5 1/21/26 Water Industry Career Day presentation at Villa Park High School 60 Randa AbuShaban 1/22/26 Water Industry Career Day Presentation at Villa Park High School 100 Daisy Covarrubias 1/23 Career Day- Tijeras Creek Elementary School 300 Jonathan Powell 1/26/26 Municipal Water District Policy Forum 100 1/29/26 WW101 Session 1 155 Jennifer Cabral/ Wally Ritchie/ Project Area Outreach Notifications Orange Taft Ave. Sewer Improvement Project 187 page views 532 email subscribers 45 text alert subscribers 3 website posts 4 email alerts 3 Text alerts 1 Newport Beach Bay Bridge Pump Station 104 page views 224 email subscribers 7 text alert subscribers 3 email alerts 1 text alert Cypress Cypress Trunk Sewer Project 312 email subscribers 74 text alert subscribers 2 website posts External Communications Distribution # of People Reached 5 Minutes Per Month January: Groundwater Replenishment System - 18 Years of Innovation 123 One 50 Website Posts 4 posts 203 views Facebook 13 posts 2.8k reached X 12 tweets 283 reached Instagram 18 posts 8.2k reached LinkedIn 7 posts 7k reached Nextdoor 1 post 15.8k impressions 2 Post performance - Facebook Pages Data from 01 Jan, 2026 to 26 Jan, 2026 Sources Orange County Sanitation DistrictOD Orange County Sanitation District Jan 25, 17:30OD Grab your popcorn and get ready to dive into the world of wastewater 🎬 Join us for the OC premiere of Unless Something Goes Terribly Wrong, a documentary spotlighting America's essential water professionals. Stay for a live Q&A with t… 19 122 249 Orange County Sanitation District Jan 23, 17:35OD We're goin' up, up, up, it's our moment. 🏆 Out of more than 6,000 entries, OC San placed in the top 10% and won two awards for our Educational Pipe Display and Take Your Kid to Work Day branding. 🎉Congratulations, team! 21 95 181 Orange County Sanitation District Jan 21, 17:30OD Join the team that keeps things flowing 💧 We're hiring for multiple positions in our Operations and Maintenance Department. See where your skills can take you at www.ocsan.gov/careers 33 118 237 Orange County Sanitation District Jan 18, 18:04OD (Post with no description)36 124 130 Orange County Sanitation District Jan 17, 17:55OD Less than 2 weeks le 🚨 Join our Wastewater 101 Citizens' Academy for a deepdive into our daily operations, cutting-edge infrastructure upgrades, rewardingcareer paths, and much more 🚽 Sign up today at ocsan.gov/wastewater101 9 114 163 Orange County Sanitation District Jan 14, 16:02OD Flushable, who? 🤔 We know it's confusing. Just stick to the 3 P's when flushing: pee, poop, and toilet paper. Your pipes (and our employees) will thank you. 🧻50 258 350 Orange County Sanitation District Jan 13, 19:05OD Staying healthy isn't just workouts and veggies🏋 It's about reliable wastewaterservices that keep our community and environment healthy. One way wemonitor that health? Regular beach sampling to ensure clean water for… 🌊💧 10 105 139 Orange County Sanitation District Jan 12, 17:05OD Join our team in saving lives through the American Red Cross Blood Drive! Toschedule your donation appointment, sign up at RedCrossBlood.org withsponsor code: OCSan. ❤ 3 71 91 Orange County Sanitation District Jan 10, 18:40OD Unlock the mystery behind the flush 🚽 Our next virtual Wastewater 101Citizens' Academy is just around the corner! Learn how we treat approximately185 million gallons of wastewater every day and continue to protect public…12 108 180 Orange County SanitationDistrict Jan 07, 17:40OD Assets you can count on ⚙ Keeping our system flowing 24/7 takes a lot ofinfrastructure—and a plan to keep it all running in top shape. Our annual AssetManagement Plan helps track our vital assets and their condition so they're…24 131 270 Orange County SanitationDistrict Jan 06, 17:35OD Let’s follow the flow 🚿🚽 What goes down the drain doesn’t disappear—ittravels. From private sewer laterals to local sewers and regional trunklines,wastewater makes its way through a complex system before reaching one of o…9 104 138 Orange County SanitationDistrict Jan 02, 17:40OD Starting the year strong🏆💪 Proud to receive two awards from NationalAssociation of Clean Water Agencies recognizing our Headquarters andWastewater 101 Citizens' Academy! Interested in joining the Academy? Our ne…25 161 317 Orange County SanitationDistrict Jan 01, 00:40OD A year in review 📸 Projects, people, and moments that made this year one to remember.54 167 378 DATE POST ENGAGEMENT FAN IMPRESSIONS (UNIQUE)REACH 33 ~ Hootsuite® n fiR!!!l,.!WRONG n __ n __ n __ n __ n __ n __ n __ n __ n __ n __ n __ n __ n __ Post performance - X Data from 01 Jan, 2026 to 26 Jan, 2026 Sources @OCSanDistrict@ @OCSanDistrict Jan 25, 17:30@ Join us for the OC premiere of Unless Something Goes Terribly Wrong, a documentary spotlighting America's essential water professionals. 👉 Learn more & reserve your spot: http://ocsan.gov/film https://twitter.com/OCSanDis… 8.7%2 23 @OCSanDistrict Jan 23, 17:35@ We're goin' up, up, up, it's our moment. 🏆 Out of more than 6,000 entries, OC San placed in the top 10% and won two awards for our Educational Pipe Display and Take Your Kid to Work Day branding. 🎉Congratulations, team! ht… 8%2 25 @OCSanDistrict Jan 21, 17:30@ Join the team that keeps things flowing 💧 We're hiring for multiple positions in our Operations and Maintenance Department. See where your skills can take you at http://www.ocsan.gov/careers https://twitter.com/OCSanDistrict/statu… 8.33%2 24 @OCSanDistrict Jan 17, 17:55@ Less than 2 weeks le 🚨 Join our Wastewater 101 Citizens' Academy for a deepdive into our daily operations, cutting-edge infrastructure upgrades, rewardingcareer paths, and much more 🚽 Sign up today at http://ocsan.gov/wastewat…0%0 22 @OCSanDistrict Jan 14, 16:00@ Flushable, who? 🤔 We know it's confusing. Just stick to the 3 P's when flushing:pee, poop, and toilet paper. Your pipes (and our employees) will thank you. 🧻https://twitter.com/OCSanDistrict/status/2011468419976097895/video/1 6.67%2 30 @OCSanDistrict Jan 13, 19:05@ Staying healthy isn't just workouts and veggies🏋 It's about reliable wastewaterservices that keep our community and environment healthy. One way wemonitor that health? Regular beach sampling to ensure clean water for… 🌊 0%0 23 @OCSanDistrict Jan 12, 17:05@ Join our team in saving lives through the American Red Cross Blood Drive! Toschedule your donation appointment, sign up at http://RedCrossBlood.org withsponsor code: OCSan. ❤ https://twitter.com/OCSanDistrict/status/20107599…0%0 13 @OCSanDistrict Jan 10, 18:40@ Our next virtual Wastewater 101 Citizens' Academy is just around the corner!Learn how we treat approximately 185 million gallons of wastewater every dayand continue to protect public health and the environment for Orange County… 🚽 2.7%1 37 @OCSanDistrict Jan 07, 17:40@ Keeping our system flowing 24/7 takes a lot of infrastructure—and a plan tokeep it all running. Our annual Asset Management Plan helps track our assetsand their condition so they're ready to perform around the clock. View the ne…9.38%3 32 @OCSanDistrict Jan 06, 17:35@ Let’s follow the flow 🚿🚽 What goes down the drain doesn’t disappear—ittravels. From private sewer laterals to local sewers and regional trunklines,wastewater takes a long journey before reaching one of our reclamation plant…0%0 21 @OCSanDistrict Jan 02, 17:40@ Starting the year strong🏆💪 Proud to receive two awards from @NACWArecognizing our Headquarters and Wastewater 101 Citizens' Academy!Interested in joining the Academy? Our next session starts in late January! Sign…15.63%5 32 @OCSanDistrict Jan 01, 00:40@ A year in review 📸 Projects, people, and moments that made this year one toremember. https://twitter.com/OCSanDistrict/status/2006525788414214307/video/1 0%0 12 DATE POST ENGAGEMENT RATE ENGAGEMENTS IMPRESSIONS 44 ~ Hootsuite® •---- •---- •---- •---- •---- •---- •---- •---- •---- •---- •---- •---- Post performance - Instagram Business Data from 01 Jan, 2026 to 26 Jan, 2026 Sources ocsandistrictO ocsandistrict Jan 25, 17:30O Grab your popcorn and get ready to dive into the world of wastewater 🎬 Join us for the OC premiere of Unless Something Goes Terribly Wrong, a documentary spotlighting America's essential water professionals. Stay for a live Q&A with t… 9.79%0 24 378 ocsandistrict Jan 23, 17:35O We're goin' up, up, up, it's our moment. 🏆 Out of more than 6,000 entries, OC San placed in the top 10% and won two awards for our Educational Pipe Display and Take Your Kid to Work Day branding. 🎉Congratulations, team! 9.38%0 14 160 ocsandistrict Jan 21, 17:30O Join the team that keeps things flowing 💧 We're hiring for multiple positions in our Operations and Maintenance Department. See where your skills can take you at www.ocsan.gov/careers 9.81%0 23 377 ocsandistrict Jan 19, 16:48O (No description)0%0 0 160 ocsandistrict Jan 18, 17:30O Today, the GWRS celebrates 18 years of water reliability. Join OC San andOCWD in raising a glass to its anniversary, and to another impressive milestone:half a trillion gallons of ultra-pure water!7.17%0 39 642 ocsandistrict Jan 17, 17:55O Less than 2 weeks le 🚨 Join our Wastewater 101 Citizens' Academy for a deepdive into our daily operations, cutting-edge infrastructure upgrades, rewardingcareer paths, and much more 🚽 Sign up today at ocsan.gov/wastewater101 5.83%0 15 309 ocsandistrict Jan 14, 19:35O (No description)0%0 0 237 ocsandistrict Jan 14, 16:00O Flushable, who? 🤔 We know it's confusing. Just stick to the 3 P's when flushing: pee, poop, and toilet paper. Your pipes (and our employees) will thank you. 🧻8.73%0 120 2,107 ocsandistrict Jan 13, 19:05O Staying healthy isn't just workouts and veggies🏋 It's about reliable wastewaterservices that keep our community and environment healthy. One way wemonitor that health? Regular beach sampling to ensure clean water for… 🌊💧 3.81%0 20 603 ocsandistrict Jan 12, 17:05O Join our team in saving lives through the American Red Cross Blood Drive! Toschedule your donation appointment, sign up at RedCrossBlood.org withsponsor code: OCSan. ❤ 0%0 0 212 ocsandistrict Jan 10, 18:40O Unlock the mystery behind the flush 🚽 Our next virtual Wastewater 101Citizens' Academy is just around the corner! Learn how we treat approximately185 million gallons of wastewater every day and continue to protect public…5.79%0 28 881 ocsandistrict Jan 07, 20:14O (No description)0%0 0 183 ocsandistrict Jan 07, 17:40O Assets you can count on ⚙ Keeping our system flowing 24/7 takes a lot of infrastructure—and a plan to keep it all running in top shape. Our annual Asset Management Plan helps track our vital assets and their condition so they're… 6.45%0 18 310 ocsandistrict Jan 06, 17:35O Let’s follow the flow 🚿🚽 What goes down the drain doesn’t disappear—it travels. From private sewer laterals to local sewers and regional trunklines, wastewater makes its way through a complex system before reaching one of o… 5.54%0 12 271 ocsandistrict Jan 04, 19:20O -0%0 0 257 ocsandistrict Jan 04, 19:17O (No description)0%0 0 290 ocsandistrict Jan 02, 17:40O Starting the year strong🏆💪 Proud to receive two awards from the National Association of Clean Water Agencies recognizing our Headquarters and Wastewater 101 Citizens' Academy! Interested in joining the Academy? Our ne… 5.61%0 22 392 ocsandistrict Jan 01, 00:40O A year in review 📸 Projects, people, and moments that made this year one toremember.10.02%0 36 429 DATE POST ENGAGEMENT RATE IMPRESSIONS LIKES REACH 55 Q Hootsuite® • @ ---- @ ---- @ ---- @ ---- @ ---- @ ---- @ ---- @ ---- @ ---- @ ---- @ ---- @ ---- @ ---- @ ---- @ ---- @ ---- @ ---- @ ---- Post performance - LinkedIn Pages Data from 01 Jan, 2026 to 26 Jan, 2026 Sources Orange County Sanitation DistrictOD Orange County Sanitation District Jan 25, 17:30OD Join us for the OC premiere of Unless Something Goes Terribly Wrong, a documentary spotlighting America's essential water professionals. Stay for a live Q&A with the film's director and our General Manager, plus a behind-the-scen… 🎟 6.73%1,129 26 1 Orange County Sanitation District Jan 23, 17:35OD We're goin' up, up, up, it's our moment. 🏆 Out of more than 6,000 entries, OC San placed in the top 10% and won two awards for our Educational Pipe Display and Take Your Kid to Work Day branding. 🎉Congratulations, team! 28.96%480 9 0 Orange County Sanitation District Jan 21, 17:30OD Join the team that keeps things flowing 💧 We're hiring for multiple positions in our Operations and Maintenance Department. See where your skills can take you at www.ocsan.gov/careers 17.3%1,376 19 7 Orange County Sanitation District Jan 17, 17:55OD Less than 2 weeks le 🚨Join our Wastewater 101 Citizens' Academy for a deepdive into our daily operations, cutting-edge infrastructure upgrades, rewardingcareer paths, and much more 🚽 Sign up today at ocsan.gov/wastewater101 9.11%637 22 0 Orange County Sanitation District Jan 10, 18:40OD Unlock the mystery behind the flush 🚽 Our next virtual Wastewater 101Citizens' Academy is just around the corner! Learn how we treat approximately185 million gallons of wastewater every day and continue to protect public…5.66%989 24 0 Orange County Sanitation District Jan 07, 17:40OD Assets you can count on ⚙ Keeping our system flowing 24/7 takes a lot ofinfrastructure—and a plan to keep it all running in top shape. Our annual AssetManagement Plan helps track our vital assets and their condition so they're…7.2%875 24 0 Orange County Sanitation District Jan 02, 17:40OD OC San is proud to receive two awards from National Association of Clean WaterAgencies (NACWA) recognizing our Headquarters and Wastewater 101 Citizens'Academy! Interested in joining the Academy? Our next session starts in late…7.33%1,609 41 2 DATE POST ENGAGEMENT RATE IMPRESSIONS REACTIONS SHARES 66 Q Hootsuite® 77 •Nextdoor !!!! Home Qi Messages & Alerts ~ Metrics 2;; Invite Residents ffi Events Agency 0 Nelghbomoods gg Directory Q; AddStaffMembers Help @ Resource Hub $ Settings ® He!pCeoter Help• Guidelines• Logal • Privacy Abovt • Jobs. P,ess. Blog Privacy Prcle,cnces © 2026 NCO(tdOO, Q Search Nextdoor Orange, County Sanitation District Edit page description c> Share Ill Post ~Poll & Alert liiil Event ( Myagoncy ) Agenciesinm)'jurisdiction All nearby agencies All nearby nows publ ◄ Orange County Sanitation District O X:~SAN ----Goverf"Vllent Organization Orange County Sanitation Distr._ • 3 daysi;tgo Grab your popcorn and get ready to dive into the wortd of wastewater iii _see more TERRIBLY WRONG Free Film Screening & Water Careers Networking Event ! •. •• • • .. Po&1£d to Subscribers of Orange County Sanitation District 0 · 15.854 Impressions TUESDAY, FEBRUARY24 9:30 om • Networking 10:00 om • Film Screening 11:15 om • Panel Q&A 12:00 pm• PlontNo. I Tour (Op,Iotlol) Article Date Source Link University Extension Prepares Public Agency Workers With Leadership Skills 1/7/2026 Fullerton EDU https://news.fullerton.edu/spotlight/university-extension- prepares-public-agency-graduates-with-leadership-skills/ Century of Regional Water Stewardship 1/19/2026 The Raincross Gazette https://www.raincrossgazette.com/opinion-sawpa-marks- half-century-of-regional-water-stewardship/ GWRS Surpasses half a trillion gallons of purified water 1/27/2026 OCWD Press Release 61WTbmP469n_QhqAbDlEiqtKjIhg7x5E2mXUiw?e=GRsWi 4 Media Articles for January 8 ADMINISTRATION COMMITTEE Agenda Report Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 File #:2026-4779 Agenda Date:2/11/2026 Agenda Item No:7. FROM:Robert Thompson, General Manager Originator: Wally Ritchie, Director of Finance SUBJECT: GENERAL MANAGER APPROVED PURCHASES AND ADDITIONS TO THE PRE-APPROVED OEM SOLE SOURCE LIST GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Recommend to the Board of Directors to: A. Receive and file Orange County Sanitation District purchases made under the General Manager’s authority for the period of October 1, 2025, to December 31, 2025; and B. Approve the following additions to the pre-approved Original Equipment Manufacturers (OEM) Sole Source List: ·B&K Valves & Equipment - Val-Matic Series Surgebuster Check Valve ·Auvesy-MDT - Software Support Subscription License Renewal ·Val-Matic Valve and Manufacturing Corp. - Val-Matic Products ·MDT Inc - Auvesy-MDT Software Support Subscription License Renewal BACKGROUND Staff provides the Orange County Sanitation District (OC San) Administration Committee and the Board of Directors quarterly reports of General Manager approved and executed purchases between $50,000 and $150,000; maintenance and repair Services Task Orders between $50,000 and $500,000; and additions to the pre-approved OEM Sole Source List. The list of additions to the pre-approved OEM Sole Source List displays the OEM added this quarter that require sole source procurement to maintain, service, or replace equipment currently in operation at OC San facilities, because the parts and/or service can only be provided by the OEM or their designated representative. RELEVANT STANDARDS ·Quarterly financial reporting ·Ensure that the public’s money is wisely spent Orange County Sanitation District Printed on 2/4/2026Page 1 of 7 OC6SAN ORANGE COUNTY SANITATION DISTRICT File #:2026-4779 Agenda Date:2/11/2026 Agenda Item No:7. PRIOR COMMITTEE/BOARD ACTIONS December 2016 -Minute Order 12(b)authorized the General Manager to ratify additions or deletions to the OEM Sole Source list on the General Manager’s quarterly approved purchases agenda report. ADDITIONAL INFORMATION In accordance with Board purchasing policies,Ordinance No.OC SAN-61,the General Manager has authority to approve and execute purchases between $50,000 and $150,000.Below is a summary of General Manager approved purchases,in amounts exceeding $50,000,for the second quarter of fiscal year 2025-26: Vendor Name Amount Department Description/Discussion AIR DUCT CLEANING COMPANY $125,000.00 Administrative Services Service PO for Lab Building Air Duct Cleaning DIR Project ID: 20250602561 County of Orange Contract No. MA-080-25010052, in Accordance with Ordinance OC SAN- 61 Section 2.03 (B) Cooperative Purchases AVEVA SELECT CALIFORNIA $107,110.00 Administrative Services Blanket PO for Cen-Gen WonderWare Annual Maintenance Board Approved OEM Sole Source List M.O. 08/28/2019, Item No. 3 (B) B&K VALVES & EQUIPMENT, INC. $51,440.23 Operations & Maintenance West Side Pump Station Surgebuster Check Valve Sole Source Justification No. 2897 Reason: Unique Product/Service BAY CITY INDUSTRIAL SUPPLY $62,401.27 Administrative Services Stock Item Purchase of Spare Parts for E-2025-68BD Informal Bid 46943-OQ and 46948-OQ BAY CITY INDUSTRIAL SUPPLY $62,741.40 Operations & Maintenance Purchase of One (1) Duall Club-4450 Impeller Informal Bid 143153-OR BC TRAFFIC SPECIALIST $140,000.00 Operations & Maintenance Two Year Convenience Blanket PO for Small On-Call Traffic Control Services 10/01/25 - 09/30/27 GM Article 2, Section 2.2 (b) CARAHSOFT TECHNOLOGY CORPORATION $63,984.23 Administrative Services Blanket PO for Granicus Annual Subscription 11/19/25 - 11/18/26 GSA Schedule No. 47QSWA18D008F, in Accordance with Ordinance OC SAN- 61 Section 2.03 (B) Cooperative Purchases COOPER MACHINERY SERVICES LLC $60,000.00 Operations & Maintenance Service PO to Repair Plant No. 1 Cylinder Heads DIR Project ID: 20250610011 Board Approved OEM Sole Source List M.O. 8/23/2017, Item 9 (B) COOPER MACHINERY SERVICES LLC $72,000.00 Operations & Maintenance Service PO for D.C.I on Plant No.1 E2 Turbo Board Approved OEM Sole Source List M.O. 8/23/2017, Item 9 (B) COOPER MACHINERY SERVICES LLC $80,684.46 Operations & Maintenance Service PO for D.C.I of Turbo Engine 4 Board Approved OEM Sole Source List M.O. 8/23/2017, Item 9 (B) COOPER MACHINERY SERVICES LLC $137,850.96 Operations & Maintenance Purchase of twenty-three (23) Engine Ignitors Board Approved OEM Sole Source List M.O. 8/23/2017, Item 9 (B) DANCING COYOTE ENVIRONMENTAL $95,670.00 Environmental Services Service PO for Annelid Taxonomy Training Specification No. CS-2025- 701 DXP ENTERPRISES, INC. $108,230.74 Administrative Services Stock Item Purchase of one (1) Patterson Split Case Pump Board Approved OEM Sole Source List M.O. 2/26/2020DX, Item 13 (B) DXP ENTERPRISES, INC. $119,090.00 Administrative Services Stock Item Purchase of Seepex Joint Part Kits and Accessories Board Approved OEM Sole Source List M.O. 12/14/2016C, Item 12 (B) EVERON, LLC $95,000.00 Administrative Services Convenience Blanket PO for Maintenance and Repair of Fire Systems for HQ, Plant No. 1, Plant No.2, and Pump Stations As Needed 11/1/25 - 10/31/26 GM Article 2, Section 2.2 (b) FLO-SERVICES, INC. $125,000.00 Operations & Maintenance Blanket PO for Emergency and Urgent Pump Services at Various Pump Stations Board Approved OEM Sole Source List M.O. 08/27/2025, Item 4 (B) FLO-SYSTEMS, INC. $57,681.00 Administrative Services Stock Item Purchase of one (1) Fairbanks Morse Impeller Wear Ring Board Approved OEM Sole Source List M.O. 8/28/2019, Item 3 (B) FLO-SYSTEMS, INC. $61,737.00 Operations & Maintenance Purchase of one (1) Wemco Horizontal Pump Board Approved OEM Sole Source List M.O. 12/14/2016, Item 12 (B) GEA MECHANICAL EQUIPMENT US, INC. $50,120.14 Administrative Services Stock Item Purchase of two (2) GEA- Westfalia Heat Exchangers Board Approved OEM Sole Source List M.O. 09/23/2020, Item 12 (B) GEA MECHANICAL EQUIPMENT US, INC. $72,445.30 Operations & Maintenance Service PO for Thickener #1 and Thickener #3 Major Service DIR Project ID: 20250604092 Board Approved OEM Sole Source List M.O. 9/23/2020, Item 12 (B) GEA MECHANICAL EQUIPMENT US, INC. $80,311.49 Administrative Services Stock Item Purchase Order for GEA- Westfalia Parts and Accessories Board Approved OEM Sole Source List M.O. 9/23/2020, Item 12 (B) GEA MECHANICAL EQUIPMENT US, INC. $100,000.00 Operations & Maintenance Blanket PO for On-Call Maintenance for P1 GEA Westfalia Thickening and Dewatering Centrifuges DIR Project ID: 20250603110 Board Approved OEM Sole Source List M.O. 9/23/2020, Item 12 (B) INSIGHT PUBLIC SECTOR, INC. $61,869.63 Administrative Services Blanket PO for Garland Technologies Premier Technical Support 1/1/26 - 12/31/28 OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND SERVICES (#23-6692-03), in Accordance with Ordinance OC SAN- 61 Section 2.03 (B) Cooperative Purchases MACIAS GINI & O'CONNELL LLP $100,000.00 Administrative Services Blanket PO for Internal Auditing Services 10/14/2025 - 10/13/2026 w/ Four (4) Optional One-Year Renewal Periods Specification No. CS-2024-616 MAXIM SECURITY SYSTEMS $100,000.00 Administrative Services Convenience Blanket PO for Maintenance and Repairs on Camera Systems 10/23/25 - 10/22/26 GM Article 2, Section 2.2 (b) MAXIM SECURITY SYSTEMS $100,000.00 Administrative Services Blanket PO for Badge System and Card Access 10/23/25 - 10/22/26 GM Article 2, Section 2.2 (b) MCKENNA BOILER WORKS, INC. $59,586.57 Operations & Maintenance Service PO for Partial Retube of P2 CenGen Engine 1 DIR Project ID: 20250603486 Informal Bid 142272-OR MERCURY ASSOCIATES, INC. $98,515.00 Administrative Services Blanket PO for Fleet Consulting Services OMNIA CONTRACT NUMBER 05-84, in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases MERRIMAC ENERGY GROUP $149,000.00 Administrative Services Blanket PO for Merrimac Energy for the Purchase of Renewable Diesel Fuel 1/9/26 - 1/8/28 MA NO. RCA-017- 23010002 PRICING, in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases MICHAEL BAKER INTERNATIONAL, INC. $93,515.00 Environmental Services Service PO for Technical Evaluation of Local Limits (TELL) Third Party Review Informal Bid 142909-OR MICROSOFT CORPORATION $132,001.30 Administrative Services Blanket PO for Microsoft Unified Enterprise Support Board Approved OEM Sole Source List M.O. 12/14/2016, Item 12 (B) MISCO WATER $95,016.00 Operations & Maintenance Purchase of one (1) Fontaine-Aquanox Stem and Drive Bushing Board Approved OEM Sole Source List M.O. 2/24/2021 Item 10 (B) NOV PROCESS & FLOW TECHNOLOGIES US, INC $72,100.00 Administrative Services Stock Item Purchase of One (1) Complete Top Entry Mixer Informal Bid 47014-OQ NTH GENERATION COMPUTING INC $115,540.00 Administrative Services Fortinet Support Maintenance 1/11/26 - 1/11/27 NCPA 01-154 Pricing, in Accordance with Ordinance OC SAN- 61 Section 2.03 (B) Cooperative Purchases ORANGE COUNTY SCAFFOLD, INC $149,000.00 Operations & Maintenance Convenience Blanket PO for Scaffolding Services at Plant 1 and Plant 2 12/15/25 - 12/14/26 DIR Project ID: 20250611552 GM Article 2, Section 2.2 (b) OVIVO USA, LLC $73,551.00 Operations & Maintenance Purchase of three (3) Adapter Plates Primary Center Mast to Drive Board Approved OEM Sole Source List M.O. 2/26/2025, Item 12 (B) PAPE MATERIAL HANDLING INC $81,178.00 Administrative Services Purchase of Articulating Boom Lift Approved CORF Budget FY 24/25 Sourcewell Contract IS #020923-TER, in Accordance with Ordinance OC SAN -61 Section 2.03 (B) Cooperative Purchases PMWEB, INC.$72,875.00 Administrative Services Blanket PO for PMWeb Licenses Board Approved OEM Sole Source List M.O. 8/22/2018, Item 7 (B) QUINN POWER SYSTEMS $88,074.95 Operations & Maintenance Service PO for Service and Upgrade of Bay Bridge Generator Control System Sourcewell Cooperative No. 092222- CAT, in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases SCHENCK USA CORP $99,999.00 Operations & Maintenance Purchase and Commissioning of Schenck Balancing Machine Approved CORF Budget FY 25/26 Sole Source Justification 2906 Reason: OEM Equipment/Part/Service SCHWING BIOSET $100,000.00 Operations & Maintenance Blanket PO for Hydraulic Parts & Services for Truck Loading and Dewatering Hydraulic Units Dir Project ID: 20250607998 Board Approved OEM Sole Source List M.O. 12/14/2016, Item 12 (B) SOUTHERN COUNTIES LUBRICANTS $55,050.00 Operations & Maintenance Purchase of 5,000 Gallons of Chevron 5200 HDAX Low Ash 40 Informal Bid 142065-OR SUPERIOR ELECTRIC MOTOR SERVICE $75,000.00 Operations & Maintenance Convenience Blanket PO for Off-Site Motor Repairs for Seal Beach Pump Station 11/1/25 - 10/31/26 GM Article 2, Section 2.2 (b) THE LAW OFFICE OF MEGAN AMANDA MILLER $100,000.00 Human Resources Confidential Professional Services Sole Source Justification 2025-2912 Reason: Unique Product/Service ULTRASYSTEMS ENVIRONMENTAL INCORPORATED $57,452.00 Administrative Services Environmental Site Assessment for Phase 1 and Phase 2 of Euclid Street Property Sole Source Justification 2919 Reason: Unique Product/Service VALLEY BACKFLOW INC. $75,000.00 Administrative Services Convenience Blanket PO for Backflow Testing and Repairs As Needed 12/1/25 - 11/30/26 GM Article 2, Section 2.2 (b) VERNE S PLUMBING $75,000.00 Administrative Services Convenience Blanket PO for Backflow Testing and Repairs As Needed for Plant 1, Plant 2, HQ, and Collections Systems 11/1/25 - 10/31/26 GM Article 2, Section 2.2 (b) WALTERS WHOLESALE ELECTRIC $70,408.59 Operations & Maintenance Purchase of two (2) Powerblocks Informal Bid 142512-OR XYLEM WATER SOLUTIONS USA, INC. $51,641.28 Administrative Services Stock Item Purchase of five thousand five hundred (5500) Diffuser Membrane Discs Board Approved OEM Sole Source List M.O. 8/28/2024, Item 7 (B) XYLEM WATER SOLUTIONS USA, INC. $70,949.35 Administrative Services Stock Item Purchase of eight thousand (8000) Diffuser Membrane Discs Board Approved OEM Sole Source List M.O. 8/28/2024, Item 7 (B) Orange County Sanitation District Printed on 2/4/2026Page 2 of 7 powered by Legistar™ File #:2026-4779 Agenda Date:2/11/2026 Agenda Item No:7. Vendor Name Amount Department Description/DiscussionAIR DUCTCLEANINGCOMPANY $125,000.00 AdministrativeServices Service PO for Lab Building Air DuctCleaning DIR Project ID:20250602561 County of OrangeContract No. MA-080-25010052, inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesAVEVA SELECTCALIFORNIA $107,110.00 AdministrativeServices Blanket PO for Cen-Gen WonderWareAnnual Maintenance Board ApprovedOEM Sole Source List M.O.08/28/2019, Item No. 3 (B)B&K VALVES &EQUIPMENT, INC.$51,440.23 Operations &Maintenance West Side Pump Station SurgebusterCheck Valve Sole Source JustificationNo. 2897 Reason: UniqueProduct/ServiceBAY CITYINDUSTRIALSUPPLY $62,401.27 AdministrativeServices Stock Item Purchase of Spare Parts forE-2025-68BD Informal Bid 46943-OQand 46948-OQBAY CITYINDUSTRIALSUPPLY $62,741.40 Operations &Maintenance Purchase of One (1) Duall Club-4450Impeller Informal Bid 143153-ORBC TRAFFICSPECIALIST $140,000.00 Operations &Maintenance Two Year Convenience Blanket PO forSmall On-Call Traffic Control Services10/01/25 - 09/30/27 GM Article 2,Section 2.2 (b)CARAHSOFTTECHNOLOGY CORPORATION $63,984.23 AdministrativeServices Blanket PO for Granicus AnnualSubscription 11/19/25 - 11/18/26 GSA Schedule No. 47QSWA18D008F, in Accordance with Ordinance OC SAN- 61 Section 2.03 (B) Cooperative Purchases COOPER MACHINERY SERVICES LLC $60,000.00 Operations & Maintenance Service PO to Repair Plant No. 1 Cylinder Heads DIR Project ID: 20250610011 Board Approved OEM Sole Source List M.O. 8/23/2017, Item 9 (B) COOPER MACHINERY SERVICES LLC $72,000.00 Operations & Maintenance Service PO for D.C.I on Plant No.1 E2 Turbo Board Approved OEM Sole Source List M.O. 8/23/2017, Item 9 (B) COOPER MACHINERY SERVICES LLC $80,684.46 Operations & Maintenance Service PO for D.C.I of Turbo Engine 4 Board Approved OEM Sole Source List M.O. 8/23/2017, Item 9 (B) COOPER MACHINERY SERVICES LLC $137,850.96 Operations & Maintenance Purchase of twenty-three (23) Engine Ignitors Board Approved OEM Sole Source List M.O. 8/23/2017, Item 9 (B) DANCING COYOTE ENVIRONMENTAL $95,670.00 Environmental Services Service PO for Annelid Taxonomy Training Specification No. CS-2025- 701 DXP ENTERPRISES, INC. $108,230.74 Administrative Services Stock Item Purchase of one (1) Patterson Split Case Pump Board Approved OEM Sole Source List M.O. 2/26/2020DX, Item 13 (B) DXP ENTERPRISES, INC. $119,090.00 Administrative Services Stock Item Purchase of Seepex Joint Part Kits and Accessories Board Approved OEM Sole Source List M.O. 12/14/2016C, Item 12 (B) EVERON, LLC $95,000.00 Administrative Services Convenience Blanket PO for Maintenance and Repair of Fire Systems for HQ, Plant No. 1, Plant No.2, and Pump Stations As Needed 11/1/25 - 10/31/26 GM Article 2, Section 2.2 (b) FLO-SERVICES, INC. $125,000.00 Operations & Maintenance Blanket PO for Emergency and Urgent Pump Services at Various Pump Stations Board Approved OEM Sole Source List M.O. 08/27/2025, Item 4 (B) FLO-SYSTEMS, INC. $57,681.00 Administrative Services Stock Item Purchase of one (1) Fairbanks Morse Impeller Wear Ring Board Approved OEM Sole Source List M.O. 8/28/2019, Item 3 (B) FLO-SYSTEMS, INC. $61,737.00 Operations & Maintenance Purchase of one (1) Wemco Horizontal Pump Board Approved OEM Sole Source List M.O. 12/14/2016, Item 12 (B) GEA MECHANICAL EQUIPMENT US, INC. $50,120.14 Administrative Services Stock Item Purchase of two (2) GEA- Westfalia Heat Exchangers Board Approved OEM Sole Source List M.O. 09/23/2020, Item 12 (B) GEA MECHANICAL EQUIPMENT US, INC. $72,445.30 Operations & Maintenance Service PO for Thickener #1 and Thickener #3 Major Service DIR Project ID: 20250604092 Board Approved OEM Sole Source List M.O. 9/23/2020, Item 12 (B) GEA MECHANICAL EQUIPMENT US, INC. $80,311.49 Administrative Services Stock Item Purchase Order for GEA- Westfalia Parts and Accessories Board Approved OEM Sole Source List M.O. 9/23/2020, Item 12 (B) GEA MECHANICAL EQUIPMENT US, INC. $100,000.00 Operations & Maintenance Blanket PO for On-Call Maintenance for P1 GEA Westfalia Thickening and Dewatering Centrifuges DIR Project ID: 20250603110 Board Approved OEM Sole Source List M.O. 9/23/2020, Item 12 (B) INSIGHT PUBLIC SECTOR, INC. $61,869.63 Administrative Services Blanket PO for Garland Technologies Premier Technical Support 1/1/26 - 12/31/28 OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND SERVICES (#23-6692-03), in Accordance with Ordinance OC SAN- 61 Section 2.03 (B) Cooperative Purchases MACIAS GINI & O'CONNELL LLP $100,000.00 Administrative Services Blanket PO for Internal Auditing Services 10/14/2025 - 10/13/2026 w/ Four (4) Optional One-Year Renewal Periods Specification No. CS-2024-616 MAXIM SECURITY SYSTEMS $100,000.00 Administrative Services Convenience Blanket PO for Maintenance and Repairs on Camera Systems 10/23/25 - 10/22/26 GM Article 2, Section 2.2 (b) MAXIM SECURITY SYSTEMS $100,000.00 Administrative Services Blanket PO for Badge System and Card Access 10/23/25 - 10/22/26 GM Article 2, Section 2.2 (b) MCKENNA BOILER WORKS, INC. $59,586.57 Operations & Maintenance Service PO for Partial Retube of P2 CenGen Engine 1 DIR Project ID: 20250603486 Informal Bid 142272-OR MERCURY ASSOCIATES, INC. $98,515.00 Administrative Services Blanket PO for Fleet Consulting Services OMNIA CONTRACT NUMBER 05-84, in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases MERRIMAC ENERGY GROUP $149,000.00 Administrative Services Blanket PO for Merrimac Energy for the Purchase of Renewable Diesel Fuel 1/9/26 - 1/8/28 MA NO. RCA-017- 23010002 PRICING, in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases MICHAEL BAKER INTERNATIONAL, INC. $93,515.00 Environmental Services Service PO for Technical Evaluation of Local Limits (TELL) Third Party Review Informal Bid 142909-OR MICROSOFT CORPORATION $132,001.30 Administrative Services Blanket PO for Microsoft Unified Enterprise Support Board Approved OEM Sole Source List M.O. 12/14/2016, Item 12 (B) MISCO WATER $95,016.00 Operations & Maintenance Purchase of one (1) Fontaine-Aquanox Stem and Drive Bushing Board Approved OEM Sole Source List M.O. 2/24/2021 Item 10 (B) NOV PROCESS & FLOW TECHNOLOGIES US, INC $72,100.00 Administrative Services Stock Item Purchase of One (1) Complete Top Entry Mixer Informal Bid 47014-OQ NTH GENERATION COMPUTING INC $115,540.00 Administrative Services Fortinet Support Maintenance 1/11/26 - 1/11/27 NCPA 01-154 Pricing, in Accordance with Ordinance OC SAN- 61 Section 2.03 (B) Cooperative Purchases ORANGE COUNTY SCAFFOLD, INC $149,000.00 Operations & Maintenance Convenience Blanket PO for Scaffolding Services at Plant 1 and Plant 2 12/15/25 - 12/14/26 DIR Project ID: 20250611552 GM Article 2, Section 2.2 (b) OVIVO USA, LLC $73,551.00 Operations & Maintenance Purchase of three (3) Adapter Plates Primary Center Mast to Drive Board Approved OEM Sole Source List M.O. 2/26/2025, Item 12 (B) PAPE MATERIAL HANDLING INC $81,178.00 Administrative Services Purchase of Articulating Boom Lift Approved CORF Budget FY 24/25 Sourcewell Contract IS #020923-TER, in Accordance with Ordinance OC SAN -61 Section 2.03 (B) Cooperative Purchases PMWEB, INC.$72,875.00 Administrative Services Blanket PO for PMWeb Licenses Board Approved OEM Sole Source List M.O. 8/22/2018, Item 7 (B) QUINN POWER SYSTEMS $88,074.95 Operations & Maintenance Service PO for Service and Upgrade of Bay Bridge Generator Control System Sourcewell Cooperative No. 092222- CAT, in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases SCHENCK USA CORP $99,999.00 Operations & Maintenance Purchase and Commissioning of Schenck Balancing Machine Approved CORF Budget FY 25/26 Sole Source Justification 2906 Reason: OEM Equipment/Part/Service SCHWING BIOSET $100,000.00 Operations & Maintenance Blanket PO for Hydraulic Parts & Services for Truck Loading and Dewatering Hydraulic Units Dir Project ID: 20250607998 Board Approved OEM Sole Source List M.O. 12/14/2016, Item 12 (B) SOUTHERN COUNTIES LUBRICANTS $55,050.00 Operations & Maintenance Purchase of 5,000 Gallons of Chevron 5200 HDAX Low Ash 40 Informal Bid 142065-OR SUPERIOR ELECTRIC MOTOR SERVICE $75,000.00 Operations & Maintenance Convenience Blanket PO for Off-Site Motor Repairs for Seal Beach Pump Station 11/1/25 - 10/31/26 GM Article 2, Section 2.2 (b) THE LAW OFFICE OF MEGAN AMANDA MILLER $100,000.00 Human Resources Confidential Professional Services Sole Source Justification 2025-2912 Reason: Unique Product/Service ULTRASYSTEMS ENVIRONMENTAL INCORPORATED $57,452.00 Administrative Services Environmental Site Assessment for Phase 1 and Phase 2 of Euclid Street Property Sole Source Justification 2919 Reason: Unique Product/Service VALLEY BACKFLOW INC. $75,000.00 Administrative Services Convenience Blanket PO for Backflow Testing and Repairs As Needed 12/1/25 - 11/30/26 GM Article 2, Section 2.2 (b) VERNE S PLUMBING $75,000.00 Administrative Services Convenience Blanket PO for Backflow Testing and Repairs As Needed for Plant 1, Plant 2, HQ, and Collections Systems 11/1/25 - 10/31/26 GM Article 2, Section 2.2 (b) WALTERS WHOLESALE ELECTRIC $70,408.59 Operations & Maintenance Purchase of two (2) Powerblocks Informal Bid 142512-OR XYLEM WATER SOLUTIONS USA, INC. $51,641.28 Administrative Services Stock Item Purchase of five thousand five hundred (5500) Diffuser Membrane Discs Board Approved OEM Sole Source List M.O. 8/28/2024, Item 7 (B) XYLEM WATER SOLUTIONS USA, INC. $70,949.35 Administrative Services Stock Item Purchase of eight thousand (8000) Diffuser Membrane Discs Board Approved OEM Sole Source List M.O. 8/28/2024, Item 7 (B) Orange County Sanitation District Printed on 2/4/2026Page 3 of 7 powered by Legistar™ File #:2026-4779 Agenda Date:2/11/2026 Agenda Item No:7. Vendor Name Amount Department Description/DiscussionAIR DUCTCLEANINGCOMPANY $125,000.00 AdministrativeServices Service PO for Lab Building Air DuctCleaning DIR Project ID:20250602561 County of OrangeContract No. MA-080-25010052, inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesAVEVA SELECTCALIFORNIA $107,110.00 AdministrativeServices Blanket PO for Cen-Gen WonderWareAnnual Maintenance Board ApprovedOEM Sole Source List M.O.08/28/2019, Item No. 3 (B)B&K VALVES &EQUIPMENT, INC.$51,440.23 Operations &Maintenance West Side Pump Station SurgebusterCheck Valve Sole Source JustificationNo. 2897 Reason: UniqueProduct/ServiceBAY CITYINDUSTRIALSUPPLY $62,401.27 AdministrativeServices Stock Item Purchase of Spare Parts forE-2025-68BD Informal Bid 46943-OQand 46948-OQBAY CITYINDUSTRIALSUPPLY $62,741.40 Operations &Maintenance Purchase of One (1) Duall Club-4450Impeller Informal Bid 143153-ORBC TRAFFICSPECIALIST $140,000.00 Operations &Maintenance Two Year Convenience Blanket PO forSmall On-Call Traffic Control Services10/01/25 - 09/30/27 GM Article 2,Section 2.2 (b)CARAHSOFTTECHNOLOGYCORPORATION $63,984.23 AdministrativeServices Blanket PO for Granicus AnnualSubscription 11/19/25 - 11/18/26 GSASchedule No. 47QSWA18D008F, inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesCOOPERMACHINERYSERVICES LLC $60,000.00 Operations &Maintenance Service PO to Repair Plant No. 1Cylinder Heads DIR Project ID:20250610011 Board Approved OEMSole Source List M.O. 8/23/2017, Item9 (B)COOPERMACHINERYSERVICES LLC $72,000.00 Operations &Maintenance Service PO for D.C.I on Plant No.1 E2Turbo Board Approved OEM SoleSource List M.O. 8/23/2017, Item 9 (B)COOPERMACHINERYSERVICES LLC $80,684.46 Operations &Maintenance Service PO for D.C.I of Turbo Engine 4Board Approved OEM Sole Source ListM.O. 8/23/2017, Item 9 (B)COOPERMACHINERYSERVICES LLC $137,850.96 Operations &Maintenance Purchase of twenty-three (23) EngineIgnitors Board Approved OEM SoleSource List M.O. 8/23/2017, Item 9 (B)DANCING COYOTEENVIRONMENTAL $95,670.00 EnvironmentalServices Service PO for Annelid TaxonomyTraining Specification No. CS-2025-701DXPENTERPRISES,INC.$108,230.74 AdministrativeServices Stock Item Purchase of one (1)Patterson Split Case Pump BoardApproved OEM Sole Source List M.O.2/26/2020DX, Item 13 (B)DXPENTERPRISES,INC.$119,090.00 AdministrativeServices Stock Item Purchase of Seepex JointPart Kits and Accessories BoardApproved OEM Sole Source List M.O.12/14/2016C, Item 12 (B)EVERON, LLC $95,000.00 AdministrativeServices Convenience Blanket PO forMaintenance and Repair of FireSystems for HQ, Plant No. 1, PlantNo.2, and Pump Stations As Needed11/1/25 - 10/31/26 GM Article 2,Section 2.2 (b)FLO-SERVICES,INC.$125,000.00 Operations &Maintenance Blanket PO for Emergency and UrgentPump Services at Various PumpStations Board Approved OEM SoleSource List M.O. 08/27/2025, Item 4(B)FLO-SYSTEMS,INC.$57,681.00 AdministrativeServices Stock Item Purchase of one (1)Fairbanks Morse Impeller Wear RingBoard Approved OEM Sole Source ListM.O. 8/28/2019, Item 3 (B) FLO-SYSTEMS, INC. $61,737.00 Operations & Maintenance Purchase of one (1) Wemco Horizontal Pump Board Approved OEM Sole Source List M.O. 12/14/2016, Item 12 (B) GEA MECHANICAL EQUIPMENT US, INC. $50,120.14 Administrative Services Stock Item Purchase of two (2) GEA- Westfalia Heat Exchangers Board Approved OEM Sole Source List M.O. 09/23/2020, Item 12 (B) GEA MECHANICAL EQUIPMENT US, INC. $72,445.30 Operations & Maintenance Service PO for Thickener #1 and Thickener #3 Major Service DIR Project ID: 20250604092 Board Approved OEM Sole Source List M.O. 9/23/2020, Item 12 (B) GEA MECHANICAL EQUIPMENT US, INC. $80,311.49 Administrative Services Stock Item Purchase Order for GEA- Westfalia Parts and Accessories Board Approved OEM Sole Source List M.O. 9/23/2020, Item 12 (B) GEA MECHANICAL EQUIPMENT US, INC. $100,000.00 Operations & Maintenance Blanket PO for On-Call Maintenance for P1 GEA Westfalia Thickening and Dewatering Centrifuges DIR Project ID: 20250603110 Board Approved OEM Sole Source List M.O. 9/23/2020, Item 12 (B) INSIGHT PUBLIC SECTOR, INC. $61,869.63 Administrative Services Blanket PO for Garland Technologies Premier Technical Support 1/1/26 - 12/31/28 OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND SERVICES (#23-6692-03), in Accordance with Ordinance OC SAN- 61 Section 2.03 (B) Cooperative Purchases MACIAS GINI & O'CONNELL LLP $100,000.00 Administrative Services Blanket PO for Internal Auditing Services 10/14/2025 - 10/13/2026 w/ Four (4) Optional One-Year Renewal Periods Specification No. CS-2024-616 MAXIM SECURITY SYSTEMS $100,000.00 Administrative Services Convenience Blanket PO for Maintenance and Repairs on Camera Systems 10/23/25 - 10/22/26 GM Article 2, Section 2.2 (b) MAXIM SECURITY SYSTEMS $100,000.00 Administrative Services Blanket PO for Badge System and Card Access 10/23/25 - 10/22/26 GM Article 2, Section 2.2 (b) MCKENNA BOILER WORKS, INC. $59,586.57 Operations & Maintenance Service PO for Partial Retube of P2 CenGen Engine 1 DIR Project ID: 20250603486 Informal Bid 142272-OR MERCURY ASSOCIATES, INC. $98,515.00 Administrative Services Blanket PO for Fleet Consulting Services OMNIA CONTRACT NUMBER 05-84, in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases MERRIMAC ENERGY GROUP $149,000.00 Administrative Services Blanket PO for Merrimac Energy for the Purchase of Renewable Diesel Fuel 1/9/26 - 1/8/28 MA NO. RCA-017- 23010002 PRICING, in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases MICHAEL BAKER INTERNATIONAL, INC. $93,515.00 Environmental Services Service PO for Technical Evaluation of Local Limits (TELL) Third Party Review Informal Bid 142909-OR MICROSOFT CORPORATION $132,001.30 Administrative Services Blanket PO for Microsoft Unified Enterprise Support Board Approved OEM Sole Source List M.O. 12/14/2016, Item 12 (B) MISCO WATER $95,016.00 Operations & Maintenance Purchase of one (1) Fontaine-Aquanox Stem and Drive Bushing Board Approved OEM Sole Source List M.O. 2/24/2021 Item 10 (B) NOV PROCESS & FLOW TECHNOLOGIES US, INC $72,100.00 Administrative Services Stock Item Purchase of One (1) Complete Top Entry Mixer Informal Bid 47014-OQ NTH GENERATION COMPUTING INC $115,540.00 Administrative Services Fortinet Support Maintenance 1/11/26 - 1/11/27 NCPA 01-154 Pricing, in Accordance with Ordinance OC SAN- 61 Section 2.03 (B) Cooperative Purchases ORANGE COUNTY SCAFFOLD, INC $149,000.00 Operations & Maintenance Convenience Blanket PO for Scaffolding Services at Plant 1 and Plant 2 12/15/25 - 12/14/26 DIR Project ID: 20250611552 GM Article 2, Section 2.2 (b) OVIVO USA, LLC $73,551.00 Operations & Maintenance Purchase of three (3) Adapter Plates Primary Center Mast to Drive Board Approved OEM Sole Source List M.O. 2/26/2025, Item 12 (B) PAPE MATERIAL HANDLING INC $81,178.00 Administrative Services Purchase of Articulating Boom Lift Approved CORF Budget FY 24/25 Sourcewell Contract IS #020923-TER, in Accordance with Ordinance OC SAN -61 Section 2.03 (B) Cooperative Purchases PMWEB, INC.$72,875.00 Administrative Services Blanket PO for PMWeb Licenses Board Approved OEM Sole Source List M.O. 8/22/2018, Item 7 (B) QUINN POWER SYSTEMS $88,074.95 Operations & Maintenance Service PO for Service and Upgrade of Bay Bridge Generator Control System Sourcewell Cooperative No. 092222- CAT, in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases SCHENCK USA CORP $99,999.00 Operations & Maintenance Purchase and Commissioning of Schenck Balancing Machine Approved CORF Budget FY 25/26 Sole Source Justification 2906 Reason: OEM Equipment/Part/Service SCHWING BIOSET $100,000.00 Operations & Maintenance Blanket PO for Hydraulic Parts & Services for Truck Loading and Dewatering Hydraulic Units Dir Project ID: 20250607998 Board Approved OEM Sole Source List M.O. 12/14/2016, Item 12 (B) SOUTHERN COUNTIES LUBRICANTS $55,050.00 Operations & Maintenance Purchase of 5,000 Gallons of Chevron 5200 HDAX Low Ash 40 Informal Bid 142065-OR SUPERIOR ELECTRIC MOTOR SERVICE $75,000.00 Operations & Maintenance Convenience Blanket PO for Off-Site Motor Repairs for Seal Beach Pump Station 11/1/25 - 10/31/26 GM Article 2, Section 2.2 (b) THE LAW OFFICE OF MEGAN AMANDA MILLER $100,000.00 Human Resources Confidential Professional Services Sole Source Justification 2025-2912 Reason: Unique Product/Service ULTRASYSTEMS ENVIRONMENTAL INCORPORATED $57,452.00 Administrative Services Environmental Site Assessment for Phase 1 and Phase 2 of Euclid Street Property Sole Source Justification 2919 Reason: Unique Product/Service VALLEY BACKFLOW INC. $75,000.00 Administrative Services Convenience Blanket PO for Backflow Testing and Repairs As Needed 12/1/25 - 11/30/26 GM Article 2, Section 2.2 (b) VERNE S PLUMBING $75,000.00 Administrative Services Convenience Blanket PO for Backflow Testing and Repairs As Needed for Plant 1, Plant 2, HQ, and Collections Systems 11/1/25 - 10/31/26 GM Article 2, Section 2.2 (b) WALTERS WHOLESALE ELECTRIC $70,408.59 Operations & Maintenance Purchase of two (2) Powerblocks Informal Bid 142512-OR XYLEM WATER SOLUTIONS USA, INC. $51,641.28 Administrative Services Stock Item Purchase of five thousand five hundred (5500) Diffuser Membrane Discs Board Approved OEM Sole Source List M.O. 8/28/2024, Item 7 (B) XYLEM WATER SOLUTIONS USA, INC. $70,949.35 Administrative Services Stock Item Purchase of eight thousand (8000) Diffuser Membrane Discs Board Approved OEM Sole Source List M.O. 8/28/2024, Item 7 (B) Orange County Sanitation District Printed on 2/4/2026Page 4 of 7 powered by Legistar™ File #:2026-4779 Agenda Date:2/11/2026 Agenda Item No:7. Vendor Name Amount Department Description/DiscussionAIR DUCTCLEANINGCOMPANY $125,000.00 AdministrativeServices Service PO for Lab Building Air DuctCleaning DIR Project ID:20250602561 County of OrangeContract No. MA-080-25010052, inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesAVEVA SELECTCALIFORNIA $107,110.00 AdministrativeServices Blanket PO for Cen-Gen WonderWareAnnual Maintenance Board ApprovedOEM Sole Source List M.O.08/28/2019, Item No. 3 (B)B&K VALVES &EQUIPMENT, INC.$51,440.23 Operations &Maintenance West Side Pump Station SurgebusterCheck Valve Sole Source JustificationNo. 2897 Reason: UniqueProduct/ServiceBAY CITYINDUSTRIALSUPPLY $62,401.27 AdministrativeServices Stock Item Purchase of Spare Parts forE-2025-68BD Informal Bid 46943-OQand 46948-OQBAY CITYINDUSTRIALSUPPLY $62,741.40 Operations &Maintenance Purchase of One (1) Duall Club-4450Impeller Informal Bid 143153-ORBC TRAFFICSPECIALIST $140,000.00 Operations &Maintenance Two Year Convenience Blanket PO forSmall On-Call Traffic Control Services10/01/25 - 09/30/27 GM Article 2,Section 2.2 (b)CARAHSOFTTECHNOLOGYCORPORATION $63,984.23 AdministrativeServices Blanket PO for Granicus AnnualSubscription 11/19/25 - 11/18/26 GSASchedule No. 47QSWA18D008F, inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesCOOPERMACHINERYSERVICES LLC $60,000.00 Operations &Maintenance Service PO to Repair Plant No. 1Cylinder Heads DIR Project ID:20250610011 Board Approved OEMSole Source List M.O. 8/23/2017, Item9 (B)COOPERMACHINERYSERVICES LLC $72,000.00 Operations &Maintenance Service PO for D.C.I on Plant No.1 E2Turbo Board Approved OEM SoleSource List M.O. 8/23/2017, Item 9 (B)COOPERMACHINERYSERVICES LLC $80,684.46 Operations &Maintenance Service PO for D.C.I of Turbo Engine 4Board Approved OEM Sole Source ListM.O. 8/23/2017, Item 9 (B)COOPERMACHINERYSERVICES LLC $137,850.96 Operations &Maintenance Purchase of twenty-three (23) EngineIgnitors Board Approved OEM SoleSource List M.O. 8/23/2017, Item 9 (B)DANCING COYOTEENVIRONMENTAL $95,670.00 EnvironmentalServices Service PO for Annelid TaxonomyTraining Specification No. CS-2025-701DXPENTERPRISES,INC.$108,230.74 AdministrativeServices Stock Item Purchase of one (1)Patterson Split Case Pump BoardApproved OEM Sole Source List M.O.2/26/2020DX, Item 13 (B)DXPENTERPRISES,INC.$119,090.00 AdministrativeServices Stock Item Purchase of Seepex JointPart Kits and Accessories BoardApproved OEM Sole Source List M.O.12/14/2016C, Item 12 (B)EVERON, LLC $95,000.00 AdministrativeServices Convenience Blanket PO forMaintenance and Repair of FireSystems for HQ, Plant No. 1, PlantNo.2, and Pump Stations As Needed11/1/25 - 10/31/26 GM Article 2,Section 2.2 (b)FLO-SERVICES,INC.$125,000.00 Operations &Maintenance Blanket PO for Emergency and UrgentPump Services at Various PumpStations Board Approved OEM SoleSource List M.O. 08/27/2025, Item 4(B)FLO-SYSTEMS,INC.$57,681.00 AdministrativeServices Stock Item Purchase of one (1)Fairbanks Morse Impeller Wear RingBoard Approved OEM Sole Source ListM.O. 8/28/2019, Item 3 (B)FLO-SYSTEMS,INC.$61,737.00 Operations &Maintenance Purchase of one (1) Wemco HorizontalPump Board Approved OEM SoleSource List M.O. 12/14/2016, Item 12(B)GEA MECHANICALEQUIPMENT US,INC.$50,120.14 AdministrativeServices Stock Item Purchase of two (2) GEA-Westfalia Heat Exchangers BoardApproved OEM Sole Source List M.O.09/23/2020, Item 12 (B)GEA MECHANICALEQUIPMENT US,INC.$72,445.30 Operations &Maintenance Service PO for Thickener #1 andThickener #3 Major Service DIRProject ID: 20250604092 BoardApproved OEM Sole Source List M.O.9/23/2020, Item 12 (B)GEA MECHANICALEQUIPMENT US,INC.$80,311.49 AdministrativeServices Stock Item Purchase Order for GEA-Westfalia Parts and Accessories BoardApproved OEM Sole Source List M.O.9/23/2020, Item 12 (B)GEA MECHANICALEQUIPMENT US,INC.$100,000.00 Operations &Maintenance Blanket PO for On-Call Maintenancefor P1 GEA Westfalia Thickening andDewatering Centrifuges DIR Project ID:20250603110 Board Approved OEMSole Source List M.O. 9/23/2020, Item12 (B)INSIGHT PUBLICSECTOR, INC.$61,869.63 AdministrativeServices Blanket PO for Garland TechnologiesPremier Technical Support 1/1/26 -12/31/28 OMNIA PARTNERS (COBBCOUNTY) IT PRODUCTS ANDSERVICES (#23-6692-03), inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesMACIAS GINI &O'CONNELL LLP $100,000.00 AdministrativeServices Blanket PO for Internal AuditingServices 10/14/2025 - 10/13/2026 w/Four (4) Optional One-Year RenewalPeriods Specification No. CS-2024-616MAXIM SECURITYSYSTEMS $100,000.00 AdministrativeServices Convenience Blanket PO forMaintenance and Repairs on CameraSystems 10/23/25 - 10/22/26 GMArticle 2, Section 2.2 (b)MAXIM SECURITYSYSTEMS $100,000.00 AdministrativeServices Blanket PO for Badge System andCard Access 10/23/25 - 10/22/26 GMArticle 2, Section 2.2 (b)MCKENNA BOILERWORKS, INC.$59,586.57 Operations &Maintenance Service PO for Partial Retube of P2CenGen Engine 1 DIR Project ID:20250603486 Informal Bid 142272-ORMERCURY ASSOCIATES, INC. $98,515.00 Administrative Services Blanket PO for Fleet Consulting Services OMNIA CONTRACT NUMBER 05-84, in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases MERRIMAC ENERGY GROUP $149,000.00 Administrative Services Blanket PO for Merrimac Energy for the Purchase of Renewable Diesel Fuel 1/9/26 - 1/8/28 MA NO. RCA-017- 23010002 PRICING, in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases MICHAEL BAKER INTERNATIONAL, INC. $93,515.00 Environmental Services Service PO for Technical Evaluation of Local Limits (TELL) Third Party Review Informal Bid 142909-OR MICROSOFT CORPORATION $132,001.30 Administrative Services Blanket PO for Microsoft Unified Enterprise Support Board Approved OEM Sole Source List M.O. 12/14/2016, Item 12 (B) MISCO WATER $95,016.00 Operations & Maintenance Purchase of one (1) Fontaine-Aquanox Stem and Drive Bushing Board Approved OEM Sole Source List M.O. 2/24/2021 Item 10 (B) NOV PROCESS & FLOW TECHNOLOGIES US, INC $72,100.00 Administrative Services Stock Item Purchase of One (1) Complete Top Entry Mixer Informal Bid 47014-OQ NTH GENERATION COMPUTING INC $115,540.00 Administrative Services Fortinet Support Maintenance 1/11/26 - 1/11/27 NCPA 01-154 Pricing, in Accordance with Ordinance OC SAN- 61 Section 2.03 (B) Cooperative Purchases ORANGE COUNTY SCAFFOLD, INC $149,000.00 Operations & Maintenance Convenience Blanket PO for Scaffolding Services at Plant 1 and Plant 2 12/15/25 - 12/14/26 DIR Project ID: 20250611552 GM Article 2, Section 2.2 (b) OVIVO USA, LLC $73,551.00 Operations & Maintenance Purchase of three (3) Adapter Plates Primary Center Mast to Drive Board Approved OEM Sole Source List M.O. 2/26/2025, Item 12 (B) PAPE MATERIAL HANDLING INC $81,178.00 Administrative Services Purchase of Articulating Boom Lift Approved CORF Budget FY 24/25 Sourcewell Contract IS #020923-TER, in Accordance with Ordinance OC SAN -61 Section 2.03 (B) Cooperative Purchases PMWEB, INC.$72,875.00 Administrative Services Blanket PO for PMWeb Licenses Board Approved OEM Sole Source List M.O. 8/22/2018, Item 7 (B) QUINN POWER SYSTEMS $88,074.95 Operations & Maintenance Service PO for Service and Upgrade of Bay Bridge Generator Control System Sourcewell Cooperative No. 092222- CAT, in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases SCHENCK USA CORP $99,999.00 Operations & Maintenance Purchase and Commissioning of Schenck Balancing Machine Approved CORF Budget FY 25/26 Sole Source Justification 2906 Reason: OEM Equipment/Part/Service SCHWING BIOSET $100,000.00 Operations & Maintenance Blanket PO for Hydraulic Parts & Services for Truck Loading and Dewatering Hydraulic Units Dir Project ID: 20250607998 Board Approved OEM Sole Source List M.O. 12/14/2016, Item 12 (B) SOUTHERN COUNTIES LUBRICANTS $55,050.00 Operations & Maintenance Purchase of 5,000 Gallons of Chevron 5200 HDAX Low Ash 40 Informal Bid 142065-OR SUPERIOR ELECTRIC MOTOR SERVICE $75,000.00 Operations & Maintenance Convenience Blanket PO for Off-Site Motor Repairs for Seal Beach Pump Station 11/1/25 - 10/31/26 GM Article 2, Section 2.2 (b) THE LAW OFFICE OF MEGAN AMANDA MILLER $100,000.00 Human Resources Confidential Professional Services Sole Source Justification 2025-2912 Reason: Unique Product/Service ULTRASYSTEMS ENVIRONMENTAL INCORPORATED $57,452.00 Administrative Services Environmental Site Assessment for Phase 1 and Phase 2 of Euclid Street Property Sole Source Justification 2919 Reason: Unique Product/Service VALLEY BACKFLOW INC. $75,000.00 Administrative Services Convenience Blanket PO for Backflow Testing and Repairs As Needed 12/1/25 - 11/30/26 GM Article 2, Section 2.2 (b) VERNE S PLUMBING $75,000.00 Administrative Services Convenience Blanket PO for Backflow Testing and Repairs As Needed for Plant 1, Plant 2, HQ, and Collections Systems 11/1/25 - 10/31/26 GM Article 2, Section 2.2 (b) WALTERS WHOLESALE ELECTRIC $70,408.59 Operations & Maintenance Purchase of two (2) Powerblocks Informal Bid 142512-OR XYLEM WATER SOLUTIONS USA, INC. $51,641.28 Administrative Services Stock Item Purchase of five thousand five hundred (5500) Diffuser Membrane Discs Board Approved OEM Sole Source List M.O. 8/28/2024, Item 7 (B) XYLEM WATER SOLUTIONS USA, INC. $70,949.35 Administrative Services Stock Item Purchase of eight thousand (8000) Diffuser Membrane Discs Board Approved OEM Sole Source List M.O. 8/28/2024, Item 7 (B) Orange County Sanitation District Printed on 2/4/2026Page 5 of 7 powered by Legistar™ File #:2026-4779 Agenda Date:2/11/2026 Agenda Item No:7. Vendor Name Amount Department Description/DiscussionAIR DUCTCLEANINGCOMPANY $125,000.00 AdministrativeServices Service PO for Lab Building Air DuctCleaning DIR Project ID:20250602561 County of OrangeContract No. MA-080-25010052, inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesAVEVA SELECTCALIFORNIA $107,110.00 AdministrativeServices Blanket PO for Cen-Gen WonderWareAnnual Maintenance Board ApprovedOEM Sole Source List M.O.08/28/2019, Item No. 3 (B)B&K VALVES &EQUIPMENT, INC.$51,440.23 Operations &Maintenance West Side Pump Station SurgebusterCheck Valve Sole Source JustificationNo. 2897 Reason: UniqueProduct/ServiceBAY CITYINDUSTRIALSUPPLY $62,401.27 AdministrativeServices Stock Item Purchase of Spare Parts forE-2025-68BD Informal Bid 46943-OQand 46948-OQBAY CITYINDUSTRIALSUPPLY $62,741.40 Operations &Maintenance Purchase of One (1) Duall Club-4450Impeller Informal Bid 143153-ORBC TRAFFICSPECIALIST $140,000.00 Operations &Maintenance Two Year Convenience Blanket PO forSmall On-Call Traffic Control Services10/01/25 - 09/30/27 GM Article 2,Section 2.2 (b)CARAHSOFTTECHNOLOGYCORPORATION $63,984.23 AdministrativeServices Blanket PO for Granicus AnnualSubscription 11/19/25 - 11/18/26 GSASchedule No. 47QSWA18D008F, inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesCOOPERMACHINERYSERVICES LLC $60,000.00 Operations &Maintenance Service PO to Repair Plant No. 1Cylinder Heads DIR Project ID:20250610011 Board Approved OEMSole Source List M.O. 8/23/2017, Item9 (B)COOPERMACHINERYSERVICES LLC $72,000.00 Operations &Maintenance Service PO for D.C.I on Plant No.1 E2Turbo Board Approved OEM SoleSource List M.O. 8/23/2017, Item 9 (B)COOPERMACHINERYSERVICES LLC $80,684.46 Operations &Maintenance Service PO for D.C.I of Turbo Engine 4Board Approved OEM Sole Source ListM.O. 8/23/2017, Item 9 (B)COOPERMACHINERYSERVICES LLC $137,850.96 Operations &Maintenance Purchase of twenty-three (23) EngineIgnitors Board Approved OEM SoleSource List M.O. 8/23/2017, Item 9 (B)DANCING COYOTEENVIRONMENTAL $95,670.00 EnvironmentalServices Service PO for Annelid TaxonomyTraining Specification No. CS-2025-701DXPENTERPRISES,INC.$108,230.74 AdministrativeServices Stock Item Purchase of one (1)Patterson Split Case Pump BoardApproved OEM Sole Source List M.O.2/26/2020DX, Item 13 (B)DXPENTERPRISES,INC.$119,090.00 AdministrativeServices Stock Item Purchase of Seepex JointPart Kits and Accessories BoardApproved OEM Sole Source List M.O.12/14/2016C, Item 12 (B)EVERON, LLC $95,000.00 AdministrativeServices Convenience Blanket PO forMaintenance and Repair of FireSystems for HQ, Plant No. 1, PlantNo.2, and Pump Stations As Needed11/1/25 - 10/31/26 GM Article 2,Section 2.2 (b)FLO-SERVICES,INC.$125,000.00 Operations &Maintenance Blanket PO for Emergency and UrgentPump Services at Various PumpStations Board Approved OEM SoleSource List M.O. 08/27/2025, Item 4(B)FLO-SYSTEMS,INC.$57,681.00 AdministrativeServices Stock Item Purchase of one (1)Fairbanks Morse Impeller Wear RingBoard Approved OEM Sole Source ListM.O. 8/28/2019, Item 3 (B)FLO-SYSTEMS,INC.$61,737.00 Operations &Maintenance Purchase of one (1) Wemco HorizontalPump Board Approved OEM SoleSource List M.O. 12/14/2016, Item 12(B)GEA MECHANICALEQUIPMENT US,INC.$50,120.14 AdministrativeServices Stock Item Purchase of two (2) GEA-Westfalia Heat Exchangers BoardApproved OEM Sole Source List M.O.09/23/2020, Item 12 (B)GEA MECHANICALEQUIPMENT US,INC.$72,445.30 Operations &Maintenance Service PO for Thickener #1 andThickener #3 Major Service DIRProject ID: 20250604092 BoardApproved OEM Sole Source List M.O.9/23/2020, Item 12 (B)GEA MECHANICALEQUIPMENT US,INC.$80,311.49 AdministrativeServices Stock Item Purchase Order for GEA-Westfalia Parts and Accessories BoardApproved OEM Sole Source List M.O.9/23/2020, Item 12 (B)GEA MECHANICALEQUIPMENT US,INC.$100,000.00 Operations &Maintenance Blanket PO for On-Call Maintenancefor P1 GEA Westfalia Thickening andDewatering Centrifuges DIR Project ID:20250603110 Board Approved OEMSole Source List M.O. 9/23/2020, Item12 (B)INSIGHT PUBLICSECTOR, INC.$61,869.63 AdministrativeServices Blanket PO for Garland TechnologiesPremier Technical Support 1/1/26 -12/31/28 OMNIA PARTNERS (COBBCOUNTY) IT PRODUCTS ANDSERVICES (#23-6692-03), inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesMACIAS GINI &O'CONNELL LLP $100,000.00 AdministrativeServices Blanket PO for Internal AuditingServices 10/14/2025 - 10/13/2026 w/Four (4) Optional One-Year RenewalPeriods Specification No. CS-2024-616MAXIM SECURITYSYSTEMS $100,000.00 AdministrativeServices Convenience Blanket PO forMaintenance and Repairs on CameraSystems 10/23/25 - 10/22/26 GMArticle 2, Section 2.2 (b)MAXIM SECURITYSYSTEMS $100,000.00 AdministrativeServices Blanket PO for Badge System andCard Access 10/23/25 - 10/22/26 GMArticle 2, Section 2.2 (b)MCKENNA BOILERWORKS, INC.$59,586.57 Operations &Maintenance Service PO for Partial Retube of P2CenGen Engine 1 DIR Project ID:20250603486 Informal Bid 142272-ORMERCURYASSOCIATES, INC.$98,515.00 AdministrativeServices Blanket PO for Fleet ConsultingServices OMNIA CONTRACTNUMBER 05-84, in Accordance withOrdinance OC SAN-61 Section 2.03(B) Cooperative PurchasesMERRIMACENERGY GROUP $149,000.00 AdministrativeServices Blanket PO for Merrimac Energy for thePurchase of Renewable Diesel Fuel1/9/26 - 1/8/28 MA NO. RCA-017-23010002 PRICING, in Accordancewith Ordinance OC SAN-61 Section2.03 (B) Cooperative PurchasesMICHAEL BAKERINTERNATIONAL,INC.$93,515.00 EnvironmentalServices Service PO for Technical Evaluation ofLocal Limits (TELL) Third Party ReviewInformal Bid 142909-ORMICROSOFTCORPORATION$132,001.30 AdministrativeServices Blanket PO for Microsoft UnifiedEnterprise Support Board ApprovedOEM Sole Source List M.O.12/14/2016, Item 12 (B)MISCO WATER $95,016.00 Operations &Maintenance Purchase of one (1) Fontaine-AquanoxStem and Drive Bushing BoardApproved OEM Sole Source List M.O.2/24/2021 Item 10 (B)NOV PROCESS &FLOWTECHNOLOGIESUS, INC $72,100.00 AdministrativeServices Stock Item Purchase of One (1)Complete Top Entry Mixer Informal Bid47014-OQNTH GENERATIONCOMPUTING INC $115,540.00 AdministrativeServices Fortinet Support Maintenance 1/11/26- 1/11/27 NCPA 01-154 Pricing, inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesORANGE COUNTYSCAFFOLD, INC $149,000.00 Operations &Maintenance Convenience Blanket PO forScaffolding Services at Plant 1 andPlant 2 12/15/25 - 12/14/26 DIR ProjectID: 20250611552 GM Article 2, Section2.2 (b)OVIVO USA, LLC $73,551.00 Operations &Maintenance Purchase of three (3) Adapter PlatesPrimary Center Mast to Drive BoardApproved OEM Sole Source List M.O.2/26/2025, Item 12 (B)PAPE MATERIALHANDLING INC $81,178.00 AdministrativeServices Purchase of Articulating Boom LiftApproved CORF Budget FY 24/25Sourcewell Contract IS #020923-TER,in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases PMWEB, INC.$72,875.00 Administrative Services Blanket PO for PMWeb Licenses Board Approved OEM Sole Source List M.O. 8/22/2018, Item 7 (B) QUINN POWER SYSTEMS $88,074.95 Operations & Maintenance Service PO for Service and Upgrade of Bay Bridge Generator Control System Sourcewell Cooperative No. 092222- CAT, in Accordance with Ordinance OC SAN-61 Section 2.03 (B) Cooperative Purchases SCHENCK USA CORP $99,999.00 Operations & Maintenance Purchase and Commissioning of Schenck Balancing Machine Approved CORF Budget FY 25/26 Sole Source Justification 2906 Reason: OEM Equipment/Part/Service SCHWING BIOSET $100,000.00 Operations & Maintenance Blanket PO for Hydraulic Parts & Services for Truck Loading and Dewatering Hydraulic Units Dir Project ID: 20250607998 Board Approved OEM Sole Source List M.O. 12/14/2016, Item 12 (B) SOUTHERN COUNTIES LUBRICANTS $55,050.00 Operations & Maintenance Purchase of 5,000 Gallons of Chevron 5200 HDAX Low Ash 40 Informal Bid 142065-OR SUPERIOR ELECTRIC MOTOR SERVICE $75,000.00 Operations & Maintenance Convenience Blanket PO for Off-Site Motor Repairs for Seal Beach Pump Station 11/1/25 - 10/31/26 GM Article 2, Section 2.2 (b) THE LAW OFFICE OF MEGAN AMANDA MILLER $100,000.00 Human Resources Confidential Professional Services Sole Source Justification 2025-2912 Reason: Unique Product/Service ULTRASYSTEMS ENVIRONMENTAL INCORPORATED $57,452.00 Administrative Services Environmental Site Assessment for Phase 1 and Phase 2 of Euclid Street Property Sole Source Justification 2919 Reason: Unique Product/Service VALLEY BACKFLOW INC. $75,000.00 Administrative Services Convenience Blanket PO for Backflow Testing and Repairs As Needed 12/1/25 - 11/30/26 GM Article 2, Section 2.2 (b) VERNE S PLUMBING $75,000.00 Administrative Services Convenience Blanket PO for Backflow Testing and Repairs As Needed for Plant 1, Plant 2, HQ, and Collections Systems 11/1/25 - 10/31/26 GM Article 2, Section 2.2 (b) WALTERS WHOLESALE ELECTRIC $70,408.59 Operations & Maintenance Purchase of two (2) Powerblocks Informal Bid 142512-OR XYLEM WATER SOLUTIONS USA, INC. $51,641.28 Administrative Services Stock Item Purchase of five thousand five hundred (5500) Diffuser Membrane Discs Board Approved OEM Sole Source List M.O. 8/28/2024, Item 7 (B) XYLEM WATER SOLUTIONS USA, INC. $70,949.35 Administrative Services Stock Item Purchase of eight thousand (8000) Diffuser Membrane Discs Board Approved OEM Sole Source List M.O. 8/28/2024, Item 7 (B) Orange County Sanitation District Printed on 2/4/2026Page 6 of 7 powered by Legistar™ File #:2026-4779 Agenda Date:2/11/2026 Agenda Item No:7. Vendor Name Amount Department Description/DiscussionAIR DUCTCLEANINGCOMPANY $125,000.00 AdministrativeServices Service PO for Lab Building Air DuctCleaning DIR Project ID:20250602561 County of OrangeContract No. MA-080-25010052, inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesAVEVA SELECTCALIFORNIA $107,110.00 AdministrativeServices Blanket PO for Cen-Gen WonderWareAnnual Maintenance Board ApprovedOEM Sole Source List M.O.08/28/2019, Item No. 3 (B)B&K VALVES &EQUIPMENT, INC.$51,440.23 Operations &Maintenance West Side Pump Station SurgebusterCheck Valve Sole Source JustificationNo. 2897 Reason: UniqueProduct/ServiceBAY CITYINDUSTRIALSUPPLY $62,401.27 AdministrativeServices Stock Item Purchase of Spare Parts forE-2025-68BD Informal Bid 46943-OQand 46948-OQBAY CITYINDUSTRIALSUPPLY $62,741.40 Operations &Maintenance Purchase of One (1) Duall Club-4450Impeller Informal Bid 143153-ORBC TRAFFICSPECIALIST $140,000.00 Operations &Maintenance Two Year Convenience Blanket PO forSmall On-Call Traffic Control Services10/01/25 - 09/30/27 GM Article 2,Section 2.2 (b)CARAHSOFTTECHNOLOGYCORPORATION $63,984.23 AdministrativeServices Blanket PO for Granicus AnnualSubscription 11/19/25 - 11/18/26 GSASchedule No. 47QSWA18D008F, inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesCOOPERMACHINERYSERVICES LLC $60,000.00 Operations &Maintenance Service PO to Repair Plant No. 1Cylinder Heads DIR Project ID:20250610011 Board Approved OEMSole Source List M.O. 8/23/2017, Item9 (B)COOPERMACHINERYSERVICES LLC $72,000.00 Operations &Maintenance Service PO for D.C.I on Plant No.1 E2Turbo Board Approved OEM SoleSource List M.O. 8/23/2017, Item 9 (B)COOPERMACHINERYSERVICES LLC $80,684.46 Operations &Maintenance Service PO for D.C.I of Turbo Engine 4Board Approved OEM Sole Source ListM.O. 8/23/2017, Item 9 (B)COOPERMACHINERYSERVICES LLC $137,850.96 Operations &Maintenance Purchase of twenty-three (23) EngineIgnitors Board Approved OEM SoleSource List M.O. 8/23/2017, Item 9 (B)DANCING COYOTEENVIRONMENTAL $95,670.00 EnvironmentalServices Service PO for Annelid TaxonomyTraining Specification No. CS-2025-701DXPENTERPRISES,INC.$108,230.74 AdministrativeServices Stock Item Purchase of one (1)Patterson Split Case Pump BoardApproved OEM Sole Source List M.O.2/26/2020DX, Item 13 (B)DXPENTERPRISES,INC.$119,090.00 AdministrativeServices Stock Item Purchase of Seepex JointPart Kits and Accessories BoardApproved OEM Sole Source List M.O.12/14/2016C, Item 12 (B)EVERON, LLC $95,000.00 AdministrativeServices Convenience Blanket PO forMaintenance and Repair of FireSystems for HQ, Plant No. 1, PlantNo.2, and Pump Stations As Needed11/1/25 - 10/31/26 GM Article 2,Section 2.2 (b)FLO-SERVICES,INC.$125,000.00 Operations &Maintenance Blanket PO for Emergency and UrgentPump Services at Various PumpStations Board Approved OEM SoleSource List M.O. 08/27/2025, Item 4(B)FLO-SYSTEMS,INC.$57,681.00 AdministrativeServices Stock Item Purchase of one (1)Fairbanks Morse Impeller Wear RingBoard Approved OEM Sole Source ListM.O. 8/28/2019, Item 3 (B)FLO-SYSTEMS,INC.$61,737.00 Operations &Maintenance Purchase of one (1) Wemco HorizontalPump Board Approved OEM SoleSource List M.O. 12/14/2016, Item 12(B)GEA MECHANICALEQUIPMENT US,INC.$50,120.14 AdministrativeServices Stock Item Purchase of two (2) GEA-Westfalia Heat Exchangers BoardApproved OEM Sole Source List M.O.09/23/2020, Item 12 (B)GEA MECHANICALEQUIPMENT US,INC.$72,445.30 Operations &Maintenance Service PO for Thickener #1 andThickener #3 Major Service DIRProject ID: 20250604092 BoardApproved OEM Sole Source List M.O.9/23/2020, Item 12 (B)GEA MECHANICALEQUIPMENT US,INC.$80,311.49 AdministrativeServices Stock Item Purchase Order for GEA-Westfalia Parts and Accessories BoardApproved OEM Sole Source List M.O.9/23/2020, Item 12 (B)GEA MECHANICALEQUIPMENT US,INC.$100,000.00 Operations &Maintenance Blanket PO for On-Call Maintenancefor P1 GEA Westfalia Thickening andDewatering Centrifuges DIR Project ID:20250603110 Board Approved OEMSole Source List M.O. 9/23/2020, Item12 (B)INSIGHT PUBLICSECTOR, INC.$61,869.63 AdministrativeServices Blanket PO for Garland TechnologiesPremier Technical Support 1/1/26 -12/31/28 OMNIA PARTNERS (COBBCOUNTY) IT PRODUCTS ANDSERVICES (#23-6692-03), inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesMACIAS GINI &O'CONNELL LLP $100,000.00 AdministrativeServices Blanket PO for Internal AuditingServices 10/14/2025 - 10/13/2026 w/Four (4) Optional One-Year RenewalPeriods Specification No. CS-2024-616MAXIM SECURITYSYSTEMS $100,000.00 AdministrativeServices Convenience Blanket PO forMaintenance and Repairs on CameraSystems 10/23/25 - 10/22/26 GMArticle 2, Section 2.2 (b)MAXIM SECURITYSYSTEMS $100,000.00 AdministrativeServices Blanket PO for Badge System andCard Access 10/23/25 - 10/22/26 GMArticle 2, Section 2.2 (b)MCKENNA BOILERWORKS, INC.$59,586.57 Operations &Maintenance Service PO for Partial Retube of P2CenGen Engine 1 DIR Project ID:20250603486 Informal Bid 142272-ORMERCURYASSOCIATES, INC.$98,515.00 AdministrativeServices Blanket PO for Fleet ConsultingServices OMNIA CONTRACTNUMBER 05-84, in Accordance withOrdinance OC SAN-61 Section 2.03(B) Cooperative PurchasesMERRIMACENERGY GROUP $149,000.00 AdministrativeServices Blanket PO for Merrimac Energy for thePurchase of Renewable Diesel Fuel1/9/26 - 1/8/28 MA NO. RCA-017-23010002 PRICING, in Accordancewith Ordinance OC SAN-61 Section2.03 (B) Cooperative PurchasesMICHAEL BAKERINTERNATIONAL,INC.$93,515.00 EnvironmentalServices Service PO for Technical Evaluation ofLocal Limits (TELL) Third Party ReviewInformal Bid 142909-ORMICROSOFTCORPORATION$132,001.30 AdministrativeServices Blanket PO for Microsoft UnifiedEnterprise Support Board ApprovedOEM Sole Source List M.O.12/14/2016, Item 12 (B)MISCO WATER $95,016.00 Operations &Maintenance Purchase of one (1) Fontaine-AquanoxStem and Drive Bushing BoardApproved OEM Sole Source List M.O.2/24/2021 Item 10 (B)NOV PROCESS &FLOWTECHNOLOGIESUS, INC $72,100.00 AdministrativeServices Stock Item Purchase of One (1)Complete Top Entry Mixer Informal Bid47014-OQNTH GENERATIONCOMPUTING INC $115,540.00 AdministrativeServices Fortinet Support Maintenance 1/11/26- 1/11/27 NCPA 01-154 Pricing, inAccordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesORANGE COUNTYSCAFFOLD, INC $149,000.00 Operations &Maintenance Convenience Blanket PO forScaffolding Services at Plant 1 andPlant 2 12/15/25 - 12/14/26 DIR ProjectID: 20250611552 GM Article 2, Section2.2 (b)OVIVO USA, LLC $73,551.00 Operations &Maintenance Purchase of three (3) Adapter PlatesPrimary Center Mast to Drive BoardApproved OEM Sole Source List M.O.2/26/2025, Item 12 (B)PAPE MATERIALHANDLING INC $81,178.00 AdministrativeServices Purchase of Articulating Boom LiftApproved CORF Budget FY 24/25Sourcewell Contract IS #020923-TER,in Accordance with Ordinance OC SAN-61 Section 2.03 (B) CooperativePurchasesPMWEB, INC.$72,875.00 AdministrativeServices Blanket PO for PMWeb Licenses BoardApproved OEM Sole Source List M.O.8/22/2018, Item 7 (B)QUINN POWERSYSTEMS $88,074.95 Operations &Maintenance Service PO for Service and Upgrade ofBay Bridge Generator Control SystemSourcewell Cooperative No. 092222-CAT, in Accordance with Ordinance OCSAN-61 Section 2.03 (B) CooperativePurchasesSCHENCK USACORP $99,999.00 Operations &Maintenance Purchase and Commissioning ofSchenck Balancing Machine ApprovedCORF Budget FY 25/26 Sole SourceJustification 2906 Reason: OEMEquipment/Part/ServiceSCHWING BIOSET $100,000.00 Operations &Maintenance Blanket PO for Hydraulic Parts &Services for Truck Loading andDewatering Hydraulic Units Dir ProjectID: 20250607998 Board ApprovedOEM Sole Source List M.O.12/14/2016, Item 12 (B)SOUTHERNCOUNTIESLUBRICANTS $55,050.00 Operations &Maintenance Purchase of 5,000 Gallons of Chevron5200 HDAX Low Ash 40 Informal Bid142065-ORSUPERIORELECTRIC MOTORSERVICE $75,000.00 Operations &Maintenance Convenience Blanket PO for Off-SiteMotor Repairs for Seal Beach PumpStation 11/1/25 - 10/31/26 GM Article 2,Section 2.2 (b)THE LAW OFFICEOF MEGANAMANDA MILLER $100,000.00 HumanResources Confidential Professional Services SoleSource Justification 2025-2912Reason: Unique Product/ServiceULTRASYSTEMSENVIRONMENTALINCORPORATED$57,452.00 AdministrativeServices Environmental Site Assessment forPhase 1 and Phase 2 of Euclid StreetProperty Sole Source Justification 2919Reason: Unique Product/ServiceVALLEYBACKFLOW INC.$75,000.00 AdministrativeServices Convenience Blanket PO for BackflowTesting and Repairs As Needed12/1/25 - 11/30/26 GM Article 2,Section 2.2 (b)VERNE SPLUMBING $75,000.00 AdministrativeServices Convenience Blanket PO for BackflowTesting and Repairs As Needed forPlant 1, Plant 2, HQ, and CollectionsSystems11/1/25 - 10/31/26 GM Article 2, Section 2.2 (b) WALTERS WHOLESALE ELECTRIC $70,408.59 Operations & Maintenance Purchase of two (2) Powerblocks Informal Bid 142512-OR XYLEM WATER SOLUTIONS USA, INC. $51,641.28 Administrative Services Stock Item Purchase of five thousand five hundred (5500) Diffuser Membrane Discs Board Approved OEM Sole Source List M.O. 8/28/2024, Item 7 (B) XYLEM WATER SOLUTIONS USA, INC. $70,949.35 Administrative Services Stock Item Purchase of eight thousand (8000) Diffuser Membrane Discs Board Approved OEM Sole Source List M.O. 8/28/2024, Item 7 (B) Additionally,in accordance with Board purchasing policies,Ordinance No.OC SAN-61,the General Manager has authority to approve and execute maintenance and repair Services Task Orders between $50,000 and $500,000.Below is a summary of General Manager approved maintenance and repair Services Task Orders,in amounts exceeding $50,000,for the second quarter of fiscal year 2025-26: Vendor Name Amount Department Description/Discussion BAKER ELECTRIC & RENEWABLES LLC $77,147.00 Operations & Maintenance 12 kV Transformer Preventative Maintenance and NETA Testing at Plant No. 2 Specification No. TOB- 2025-702 of Master Service Contract S-2024-1447BD-9 DIR Project ID: 20250605020 BIG SKY ELECTRIC, INC. $339,000.00 Operations & Maintenance Trickling Filter VFD Replacement (FR1- 0011)Specification No. TOB-2025-705 of Master Service Contract S-2024- 1447BD-10 DIR Project ID: 20250613090 FINANCIAL CONSIDERATIONS N/A ATTACHMENT The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: N/A Orange County Sanitation District Printed on 2/4/2026Page 7 of 7 powered by Legistar™ ADMINISTRATION COMMITTEE Agenda Report Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 File #:2026-4772 Agenda Date:2/11/2026 Agenda Item No:8. FROM:Robert Thompson, General Manager Originator: Jennifer Cabral, Director of Communications SUBJECT: LEGISLATIVE AFFAIRS UPDATE FOR THE MONTHS OF DECEMBER 2025 AND JANUARY 2026 GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Legislative Affairs Update for the months of December 2025 and January 2026. BACKGROUND The Orange County Sanitation District’s (OC San) legislative affairs program includes advocating for OC San’s legislative interests, sponsoring legislation (where appropriate), and seeking local, state, and federal funding for projects and programs. RELEVANT STANDARDS ·Maintain influential legislative advocacy and a public outreach program ·Build brand, trust, and support with policy makers and community leaders ·Maintain collaborative and cooperative relationships with regulators, stakeholders, and neighboring communities PROBLEM Without a strong advocacy program, elected officials may not be aware of OC San’s mission, programs, and projects, or how they could be impacted by proposed legislation. PROPOSED SOLUTION Continue to work with Local, State, and Federal officials to advocate for OC San’s interests and help identify, create, and monitor legislation and grants opportunities that would benefit OC San, the wastewater industry, and the community. To strengthen relationship building efforts, OC San will continue to engage elected officials through facility tours, one-on-one meetings, and outreach trips to Washington D.C. and Sacramento. Orange County Sanitation District Printed on 2/2/2026Page 1 of 3 OC6SAN ORANGE COUNTY SANITATION DISTRICT File #:2026-4772 Agenda Date:2/11/2026 Agenda Item No:8. RAMIFICATIONS OF NOT TAKING ACTION If OC San does not actively engage with Local,State,and Federal elected officials,legislation could be enacted that negatively impacts OC San and the wastewater industry.Additionally,lack of engagement may result in missed funding opportunities. ADDITIONAL INFORMATION Activities in December 2025: ·The State Legislature returned in December with bills being introduced through February.OC San staff and lobbyists are evaluating bills as they are introduced to determine whether a position is warranted and will bring recommended items to the Administration Committee for review, comments, and guidance as needed. Activities in January 2026: ·OC San staff attended the California Association of Sanitation Agencies (CASA)Winter Conference held in Indian Wells on January 14-16.While at the conference,OC San representatives participated in the State Legislative Committee and Federal Legislative Committee where they discussed current and upcoming bills and desired positions. Upcoming Activities in February: ·The Legislative Analyst’s Office reported that the November 2025 Cap-and-Invest auction generated about $844 million,below budget assumptions and down roughly $150 million from last year.Auctions resume in February 2026,and the results will be closely watched to determine whether Greenhouse Gas Reduction Fund revenues stabilize or remain below projections.February outcomes could influence mid-year budget adjustments and future funding availability. PRIOR COMMITTEE/BOARD ACTIONS N/A CEQA N/A FINANCIAL CONSIDERATIONS All items mentioned are included in OC San’s FY 2025-26 adopted Budget. Orange County Sanitation District Printed on 2/2/2026Page 2 of 3 powered by Legistar™ File #:2026-4772 Agenda Date:2/11/2026 Agenda Item No:8. ATTACHMENT The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: ·Federal Legislative Update ·Federal Matrix ·State Legislative Update ·State Matrix ·Local Legislative Update ·Presentation Orange County Sanitation District Printed on 2/2/2026Page 3 of 3 powered by Legistar™ 1 | P a g e TO: Orange County Sanitation District FROM: Eric Sapirstein DATE: January 23, 2026 SUBJECT: Washington Update Congress returned from its Christmas recess and convened the second and final session of the 119th Congress on January 4. In quick order, the House and Senate approved a second “minibus” spending bill, and the president has stated he will sign the bill. The measure, known as the Consolidated Appropriations bill funds core water programs for the remainder of fiscal year (FY) 2026 and avoids a potential shutdown of the U.S. Environmental Protection Agency (USEPA) on January 30 when the current stopgap spending bill expires. Meanwhile, the Administration continues implementing PFAS policies and preparing to defend in court its designation of PFAS as a hazardous substance under the Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA) as well as the drinking water standard of 4 parts per trillion. Most notably, is USEPA’s review of the draft risk assessment model for biosolids land application and California water supply. The following summarizes these issues. Efforts to Develop Minibus Spending Bill on Track for January Passage USEPA funding was reduced by 4 percent. The reduction is significantly lower compared with the Administration requested 23 percent cut. Under the agreement, the State Revolving Loan Fund (SRF) would receive $2.7 billion. The USEPA had requested $350 million and the agreed upon funding is effectively current year funding levels. The Water Infrastructure Finance Innovation Act (WIFIA), the low interest loan program, would be funded at $72 million an approximately $10 million reduction. Most other agency programs are set at FY 2025 levels that represent levels contained in the final Biden budget agreement. The Energy and Water Development spending bill that funds the U.S. Bureau of Reclamation’s (USBR) budget was also included in the minibus. USBR now has funding to continue implementation of water-related programs including water recycling and management of the federal water supply project (Central Valley Project) that delivers water to Southern California. This includes explicit directives -----= • -== ~ -. -.-.. . -·---·~ ---------------I ' 1,u.'"" ______________ _ .a..J.&. ,,..., ~ 2 | P a g e to support authorized water storage projects. Bay Delta program activities will also continue. This program receives a directed $32 million. PFAS Directives Contained in Spending Bills The USEPA spending bill included directives to the Agency to continue research into PFAS threats, as well as encouraging data collection to support improved PFAS biosolids regulation. Regarding regulation of PFAS and biosolids, the bill urges the agency to pursue research in collaboration with U.S. Department of Agriculture to ensure soil safety where biosolids land application is in use. It is important to note that when the Continuing Resolution was enacted last year, it included a final budget for the U.S. Department of Agriculture. As part of the spending bill, the Department is directed to continue monitoring lands impacted by PFAS. Also, they are directed to establish a PFAS Center of Excellence to examine PFAS issues of concern regarding agriculture and provide financial assistance to address PFAS economic impacts on farming operations. There were no directives to limit biosolids land application practices. Clean Water Act Reauthorization and Permit Reforms Efforts to address the renewal of the Clean Water Act’s SRF program and other expired provisions were expected to be marked up and move forward in the House Committee on Transportation & Infrastructure last year. However, several policy disagreements, including allowing private entities to access the clean water SRF and funding authorization levels for the SRF and WIFIA assistance programs, delayed committee action. We anticipate that the committee will consider the bill in the coming weeks. National Pollutant Discharge Elimination System (NPDES) permit reforms gained traction in the House. After several delays, the House passed the PERMIT Act (H.R. 3898), prior to recessing for the year. H.R. 3898 passage is important because it would direct USEPA and delegated states to issue ten-year NPDES permits to public agencies and businesses. This provision is different from prior legislative approaches that would have provided states with discretionary authority to issue permits “up to ten years” instead of a mandatory ten-year term that is provided in H.R. 3898. H.R. 3898 is pending before the Senate Committee on Environment and Public Works. This committee is developing a broad energy and environment permit reform proposal that reportedly addresses providing extended NPDES permit terms. If the Senate committee approves its permit reform measure, prospects for a final House-Senate compromise would be highly likely to pass later this year. As of this writing, the committee has not announced when a Senate bill might be considered. 3 | P a g e USEPA Issues Waters of the U.S. Rule USEPA published a proposed revised Waters of the U.S. (WOTUS) rule to comply with the U.S. Supreme Court decision that struck down prior WOTUS rulemakings. As issued, the wastewater facility exemption from WOTUS would be expanded from its current ponds and lagoons application to the entire wastewater treatment facility system. Water recycling facilities and groundwater recharge would also benefit. The rule excludes these activities as jurisdictional waters under WOTUS. A handful of issues, which include the definition of “wet season”, lack of a WOTUS stormwater exemption, and how ephemeral streams are defined due to geographic differences throughout the nation, are likely to be addressed by the agency prior to publication of the final rule in the coming weeks. Irrespective of the rule’s final elements, it is likely to be litigated. However, for OC San, the proposal would provide greater clarity on the application of which waters would be jurisdictionally covered under the Clean Water Act, eliminating the potential for additional regulatory burdens to be imposed upon OC San activities. ‘Do Not Flush’ Labeling Legislation The focus to advance “Do Not Flush” labeling legislation, that mirrors California’s labeling law, continues to be a bipartisan focus this congressional session. Last year, the Senate Committee on Commerce, Science and Transportation favorably amended and marked up the WIPPES Act, S. 1092. Since the amendments to S.1092 being technical and non-controversial in nature, the legislation maintained endorsement from the clean water sector, wipes industry, and environmental stakeholders. As a result, the focus this session will be to pass the amended S. 1092 out of the Senate, so that the differences between it and the House-passed WIPPES Act (H.R. 2269) can be reconciled to pass a final bill. Due to the legislation’s sustained bipartisan record in both the House and Senate, the likelihood of final passage remains optimistic. Last modified: 11/13/2025 at 04:25 PM EST OC San Federal Legislative Update January 2026 FEDERAL - 119TH CONGRESS S.1092 WIPPES Act High Priority Support Summary: S.1092 would direct the Federal Trade Commission to estabilsh federal "Do Not Flush" labeling requirements for nonflushable wet wipes packaging. The labeling requirements would be enacted one year after the bill's enactment. The bill mirrors California's state labeling law and is supported by clean water, industry, environmental advocates, and civil engineer stakeholders. House companion legislation is HR 2269. 03/24/2025Introduced: Sen. Jeff Merkley ORSponsor: Latest Actions: 09/19/2025 - Placed on Senate Legislative Calendar under General Orders. Calendar No. 166. 09/19/2025 - Committee on Commerce, Science, and Transportation. Reported by Senator Cruz with an amendment in the n... 05/21/2025 - Committee on Commerce, Science, and Transportation. Ordered to be reported with an amendment in the nat... Senate Commerce, Science and Transportation Committees: Committee S. 1092 provides a source control solution to the problem of the flushing of Why it matters: nonflushable wipes that will reduce costs associated with fixing damaged treatment infrastructure for wastewater utilities. The labeling requirements compliment existing "Do Not Flush" labeling state law. Senator Alex Padilla is an original co-sponsor. OC San continues to publicly support the effort and has sent support letters to the delegation this Congress. Outlook: S. 1092 has high potential to be passed by the Senate this Congress based on the Committee on Commerce, Science and Transportation's bipartisan markup of the bill earlier this Spring. The committee's action raises the possibility for S. 1092 will be considered on the Floor under Unanimous Consent FEDERAL - 119TH CONGRESS 0 ~SANI ORANGE COUNTY SANITATION DISTRICT • • H.R. 2269 WIPPES Act High Priority Support Summary: H.R. 2269 would direct the Federal Trade Commission to estabilsh federal "Do Not Flush" labeling requirements for nonflushable wet wipes packaging. The labeling requirements would be enacted one year after the bill's enactment. The bill mirrors California's state labeling law and is supported by clean water, industry, environmental advocates, and civil engineer stakeholders. Senate companion legislation is S. 1092. 03/21/2025Introduced: Rep. Lisa McClain MI-09Sponsor: Latest Actions: 06/24/2025 - Received in the Senate. 06/23/2025 - Motion to reconsider laid on the table Agreed to without objection. 06/23/2025 - On motion to suspend the rules and pass the bill Agreed to by voice vote. (text: CR H2852-2853) House Energy and Commerce CommitteeCommittees: H.R. 2269 provides a source control solution to the problem of the flushing Why it matters: of nonflushable wipes that will reduce costs associated with fixing damaged treatment infrastructure for wastewater utilities. The labeling requirements compliment existing "Do Not Flush" labeling state law. Rep. Lou Correa is a co-sponsor. OC San continues to publicly support the effort and has sent support letters to the delegation this Congress. Outlook: H.R. 2269 has high chances of passing the House this session. The legislation has been scheduled to be voted on under suspension on the House Floor the week of June 23. The Committee on Energy and Commerce's bipartisan markup of the bill also infer a bipartisan vote on the Floor. • • H.R. 3898 represents a comprehensive Clean Water Act permitting reform Why It Matters: bill. Key provisions: Outlook. The House is expected to consider H.R. 3898 this Fall. Passage is highly likely as many of the bill's provisions passed the House during the last Congress. This included ten year permits. FEDERAL - 119TH CONGRESS H.R. 2093 To amend the Federal Water Pollution Control Act with respect to permitting terms, and for other purposes. High Priority Support Summary: H.R. 2093 would amend the Clean Water Act's permitting provisions to allow for delegated states or USEPA to issue ten year National Permit Discharge Eliminate System (NPDES) permits. The bill, if enacted, would extend current terms from five years. 03/14/2025Introduced: Rep. Ken Calvert CA-41Sponsor: Latest Actions: 03/14/2025 - Referred to the Subcommittee on Water Resources and Environment. FEDERAL - 119TH CONGRESS H.R. 3898 PERMIT Act No Priority No Stance The PERMIT Act amends the Federal Water AI Summary: Pollution Control Act to streamline water quality standards, reduce regulatory burdens, clarify permitting terms, and improve federalism and efficiency in clean water permitting. 06/11/2025Introduced: Rep. Mike Collins GA-10Sponsor: Latest Actions: 07/02/2025 - Placed on the Union Calendar, Calendar No. 145. 07/02/2025 - Reported (Amended) by the Committee on Transportation and Infrastructure. H. Rept. 119-180. 07/02/2025 - POLITICO Pro - Republicans on the House Transportation and Infrastructure Committee Wednesday advanced a sweeping pack... House Transportation and Infrastructure Committee, Committees: House Transportation and Infrastructure Committee Water Resources and Environment Subcommittee mandated 10 year NPDES permits codification of exemption from WOTUS definition for wastewater and water storage facilities expedited review and approval of section 404 permit applications ten year general permits for dredge and fill activities with requirement for 2 year advanced notification if permit not to be renewed water quality certification reviews limited to project impacts on water quality 0 • • • • • • 0 • 03/14/2025 - Referred to the House Committee on Transportation and Infrastructure. 03/14/2025 - Introduced in House House Transportation and Infrastructure Committee, Committees: House Transportation and Infrastructure Committee Water Resources and Environment Subcommittee H.R. 2093 amends the NPDES permit term to align with the current project Why it matters: construction timeline realities for water utilities and help reduce costs associated with permit renewals for both utilities and state regulators. H.R. 2093 provides this while preserving existing permit reopener provisions to ensure environmental protections are upheld. Outlook: H.R. 2093 has the potential to advance this Congress. Committee majority staff support the bill's policy intent and has expressed the desire to pursue last year's Creating Confidence Clean Water Permitting Act (HR 7023)again this Congress, which included H. R. 2093's permit extension language. H.R. 7023 passed the House in the 118th Congress. The legislation would provide important protection to water and wastewater Why It Matters: agencies against third party litigation seeking to secure cost contributions for cleanups that involve PFAS contamination. Absent an explicit liability protection provision such agencies would be exposed to liability simply because an agency treated water and wastewater that contained PFAS chemicals and disposed of residuals and biosolids. FEDERAL - 119TH CONGRESS H.R. 1267 Water Systems PFAS Liability Protection Act High Priority Support The Water Systems PFAS Liability Protection Act AI Summary: exempts water and wastewater treatment facilities from CERCLA liability for releases of certain perfluoroalkyl and polyfluoroalkyl substances, provided they comply with applicable laws and regulations. 02/12/2025Introduced: Rep. Marie Gluesenkamp Perez WA-03Sponsor: Latest Actions: 02/12/2025 - Referred to the Subcommittee on Water Resources and Environment. 02/12/2025 - Referred to the Committee on Energy and Commerce, and in addition to the Committee on Transportation an... 02/12/2025 - Referred to the Committee on Energy and Commerce, and in addition to the Committee on Transportation an... House Energy and Commerce Committee, House Committees: Transportation and Infrastructure Committee, House Transportation and Infrastructure Committee Water Resources and Environment Subcommittee • • Outlook: H.R. 1267 represents a placeholder bill to address the water sector's concerns over the potential liability created by USEPA's designation of PFAS as a hazardous substance under CERCLA. Both the House and Senate committees with jurisdiction over CERCLA have expressed interest in addressing PFAS liability. However, any significant legislative activity is expected to await USEPA's recommendations on how to address passive receivers liability created by the PFAS designation. FEDERAL - 119TH CONGRESS H.R. 1265 To amend the Save Our Seas 2.0 Act to expand eligibility for certain wastewater infrastructure grants, and for other purposes. No Priority No Stance Summary: H.R. 1265 aims to expand eligibility for certain wastewater infrastructure grants under the Save Our Seas 2.0 Act12. This expansion would allow communities and projects to qualify for federal funding, which can be used to improve and modernize wastewater treatment facilities. By increasing access to these grants, the bill seeks to enhance the capacity of wastewater management systems to handle pollutants, reduce environmental impacts, and support public health. This could lead to more efficient and effective wastewater treatment processes, ultimately contributing to cleaner waterways and a healthier environment. 02/12/2025Introduced: Del. Eleanor Holmes Norton DC-At LargeSponsor: Latest Actions: 04/01/2025 - Referred to the Subcommittee on Water Resources and Environment. 02/12/2025 - Referred to the House Committee on Transportation and Infrastructure. 02/12/2025 - Sponsor introductory remarks on measure. (CR E120) House Transportation and Infrastructure Committee, Committees: House Transportation and Infrastructure Committee Coast Guard and Maritime Transportation Subcommittee, House Transportation and Infrastructure Committee Water Resources and Environment Subcommittee FEDERAL - 119TH CONGRESS H.R. 1285 Water Infrastructure Subcontractor and Taxpayer Protection Act of 2025 No Priority No Stance Summary: H.R. 1285 would amend the Water Infrastructure Finance and Innovation Act of 2014. The key points: Payment and Performance Security Requirements: The bill establishes new requirements for payment and performance security for projects funded under the act. Project Funding: Ensure that projects financed through the Water Infrastructure Finance and Innovation Act have adequate financial safeguards.H.R. 2093 would amend the Clean Water Act's permitting provisions to allow for delegated states or USEPA to issue ten year National Permit Discharge Eliminate System (NPDES) permits. The bill, if enacted, would extend current terms from five years 02/13/2025Introduced: Rep. Mike Bost IL-12Sponsor: 0 0 0 0 Latest Actions: 02/13/2025 - Referred to the Subcommittee on Water Resources and Environment. 02/13/2025 - Referred to the Committee on Transportation and Infrastructure, and in addition to the Committee on Ene... 02/13/2025 - Referred to the Committee on Transportation and Infrastructure, and in addition to the Committee on Ene... House Energy and Commerce Committee, House Committees: Transportation and Infrastructure Committee, House Transportation and Infrastructure Committee Water Resources and Environment Subcommittee FEDERAL - 119TH CONGRESS H.R. 2344 Water ISAC Threat Protection Act No Priority No Stance Summary: Would establish a program to enhance the preparedness and resilience of drinking water and wastewater systems against various threats. The bill's primary focus is on safeguarding these critical utilities from risks such as natural disasters, cyberattacks, and other vulnerabilities that could disrupt essential water services. 03/25/2025Introduced: Rep. Jan Schakowsky IL-09Sponsor: Latest Actions: 03/25/2025 - Referred to the Subcommittee on Water Resources and Environment. 03/25/2025 - Referred to the Committee on Transportation and Infrastructure, and in addition to the Committee on Ene... 03/25/2025 - Referred to the Committee on Transportation and Infrastructure, and in addition to the Committee on Ene... House Energy and Commerce Committee, House Committees: Transportation and Infrastructure Committee, House Transportation and Infrastructure Committee Water Resources and Environment Subcommittee FEDERAL - 119TH CONGRESS S. 857 Water Conservation Rebate Tax Parity Act No Priority No Stance Summary: Amends federal tax law so that homeowners would not need to pay income tax when they receive rebates from water utilities for water conservation and water runoff management improvements. S. 857. 03/05/2025Introduced: Sen. John Curtis UTSponsor: Latest Actions: 03/05/2025 - Read twice and referred to the Committee on Finance. 03/05/2025 - Introduced in Senate 0 0 0 0 Senate Finance CommitteeCommittees: FEDERAL - 119TH CONGRESS S. 1118 Water Intelligence, Security, and Cyber Threat Protection Act of 2025 No Priority No Stance Summary: S. 1118 would provide funding and additional access for clean water and wastewater utilities to become members of the Water Information Sharing and Analysis Center (WaterISAC). The WaterISAC is a critical source of information and best practices for water systems to protect against, mitigate, and respond to threats. House Companion bill H.R. 2344. Endorsed by American Water Works Association, Association of Metropolitan Water Agencies, National Association of Clean Water Agencies, National Association of Water Companies, and Water Environment Federation. 03/25/2025Introduced: Sen. Ed Markey MASponsor: Latest Actions: 03/25/2025 - Read twice and referred to the Committee on Environment and Public Works. 03/25/2025 - Introduced in Senate Senate Environment and Public Works CommitteeCommittees: FEDERAL - 119TH CONGRESS H.R. 3184 PFAS Alternatives Act No Priority No Stance The bill establishes a research and training AI Summary: program to develop and promote PFAS-free turnout gear for firefighters, supporting innovation in firefighter safety through grants and partnerships. 05/05/2025Introduced: Rep. Debbie Dingell MI-06Sponsor: Latest Actions: 05/06/2025 - Referred to the Subcommittee on Water Resources and Environment. 05/05/2025 - Referred to the Committee on Science, Space, and Technology, and in addition to the Committee on Transp... 05/05/2025 - Referred to the Committee on Science, Space, and Technology, and in addition to the Committee on Transp... House Science, Space and Technology Committee, Committees: House Transportation and Infrastructure Committee, House Transportation and Infrastructure Committee Water Resources and Environment Subcommittee 0 0 0 0 POLITICO PRO This report was created using POLITICO's Policy Intelligence Assistant. This report is for informational purposes only. The views and opinions presented do not necessarily reflect those of POLITICO LLC. CALIFORNIA ADVOCACY • FEDERAL ADVOCACY • GRANT WRITING Sacramento • Washington, D.C. Northern California• Central California• Southern California MONTHLY LEGISLATIVE UPDATE To: Orange County Sanitation District From Townsend Public Affairs Date: January 23, 2026 Subject: December - January Legislative Monthly Report STATE UPDATE California has entered the second year of its two-year legislative session, a pivotal period marked by impending changes in state leadership, including the anticipated transition from Governor Newsom’s administration. Following a turbulent 2025 defined by the Los Angeles wildfires, major California Environmental Quality Act (CEQA) reforms, and ongoing tensions with the federal government, the Legislature now turns to a 2026 session that presents just as many challenges. The State faces a growing budget deficit even as policymakers commit to advancing solutions on critical priorities such as housing, affordability, and public health. DEPARTMENT OF FINANCE DECEMBER 2025 BULLETIN The California Department of Finance released the December 2025 Finance Bulletin, pointing to generally stable economic conditions accompanied by stronger-than-expected General Fund revenue performance. At the national level, the U.S. unemployment rate increased to 4.6 percent in November, the highest level since September 2021, reflecting slower job growth and continued disruptions tied to the federal government shutdown. Employment gains for the year remain well below 2024 levels, with job growth concentrated largely in private education and health services. In California, labor market conditions continued to soften as the state’s unemployment rate rose to 5.6 percent in September, extending a series of job losses throughout 2025. While several sectors posted modest gains, including education, health services, leisure and hospitality, and government, those increases were offset by continued losses in professional services, manufacturing, and trade-related industries. These trends suggest ongoing pressure in sectors sensitive to higher interest rates and slower consumer demand. Despite these labor market headwinds, state revenue performance remained resilient. Preliminary General Fund agency cash receipts exceeded the Budget Act forecast by $454 million in November, driven primarily by stronger personal income tax collections. Withholding and estimated payments continued to outperform expectations, while refunds came in below forecast. On a cumulative basis since April, General Fund receipts are $9.1 billion above projections, providing a stronger near-term fiscal position than anticipated at the start of the fiscal year. TOWNSEND PUBLIC AFFAIRS WWW.TOWNSENDPA.COM Page 2 Overall, the bulletin indicates that California enters the first half of 2026 with a degree of fiscal cushion, but with economic indicators that warrant continued monitoring. Sustained strength in personal income taxes may help offset labor market softening in the near term, though prolonged employment weakness or further declines in consumer and business activity could place downward pressure on revenues later in the fiscal year. Budget pressures will have an impact on how the Legislature reacts to various policy proposals as well as on potential opportunities to secure funding for priority projects. These pressures could impact priorities important to OC San. CAP AND INVEST AUCTION REVENUES In its December 9 publication, the Legislative Analyst’s Office (LAO) reported preliminary results from the November 2025 Cap and Invest quarterly auction, noting that the California Air Resources Board (CARB) expects the state to receive approximately $844 million in revenue, to be deposited into the Greenhouse Gas Reduction Fund (GGRF). This figure is nearly comparable to the August auction results and slightly below the quarterly revenue assumption used in this year’s budget, which projected roughly $870 million per quarter. Compared to the auction this time last year, revenues dropped by approximately $150 million. If this trend continues, the LAO indicates that the total 2025-26 GGRF revenues could fall roughly $100 million below budget assumptions, potentially necessitating early or mid-year budget adjustments to discretionary allocations. The LAO highlights that if auction revenues continue at recent levels, the GGRF could generate around $3.4 billion in auction revenue in 2026-27, with an anticipated $600 million in interest income. Even with both revenue sources, total funds may fall short of the $4.3 billion statutory allocation, potentially creating funding gaps for program commitments. Auctions will resume in February and May of 2026. Looking ahead to the 2026-27 fiscal year, SB 840 (Limón) modifies the allocation of GGRF revenues, shifting some funding from a percentage-based to a fixed-dollar allocation and altering the funding sequence. Under the new statutory structure, the allocations approved by SB 840 would require roughly $4.3 billion annually to fully fund identified programs, discretionary appropriations, and administrative costs. In addition, statutory legislative intent expressed through SB 840 and AB 102 identifies up to $1.5 billion in potential discretionary uses, including support for fire protection costs, transit passes, climate innovation, and OC San priorities such as innovative biosolids management programs. GOVERNOR RELEASES 2026-27 BUDGET PROPOSAL On January 9, Department of Finance Director Joe Stephenshaw presented Governor Newsom’s final January Budget Proposal for the 2026-27 Budget, setting the stage for state funding negotiations with the Legislature. Revenue volatility, a modest deficit, federal policy uncertainty, and fiscal prudence were front and center as the Director indicated any major spending changes would be released with the May Revision once the State fully accounts for revenues and spending over the coming months. Page 3 During the Governor’s State of the State Address on January 8, he provided a preview of his January Budget with an optimistic outlook on progress towards shared goals of his Administration and the Legislature. This preview highlighted funding initiatives in education, workforce development, climate resilience, and a reauthorization of the CalCompetes Tax Credit for innovation and business growth in the state. Considering potential changes in revenue compared to projections, Director Stephenshaw reiterated that there would be no new adjustments or significant discretionary spending increases. The majority of new expenditures are driven by constitutional requirements due to increased revenue in the budget year. The Director indicated Governor Newsom would present the May Revision, as it would be his final budget presentation during his tenure as Governor and would more accurately reflect the state’s fiscal positioning. Key Themes and Budget Highlights: Total spending under the Governor’s proposed budget is $348.9 billion, including $248.3 billion from the General Fund. Because the budget projects revenues of $42.3 billion above the 2025– 26 Budget Act across the 2025–26 and 2026–27 budget window, the State Constitution triggers additional required allocations. These include increased funding under Proposition 98, which establishes minimum funding levels for K–14 education, and contributions under Proposition 2 to the Public School System Stabilization Account, the state’s constitutional rainy-day fund for schools and community colleges. A modest deficit of $2.9 billion is projected for the 2026–27 budget year, driven largely by increases in constitutionally and statutorily required spending. Director Stephenshaw noted that the shortfall is largely addressed by reducing planned deposits to the Budget Stabilization Account in the 2025–26 fiscal year. Last November, the Legislative Analysts Office (LAO) projected a $17.6 billion deficit – a nearly $15 billion contrast to the Governor’s estimates. Director Stephenshaw noted the difference is accounted for mostly by the LAO’s broader economic outlook, anticipating a sharper decline in stock market performance, driving down state revenues. To prepare for anticipated future deficits and ongoing revenue volatility, the proposed budget increases total state reserves to $23 billion, including an approximately $3 billion deposit to the rainy-day fund, while suspending a scheduled $2.8 billion deposit in 2025–26. This adjustment accounts for nearly the entire projected deficit. The Director emphasized that the budget solution avoids new taxes or programmatic cuts and generally maintains prior investment levels. Despite this approach, significant fiscal risks remain as the state moves toward finalizing the budget. Stock market volatility, particularly within the technology sector and emerging artificial intelligence (AI) industries, combined with uncertainty surrounding federal policy, including the potential impacts of tariffs and restrictive monetary policy, could affect revenue performance. This fiscal uncertainty could impact priorities important to OC San. Page 4 WATER As California continues to face increasingly severe weather extremes, including droughts, floods, and rising temperatures, the Administration has sought to build more resilient water systems through targeted climate investments. While overall natural resources funding is significantly reduced in the proposed budget, several adjustments are included to support water resilience statewide: • $9.5 million in ongoing General Fund support for the Department of Water Resources to maintain 24-hour river forecasting and snow course measurement activities that are critical to water supply forecasting. This funding offsets recent federal reductions in these areas. • $14 million one-time General Fund for the Department of Water Resources Delta Levees Program to support mitigation activities required for the implementation of levee safety projects in the Delta. CLIMATE CHANGE With respect to climate, natural resources, and infrastructure, the Budget maintains prior-year commitments rather than introducing new large-scale initiatives. Since 2019, the state has committed $39.1 billion to climate-related investments, including clean energy, transportation, wildfire resilience, and climate adaptation projects. The Administration emphasizes implementation and delivery of these investments. This budget continues these commitments and initiatives on the heels of the reauthorization of the Cap-and-Invest program to allocate funds to the Greenhouse Gas Reduction Fund, broken down into three tiers in order of funding priority: Tier 1: Manufacturing Tax Credit, State Operations, State Responsibility Area Backfill, and the Legislative Counsel Climate Bureau. Tier 2: $1 billion for High-Speed Rail and $1 billion for discretionary funding. Of the $1 billion in discretionary funding, $250 million is reserved in 2026-27 for various investments identified in SB 840. The remaining $750 million from the $1 billion in discretionary funding supports the CAL FIRE General Fund backfill and could potentially support OC San priorities such as innovative biosolids management programs. Tier 3: Previous percentage-based continuous appropriations are now capped dollar amounts, with proportionately related allocations that adjust downwards as necessary to ensure Tiers 1 and 2 are fully funded. Page 5 Climate Bond Continuing the rollout of funding from the 2024 Climate Bond, the Governor’s Budget proposes to allocate $2.1 billion in 2026-27 for projects that protect communities and natural resources from the impacts of climate change. Out of this amount, $314 million will be dedicated to wildfire and landscape resilience through local fire prevention grants, fire resilience, and risk reduction projects. The Safe Drinking Water, Drought, Flood, and Water Resilience category receives the largest allocation from the bond to support infrastructure to improve drinking water quality, increase water supply reliability, recharge groundwater, protect against drought, and fortify flood control systems. For wildfire and forest resilience, bond funding is dedicated to reducing wildfire risk and improving forest health, particularly in areas vulnerable to catastrophic fire. Coastal Resilience funding supports projects along California’s coast that guard against sea level rise, coastal flooding, and erosion. Grants may be directed toward wetland and dune restoration, shoreline stabilization, and bay shoreline flood management. It also provides resources to support local planning efforts, enabling coastal communities to update their hazard mitigation plans. Below is a more detailed chart of the Climate Bond Expenditure Plan: CLIMATE BOND EXPENDITURE PLAN Investment Category Bond Allocation 2026-27 Proposed Safe Drinking Water, Drought, Flood & Water Resilience $3.8 billion $792 million Wildfire & Forest Resilience $1.5 billion $314 million Coastal Resilience $1.2 billion $107 million Extreme Heat Mitigation $450 million $241 million Biodiversity & Nature Based Solutions $1.2 billion $199 million Climate Smart Agriculture $200 million $89 million Outdoor Access $700 million $35 million Clean Air & Energy $850 million $326 million Total $10 billion $2.1 billion OC San State Bills of Interest BILL AUTHOR SUMMARY LATEST ACTION OC SAN POSITION LEGISLATIVE PLAN OTHER POSITIONS AB 259 Rubio [D]The Ralph M. Brown Act, requires, with specified exceptions, that all meetings of a legislative body, as defined, of a local agency be open and public and that all persons be permitted to attend and participate. Current law, until January 1, 2026, authorizes the legislative body of a local agency to use alternative teleconferencing if, during the teleconference meeting, at least a quorum of the members of the legislative body participates in person from a singular physical location clearly identified on the agenda that is open to the public and situated within the boundaries of the territory over which the local agency exercises jurisdiction, and the legislative body complies with prescribed requirements. Current law requires a member to satisfy specified requirements to participate in a meeting remotely pursuant to these alternative teleconferencing provisions, including that specified circumstances apply. Current law establishes limits on the number of meetings a member may participate in solely by teleconference from a remote location pursuant to these alternative teleconferencing provisions, including prohibiting such participation for more than 2 meetings per year if the legislative body regularly meets once per month or less. This bill would extend the alternative teleconferencing procedures until January 1, 2030. Two-Year Bill, on the Inactive File Watch Legislative and Regulatory Policies: Special Districts - Oppose further state regulations that adversely impact special district financing, operations, and administration. ACC-OC - NYC LOCC - Support CASA - Support CSDA - Sponsor ACWA - Support AB 405 Addis [D]The State Air Resources Board must establish regulations by July 1, 2025, for major businesses (annual revenue above $1 billion) operating in California to disclose their greenhouse gas emissions. By 2026, they must report Scope 1 and 2 emissions, and by 2027, Scope 3 emissions as well. This bill, the Fashion Environmental Accountability Act of 2025, focuses on fashion sellers, requiring them to adhere to environmental due diligence by eliminating regulated chemicals in their products and setting greenhouse gas reduction targets. Beginning July 1, 2027, fashion sellers must annually submit an Environmental Due Diligence Report. By 2028, they can’t sell products with regulated chemicals above permitted levels. Non-compliance could lead to penalties or legal actions. Lastly, penalties collected will support environmental projects through a newly established fund, the Fashion Environmental Remediation Fund. Two-Year Bill; Scheduled to be heard in the Assembly Appropriations Committee on January 22, 2026 Watch State Priorities: Source Control - Support legislation and/or regulations that restrict the non-essential use of microplastics and contaminants of emerging concern in any product that is disposed or has the potential to be introduced into the sanitary sewer system. ACC-OC - NYC LOCC - NYC CASA - Work with Author CSDA - NYC ACWA - NYC AB 643 Wilson [D]This bill would authorize a local jurisdiction to include organic material used as a beneficial agricultural amendment towards its recovered organic waste procurement target if the material is processed at a facility authorized by the department using specified approved technologies, and if the material is licensed for end use as an agricultural fertilizer by the Department of Food and Agriculture. Two-Year Bill; Scheduled to be heard in the Assembly Appropriations Committee on January 22, 2026 Watch Legislative and Regulatory Policies: Special Districts - Oppose further state regulations that adversely impact special district financing, operations, and administration. ACC-OC - NYC LOCC - Watch CASA - Support in concept CSDA - Watch ACWA - NYC Proposed Legislation 2026 High Priority OC San State Bills of Interest BILL AUTHOR SUMMARY LATEST ACTION OC SAN POSITION LEGISLATIVE PLAN OTHER POSITIONS AB 647 M. Gonzalez [D]This bill would require a proposed housing development containing no more than 8 residential units that is located on a lot with an existing single-family home or is zoned for 8 or fewer residential units to be considered ministerially, without discretionary review or hearing, if the proposed housing development meets certain requirements, including, among other requirements, that the proposed housing development dedicates at least one residential unit to deed-restricted affordable housing to households making at or below 80% of the area median income, as specified. The bill would prohibit a local agency from applying any development standard that will have the effect of physically precluding the construction of a housing development that meets those requirements, as specified, and from imposing on a housing development subject to these provisions any objective zoning standard or objective design standard that meets certain criteria, including imposing any requirement that applies to a project solely or partially on the basis that the housing development receives approval pursuant to these provisions. Two-Year Bill; Scheduled to be heard in the Assembly Appropriations Committee on January 22, 2026 Watch Legislative and Regulatory Policies: Special Districts - Oppose further state regulations that adversely impact special district financing, operations, and administration. ACC-OC - NYC LOCC - Oppose CASA - NYC CSDA - NYC ACWA - NYC Legend: ACC-OC - Association of California Cities, Orange County LOCC - League of California Cities NYC - Not Yet Considered CASA - California Association of Sanitation Agencies ACWA - Association of California Water Agencies CSDA - California Special Districts Association 1 | P age TO: Orange County Sanitation District FROM: Whittingham Public Affairs Advisors DATE: January 23, 2026 SUBJECT: Local Legislative Report Following are a few of the more notable developments and issues that have transpired in Orange County over the last several weeks: • The proposed Waste Infrastructure System Enhancements (WISE), Organic Services, and Disposal Fees and Rates Agreements between the County of Orange and a coalition of cities and sanitation districts will come before the Board of Supervisors at the January 27 meeting. Upon approval by the Board of Supervisors, each jurisdiction will work to complete their respective Prop 218 hearings prior to the new fees going, which goes into effect July 1, 2026. The tiered rates for the WISE agreements will start at $67/ton in FY 26-27, increasing to $74/ton in 27-28, $81/ton in 28-29, and $81 + Consumer Price Index in the fourth year. • Phase II of Orange County’s Climate Action Plan (CAP), a comprehensive roadmap detailing potential projects and programs to reduce greenhouse gases and other emissions from various sources, will also come to the Board of Supervisors on January 27. Key initiatives within the CAP included increasing stormwater capture and infiltration, reducing the amount of organic waste going to landfills by 75 percent and improving edible food recovery by 20 percent, and exploring the feasibility of regional anaerobic digestion and conversion technology facilities. The County is required to have a completed CAP in order to apply for and secure Proposition 4 grants for the targeted programs. • The Cypress City Council voted 3-1 to appoint resident Rachel Strong to the at- large council seat vacated by former Council Member Scott Minikus. The appointment came after the individual first selected to the seat withdrew from the process. This prompted the City Council to convene on November 30, 2025, with a publicly noticed special meeting, which was the legal deadline to fill the vacancy. Council Member Strong will fill out the remainder of the District 5 seat term, through November 2026. Former Irvine City Manager Sean Joyce continues to serve as the City’s Interim City Manager as they continue their recruitment process. PUBLIC AFFAIRS ADVISORS 2 | P age • The new year brought several city leadership changes across Orange County. The Costa Mesa City Council officially appointed Cecilia Gallardo-Daly as City Manager. Bob Wingenroth—formerly the Anaheim City Manager and Finance Director for Huntington Beach—was unanimously selected as City Manager of Laguna Hills after most recently serving in Surprise, Arizona. In addition, Seimone Jurjis and Kelly Reenders assumed City Manager roles in Newport Beach and Dana Point, respectively. • The Moulton Niguel Water District Board of Directors appointed Laguna Niguel resident Brian Parker to fill the vacancy created by the resignation in late November of longtime Board member Duane Cave. Mr. Parker has a long career in the petrochemical industry and most recently served as a member of the 2023-2024 Orange County Grand Jury, co-authoring the report, “Emerging Opportunities in South County Water/Wastewater Systems.” • Seal Beach city officials have taken a key step to finding a solution to the river of trash from urban inland cities that flows down the San Gabriel River every time it rains, onto the beach and into the ocean where Orange County and Los Angeles County meet. The City of Seal Beach has entered into a memorandum of understanding with Los Angeles County, and a study performed by an outside consultant provides a variety of potential solutions and the related costs. The use of trash interceptors with floating booms got the highest scores but would also be the most expensive option, according to the report, with an estimated cost to install one between $4-$7 million, with an annual maintenance and operating cost of $400,000 to $750,000. • Aliso Viejo City Manager Mitzi Ortiz passed away suddenly on December 22. Ms. Ortiz served as the City Clerk for roughly ten years before being appointed to the City Manager in August of 2024. City Finance Director Ann Eifert will serve as Acting City Manager pending City Council determination on the path forward. • Paul Mesmer, longtime member of Surfside Colony Community Services District Board of Directors and the Independent Special Districts of Orange County Executive Committee, passed away suddenly in early January. As part of our scope of work, Whittingham Public Affairs Advisors has continued to monitor the various City Council agendas and highlighted issues and items of relevance to OC San. We also continue to monitor activities at the South Coast Air Quality Management District, Orange County Water District, and South Orange County Wastewater Authority. It is a pleasure to work with you and to represent the Orange County Sanitation District. Sincerely, Peter Whittingham ~ 1/30/2026 1 OC San Administration Committee Update February 11, 2026 2026 Legislative Session: Priority Issues Slide 2 Governor’s January Budget: $2.9 Billion Deficit 2024 Climate Bond $2.1 Billion Proposed Allocation Cap and Invest 1 2 TOWNSEND PUBLIC AFFAIRS WWW.TOWNSENDPA.COM 1/30/2026 2 2026 Legislative Session: State Budget Picture Slide 3 $348.9 Billion in Total Spending $2.8 Billion suspension of “true up” in the Rainy Day Fund No New Taxes Proposed $42.3 Billion in revenues above projections $14.4 Billion remaining in the Rainy Day Fund May Revision to make larger budget decisions 2026 Legislative Session Timeline Slide 4 January 5: Reconvene February 20: Bill introduction deadline March & April:Policy committees meet May & June: Appropriations and house of origin deadline June & July:Second house policy committees meet July:Summer recess August 31: End of session September 30:Deadline for the Governor to act on bills LEGISLATION January: Governor’s preliminary budget proposal released January – April: Advocacy on funding priorities May: May Revision released June: Budget Act signed into law June & August:Budget clean-up legislation BUDGET 3 4 ■ ■ ■ ■ 1/30/2026 3 2026 Legislative Session: Climate Bond Slide 5 CLIMATE BOND EXPENDITURE PLAN 2026-27 ProposedBond AllocationInvestment Category $792 million$3.8 billionSafe Drinking Water, Drought, Flood & Water Resilience $314 million$1.5 billionWildfire & Forest Resilience $107 million$1.2 billionCoastal Resilience $241 million$450 millionExtreme Heat Mitigation $199 million$1.2 billionBiodiversity & Nature Based Solutions $89 million$200 millionClimate Smart Agriculture $35 million$700 millionOutdoor Access $326 million$850 millionClean Air & Energy $2.1 billion$10 billionTotal Cap and Invest Slide 6 The Legislative Analyst’s Office highlights that the GGRF could generate around $3.4 billion in auction revenue in 2026-27, with an anticipated $600 million in interest income. Total funds may fall short of the $4.3 billion statutory allocation, potentially creating funding gaps for program commitments. Impacts of SB 840 (Limon) on discretionary revenues 5 6 2/4/2026 4 Slide 7 Cori Takkinen Vice President & CEO CTakkinen@TownsendPA.com California Advocacy | Federal Advocacy | Grant Writing www.TownsendPA.com | (949) 399-9050 Eric O’Donnell Director EODonnell@townsendpa.com Townsend Public Affairs 7 ADMINISTRATION COMMITTEE Agenda Report Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 File #:2026-4661 Agenda Date:2/11/2026 Agenda Item No:9. FROM:Robert Thompson, General Manager Originator: Lorenzo Tyner, Assistant General Manager SUBJECT: ENCROACHMENT AGREEMENT AT 1820 E. 1ST STREET, SANTA ANA, CA 92705 GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Recommend to the Board of Director to: A. Approve and authorize the General Manager to execute an Encroachment Agreement with 1820 East 1st Street LLC, a Delaware limited liability company, for the installation of a walkway, fencing, and landscaping at 1820 E. 1st Street, Santa Ana, CA 92705, in a form approved by General Counsel; and B. That the Clerk of the Board is hereby authorized and directed to record said Agreement in the official records of the Orange County Clerk-Recorder’s Office. BACKGROUND 1820 East 1st Street LLC, a Delaware limited liability company,is seeking an Encroachment Agreement for the installation of a walkway, pavement, fencing, and shrubbery located on the Easterly boundary of the property (refer to Exhibit B depicting the above-mentioned scope of work). The affected property is located within an existing easement in favor of Orange County Sanitation District (OC San), and this request is to extend the landscaped area currently within the boundary. OC San will require permanent and immediate access to the affected property to perform routine and emergency maintenance and repairs to OC San’s improvements within the Sewer Line Easement. OC San is willing to allow the Encroachment to remain in the affected property and for Tenant, Landlord, andOwner (asapplicable) to haveaccessto the affected property, subject to the terms and conditions of this Agreement. RELEVANT STANDARDS ·Protect OC San assets ·Maintain collaborative and cooperative relationships with regulators, stakeholders, and neighboring communities ·Operate and maintain facilities to minimize impacts on surrounding communities, including odor, noise, and lighting Orange County Sanitation District Printed on 2/4/2026Page 1 of 2 OC6SAN ORANGE COUNTY SANITATION DISTRICT File #:2026-4661 Agenda Date:2/11/2026 Agenda Item No:9. PROBLEM Proposed property improvements by the underlying property owner will require OC San to grant use of its easement as part of the overall property rehabilitation plan. PROPOSED SOLUTION Approve the Encroachment Agreement. TIMING CONCERNS N/A RAMIFICATIONS OF NOT TAKING ACTION Easement access will be challenging as the revised landscaping plan addresses proper access. PRIOR COMMITTEE/BOARD ACTIONS November 1972 -Adopted Resolution No.72-151-7,authorizing acceptance of Grant of Easement from Esther Havens,et al,for a permanent easement relative to construction of West Relief Trunk Sewer,Reaches 19,20 and 22,Contract No.7-5-1R,for a total amount of $12,000.00;and authorized execution of a temporary working license agreement in connection with construction of said contract, for a total amount not to exceed $1,827.00, as recommended by the General Counsel. CEQA N/A ATTACHMENT The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: ·Encroachment Agreement Orange County Sanitation District Printed on 2/4/2026Page 2 of 2 powered by Legistar™ 55880.00700\44412039.5 Page 1 of 11 RECORDING REQUESTED BY AND WHEN RECORDED MAIL TO: Orange County Sanitation District Attn: Kelly Lore, Clerk of the Board 18480 Bandilier Circle Fountain Valley, CA 92708 SPACE ABOVE THIS LINE FOR RECORDER’S USE ONLY Documentary Transfer Tax Exempt Under Revenue and Taxation Code Section 11922 Recording Fee Exempt Under Government Code Sections 6103 and 27383 ENCROACHMENT AGREEMENT Date: February 27, 2026 Easement and Right-of-Way Owner (as “Permittor” or “OC San”): ORANGE COUNTY SANITATION DISTRICT, A CALIFORNIA SPECIAL DISTRICT, as successor to ORANGE COUNTY SANITATION DISTRICT No 7, A CALIFORNIA SPECIAL DISTRICT Name of Property Owner (“Permittee”): 1820 EAST 1ST STREET LLC, a Delaware limited liability company OC San and Permittee enter into this Encroachment Agreement as of the date indicated above for the property described below and pursuant to the terms and conditions provided as follows: Assessor’s Parcel Number(s) of Property: 402-211-08 Street Address of Property (“Property”): 1820 E. 1st Street, Santa Ana, CA 92705 Description of Encroachment(s) (“Encroachment”): Installation of walkway, pavement, fencing and shrubbery located on the Easterly boundary of the property. Please refer to Exhibit B depicting the above-mentioned scope of work as more particularly depicted on Exhibit A attached hereto and incorporated herein by reference. Location of Encroachment(s) (“Affected Property”): An easement area over a portion of the Property (TR24 Lot 2 and Lot 4 PORS of Lots, Orange) Deposit Amount (“Deposit”) (if required): N/A Form of Financial Responsibility (if required): Provide a copy of commercial general liability insurance policy with this Agreement. Minimum Limits of Liability Insurance required: Permittee shall obtain and maintain insurance in forms and amounts required herein. A minimum of not less than one million ($1,000,000.00) bodily injury and property damage must be maintained at all times. 55880.00700\44412039.5 Page 2 of 11 1. Agreement Terms and Conditions: The Orange County Sanitation District (“OC San”) permits the Permittee to construct, maintain, use, repair, replace and operate the Encroachment on the Affected Property as expressly described in this Encroachment Agreement (this “Agreement”) and subject to all terms and conditions contained herein. 2. OC San’s Interest in the Property: Permittee desires to maintain, use, and operate the Encroachment on the Affected Property, which is an easement area in favor of OC San encumbering a portion of the Property owned by the Permittee, which Property is more particularly described on Exhibit A attached hereto and incorporated herein by reference. OC San has easement rights in and to the Affected Property for, among other purposes, the operation and maintenance of its sewer line. OC San is willing to allow the Encroachment to remain on the Affected Property subject to all the terms of this Agreement. 3. Maintenance of Encroachment: The Encroachment shall remain the personal property of the Permittee, and OC San shall have no obligation to monitor the use of, or to maintain, the Encroachment. The Permittee specifically acknowledges and agrees that the rights granted to the Permittee under this Agreement impose a duty on the Permittee to OC San to maintain the Encroachment and the Affected Property in a reasonably safe condition. The Permittee, therefore, agrees to keep and maintain the Encroachment and the Affected Property in good order and repair, reasonable wear and tear excepted, at the Permittee’s sole cost and expense and subject to the following conditions: a. Fencing and Landscaping – Permittee’s duty to maintain shall include, but is not limited to, periodic pruning and care off all landscaping and fencing material installed in, on or adjacent to the Affected Property. b. No Notice Required – Permittee’s duty to keep, maintain, and repair the Encroachment and the Affected Property shall be exercised and performed without regard to whether OC San has notified the Permittee of the need for such repairs or maintenance or whether OC San has performed repairs or maintenance of the Encroachment or the Affected Property in the past. c. Failure to Maintain – Permittee’s failure to comply with the requirements and obligations of this Paragraph, or the performance of such obligations in a negligent manner, shall constitute a material breach of this Agreement and shall further constitute negligence and shall make the Permittee fully liable to the general public, any private party, or OC San if the Permittee’s negligence under this paragraph is a proximate cause of any injury or damage. d. Breach - Permittee’s failure to comply with the requirements and obligations of this Paragraph within fourteen (14) days after receiving written notice from OC San shall constitute a material breach of this Agreement. In the event of such a breach, OC San may, but is not obligated to, pursue either of the following courses of action: i. Enter the Affected Property to conduct reasonable maintenance, the costs of which shall be Permittee’s sole responsibility. Permittee hereby authorizes OC San to record a lien against the Affected Property if Permittee fails to deliver payment within fourteen (14) days after receiving a request for repayment from OC San. 55880.00700\44412039.5 Page 3 of 11 ii. Terminate this Agreement subject to the provisions of Paragraph 6 below. This may include, but is not limited to, removal of all Encroachments on the Affected Property at Permittee’s sole cost and expense. 4. Other Approvals: Permittee shall obtain all necessary authorizations and permits from appropriate municipalities and agencies before installing, constructing, or modifying the Encroachment. Permittee shall maintain the Encroachment in strict compliance with the terms and conditions of (i) this Agreement, and (ii) all other permits or authorizations necessary to construct, maintain, or operate the Encroachment. 5. No Expansion or Relocation: Permittee shall not expand, intensify, increase, or in any way modify the Encroachment without first securing a new or amended encroachment permit, an amendment to this Agreement, or a new encroachment agreement from OC San. Except as expressly permitted by this Agreement, Permittee shall immediately remove, and refrain from subsequently reinstalling or reconstructing, all improvements, structures, or equipment located on the Affected Property. 6. Termination: The rights granted under the Agreement may be terminated by the OC San at any time by giving thirty (30) days’ written notice to Permittee at Permittee’s last known address, specifying in said notice the date of termination. In the event OC San reasonably determines that the Encroachment is an immediate risk to the public health or safety, or that the Encroachment interferes with a need by the OC San for emergency access which is required to maintain or repair OC San’s facilities within the Affected Property, the rights granted under this Agreement may be terminated immediately and without prior notice. In such an event, OC San shall provide Permittee with written notice of the basis for the termination in its notice of election to terminate. Nothing in this Paragraph shall be construed as limiting the ability of OC San to maintain, remove, repair, renew, replace, or enlarge public improvements in the Affected Property, as provided in Paragraph 7 of this Agreement. Upon termination of the rights provided under this Agreement, OC San shall refund any unused portion of the Deposit. 7. OC San Access: In the event OC San should be required to enter the Affected Property to exercise its primary rights associated with the Affected Property, including but not limited to the maintenance, removal, repair, renewal, replacement, or enlargement of existing or future sewer facilities, OC San may remove all or portions of the Encroachments as required. Under such circumstances, OC San shall provide written notice to the Permittee of OC San’s intent to accomplish such work. Upon receiving at least 24-hour notice from OC San, the Permittee shall remove the Encroachment by the deadline specified in the notice and refrain from replacing or reinstalling the Encroachment until OC San’s work is complete, and OC San shall notify Permittee upon completion of such work. Advance notice of any work OC San reasonably believes is necessary to resolve an emergency situation is not required under this Agreement. The Permittee shall be responsible for and pay all costs necessary to arrange for the removal of the Encroachment, if required, and for the costs of the renewal, replacement, or restoration of the Affected Property upon the Permittee’s removal of the Encroachment. In the event of an emergency situation or if the Permittee refuses or fails to remove the Encroachment or otherwise perform any of the Permittee’s obligations under this Agreement, then the Permittee shall reimburse OC San for any actual, out-of-pocket, reasonable, documented costs OC San incurs in removing the 55880.00700\44412039.5 Page 4 of 11 Encroachment and/or renewing, replacing, or restoring the Affected Property, and in partial satisfaction of the Permittee’s obligation, OC San may withdraw funds from the Deposit, if any, and apply the same to amounts owed by the Permittee hereunder. 8. Breach: In the event Permittee breaches any material provision of this Agreement, OC San may terminate this Agreement as provided in Paragraph 6 of this Agreement. If OC San elects to terminate this Agreement due to Permittee’s breach, Permittee shall, at Permittee’s sole cost and expense, promptly cause the Encroachment to be removed and the Affected Property appropriately renewed, replaced, or restored. In the event Permittee refuses or fails to remove the Encroachment or otherwise perform any of Permittee’s obligations under this Paragraph, then the Permittee shall promptly reimburse OC San for its actual, out-of-pocket, reasonable, documented costs incurred in removing the Encroachment, or any portion thereof, and/or renewing, replacing, or restoring the Affected Property. OC San may withdraw funds from the Deposit, if any, in partial satisfaction of Permittee’s obligation under this Paragraph. The rights of OC San under this Paragraph are in addition to any and all rights OC San may have under Paragraphs 9 and 10 of this Agreement. Except to the extent caused by the negligence or willful misconduct of OC San or OC San’s employees, contractors, or agents, OC San shall not be responsible for any damages to the Permittee as a result of OC San performing any work that was the obligation of the Permittee under the provisions of this Agreement, including, but not limited, to, damages. 9. Default: In the event of a default by either party to this Agreement, the non-defaulting party shall have available all remedies at law or equity. Such remedies shall be cumulative and not exclusive of one another, and the exercise of any one or more of said remedies shall not constitute a waiver or election with respect to any other available remedy. 10. OC San Indemnification: Permittee agrees to and shall indemnify, defend, and hold OC San, and OC San’s officers, agents, employees, and representatives, harmless from and against any and all actual, documented, reasonable, out-of-pocket loss, damage, liability, claims, suits, costs, and expenses whatsoever, including reasonable attorneys’ fees, regardless of the merit or outcome of any such claim or suit arising from or in any manner connected with installation, construction, maintenance, use, or operation of the Encroachment or the Affected Property, regardless of whether OC San reviewed and approved any plans or inspected any work or improvement, including the Encroachment. Permittee also agrees to post and maintain Liability Insurance in the form and amounts specified above, if any, while the Encroachment is located on the Affected Property. 11. Financial Security: If a form and amount of Financial Security are indicated above, then Permittee shall provide reasonable evidence of such Financial Security in the form and in the amount as specified above. Such evidence of Financial Security shall be in a form and content reasonably approved by OC San’s General Counsel, and in the event such evidence of Financial Security is in the form of insurance, OC San shall be named, by written endorsement, as an additional insured. [Note: an ACORD form alone is not adequate evidence that the insurance policy has been endorsed. An endorsement must be issued and approved by the insurance company.] If required, Financial Security shall be provided for the duration of the Agreement, and one form of Financial Security may be substituted for another provided the replacement is first approved by OC San's General Counsel. Notwithstanding the foregoing, Permittee shall not allow any lapse in any Financial 55880.00700\44412039.5 Page 5 of 11 Security to occur without a new or approved substitute Financial Security to be in full force and effect. 12. Notices: All notices required or provided for under this Agreement shall be delivered in person or in writing by first class mail, postage prepaid, addressed to the parties as indicated below or such other address as a party may request by giving the other party ten (10) days written notice. In the event of an emergency situation, any written notice required or provided for shall be deemed fully satisfied if made in person to an occupant of the Property or by leaving a written notice in a conspicuous location on the Property. Any notice so delivered shall be effective upon the date of personal delivery or, in the case of mailing, on the date of mailing. Permittee: 1820 East 1st Street LLC 2120 E. Grand Avenue El Segundo, CA 90245 Attention: Craig Underwood OC San as Permittor: ORANGE COUNTY SANITATION DISTRICT Attn.: General Manager 18480 Bandilier Circle Fountain Valley, CA 92708-7018 13. Successors and Assigns: Each of the obligations of the Permittee pursuant to this Agreement shall run with the Property and shall be binding on each successive owner of the Property and its heirs, administrators, successors, and assigns during the ownership thereof. 14. Authority to Execute and Bind. OC San and Permittee each represent and warrant that the person(s) executing this Agreement has full and complete legal authority to do so and thereby binds the party to this Agreement. 15. Entire Agreement. Except for those documents referenced or incorporated herein, this Agreement reflects the entire agreement between OC San and Permittee and shall supersede all prior or contemporaneous oral or written understandings, statements, representations or promises between the OC San and Permittee concerning the matters contained herein. 16. Governing Law. This Agreement shall be construed, enforced and interpreted in accordance with the laws of the State of California. Venue for the resolution of any disputes or the enforcement of any rights arising out of or in connection with this Agreement shall be in a court of competent jurisdiction in the County of Orange. 17. Fees and Costs. OC San and Permittee shall each bear their own attorneys' fees and costs incurred in connection with negotiating the matters described in this Agreement. 18. Severability. In case any part, term, portion or provision of this Agreement is determined to be illegal, invalid or unenforceable, the remaining parts, terms, portions and provisions shall remain valid, enforceable, and in full force and effect. 55880.00700\44412039.5 Page 6 of 11 19. Amendment to Agreement. This Agreement may only be amended by a written agreement executed by OC San and Permittee. 20. Counterparts. This Agreement may be executed in several counterparts, each of which shall be deemed an original, and all of such counterparts together shall constitute one and the same instrument. 21. Recording. It is understood and agreed that the fully executed Agreement may be recorded in the Recorder’s Office for the County of Orange. [Signatures on the following page.] 55880.00700\44412039.5 Page 7 of 11 IN WITNESS WHEREOF, OC San and Permittee have caused this Agreement to be executed, all on the day and year first written above. PERMITTEE: 1820 EAST 1ST STREET LLC, a Delaware limited liability company Address: As set forth above By: ________________________________ Name: Anthony Craig Underwood Title: Authorized Signatory Date: ________________ OC SAN: ORANGE COUNTY SANITATION DISTRICT By: Robert C. Thompson, General Manager Date: ___________ ATTEST: By: Kelly A. Lore, Clerk of the Board Date: ___________ APPROVED AS TO FORM: By: Scott Smith, General Counsel Date: ___________ 55880.00700\44412039.5 Page 8 of 11 (1820 EAST 1ST STREET LLC Encroachment Agreement) ACKNOWLEDGMENT A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF LOS ANGELES On February ____, 2026, before me, ____________________________, a Notary Public, personally appeared Anthony Craig Underwood, who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature ________________________________ (Seal) 55880.00700\44412039.5 Page 9 of 11 A Notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of the document. State of California County of Orange On February ___, 2026, before me, ________________________, Notary Public, personally appeared Robert C. Thompson who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. (Seal) Signature: ________________________ Date: __________________________ 55880.00700\44412039.5 Page 10 of 11 EXHIBIT A Legal Description of Permittee’s Property That certain real property located in the City of Santa Ana, County of Orange, State of California, and more particularly described as follows: Parcel 1: Lot 2 of Tract No. 24, in the City of Santa Ana, County of Orange, State of California, as shown on a Map recorded in Book 9, Page 23 of Miscellaneous Maps, records of Orange County, California. Excepting therefrom that portion lying Southwesterly of the Northeasterly line of the land described in a Deed to the State of California, recorded December 22,1953 in Book 2637, Page 506 of Official records. Also excepting therefrom, the Northerly 289.0 feet of the Westerly 230.0 feet of said Lot 2. Parcel 2: The portion of Lot 4 of Tract No. 24, as shown on a Map recorded in Book 9, Page 23 of Miscellaneous Maps, records of Orange County, California, described as follows: Beginning at the Northeasterly corner of said Lot 4; thence along the Easterly line thereof, South 0° 05’ 25” West 127.56 feet to a curve, concave Northeasterly and having a radius of 1,920.00 feet; thence Northwesterly along said curve, from a tangent bearing North 48° 55’ 49” West through an angle of 1° 37’ 24” an arc distance of 54.40 feet; thence North 33° 41’ 49” West 108.19 feet to a point in the Northerly line of said Lot 4, distant Westerly thereon 100.73 feet from said Northeasterly corner; thence Easterly along said Northerly line, 100.73 feet to the point of beginning. Excepting from said Parcel 2, all minerals, oil, gases and other hydrocarbons by whatsoever name known, that may be within or under said Parcel 2, without, however, the right to drill, dig or mine through the surface of said Land therefor, as reserved in the deed Recorded in Book 4015, Page 522 of Official records. Also excepting from Parcels 1 and 2, that portion described as Parcel 72559-1 in the deed to the State of California recorded January 31, 1994 as Instrument No. 94-0072254 of Official records of said Orange County. APN: 402-211-08 55880.00700\44412039.5 Page 11 of 11 EXHIBIT B Installation of walkway, pavement, fencing and shrubbery located on the Easterly boundary of the property. ADMINISTRATION COMMITTEE Agenda Report Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 File #:2026-4665 Agenda Date:2/11/2026 Agenda Item No:10. FROM:Robert Thompson, General Manager Originator: Wally Ritchie, Director of Finance SUBJECT: MID-YEAR FINANCIAL REPORT FOR THE PERIOD ENDED DECEMBER 31, 2025 GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Orange County Sanitation District Mid-Year Financial Report for the period ended December 31, 2025. BACKGROUND Included in this report are the following mid-year financial reports for the period ended December 31, 2025: ·Mid-Year Budget Review The Budget Review Summary provides the Directors, staff, and general public with a comprehensive overview of the mid-year financial results of the Orange County Sanitation District (OC San) for the period ended December 31, 2025. ·Mid-Year Certificates of Participation Report The report includes a summary of each outstanding debt issuance. RELEVANT STANDARDS ·Quarterly financial reporting ADDITIONAL INFORMATION N/A PRIOR COMMITTEE/BOARD ACTIONS: N/A Orange County Sanitation District Printed on 2/3/2026Page 1 of 2 OC6SAN ORANGE COUNTY SANITATION DISTRICT File #:2026-4665 Agenda Date:2/11/2026 Agenda Item No:10. CEQA N/A FINANCIAL CONSIDERATIONS N/A ATTACHMENT The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: ·Mid-Year Financial Report for the period ended December 31, 2025 ·Presentation Orange County Sanitation District Printed on 2/3/2026Page 2 of 2 powered by Legistar™ Orange County, California for the period ended December 31, 2025 MID-YEAR FINANCIAL REPORT Orange County Sanitation District ~SAN Table of Contents Executive Summary ...................................................................................................................... 1 Budget Review Section 1 – Consolidated Financial Reports .......................................................................... 3 Section 2 – Operating Budget Review Chart of Cost per Million Gallons by Department ......................................................... 13 Chart of Collection, Treatment, & Disposal Expenses by Major Category ................... 13 Divisional Contributions to Cost Per Million Gallons .................................................... 14 Comparison of Expenses by Department ..................................................................... 15 Summary of Collection, Treatment, & Disposal Expenses by Major Category ............ 16 Summary of Revenues ................................................................................................. 17 Summary of Collection, Treatment, & Disposal Expenses by Line Item ................. 18-19 Summary of Collection, Treatment, & Disposal Expenses by Process ........................ 20 Chart of Staffing Trends ............................................................................................... 21 Section 3 – Capital Improvement Program Budget Review Chart of Capital Improvement Program By Process Area and Project Driver .............. 23 Summary of Capital Improvement Construction Requirements – Current Year ...... 24-27 Summary of Capital Improvement Construction Requirements – Project Life ........ 28-31 Section 4 – Capital Assets Schedule & Debt Service Budget Review Capital Assets Schedule .............................................................................................. 33 Debt Service Budget Review........................................................................................ 33 Section 5 – Self Insurance Budget Review General Liability and Property Fund Budget Review .................................................... 35 Workers’ Compensation Fund Budget Review ............................................................. 36 Certificates of Participation (COP) Report ............................................................................. 37-38 FY 2025-26 Mid-Year Financial Report This Page Intentionally Left Blank Executive Summary Consolidated Financial Reports For the Mid-Year Ended December 31, 2025 Included in this consolidated report are the following quarterly financial reports for the period ended December 31, 2025: Budget Review: The Consolidated Financial Reports Section 1 provides the Directors, staff, and the general public with a comprehensive overview of the financial results of the Orange County Sanitation District (OC San) through the mid-year ended December 31, 2025. Contained within the Budget Review Sections 2 through 5 is the budget-to-actual status of the Collection, Treatment and Disposal Operations, Capital Improvement Program, Debt Service, and Self-Insurance Program. Also included is a Capital Assets Schedule as of December 31, 2025. The chart below provides for a summary of these activities. Various detail information can be found in this report. Below is a descriptive summary of these activities through December 31, 2025: a) Most major expense categories are anticipated to approximate budget. b) Total revenues are at 52.3 percent of the $578.6 million budget. Except for Intra District Sewer Use - IRWD, Capital Assessments - IRWD, Capital Facilities Capacity Charges, and Other Revenues, most revenue sources *excludes unbudgeted Series 2025A proceeds and debt refundings 1 100% 75% 50% 25% 0% Mid-Year Results as a Percentage of Budget - $302.6M --$123.2M Operating Operating Revenue* Expense -$129.SM Capital Outlays -$13.SM Debt Service* -$2.BM Self Insurance - FY 2025-26 Mid-Year Financial Report are currently tracking close to or exceeding the proportionate budget through December 31. Overall, total revenues are projected to approximate budget at year-end. More detailed information on revenues is provided on pages 5 through 7. c) Collection, Treatment and Disposal Costs: As indicated within the Consolidated Financial Reports Section of this report, the net operating requirements through the mid-year of $123.2 million is currently tracking at 50.0 percent of the $246.4 million budget. In addition, net operating expenses have increased $11.4 million or 10.2 percent in comparison with the same period last year. Overall, staff expects the total operating costs to approximate budget throughout the remainder of the year. More detailed information on operating expenses is provided on page 8. The total cost per million gallons is $3,574 based on flows of 187 million gallons per day. This is $75 per million gallons, or 2.1 percent less than the budgeted cost per million gallons per day. A further description of these costs and benchmarking with other agencies is contained on pages 9 through 10. d) The total projected capital outlay cash flow of the Capital Improvement Program (CIP) for FY 2025-26 has been revised to $272.3 million, or 107.1 percent of the board approved cash outlay of $254.3 million. The actual cash outlay spending through the mid-year is $129.5 million, or 50.9 percent of the total budgeted outlay. More detailed information on the CIP budget review can be found on page 11 and Section 3. Certificates of Participation (COP) Report The report includes a summary of each outstanding debt issuance. 2 Consolidated Financial Reports Mid-Year Financial Report December 31, 2025 The Financial Management Division is pleased to present the FY 2025-26 mid-year financial report. This report provides a comprehensive overview of the financial activities of the Orange County Sanitation District (OC San) and reports on the status of all capital projects in progress. A summary of the sections contained within this report is provided below. Operating Budget Review: This section reports on collection, treatment, and disposal net operating requirements. At December 31, 2025, 50.0 percent, or $123.2 million of the FY 2025-26 net operating budget of $246.4 million has been expended. Net operating expenses increased from the same period last year by $11.4 million, or 10.2 percent, mainly due to an increase of $5.3 million in Salaries and Benefits, $4.7 million in Repairs and Maintenance, $1.0 million in Professional Services, $948,000 in Operating Materials and Supplies, $625,000 in Utilities, $235,000 in Other Operating Supplies, and $83,000 in Administrative Expenses, partially offset by an increase of $1.3 million in indirect costs allocated out to capital projects and a decrease of $203,000 in Training & Meetings. These and other variances that factor into this net increase in expenses are discussed in more detail below. Overall, staff expects the total operating costs to approximate budget through the remainder of the year. At December 31, 2025, 52.3 percent, or $302.6 million of the FY 2025-26 budgeted total revenues of $578.6 million has been recognized. Revenues increased from the same period last year by $49.2 million, or 19.4 percent, mainly due to an increase of $30.8 million in Service Fees, $9.9 million in Property Taxes, $2.9 million in Capital Facilities Capacity Charges, $2.7 million in Permit Fees, $2.5 million in CIP Reimbursements, $1.0 million in Capital Assessments-IRWD, $332,000 in Inter District Sewer Use- SAWPA & SBSD, $235,000 in Other Revenues, and $171,000 in Intra District Sewer Use-IRWD, partially offset by a decrease of $1.3 million in Interest Earnings. These and other variances that factor into this net increase in revenues are discussed in more detail below. Overall, staff expects the total revenues to approximate budget at the end of the fiscal year. Significant operating results as of December 31, 2025, include the following: Salaries, Wages and Benefits – Personnel costs of $65.8 million are on target at 50.3 percent of the budget through the mid-year of FY 2025-26. The budget is based on a five percent vacancy factor, and staffing is 28.75 full-time equivalents (FTEs), or 4.3 percent below the total 669.50 FTEs approved in the FY 2025-26 budget. Salary and benefit costs are $5.3 million, or 8.9 percent higher than the $60.4 million incurred in the same period last year, mainly due to an increase of $4.2 million in Salaries and Wages, $464,000 in Employee Supplemental Benefits, $397,000 in Group Insurances, and $224,000 in Retirement. Net operating personnel costs are expected to approximate budget throughout the remainder of the year. 3 FY 2025-26 Mid-Year Financial Report Administrative Expenses – Administrative Expenses totaled $1.2 million, or 42.8 percent of the $2.8 million budget through December 31. These costs are $83,000, or 7.5 percent higher at December 31 in comparison with the prior year, mainly due to an increase of $66,000 in Small Computer Items, $48,000 in Memberships, and $21,000 in Office Supplies, partially offset by a decrease of $57,000 in Minor Furniture & Fixtures. It is anticipated that administrative costs will approximate budget at year-end. Printing and Publication Expenses – Printing and Publication Expenses totaled $114,000 or 29.1 percent of the $391,000 budget through December 31. These costs are $7,000, or 6.2 percent higher at December 31 in comparison with the prior year, due to an increase of $5,000 in Printing-Outside and $4,000 in Repro-In- House, partially offset by a decrease of $2,000 in Notices & Ads. Printing and publication costs are expected to be below budget at year-end. Training and Meetings – Training and meetings of $579,000 is below target at 26.8 percent of the $2.2 million budget through December 31. This account is lower than the proportionate budget due to the timing and need for training throughout the year. Compared to the same period last year, costs have decreased by $203,000, or 26.0 percent. Total training and meeting costs are anticipated to approximate or be below budget at year-end. Operating Materials and Supplies – Operating materials and supplies of $16.3 million is on target at 50.4 percent of the $32.4 million budget through December 31. Operating Materials and Supplies is higher than the prior year by $948,000, or 6.2 percent, mostly due to an increase of $557,000 in Odor & Corrosion Control, $399,000 in Chemical Coagulants, $42,000 in Chemicals- Miscellaneous, $25,000 Safety Equipment/Tools, $20,000 in Disinfection, and $17,000 in Tools, partially offset by a decrease of $107,000 in Lab Chemicals & Supplies and $16,000 in Miscellaneous Operating Supplies. Based on current processes, operating materials and supplies are anticipated to approximate budget at year-end. Contractual Services – Contractual services is on target at $11.0 million, or 46.2 percent of the $23.8 million budget through December 31. Solids Removal costs, budgeted at $14.2 million, comprise the majority of this expense category at $7.0 million, or 48.9 percent of its budget at December 31. Contractual Services is lower by $31,000, or 0.3 percent over the same period last year, mainly due to a decrease of $177,000 in Other Services, $152,000 in Janitorial, and $146,000 in Outside Lab Services, partially offset by an increase of $357,000 in Oxygen and $53,000 in Groundskeeping. County Service Fees totaled only $14,000, or 2.3 percent of the $619,000 budget through the mid-year, as the preponderance of these fees are billed by the County in the fourth quarter. Total contractual services costs are anticipated to approximate budget at year-end. Professional Services – Professional services costs totaled $4.6 million, or 40.9 percent of the $11.3 million budget through December 31. Professional services costs, such as Environmental Scientific Consulting, Advocacy Efforts, Industrial Hygiene Services, and Other Professional Services are proportionately low through 4 Consolidated Financial Reports December 31 due to a variety of factors such as timing of services and re-evaluation of need for services. These costs are $1.0 million, or 28.7 percent higher at December 31 in comparison with the prior year, mainly due to an increase of $817,000 in Other Professional Services, $382,000 in Engineering, $115,000 in Software Program Consulting, and $25,000 in Industrial Hygiene Services, partially offset by a decrease of $265,000 in Legal, $26,000 in Advocacy Efforts, and $25,000 in Audit & Accounting. It is anticipated that the costs for this category will approximate or be below budget at year-end. Research and Monitoring – Research and monitoring costs totaled $942,000, or 43.3 percent of the $2.2 million budget through December 31. These costs are $8,000, or 0.9 percent higher at December 31 in comparison with the prior year, due to an increase of $54,000 in Air Quality Monitoring and $17,000 in Research, partially offset by a decrease of $62,000 in Environmental Monitoring. Total research and monitoring costs are anticipated to approximate or be below budget at year-end. Repairs and Maintenance – Repairs and maintenance costs totaled $24.5 million, or 65.2 percent of the $37.6 million budget through December 31. These costs are $4.7 million, or 23.5 percent higher at December 31 in comparison with the prior year, due to an increase of $3.4 million in Materials and Services and $1.2 million in Service Maintenance Agreements. It is anticipated that the costs for this category will be above budget at year-end. Utilities – Utilities costs totaled $8.2 million, or 48.6 percent of the $17.0 million budget through December 31. These costs are $625,000, or 8.2 percent higher at December 31 in comparison with the prior year, due to an increase of $606,000 in Power, $33,000 in Water, and $21,000 in Telephone, partially offset by a decrease of $17,000 in Diesel for Generators and $17,000 in Natural Gas. It is anticipated that the costs will approximate budget at year-end. Other Operating Supplies – Other operating supplies costs totaled $4.0 million, or 59.0 percent of the $6.7 million budget through December 31. Property and General Liability Insurance, budgeted at $3.9 million, comprise the majority of this expense category at $2.3 million. Overall, Other Operating Supplies is $235,000, or 6.3 percent higher at December 31 in comparison with the prior year, primarily due to an increase of $134,000 in Property and General Liability Insurance, $58,000 in Miscellaneous Operating Expense, $22,000 in Freight, and $18,000 in Regulatory Operating Fees. It is anticipated that other operating supplies costs will approximate budget at year-end. Revenues – Service Fees and Property Taxes – Through December 31, revenues from Service Fees are at $190.4 million, or 52.8 percent of the $360.8 million budget and Property Taxes are at $62.0 million, or 50.2 percent of the $123.7 million budget. These items comprise the majority of OC San’s revenues and are mostly collected by the County through the property tax roll and distributed to OC San throughout the year based on a set distribution schedule that begins in November of each year. The increase of $30.8 million, or 19.3 percent in service fee revenue over the prior year is primarily due to the timing of receipts. The property tax 5 FY 2025-26 Mid-Year Financial Report revenue increase of $9.9 million, or 18.9 percent over the prior year is mainly a result of the timing of secured tax receipts. These revenues are expected to approximate budget at year-end. Revenues – Permit Fees – Permit Fees is at $10.7 million, or 64.4 percent of the $16.6 million budget. The revenues through the mid-year are higher than the same period last year by $2.7 million, or 33.5 percent, due to the fluctuation in the number of permittees from year to year as businesses establish or cease their operations and an increase in operation and maintenance charges based on flows received from these customers. Permit Fees revenues are expected to be above budget at year-end. Revenues – Inter District Sewer Use – SAWPA and SBSD – Inter District Sewer Use-SAWPA and SBSD is at $1.9 million, or 2052.0 percent of the $93,000 budget. The budgeted amount was inadvertently reduced from $3.0 million in the prior year. This revenue is derived from charges to the Santa Ana Watershed Protection Agency (SAWPA) and Sunset Beach Sanitary District (SBSD) for treatment of flows. The revenues through the mid-year are higher than the same period last year by $332,000, or 21.0 percent, due to an increase in operation and maintenance charges based on flows received from these agencies. These revenues are expected to be above budget at year-end. Revenues – Intra District Sewer Use – IRWD – Intra District Sewer Use-IRWD is at $970,000, or 8.7 percent of the $11.2 million budget. This revenue is derived from charges to the Irvine Ranch Water District (IRWD) for treatment of flows. The revenues through the mid-year are higher than the same period last year by $171,000, or 21.4 percent, due to an increase of $635,000 in operating and maintenance charges to IRWD, partially offset by an increase of $242,000 and $222,000 allocated to IRWD for property tax revenues and interest income, respectively. These revenues are expected to be below budget at year-end. Revenues – Capital Assessments – IRWD – Capital Assessments-IRWD is at $4.0 million, or 42.4 percent of the $9.5 million budget. The revenues through the mid- year are higher than the same period last year by $1.0 million, or 33.1 percent, due to an increase in joint capital costs allocable to IRWD. These revenues are expected to approximate or be below budget at year-end. Revenues – Capital Facilities Capacity Charges (CFCC) – CFCC is at $7.9 million, or 36.3 percent of the $21.7 million budget. The revenues through the mid-year are higher than the same period last year by $2.9 million, or 59.2 percent, due to an increase in supplemental capacity charges based on an increase in baseline overages and an increase in capacity charges collected from local agencies. These revenues are expected to be below budget at year-end. Revenues – Interest Earnings – Interest Earnings is at $20.7 million, or 78.3 percent of the $26.5 million budget. The revenues through the mid-year are lower than the same period last year by $1.3 million, or 6.0 percent, due to the lower rate of return experienced in the current year. It is estimated that interest earnings will be above budget at year-end. 6 Consolidated Financial Reports Revenues – CIP Reimbursements – CIP Reimbursements is at $2.7 million and does not have a budget. This revenue is $2.5 million or 1040.8 percent higher than the same period last year due to current year reimbursement of $2.6 million from Orange County Transportation Authority for FE18-13 Redhill Relief Sewer Protection at State Route 55. Revenues – Wastehauler – Wastehauler is at $374,000 and does not have a budget. This revenue is derived from fees charged to wastehaulers, allowing them to dump waste into OC San’s system. The revenues through the mid-year are lower than the same period last year by $23,000, or 5.8 percent. Revenues – CNG Sales – CNG Sales is at $89,000 and does not have a budget. This revenue is derived from public sales at OC San’s Compressed Natural Gas (CNG) fueling station. The revenues through the mid-year are lower than the same period last year by $4,000, or 3.9 percent, due to a decrease in compressed natural gas sales. Revenues – Rents & Leases – Rents & Leases is at $231,000 and does not have a budget. The revenues through the mid-year are higher than the same period last year by $10,000, or 4.5 percent. Revenues – Other – Other revenues are at $298,000, or 3.5 percent of the $8.6 million budget. These revenues are $235,000, or 378.4 percent higher than the same period last year, primarily due to current year receipt of $109,000 from a battery storage energy management agreement. These revenues are expected to be below budget at year-end. Revenues – Power Sales – Power Sales is at $16,000 and does not have a budget. The revenues through the mid-year are lower than the same period last year by $23,000, or 58.6 percent, due to a decrease in the buyback of surplus generated energy exported to Southern California Edison. Revenues – Other Sales – Other Sales is at $63,000 and does not have a budget. This revenue is generated from the sale of scrap items, such as obsolete vehicles, equipment, and supplies. The revenues through the mid-year are higher than the same period last year by $26,000, or 70.1 percent, primarily due to the sale of a sewer and jet rodder system. 7 FY 2025-26 Mid-Year Financial Report Comparison of Mid-Year Cost per Million Gallon Results with Budget Last Five Years As demonstrated in the preceding graph for the current and each of the last four fiscal years, the cost per million gallons at the end of the mid-year has been between 4.4 percent lower and 0.6 percent higher than the annual budget. The FY 2025-26 mid-year cost per million gallons of $3,574 is 2.1 percent lower when compared with this year’s budget. The increase in cost per million gallons of $278 from the previous year is primarily due to an increase in operating expenses, which are 10.2 percent higher than the same period last year, offset by an increase in flows, which are 1.6 percent higher than the same period last year. Staff believe that overall operating costs will be at or slightly below budget at year-end. The total cost per million gallons at December 31 is $3,574 based on flows of 187 million gallons per day. This is $75 per million gallons, or 2.1 percent less than the budgeted cost per million gallons of $3,649. The lower cost per million gallons is due to flows of 187 million gallons per day being 1.3 percent higher than the budgeted flow of 185 million gallons per day, which has an inverse relationship to the cost per unit of collection, treatment, and disposal, partially offset by net expenses being 0.1 percent higher than the proportionate budget through December 31. More detailed information on operating revenues, costs, and related information is provided within Section 2. $0 $1,000 $2,000 $3,000 $4,000 $5,000 21-22 22-23 23-24 24-25 25-26 $2 , 6 8 1 $2 , 9 7 9 $3 , 1 9 0 $3 , 4 4 6 $3 , 6 4 9 $2 , 6 9 5 $2 , 9 9 6 $3 , 1 4 9 $3 , 2 9 6 $3 , 5 7 4 Fiscal Year Budget Mid-Year 8 ,,,,,,- V -~ ~ ~ ~ -~ ..L_ ~ -- V ----/' ..,, /' ,,, ----------- V ----......_ ---------- V ----......_ -- -- ------ / ..,,,.-...,,,.-...,,,.-..,,,.-/ □ □ Consolidated Financial Reports Following are data tables showing the last five years of Single Family Residential User Fees (SFR) and the cost per million gallons (MG) to collect, treat, and dispose of wastewater for the Orange County Sanitation District and similar agencies. The agencies used in the tables were determined to be those that most closely resembled OC San in terms of services provided and treatment levels. The summaries demonstrate that OC San’s SFR and cost per MG are each one of the lowest in their respective groups. 2021 2022 2023 2024 2025 Agency SFR SFR SFR SFR SFR Notes San Francisco 1,270$ 1,270 1,337 1,409 1,484 Vallejo Sanitation/Flood Control District 747$ 769 885 1,018 1,223 City of Los Angeles 636$ 636 636 736 959 (1) City of San Diego 573$ 687 714 742 765 (2) Central Contra Costa Sanitary District 660$ 690 697 725 754 Union Sanitary District 524$ 530 570 612 636 East Bay MUD 457$ 475 515 559 606 City of Hayward 446$ 463 495 530 574 Dublin San Ramon Services District 486$ 496 495 516 530 Sacramento County 444$ 444 444 486 528 Irvine Ranch Water District 313$ 357 399 441 521 (3) Oro Loma Sanitary District 318$ 342 368 423 487 Orange County Sanitation District 343$ 347 358 371 384 City of Fresno 309$ 309 309 309 309 (4) Los Angeles County 226$ 226 217 234 234 (5) Notes: (1) - Data represents the average SFR rate using approximately 9 hundred cubic feet per month. (2) - Data represents the base sewer fee plus the average usage of 9 hundred cubic feet per month. (3) - Data represents the usage of 10 hundred cubic feet per unit. (4) - Data represents the minimum SFR rate not including flow. (5) - Data represents the average service charge rates for the current fiscal year. Benchmark Study Five-Year Single Family Residential Rate Rates as of July 9 FY 2025-26 Mid-Year Financial Report FY 20-21 FY 21-22 FY 22-23 FY 23-24 FY 24-25 Agency Svc.Trt. Cost/MG Cost/MG Cost/MG Cost/MG Cost/MG Notes Vallejo Sanitation/Flood Control District B 2 9,108 9,595 6,280 9,154 10,155 (1) Union Sanitary District B 2 5,569 5,623 6,822 7,871 7,743 San Francisco B 2 9,456 7,152 5,895 12,958 7,679 (2) Central Contra Costa Sanitary District B 3 6,513 6,353 7,043 5,854 7,126 City of San Diego B 3 4,219 4,263 4,450 5,213 6,082 Sacramento County T 3 3,470 2,819 2,953 5,504 N/A (3) East Bay MUD T 2 4,052 3,674 3,959 5,043 5,504 City of Los Angeles B 3 2,763 3,120 3,625 3,718 N/A Los Angeles County B 3 2,338 2,786 3,081 3,152 3,548 Dublin San Ramon Services District B 3 3,570 3,406 3,889 3,528 N/A Orange County Sanitation District B 2 2,428 2,255 2,961 3,054 3,416 City of Fresno B 3 2,100 2,235 2,454 2,725 N/A Legend for Service Provided and Treatment Level: B - Agency operates both collection and treatment facilities T - Agency provides treatment services but not collection 2 - Secondary treatment 3 - Advanced secondary or secondary with some tertiary treatment Notes: Benchmark Study Five-Year Cost per MG (1) - In FY22-23, a decrease in treatment cost is reported in Agency's Annual Comprehensive Financial Report (ACFR). (2) - FY20-21 operating expense increased $29.9 million and average daily flow decreased 8.3 MG per day. FY23-24 operating expense increased $200.7 million and average daily flow decreased 5 MG per day. (3) - FY23-24 operating expense increased $160 million due to the merger of Sacramento Regional County Sanitation District and Sacramento Area Sewer District. 10 Consolidated Financial Reports Capital Outlay Review: As depicted by the preceding chart, Capital Outlays totaled $129.5 million, or 50.9 percent of the capital outlay cash flow budget for FY 2025-26 as of December 31, 2025. While the overall expenditures for the Capital Improvement Program are tracking with the proportionate budget through the mid-year, individual projects may experience significant fluctuations due to the various stages they are in throughout the year. The most significant deviations from the 50.0 percent target at December 31 include P2-128 TPAD Digester Facility at Plant No. 2 and 5-67 Bay Bridge Pump Station Replacement, which are over the proportionate budget by $5.9 million and $5.4 million, respectively, and 1-23 Santa Ana Trunk Sewer Rehabilitation and J-135 Central Generation Engine Overhauls at Plants No. 1 and 2, which are under the proportionate budget by $2.0 and $1.7 million, respectively. Overall, the capital outlay costs of the capital improvement program are expected to approximate $272.3 million, or 107.1 percent of the capital outlay cash flow budget at year-end. More detailed information on the capital improvement program is provided within Section 3. Capital Assets Schedule and Debt Service Budget Review: Section 4 is the Capital Assets Schedule and Debt Service Section. This section shows the cost value of OC San’s capital facilities at December 31, 2025, as well as the debt service costs resulting from the need to provide funding for the construction of capital facilities. Principal payments on debt issues are due in February, during the third quarter of each fiscal year. Excluding payments on refunding debt from the Revenue Refunding Certificates of Participation, Series 2025A, as of December 31, 2025, no principal $0 $50,000,000 $100,000,000 $150,000,000 $200,000,000 $250,000,000 $300,000,000 12/31/25 Actual Capital Outlay $129,533,491 Projected 2025-26 Capital Outlay $272,283,616 2025-26 Capital Outlay Cashflow Budget $254,276,633 11 FY 2025-26 Mid-Year Financial Report payments have been made. Interest costs are expensed ratably throughout the fiscal year and are expected to approximate budget at year-end. Self-Insurance Budget Review: Section 5 is the Self-Insurance Section. Through December 31, the Self-Insurance Fund revenues totaled $2.6 million, or 47.4 percent of the budget, while expenses are at $2.8 million, or 41.3 percent of the budget. Separate fund accounting is used for recording the revenue and expenses incurred in managing these liability claims. The revenues to these funds represent charges to operating divisions. Expenses to these funds include actual claims paid, claims administration, and excess loss policies. 12 Operating Budget Review $0 $200 $400 $600 $800 $1,000 $1,200 $1,400 $1,600 $1,800 $2,000 $2,200 Ge n e r a l M a n a g e r ' s Ad m i n i s t r a t i v e S e r v i c e s Co m m u n i c a t i o n s Hu m a n R e s o u r c e s En v i o r n m e n t a l S e r v i c e s En g i n e e r i n g Op e r a t i o n s & M a i n t e n a n c e Cost per Million Gallons by Department Budget and Actual December 31, 2025 Budget Actual $0 $10,000 $20,000 $30,000 $40,000 $50,000 $60,000 $70,000 $80,000 $90,000 $100,000 $110,000 Sa l a r y & W a g e s Em p l o y e e B e n e f i t s Ad m i n i s t r a t i v e E x p e n s e s Pr i n t i n g & P u b l i c a t i o n Tr a i n i n g & M e e t i n g s Op e r a t i n g M a t e r i a l s & S u p p l i e s Co n t r a c t u a l S e r v i c e s Pr o f e s s i o n a l S e r v i c e s Re s e a r c h & M o n i t o r i n g Re p a i r s & M a i n t e n a n c e Ut i l i t i e s Ot h e r M a t e r i a l s , S u p p l i e s , & S v c s Collection, Treatment, & Disposal Expenses by Major Category Budget and Actual (in thousands) December 31, 2025 Budget Actual 13 ,, ~ ----- -., -- - ---,, ------,, Ii - >----~ ~ r l "D---1,---,, D D ~ ~ ~ ~ -.. I -■ ■ I I 1---I ■ I -n l I ~ rirJ~~ I Ill~ a --- D D Divisional Contributions to Cost Per Million Gallons For the Six Months Ended December 31, 2025 2025-2 12/31/23 12/31/2 Annual 12/31/2 Actual Actual Budge Actual Flow in Million Gallons 33,842.59 33,930.57 67,525.00 34,485.77 Flow in Million Gallons per Da 183.92 184.41 185.00 187.42 General Manager's Department General Management Administratio 44.98$ 44.81$ 39.83$ 42.73$ Subtotal 44.98 44.81 39.83 42.73 Administrative Services Department Administrative Services 7.52 5.60 18.88 11.20 Consolidated Services 133.07 199.74 209.49 180.12 Financial Managemen 69.66 76.09 71.53 73.58 Contracts, Purchasing, & Materials Mgmt. 67.70 75.98 83.16 76.20 Information Technolog 241.27 272.19 265.45 287.97 Civil Facilities Maintenance - 57.30 124.86 150.29 Fleet Services 35.87 16.62 39.97 31.94 Subtotal 555.09 703.52 813.34 811.30 Communications Departmen Communications Administration - 4.94 5.74 6.75 Board Services 16.01 17.66 20.43 17.71 Public Affairs 20.21 25.15 33.18 28.33 Subtotal 36.22 47.75 59.35 52.79 Human Resources Department Human Resources Administration - 5.84 19.01 17.91 Human Resources 64.32 53.90 54.94 53.04 Risk Managemen 62.57 45.53 54.67 57.21 Subtotal 126.89 105.27 128.62 128.16 Environmental Services Department Environmental Services Administration 92.78 37.51 26.58 39.32 Resource Protection 90.09 98.01 113.65 94.20 Environmental Laboratory & Ocean Monitorin 147.78 159.63 181.97 167.74 Environmental Complianc - 67.17 71.88 71.33 Subtotal 330.65 362.32 394.08 372.59 Engineering Department Engineering Administration 10.20 9.36 10.10 10.66 Planning 60.40 65.54 76.30 70.46 Project Management Offic 68.24 71.67 73.87 74.95 Design 98.63 116.91 126.95 117.48 Construction Managemen 122.23 134.98 147.35 144.63 Subtotal 359.70 398.46 434.57 418.18 Operations & Maintenance Departmen Operations & Maintenance Administration 5.29 6.27 13.77 7.57 Collections Facilities O & M 253.69 227.83 292.15 272.69 Maintenance Support Service - - 109.64 110.71 Plant No. 1 Operations 636.36 595.94 658.62 638.06 Plant No. 2 Operations 312.46 349.45 351.75 348.31 Plant No. 1 Maintenanc 441.29 537.46 359.77 428.67 Plant No. 2 Maintenanc 340.57 295.10 324.08 352.35 Subtotal 1,989.66 2,012.05 2,109.78 2,158.36 Total Operating Expense 3,443.19 3,674.18 3,979.57 3,984.11 Cost Allocation (294.66) (378.11) (330.57) (410.33) Net Operating Requirement 3,148.53$ 3,296.07$ 3,649.00$ 3,573.78$ FY 2025-26 Mid-Year Financial Report 14 Comparison of Expenses by Departmen For the Six Months Ended December 31, 202 2025-26 12/31/23 12/31/24 ear to Date Budget % Department and Division Actual Actual Budget 12/31/25 Realized General Manager's Department General Management Administration 1,522,211$ 1,520,282$ 2,689,236$ 1,473,725$ 54.80% Subtotal 1,522,211 1,520,282 2,689,236 1,473,725 54.80% Administrative Services Department Administrative Services 254,545 189,847 1,275,202 386,359 30.30% Consolidated Services 4,503,488 6,777,152 14,145,939 6,211,533 43.91% Financial Management 2,357,484 2,581,916 4,830,289 2,537,378 52.53% Contracts, Purchasing, & Materials Mgmt.2,291,044 2,577,973 5,615,571 2,627,669 46.79% Information Technology 8,165,067 9,235,467 17,924,562 9,931,016 55.40% Civil Facilities Maintenance - 1,944,300 8,431,328 5,182,810 61.47% Fleet Services 1,213,850 564,003 2,699,104 1,101,337 40.80% Subtotal 18,785,478 23,870,658 54,921,995 27,978,102 50.94% Communications Department Communications Administration - 167,562 387,671 232,703 60.03% Board Services 541,693 599,365 1,379,231 610,896 44.29% Public Affairs 684,068 853,472 2,240,654 976,976 43.60% Subtotal 1,225,761 1,620,399 4,007,556 1,820,575 45.43% Human Resources Department Human Resources Administration - 198,052 1,283,536 617,699 48.12% Human Resources 2,176,589 1,828,949 3,710,053 1,829,185 49.30% Risk Management 2,117,445 1,544,721 3,691,274 1,972,968 53.45% Subtotal 4,294,034 3,571,722 8,684,863 4,419,852 50.89% Environmental Services Department Environmental Services Administration 3,139,865 1,272,657 1,794,897 1,356,094 75.55% Resource Protection 3,048,906 3,325,653 7,674,199 3,248,681 42.33% Environmental Laboratory & Ocean Monitoring 5,001,336 5,416,266 12,287,567 5,784,528 47.08% Environmental Compliance - 2,279,135 4,853,940 2,459,914 50.68% Subtotal 11,190,107 12,293,711 26,610,603 12,849,217 48.29% Engineering Department Engineering Administration 345,272 317,514 681,790 367,467 53.90% Planning 2,044,229 2,223,650 5,152,196 2,429,743 47.16% Project Management Office 2,309,505 2,431,951 4,988,108 2,584,839 51.82% Design 3,337,839 3,966,774 8,572,337 4,051,330 47.26% Construction Management 4,136,539 4,580,010 9,949,717 4,987,613 50.13% Subtotal 12,173,384 13,519,899 29,344,148 14,420,992 49.14% Operations & Maintenance Department Operations & Maintenance Administration 179,063 212,781 929,687 261,182 28.09% Collections Facilities O & M 8,585,379 7,730,420 19,727,503 9,403,951 47.67% Maintenance Support Services - - 7,403,500 3,817,925 51.57% Plant No. 1 Operations 21,536,189 20,220,534 44,473,199 22,004,107 49.48% Plant No. 2 Operations 10,574,397 11,857,185 23,752,048 12,011,813 50.57% Plant No. 1 Maintenance 14,934,552 18,236,445 24,293,470 14,782,958 60.85% Plant No. 2 Maintenance 11,525,900 10,012,921 21,883,593 12,151,052 55.53% Subtotal 67,335,480 68,270,286 142,463,000 74,432,988 52.25% Total Operating Expenses 116,526,455 124,666,957 268,721,401 137,395,451 51.13% Cost Allocation (9,971,977) (12,829,254) (22,355,980) (14,150,941) 63.30% Net Operating Requirements 106,554,478$ 111,837,703$ 246,365,421$ 123,244,510$ 50.03% Operating Budget Review 15 Summary of Collection, Treatment, & Disposal Expenses by Major Categor For the Six Months Ended December 31, 202 Expense Expense Increase Increase Percent Budget Through Through (Decrease) (Decrease)Budget Remaining 2025-26 12/31/25 12/31/24 $ % Realized Budget Salary & Wages 100,995,374$ 50,881,847 46,632,138 4,249,709$ 9.11% 50.38% 50,113,527$ Employee Benefits 29,903,247 14,909,970 13,810,043 1,099,927 7.96% 49.86% 14,993,277 Administrative Expenses 2,773,176 1,185,437 1,102,776 82,661 7.50% 42.75% 1,587,739 Printing & Publication 391,353 113,705 107,035 6,670 6.23% 29.05% 277,648 Training & Meetings 2,156,685 578,677 781,448 (202,771) -25.95% 26.83% 1,578,008 Operating Materials & Supplies 32,398,557 16,321,019 15,373,003 948,016 6.17% 50.38% 16,077,538 Contractual Services 23,848,656 11,018,415 11,049,291 (30,876) -0.28% 46.20% 12,830,241 Professional Services 11,302,938 4,627,944 3,595,077 1,032,867 28.73% 40.94% 6,674,994 Research & Monitoring 2,174,637 941,773 933,368 8,405 0.90% 43.31% 1,232,864 Repairs & Maintenance 37,649,113 24,547,214 19,884,996 4,662,218 23.45% 65.20% 13,101,899 Utilities 16,972,772 8,249,007 7,623,903 625,104 8.20% 48.60% 8,723,765 Other Materials, Supplies, and Services 8,154,893 4,020,443 3,773,879 246,564 6.53% 49.30% 4,134,450 Net Cost Allocation (22,355,980) (14,150,941) (12,829,254) (1,321,687) 10.30% 63.30% (8,205,039) Net Operating Requirements 246,365,421 123,244,510 111,837,703 11,406,807 10.20% 50.03% 123,120,911 Gallonage Flow (MG) 67,525.00 34,485.77 33,930.57 555.20 1.64% Gallonage Flow (MGD) 185.00 187.42 184.41 3.01 1.63% Gallonage Flow ($'s /MG) $3,649.00 $3,573.78 $3,296.07 $277.71 8.43% Description FY 2025-26 Mid-Year Financial Report 16 Revenue Percent Revenue Increase Increase Budge Through Budge Remaining Through (Decrease) (Decrease) Description 2025-26 12/31/25 Realized Budge 12/31/24 $ Service Fees 360,777,442$ 190,449,273$ 52.79% 170,328,169$ 159,619,969$ 30,829,304$ 19.31% Permit Fees 16,593,000 10,685,759 64.40% 5,907,241 8,005,770 2,679,989 33.48% Inter District Sewer Use-SAWPA & SBSD 93,250 1,913,526 2052.04% (1,820,276) 1,581,451 332,075 21.00% Intra District Sewer Use-IRWD 11,185,390 969,772 8.67% 10,215,618 799,062 170,710 21.36% Capital Assessments-IRWD 9,514,000 4,030,909 42.37% 5,483,091 3,029,595 1,001,314 33.05% Capital Facilities Capacity Charges 21,671,000 7,865,227 36.29% 13,805,773 4,939,093 2,926,134 59.24% Property Taxes 123,698,000 62,113,178 50.21% 61,584,822 52,255,943 9,857,235 18.86% Interest Earnings 26,474,000 20,733,878 78.32% 5,740,122 22,053,336 (1,319,458) -5.98% CIP Reimbursements - 2,723,975 N/A (2,723,975) 238,773 2,485,202 1040.82% Wastehauler - 373,552 N/A (373,552) 396,540 (22,988) -5.80% CNG Sales - 88,960 N/A (88,960) 92,612 (3,652) -3.94% Rents & Leases - 231,149 N/A (231,149) 221,245 9,904 4.48% Other Revenues 8,624,500 297,618 3.45% 8,326,882 62,208 235,410 378.42% Power Sales - 16,063 N/A (16,063) 38,797 (22,734) -58.60% Other Sales - 62,658 N/A (62,658) 36,835 25,823 70.10% Total Revenues 578,630,582$ 302,555,497$ 52.29% 276,075,085$ 253,371,229$ 49,184,268$ 19.41% Summary of Revenues For the Six Months Ended December 31, 2025 Operating Budget Review 17 FY 2025-26 Mid-Year Financial Report Summary of Collection, Treatment, & Disposal Expenses by Line Item For the Six Months Ended December 31, 2025 Expense Percent Expense Increase Budget Through Budget Remaining Through (Decrease) Description 2025-26 12/31/25 Expensed Budget 12/31/24 $ Salaries, Wages & Benefits Salaries & Wages 100,995,374$ 50,881,847$ 50.38% 50,113,527$ 46,632,138$ 4,249,709$ 9.11% Employee Benefits Retirement 13,562,118 6,350,808 46.83% 7,211,310 6,126,337 224,471 3.66% Group Insurances 13,127,996 6,591,927 50.21% 6,536,069 6,195,188 396,739 6.40% Tuition & Certification Reimb 86,076 50,880 59.11% 35,196 42,194 8,686 20.59% Edu. degrees, Cert. & Lic. 654,927 362,317 55.32% 292,610 340,208 22,109 6.50% Uniform Rental 455,365 143,103 31.43% 312,262 227,683 (84,580) -37.15% Workers' Compensation 955,263 395,730 41.43% 559,533 329,773 65,957 20.00% Unemployment Insurance 14,320 9,818 68.56% 4,502 7,160 2,658 37.12% Employee Supplemental Benefits 1,047,182 1,005,387 96.01% 41,795 541,500 463,887 85.67% Total Benefits 29,903,247 14,909,970 49.86% 14,993,277 13,810,043 1,099,927 7.96% Salaries, Wages & Benefits 130,898,621 65,791,817 50.26% 65,106,804 60,442,181 5,349,636 8.85% Matl, Supplies, & Service Administrative Expense Memberships 746,825 558,750 74.82% 188,075 511,107 47,643 9.32% Office Exp - Supplies 73,688 48,444 65.74%25,244 27,582 20,862 75.64% Postage 63,750 23,221 36.43%40,529 24,910 (1,689) -6.78% Books & Publications 33,471 17,144 51.22%16,327 10,983 6,161 56.10% Forms 1,000 825 82.50%175 102 723 708.82% Small Computer Items 1,336,891 495,881 37.09% 841,010 430,169 65,712 15.28% Minor Furniture & Fixtures 517,551 41,172 7.96% 476,379 97,923 (56,751) -57.95% Subtotal 2,773,176 1,185,437 42.75% 1,587,739 1,102,776 82,661 7.50% Printing & Publication Repro-In-House 205,191 76,474 37.27% 128,717 72,925 3,549 4.87% Printing-Outside 40,562 10,181 25.10%30,381 4,842 5,339 110.26% Notices & Ads 145,600 27,050 18.58% 118,550 29,268 (2,218) -7.58% Subtotal 391,353 113,705 29.05% 277,648 107,035 6,670 6.23% Training & Meetings Meetings 175,760 31,107 17.70% 144,653 65,337 (34,230) -52.39% Training 1,980,925 547,570 27.64% 1,433,355 716,111 (168,541) -23.54% Subtotal 2,156,685 578,677 26.83% 1,578,008 781,448 (202,771) -25.95% Operating Mat'ls & Supplies Chemical Coagulants 16,458,365 8,722,077 52.99% 7,736,288 8,323,432 398,645 4.79% Odor & Corrosion Control 10,538,161 5,156,695 48.93% 5,381,466 4,599,689 557,006 12.11% Disinfection 641,000 300,521 46.88% 340,479 280,776 19,745 7.03% Chemicals - Misc & Cogen 506,000 249,349 49.28% 256,651 207,680 41,669 20.06% Gasoline, Diesel & Oil 909,395 362,518 39.86% 546,877 352,520 9,998 2.84% Tools 767,750 452,124 58.89% 315,626 435,451 16,673 3.83% Safety equipment/tools 1,030,432 510,613 49.55% 519,819 485,932 24,681 5.08% Solv, Paints & Jan. Supplies 136,768 74,553 54.51%62,215 67,085 7,468 11.13% Lab Chemicals & Supplies 928,435 384,236 41.39% 544,199 491,546 (107,310) -21.83% Misc. Operating Supplies 465,151 102,806 22.10% 362,345 118,398 (15,592) -13.17% Property Tax Fees 17,100 5,527 32.32%11,573 10,494 (4,967) -47.33% Subtotal 32,398,557 16,321,019 50.38% 16,077,538 15,373,003 948,016 6.17% Contractual Services Solids Removal 14,240,000 6,959,895 48.88% 7,280,105 6,925,984 33,911 0.49% Other Waste Disposal 1,405,989 650,416 46.26% 755,573 625,142 25,274 4.04% Groundskeeping 239,589 135,593 56.59% 103,996 82,620 52,973 64.12% Janitorial 1,401,623 753,057 53.73% 648,566 904,849 (151,792) -16.78% Outside Lab Services 534,000 112,835 21.13% 421,165 258,726 (145,891) -56.39% Oxygen 1,370,000 897,849 65.54% 472,151 540,479 357,370 66.12% County Service Fee 618,500 14,460 2.34% 604,040 16,457 (1,997) -12.13% Temporary Services 505,000 65,719 13.01%439,281 117,792 (52,073) -44.21% Security Services 2,611,455 1,148,040 43.96% 1,463,415 1,119,386 28,654 2.56% Other 922,500 280,551 30.41% 641,949 457,856 (177,305) -38.73% Subtotal 23,848,656 11,018,415 46.20% 12,830,241 11,049,291 (30,876) -0.28% Increase (Decrease) % 18 Operating Budget Revie Summary of Collection, Treatment, & Disposal Expenses by Line Item For the Six Months Ended December 31, 2025 Expense Expense Increase Increase Budget Through Remaining Through (Decrease) (Decrease) Description 2025-26 12/31/25 Expensed Budget 12/31/24 $% Continued: Professional Services Legal 2,532,500 1,069,332 42.22% 1,463,168 1,334,544 (265,212) -19.87% Audit & Accounting 232,000 114,260 49.25% 117,740 139,130 (24,870) -17.88% Engineering 1,968,838 1,476,615 75.00% 492,223 1,094,451 382,164 34.92% Enviro Scientific Consulting 1,035,000 75,016 7.25% 959,984 81,852 (6,836) -8.35% Software Prgm Consulting 1,057,700 452,728 42.80% 604,972 337,891 114,837 33.99% Energy Consulting 22,000 8,750 39.77%13,250 8,750 - 0.00% Advocacy Efforts 345,600 111,500 32.26% 234,100 137,500 (26,000) -18.91% Industrial Hygiene Services 100,000 29,128 29.13%70,872 4,391 24,737 563.36% Labor Negotiation Services 40,000 26,043 65.11%13,957 8,472 17,571 207.40% Other 3,969,300 1,264,572 31.86% 2,704,728 448,096 816,476 182.21% Subtotal 11,302,938 4,627,944 40.94% 6,674,994 3,595,077 1,032,867 28.73% Research & Monitoring Environmental Monitoring 1,270,000 217,469 17.12% 1,052,531 279,620 (62,151) -22.23% Air Quality Monitoring 300,000 144,667 48.22% 155,333 90,994 53,673 58.99% Research 604,637 579,637 95.87%25,000 562,754 16,883 3.00% Subtotal 2,174,637 941,773 43.31% 1,232,864 933,368 8,405 0.90% Repairs & Maintenance Materials & Services 26,687,410 18,230,195 68.31% 8,457,215 14,786,038 3,444,157 23.29% Svc. Mtc. Agreements 10,961,703 6,317,019 57.63% 4,644,684 5,098,958 1,218,061 23.89% Subtotal 37,649,113 24,547,214 65.20% 13,101,899 19,884,996 4,662,218 23.45% Utilities Telephone 531,400 280,728 52.83% 250,672 260,205 20,523 7.89% Diesel For Generators 65,000 16,895 25.99%48,105 33,861 (16,966) -50.10% Natural Gas 3,267,000 1,517,244 46.44% 1,749,756 1,534,597 (17,353) -1.13% Power 11,822,446 5,690,431 48.13% 6,132,015 5,084,130 606,301 11.93% Water 1,286,926 743,709 57.79% 543,217 711,110 32,599 4.58% Subtotal 16,972,772 8,249,007 48.60% 8,723,765 7,623,903 625,104 8.20% Other Operating Supplies Outside Equip Rental 95,000 20,574 21.66%74,426 20,090 484 2.41% Insurance Premiums 53,000 54,010 101.91%(1,010) 51,415 2,595 5.05% Prop & Gen Liab Insurance 3,924,030 2,324,940 59.25% 1,599,090 2,190,987 133,953 6.11% Freight 214,200 110,265 51.48% 103,935 88,679 21,586 24.34% Misc. Operating Expense 494,787 248,257 50.17% 246,530 190,143 58,114 30.56% Regulatory Operating Fees 1,926,373 1,196,289 62.10% 730,084 1,178,021 18,268 1.55% Subtotal 6,707,390 3,954,335 58.95% 2,753,055 3,719,335 235,000 6.32% General Mgr Contingency & Reappropriations 1,309,753 - 0.00% 1,309,753 - - N/A Other Non-Oper Expense 137,750 66,108 47.99%71,642 54,544 11,564 21.20% Total Materials, Supplies & Services 137,822,780 71,603,634 51.95% 66,219,146 64,224,776 7,378,858 11.49% Total Expenditures 268,721,401 137,395,451 51.13% 131,325,950 124,666,957 12,728,494 10.21% Cost Allocation (22,355,980) (14,150,941) 63.30% (8,205,039) (12,829,254) (1,321,687) 10.30% Net Operating Requirements 246,365,421$ 123,244,510$ 50.03% 123,120,911$ 111,837,703$ 11,406,807$ 10.20% Percent Budget 19 FY 2025-26 Mid-Year Financial Report Summary of Collection, Treatment, & Disposal Expenses by Process For the Six Months Ended December 31, 2025 Increase Increase Actual Actual (Decrease) (Decrease) 12/31/25 12/31/24 $% Process: Preliminary Treatment 8,797,550$ 7,482,141$ 1,315,409$ 17.58% Primary Treatment 15,186,256 14,025,718 1,160,538 8.27% Secondary Treatment 7,495,999 8,631,254 (1,135,255) -13.15% Oxygen Generation Facility (Plant 2)1,692,202 1,060,173 632,029 59.62% Effluent Disposal 631,884 715,542 (83,658) -11.69% Solids Handling 33,919,429 30,453,781 3,465,648 11.38% Cogeneration 16,281,971 14,128,129 2,153,842 15.25% Utilities 3,220,073 2,585,444 634,629 24.55% Electrical Distribution 2,046,121 1,752,972 293,149 16.72% Miscellaneous Buildings 8,751,895 6,947,796 1,804,099 25.97% External Location 25,343 21,724 3,619 16.66% Nerissa Vessel 196,393 187,737 8,656 4.61% Laboratory 9,326,961 8,747,387 579,574 6.63% Collections 15,672,433 15,097,905 574,528 3.81% Net Operating Requirements 123,244,510$ 111,837,703$ 11,406,807$ 10.20% 20 Staffing Trends Full Time Equivalents (FTE) December 31, 2025 At December 31, 2025, the total head count was 660 employees, or a full time equivalency of 640.75. Operating Budget Review 0.00 100.00 200.00 300.00 400.00 500.00 600.00 700.00 6/30/22 6/30/23 6/30/24 6/30/25 12/31/25 594.50 583.00 623.25 634.25 640.75 44.50 64.00 31.75 29.25 28.75 Actual Vacant BudgetedFTE 639.00 647.00 655.00 663.50 669.50 21 □ □ FY 2025-26 Mid-Year Financial Report This Page Intentionally Left Blank 22 Capital Improvement Program By Process Area and Project Drive For the Six Months Ended December 31, 2025 Capital Improvement Program Budget Review Total Capital Improvement Outlays by Project Driver - $129,533,491 Rehabilitation and Replacement: 82.6% Strategic Initiatives: 7.4% Additional Capacity: 8.2% Regulatory: 1.8% Total Capital Improvement Outlays by Process Area - $129,533,491 Collections Facilities: 35.9% Liquid Treatment: 32.1% Solids Handling & Digestion: 11.1% Utility Systems: 5.6% Support Facilities: 10.0% Other: 5.3% 23 □ □ □ □ □ □ □ □ □ □ FY 2025-26 Mid-Year Financial Report Summary of Capital Improvement Construction Requirements - Current Year For the Six Months Ended December 31, 2025 2025-26 2025-26 2025-26 Cashflow Actual a Projected Budget 12/31/2025 Outlay Collection System Improvement Projects Collections Facilities Santa Ana Trunk Sewer Rehabilitation 4,555,304$ 272,175$ 5,463,300$ Greenville-Sullivan Trunk Improvements 58 - - Taft Branch Capacity Improvements 7,584,218 7,052,308 12,560,100 Yorba Linda Dosing Station Installation 219,002 80,340 107,100 Knott - Miller Holder - Artesia Branch Rehabilitation 406,090 260,163 791,600 Rehabilitation of Western Regional Sewers 5,750,397 5,005,009 10,621,700 Interstate 405 Widening Project Impacts on OC San Sewers 59,313 - 9,000 Seal Beach Pump Station Replacement 17,302,710 11,926,723 23,643,900 Bay Bridge Pump Station Replacement 6,574,488 8,469,335 14,947,600 Newport Beach Pump Station Pressurization Improvements 262,957 15,016 353,700 East Coast Highway Sewer Rehabilitatio 445,720 - 45,700 Fairview Trunk Sewer Rehabilitation 661,935 239,063 387,400 MacArthur Pump Station Rehabilitation 147,342 79,882 174,600 Gisler Red-Hill Interceptor & Baker Force Main Rehabilitation 16,115,339 11,103,051 16,978,500 MacArthur Force Main Improvement 533,299 424,280 531,500 North Trunk Improvements 347,079 104,070 218,400 Edinger Pumping Station Replacement 1,261,043 377,055 663,900 Small Construction Projects Program - Collections 4,214,513 307,584 3,930,100 Planning Studies Program - Collections 58,256 - - Additional Charges to CIP Closed at 6/30/25 - 453,994 454,000 Subtotal - Collections Facilities 66,499,063 46,170,048 91,882,100 Revenue Area 14 Bay Bridge Pumping Station Rehabilitation (3.62%)246,936 318,105 561,500 Newport Beach Pump Station Pressurization Improve (0.27%) 712 41 1,000 Subtotal - Revenue Area 14 247,648 318,146 562,500 Total Collection System Improvement Projects 66,746,711 46,488,194 92,444,600 24 Summary of Capital Improvement Construction Requirements - Current Year For the Six Months Ended December 31, 2025 2025-26 2025-26 2025-26 Cashflow Actual a Projected Budget 12/31/2025 Outlay Treatment & Disposal Projects Headworks Headworks Rehabilitation at Plant 1 24,184,260 18,227,407 31,675,300 Subtotal - Headworks 24,184,260 18,227,407 31,675,300 Primary Treatment Primary Sedimentation Basins 3-5 Replacement at Plant 1 4,199,476 2,808,641 4,803,300 Primary Sedimentation Basins 6-31 Reliability Improv at P1 356,049 (22,892) 326,400 Primary Treatment Rehabilitation at Plant 2 22,604,521 14,280,105 24,194,700 Subtotal - Primary Treatment 27,160,046 17,065,854 29,324,400 Secondary Treatment Activated Sludge-1 Aeration Basin & Blower Rehab at P1 5,580,737 2,053,036 4,217,300 Trickling Filter Rehab at P1 2,506,135 123,853 1,298,600 Activated Sludge Aeration Basin Rehabilitation at Plant 2 2,097,276 460,381 2,399,400 Subtotal - Secondary Treatment 10,184,148 2,637,270 7,915,300 Solids Handling & Digestion Deep Wll Biosolids Management Facilit 310,315 50,035 295,100 Interim Food Waste Receiving Facility 129,531 1,668 163,100 TPAD Digester Facility at Plant 2 14,094,930 12,942,651 20,154,700 Digesters Rehabilitation at Plant No. 2 2,739,421 1,296,196 1,947,000 Truck Loading Bay Odor Control Improvements at Plant 2 616,144 96,061 622,000 Subtotal - Solids Handling & Digestion 17,890,341 14,386,611 23,181,900 Ocean Outfall Systems Ocean Outfall System Rehabilitation 6,751,099 3,116,409 6,497,200 120-inch Ocean Outfall Rehabilitation 1,474,008 456,284 4,986,500 Sodium Bisulfite Station Rehabilitation at Plant 2 966,681 100,947 925,600 Emergency Overflow Pipes & Windwall Rehabilitation at P2 74,570 22,561 105,700 Subtotal - Ocean Outfall Systems 9,266,358 3,696,201 12,515,000 Capital Improvement Program Budget Revie 25 FY 2025-26 Mid-Year Financial Report Summary of Capital Improvement Construction Requirements - Current Year For the Six Months Ended December 31, 2025 2025-26 2025-26 2025-26 Cashflow Actual a Projected Budget 12/31/2025 Outlay Treatment & Disposal Projects (Continued) Utility Systems Electrical Power Distribution System Improvements 3,515,299 524,717 3,606,200 Digester Gas Facilities Rehabilitation 5,683,443 1,698,214 3,459,300 Central Generation Engine Overhauls at Plants 1 and 2 10,065,452 3,284,306 9,210,100 Central Generation Facilities & OOBS Seismic Upgrades 86,185 18,253 18,300 Public Address System Replacement 175,010 13,274 99,800 Power Dist. Sys. & Bldg C Repl. At Plants 1 and 2 793,770 - 243,500 Uninterruptable Power Supply Improvements at Plant 1 1,578,239 1,333,829 1,712,000 Industrial Control System & IT Data Center Relocation at P1 795,665 195,198 195,200 Headworks Electrical Distribution Improvements at P2 575,150 105,658 716,500 Subtotal - Utility Systems 23,268,213 7,173,449 19,260,900 Information Management Systems Process Control Systems Upgrades 5,832,634 1,073,940 4,942,000 Project Management Information System 50,729 68,200 80,000 Process Control System Alarm Optimization 354,537 13,032 144,900 Information Technology Capital Program 1,491,743 341,865 878,700 Subtotal - Information Management Systems 7,729,643 1,497,037 6,045,600 Strategic & Master Planning Planning Studies Program 4,379,568 1,087,605 5,034,900 Subtotal - Strategic & Master Planning 4,379,568 1,087,605 5,034,900 Water Management Projects GWRS Final Expansion Coordination - - 600 Subtotal - Water Management Projects - - 600 Research Research Program 2,108,754 101,580 3,092,800 Subtotal - Research 2,108,754 101,580 3,092,800 26 Summary of Capital Improvement Construction Requirements - Current Year For the Six Months Ended December 31, 2025 2025-26 2025-26 2025-26 Cashflow Actual a Projected Budget 12/31/2025 Outla Treatment & Disposal Projects (Continued) Support Facilities Small Construction Projects Program 30,821,031 9,247,095 27,632,900 Operations & Maintenance Capital Program - 1,457,478 3,614,700 Laboratory Rehabilitation at Plant 1 1,325,327 358,248 798,700 CenGen Monitoring Sys. Improvements at Plants 1 & 2 186,276 - 82,000 Headquarters Complex 179,707 235,491 932,600 Support Buildings Seismic Improvements at Plant 1 1,187,363 55,482 472,600 Administrative Facilities & Power Building 3A Demolition 415,812 330,053 465,900 Collections Yard Relocation 794,279 1,021,722 1,025,600 Operations and Maintenance Complex at Plant 2 1,246,216 291,027 789,900 Oxygen Gas Generation Facility at Plant No. 2 44,970 - 45,000 Waste Sidestream Pump Station A Improvements at Plant 2 261,611 - 175,900 Subtotal - Support Facilities 36,462,592 12,996,596 36,035,800 Others Capital Improvement Program Management Services 421,569 180,716 446,000 Subtotal - Others 421,569 180,716 446,000 Total Treatment and Disposal Projects 163,055,492 79,050,326 174,528,500 Capital Equipment Purchases 59,148,516 3,994,971 42,440,100 Total Collection, Treatment and Disposal Projects and Capital Equipment Purchases 288,950,719 129,533,491 309,413,200 Less: Savings and Deferrals (34,674,086) - (37,129,584) Net Collection, Treatment and Disposal Projects and Capital Equipment Purchases 254,276,633$ 129,533,491$ 272,283,616$ Capital Improvement Program Budget Review 27 FY 2025-26 Mid-Year Financial Report Summary of Capital Improvement Construction Requirements - Project Life For the Six Months Ended December 31, 2025 Current Total Approved June 30, 2025 Year Projected Remaining Project Accumulated Projected Cost at Future Budget Cost Cost June 30, 2026 Budget Collection System Improvement Projects Collections Facilities Santa Ana Trunk Sewer Rehabilitation 65,400,000$ 4,862,799$ 5,463,300$ 10,326,099$ 55,073,901$ Greenville-Sullivan Trunk Improvements 2,161,000 2,146,879 - 2,146,879 14,121 Taft Branch Capacity Improvements 30,200,000 7,643,574 12,560,100 20,203,674 9,996,326 Yorba Linda Dosing Station Installation 21,700,000 96,973 107,100 204,073 21,495,927 Santa Ana Canyon South River Trunk Rehabilitation 23,802,000 - - - 23,802,000 Knott - Miller Holder - Artesia Branch Rehabilitation 19,700,000 906,009 791,600 1,697,609 18,002,391 Westminster Blvd Force Main Replacement 43,900,000 43,495,590 - 43,495,590 404,410 Rehabilitation of Western Regional Sewers 96,300,000 44,797,862 10,621,700 55,419,562 40,880,438 Interstate 405 Widening Project Impacts on OC San Sewers 500,000 301,861 9,000 310,861 189,139 Seal Beach Pump Station Replacement 132,500,000 27,794,006 23,643,900 51,437,906 81,062,094 Los Alamitos Sub-Trunk Extension 115,198,000 - - - 115,198,000 Crystal Cove Pump Station Rehabilitation 17,774,000 - - - 17,774,000 Bay Bridge Pump Station Replacement 165,773,600 40,795,030 14,947,600 55,742,630 110,030,970 Newport Beach Pump Station Pressurization Improvements 2,692,710 2,339,791 353,700 2,693,491 (781) East Coast Highway Sewer Rehabilitation 19,422,000 - 45,700 45,700 19,376,300 Fairview Trunk Sewer Rehabilitation 25,000,000 1,486,074 387,400 1,873,474 23,126,526 MacArthur Pump Station Rehabilitation 16,200,000 66,762 174,600 241,362 15,958,638 Main Street Pump Station Rehabilitation 45,234,000 - - - 45,234,000 Gisler Red-Hill Interceptor & Baker Force Main Rehabilitation 55,500,000 35,709,523 16,978,500 52,688,023 2,811,977 MacArthur Force Main Improvement 6,400,000 5,943,957 531,500 6,475,457 (75,457) North Trunk Improvements 33,800,000 219,460 218,400 437,860 33,362,140 Edinger Pumping Station Replacement 36,500,000 3,211,805 663,900 3,875,705 32,624,295 Slater Pump Station Rehabilitation 45,600,000 16,480 - 16,480 45,583,520 Bolsa Chica/Edinger/Springdale Trunk Sewer Rehab 9,274,000 - - - 9,274,000 Small Construction Projects Program - Collections 7,454,706 6,072,877 3,930,100 10,002,977 (2,548,271) Planning Studies Program - Collections - - - - - Additional Charges to CIP Closed at 6/30/25 - 4,830,564 454,000 5,284,564 (5,284,564) Subtotal - Collections Facilities 1,037,986,016 232,737,876 91,882,100 324,619,976 713,366,040 Revenue Area 14: Bay Bridge Pumping Station Rehabilitation (3.62%)6,226,400 1,532,247 561,500 2,093,747 4,132,653 Newport Beach Pump Station Pressurization Improve (0.27%)7,290 6,335 1,000 7,335 (45) Subtotal - Revenue Area 14 6,233,690 1,538,582 562,500 2,101,082 4,132,608 Total Collection System Improvement Projects 1,044,219,706 234,276,458 92,444,600 326,721,058 717,498,648 28 Summary of Capital Improvement Construction Requirements - Project Life For the Six Months Ended December 31, 2025 Current Total Approved June 30, 2025 Year Projected Remaining Project Accumulated Projected Cost at Future Budget Cost Cost June 30, 2026 Budget Treatment & Disposal Projects Headworks Headworks Rehabilitation at Plant 1 340,000,000 214,467,909 31,675,300 246,143,209 93,856,791 Subtotal - Headworks 340,000,000 214,467,909 31,675,300 246,143,209 93,856,791 Primary Treatment Primary Sedimentation Basins 3-5 Replacement at Plant 1 201,000,000 12,337,790 4,803,300 17,141,090 183,858,910 Primary Sedimentation Basins 6-31 Reliability Improv at P1 12,100,000 11,211,284 326,400 11,537,684 562,316 Primary Treatment Rehabilitation at Plant 2 188,000,000 123,522,561 24,194,700 147,717,261 40,282,739 B/C-Side Primary Clarifiers Rehabilitation at Plant 2 305,928,000 - - - 305,928,000 Subtotal - Primary Treatment 707,028,000 147,071,635 29,324,400 176,396,035 530,631,965 Secondary Treatment Activated Sludge-1 Aeration Basin & Blower Rehab at P1 470,000,000 13,447,067 4,217,300 17,664,367 452,335,633 Trickling Filter Rehab at P1 42,000,000 652,831 1,298,600 1,951,431 40,048,569 Activated Sludge Aeration Basin Rehabilitation at Plant 2 65,600,000 2,207,788 2,399,400 4,607,188 60,992,812 Subtotal - Secondary Treatment 577,600,000 16,307,686 7,915,300 24,222,986 553,377,014 Solids Handling & Digestion Deep Wll Biosolids Management Facility 78,563,000 - 295,100 295,100 78,267,900 Interim Food Waste Receiving Facility 10,000,000 1,360,468 163,100 1,523,568 8,476,432 TPAD Digester Facility at Plant 2 588,000,000 42,548,299 20,154,700 62,702,999 525,297,001 Digesters Rehabilitation at Plant No. 2 51,200,000 6,667,319 1,947,000 8,614,319 42,585,681 Truck Loading Bay Odor Control Improvements at Plant 2 9,700,000 200,369 622,000 822,369 8,877,631 Subtotal - Solids Handling & Digestion 737,463,000 50,776,455 23,181,900 73,958,355 663,504,645 Ocean Outfall Systems Ocean Outfall System Rehabilitation 176,600,000 140,385,940 6,497,200 146,883,140 29,716,860 120-inch Ocean Outfall Rehabilitation 110,500,000 1,072,036 4,986,500 6,058,536 104,441,464 Sodium Bisulfite Station Rehabilitation at Plant 2 9,860,000 1,869,324 925,600 2,794,924 7,065,076 Emergency Overflow Pipes & Windwall Rehabilitation at P2 7,500,000 116,246 105,700 221,946 7,278,054 Subtotal - Ocean Outfall Systems 304,460,000 143,443,546 12,515,000 155,958,546 148,501,454 Capital Improvement Program Budget Review 29 FY 2025-26 Mid-Year Financial Report Summary of Capital Improvement Construction Requirements - Project Life For the Six Months Ended December 31, 2025 Current Total Approved June 30, 2025 Year Projected Remaining Project Accumulated Projected Cost at Future Budget Cost Cost June 30, 2026 Budget Treatment & Disposal Projects (Continued) Utility Systems Electrical Power Distribution System Improvements 43,000,000 4,447,259 3,606,200 8,053,459 34,946,541 Digester Gas Facilities Rehabilitation 190,000,000 20,570,339 3,459,300 24,029,639 165,970,361 Central Generation Engine Overhauls at Plants 1 and 2 74,700,000 31,193,972 9,210,100 40,404,072 34,295,928 Central Generation Facilities & OOBS Seismic Upgrades 17,500,000 13,294 18,300 31,594 17,468,406 Public Address System Replacement 12,208,000 - 99,800 99,800 12,108,200 Power Dist. Sys. & Bldg C Repl. At Plants 1 and 2 54,934,000 - 243,500 243,500 54,690,500 Uninterruptable Power Supply Improvements at Plant 1 9,600,000 7,521,005 1,712,000 9,233,005 366,995 Industrial Control System & IT Data Center Relocation at P1 16,500,000 144,638 195,200 339,838 16,160,162 Headworks Electrical Distribution Improvements at P2 34,652,000 62,338 716,500 778,838 33,873,162 Subtotal - Utility Systems 453,094,000 63,952,845 19,260,900 83,213,745 369,880,255 Information Management Systems Process Control Systems Upgrades 32,500,000 15,293,826 4,942,000 20,235,826 12,264,174 Project Management Information System 2,280,000 1,750,149 80,000 1,830,149 449,851 Process Control System Alarm Optimization 6,439,000 14,741 144,900 159,641 6,279,359 Information Technology Capital Program 10,000,000 1,568,901 878,700 2,447,601 7,552,399 Subtotal - Information Management Systems 51,219,000 18,627,617 6,045,600 24,673,217 26,545,783 Strategic & Master Planning Planning Studies Program 25,000,000 2,932,147 5,034,900 7,967,047 17,032,953 Subtotal - Strategic & Master Planning 25,000,000 2,932,147 5,034,900 7,967,047 17,032,953 Water Management Projects GWRS Final Expansion Coordination 1,400,000 1,399,403 600 1,400,003 (3) Subtotal - Water Management Projects 1,400,000 1,399,403 600 1,400,003 (3) Research Research Program 10,000,000 4,406,131 3,092,800 7,498,931 2,501,069 Subtotal - Research 10,000,000 4,406,131 3,092,800 7,498,931 2,501,069 30 Summary of Capital Improvement Construction Requirements - Project Life For the Six Months Ended December 31, 2025 Current Total Approved June 30, 2025 Year Projected Remaining Project Accumulated Projected Cost at Future Budget Cost Cost June 30, 2026 Budget Treatment & Disposal Projects (Continued) Support Facilities Small Construction Projects Program 117,545,294 32,399,337 27,632,900 60,032,237 57,513,057 Operations & Maintenance Capital Program - 1,848,876 3,614,700 5,463,576 (5,463,576) Laboratory Rehabilitation at Plant 1 129,300,000 128,038 798,700 926,738 128,373,262 CenGen Monitoring Sys. Improvements at Plants 1 & 2 17,121,000 - 82,000 82,000 17,039,000 Headquarters Complex 171,000,000 169,559,456 932,600 170,492,056 507,944 South Perimeter Security & Utility Improvements at Plant 1 8,150,000 7,926,328 -7,926,328 223,672 Support Buildings Seismic Improvements at Plant 1 30,500,000 2,478,436 472,600 2,951,036 27,548,964 Administrative Facilities & Power Building 3A Demolition 4,286,000 256,316 465,900 722,216 3,563,784 Collections Yard Relocation 9,400,000 8,214,743 1,025,600 9,240,343 159,657 Operations and Maintenance Complex at Plant 2 178,000,000 5,918,104 789,900 6,708,004 171,291,996 Oxygen Gas Generation Facility at Plant No. 2 20,319,000 - 45,000 45,000 20,274,000 Waste Sidestream Pump Station A Improvements at Plant 2 12,352,000 - 175,900 175,900 12,176,100 Subtotal - Support Facilities 697,973,294 228,729,634 36,035,800 264,765,434 433,207,860 Others Capital Improvement Program Management Services 2,000,000 1,198,915 446,000 1,644,915 355,085 Subtotal - Others 2,000,000 1,198,915 446,000 1,644,915 355,085 Total Treatment and Disposal Projects 3,907,237,294 893,313,923 174,528,500 1,067,842,423 2,839,394,871 Capital Equipment Purchases 59,148,516 - 42,440,100 42,440,100 16,708,416 Less: Savings and Deferrals (34,674,086) - (37,129,584)(37,129,584) 2,455,498 Total Collection, Treatment and Disposal Projects and Capital Equipment Purchases 4,975,931,430$ 1,127,590,381$ 272,283,616$ 1,399,873,997$ 3,576,057,433$ Capital Improvement Program Budget Review 31 FY 2025-26 Mid-Year Financial Report This Page Intentionally Left Blank 32 Capital Assets Schedule & Debt Service Budget Review For the Six Months Ended December 31, 2025 Balance Year-to-Date Balance 07/01/25 Activit 12/31/25 CONSTRUCTION IN PROGRESS (CIP): Collection System 138,387,585$ 46,488,194$ 184,875,779$ Treatment Plant 691,274,999 83,045,297 774,320,296 Subtotal 829,662,584 129,533,491 959,196,075 PROPERTY, PLANT & EQUIPMENT (at cost): Land and Property Rights 85,653,170 - 85,653,170 Collection Lines and Pump Stations 1,044,394,341 - 1,044,394,341 Treatment Facilities 2,870,522,393 - 2,870,522,393 Effluent disposal facilities 96,161,634 - 96,161,634 Solids disposal facilities 3,329,893 - 3,329,893 General and administrative facilities 406,519,911 - 406,519,911 Lease right-to-use asset 109,897 - 109,897 Subscription right-to-use assets 4,589,111 - 4,589,111 Excess purchase price over book value on acquired assets 19,979,000 - 19,979,000 Subtotal 4,531,259,350 - 4,531,259,350 Total Property, Plant & Equipment & CIP 5,360,921,934$ 129,533,491$ 5,490,455,425$ 2025-26 Year-to-Date Remaining Budget Payments % of Budget Budget Principal Payments by Debt Issue: 2010A BABs -$ -$ --$ 2010C BABs - - -- 2016A COP 5,915,000 109,935,000 (1)1858.58%(104,020,000) 2017A COP - - -- 2021A COP 18,890,000 - 0.00%18,890,000 2022A COP - - -- 2024A COP 8,525,000 - 0.00%8,525,000 2025A COP - - -- Subtotal Principal Payments 33,330,000 109,935,000 329.84%(85,130,000) Interest Expense by Debt Issue: 2010A BABs 2,986,574 2,106,337 70.53%880,237 2010C BABs 971,230 684,965 70.53%286,265 2016A COP 5,475,800 579,500 10.58%4,896,300 2017A COP 3,290,750 1,645,375 50.00%1,645,375 2021A COP 3,835,250 1,917,625 50.00%1,917,625 2022A COP 4,081,000 2,040,500 50.00%2,040,500 2024A COP 6,460,500 3,230,250 50.00%3,230,250 2025A COP - 1,272,397 N/A (1,272,397) Subtotal Interest Expense 27,101,104 13,476,949 49.73%13,624,155 Total Debt Service 60,431,104$ 123,411,949$ 204.22%(71,505,845)$ Capital Assets Schedule & Debt Service Budget Review Capital Assets Schedule Debt Service Budget Review (1) - In November 2025, OC San refunded $109,935,000 of Series 2016A through the issuance of Series 2025A. Refer to the COP Report on pages 37-38 for additional details. 33 FY 2025-26 Mid-Year Financial Report This Page Intentionally Left Blank 34 General Liabilit and Propert Fund Bud et Review For the Six Months Ended December 31, 2025 Actual Actual 2025-26 Through Through Budget 12/31/25 12/31/24 Revenues: In-Lieu Premiums 4,649,886$ 2,324,940$ 50.00% 2,324,946$ 2,190,987$ 133,953$ Service Department Allocations 25,000 (109,932) -439.73% 134,932 1,620 111,552 Total Revenues 4,674,886 2,215,008 47.38%2,459,878 2,192,607 22,401 Expenses: Benefits/Claims 400,000 - 0.00% 400,000 1,116 1,116 Professional Services 20,000 2,700 13.50% 17,300 4,200 1,500 Subtotal 420,000 2,700 0.64%417,300 5,316 2,616 Policy Premium Expense 4,899,565 2,271,624 46.36% 2,627,941 2,318,657 47,033 Total Ex enses 5,319,565 2,274,324 42.75%3,045,241 2,323,973 49,649 Excess Revenue (Expense)(644,679) (59,316) (585,363)$ (131,366) 72,050 Beginning Reserves 98,644,679 98,644,679 97,635,517 1,009,162 Ending Reserves 98,000,000$ 98,585,363$ 97,504,151$ 1,081,212$ 12/31/25 Budget (Decrease) Self Insurance Budget Review Percent of Budget Remaining Through 2025-26 Increase 35 FY 2025-26 Mid-Year Financial Report Workers' Compensation Fund Bud et Review For the Six Months Ended December 31, 2025 Actual Actual 2025-26 Through Through Budget 12/31/25 12/31/25 12/31/24 Revenues: In-Lieu Premiums 791,455$ 395,727$ 50.00% 395,728$ 329,773$ 65,954$ Service Department Allocations 100,000 26,850 26.85% 73,150 31,752 (4,902) Total Revenues 891,455 422,577 47.40%468,878 361,525 61,052 Expenses: Benefits/Claims 600,000 88,414 14.74% 511,586 335,854 (247,440) Legal Services 250,000 143,135 57.25% 106,865 168,833 (25,698) Professional Services 100,000 71,971 71.97% 28,029 30,163 41,808 Subtotal 950,000 303,520 31.95%646,480 534,850 231,330 Policy Premium Expense 476,000 205,552 43.18% 270,448 183,990 21,562 Total Ex enses 1,426,000 509,072 35.70%916,928 718,840 209,768 Excess Revenue (Expense)(534,545) (86,495) (448,050)$ (357,315) 270,820 Beginning Reserves 2,534,545 2,534,545 2,364,483 170,062 Ending Reserves 2,000,000$ 2,448,050$ 2,007,168$ 440,882$ Budget (Decrease) Percent of Budget Remaining Through 2025-26 Increase 36 January 31, 2026 STAFF REPORT Certificates of Participation (COP) Report For the Period Ended December 31, 2025 Summary The Orange County Sanitation District (OC San) began issuing Certificates of Participation (COPs) in 1990. These COPs were a part of our long-term financing plan that included both variable interest rate and traditional fixed rate borrowing. There remains no variable interest rate COPs at OC San. Following are the current outstanding debt issues of OC San: In May 2010, OC San issued $80 million of fixed rate Build America Bonds (BABs), Series 2010A at a true interest cost of 3.68 percent for the issue. In December 2010, OC San issued $157 million of fixed rate BABs, Series 2010C at a true interest cost of 4.11 percent for the issue. In March 2016, OC San issued $145.88 million of fixed rate COPs, Series 2016A, refunding $162.78 million of the Series 2009A fixed rate debt. The true interest cost for the issue is 3.02 percent. In November 2025, OC San issued $95.07 million of fixed rate COPs, Series 2025A, refunding $109.935 million of the Series 2016A fixed rate debt. The true interest cost for the issue is 2.66 percent. In February 2017, OC San issued $66.37 million of fixed rate COPs, Series 2017A, refunding $91.885 million of the Series 2007A debt. The true interest cost for the issue is 2.55 percent. In July 2021, OC San issued $133.51 million of fixed rate COPs, Series 2021A, refunding $61.575 million of the Series 2011A fixed rate debt and $102.2 million of the Series 2018A fixed rate debt. The true interest cost for the issue is 1.06 percent. In February 2022, OC San issued $81.62 million of fixed rate COPs, Series 2022A, refunding $100.645 million of the Series 2012A fixed rate debt and $6.67 million of the Series 2012B fixed rate debt. The true interest cost for the issue is 1.59 percent. In May 2024, OC San issued $139.72 million of fixed rate COPs, Series 2024A, refunding $30.095 million of the Series 2014A fixed rate debt and $127.51 million of the Series 2015A fixed rate debt. The true interest cost for the issue is 2.72 percent. 37 COP Report For the Period Ended December 31, 2025 Page 2 of 2 In November 2025, OC San issued $95.07 million of fixed rate COPs, Series 2025A, refunding $109.935 million of the Series 2016A fixed rate debt. The true interest cost for the issue is 2.66 percent. Issue Description Outstanding COP Balance Annual Interest Rate Approx Annual Interest Original Principal Issue Date Final Maturity 2010A Fixed 80,000,000.00 3.68% 2,944,000.00 80,000,000.00 5/18/2010 2/1/2040 2010C Fixed 22,830,000.00 4.11% 938,313.00 157,000,000.00 12/8/2010 2/1/2032 2016A Fixed 5,915,000.00 3.02% 178,633.00 145,880,000.00 3/30/2016 2/1/2039 2017A Fixed 65,815,000.00 2.55% 1,678,282.50 66,370,000.00 2/1/2017 2/1/2030 2021A Fixed 76,705,000.00 1.06% 813,073.00 133,510,000.00 7/29/2021 2/1/2036 2022A Fixed 81,620,000.00 1.59% 1,297,758.00 81,620,000.00 2/1/2022 2/1/2033 2024A Fixed 129,210,000.00 2.72% 3,514,512.00 139,720,000.00 5/7/2024 2/1/2037 2025A Fixed 95,070,000.00 2.66% 2,528,862.00 95,070,000.00 11/4/2025 2/1/2039 557,165,000.00 13,893,433.50 899,170,000.00 Weighted Avg Cost of Funds 2.49% 38 Orange County Sanitation District FINANCIAL MANAGEMENT DIVISION 18480 Bandilier CircleFountain Valley, California 92708-7011714.962.2411 | www.ocsan.gov 12/31/25 OC ~SAN ORANGE COUNTY SANITATION DISTRICT 2/3/2026 1 Mid-Year Financial Report Presented by: Ruth Zintzun, Finance Manager Administration Committee February 11, 2026 2 Budget Cycle July December June FY 2025-26 Budget Effective Mid Year Financial Report End of FY 2025-26 1 2 2/3/2026 2 3 Revenue Fees and Charges $398 Property Taxes $124 Other $57 FY 2025-26 Budget (Millions) Fees and Charges $208 Property Taxes $62 Other $33 Actuals through 12/31/2025 (Millions) 52% 4 Operating Budget FY 2025-26 Budget (Millions) $246$0 $123 50.0% 3 4 2/3/2026 3 5 Operating Detail $- $5 $10 $15 $20 $25 $30 $35 Mi l l i o n s FY 2025-26 Budget Actuals through 12/31/2025 51% Chemicals Utilities Repairs and Maintenance 49% 65% 6 Capital Improvement Program $0 $50 $100 $150 $200 $250 $300 FY 2025-26 Budget Actuals through 12/31/2025 Mi l l i o n s 51% 5 6 ■ □ 2/3/2026 4 7 Outstanding Debt $0 $100 $200 $300 $400 $500 $600 Mi l l i o n s 8 •Continue to monitor monthly actuals •Adjust operations and capital where possible •Incorporate in upcoming budget where applicable Next Steps 7 8 2/3/2026 5 9 Receive and file the Orange County Sanitation District Mid-Year Financial Report for the period ended December 31, 2025. Recommendation 9 ADMINISTRATION COMMITTEE Agenda Report Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 File #:2026-4780 Agenda Date:2/11/2026 Agenda Item No:11. FROM:Robert Thompson, General Manager Originator: Riaz Moinuddin, Director of Operations & Maintenance SUBJECT: WET WEATHER PREPARATION AND RESPONSES GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Information Item. BACKGROUND Staff will present an overview of Orange County Sanitation District’s wet weather preparations and responses to both the Operations Committee and Administration Committee. RELEVANT STANDARDS ·24/7/365 treatment plant reliability ·Maintain a culture of improving efficiency to reduce the cost to provide the current service level or standard ·Commitment to safety & reducing risk in all operations ATTACHMENT The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package: ·Presentation Orange County Sanitation District Printed on 1/30/2026Page 1 of 1 OC6SAN ORANGE COUNTY SANITATION DISTRICT 1/30/2026 1 Wet Weather Preparations and Responses Presented by Jon Bradley Operations Manager Administration Committee February 11, 2026 Why Prepare 0 50 100 150 200 250 300 MG D Time (24 Hours) Plant 2 Dry Weather Flows 7/14/2025 1 2 ___ ,. _____ .............. w .... 1/30/2026 2 How Rain Impacts Flow 0 50 100 150 200 250 300 MG D Time (24 Hours) Plant 2 Wet Weather vs. Dry Weather Flows 7/14/2025 2/6/2024 Difference in Peak Flow: 171 MGD Arriving 6 Hours, 15 Minutes Sooner Peak Flow: 261 MGD at 4:08 pm Peak Flow: 90 MGD at 10:23 pm 4 •Wet Weather Season:October 15 – April 15 •Daily Prep:Verify equipment readiness for high flows (Ex: portable pumps and sandbags). •Coordination: Coordinate with projects to ensure equipment and treatment capacities are available. •Collaboration: Communicate with stakeholders and coordinating agencies such as IRWD and OCWD. Preparing for the Wet Weather Season 3 4 _______ ,. _______ ......... w .... .,. . .,., .... cw•~~fldllllil¥- P2 Task Tracking @-""" .. -~------ ------ • =--------------------------'~-·---+---'-----+ ;:.,~--------------------~-: : ----t ·-------•-----•----- 1/30/2026 3 5 The Integrated Emergency Response Plan (IERP) provides guidance, strategies, and additional resources for larger storms that meet defined criteria. Integrated Emergency Response Plan 6 •Preparation Phase-Multiple days with multiple inches of rain predicted. May have limited capacity or saturated ground. •Goal -Ensure adequate resources are in place BEFORE the rain starts. IERP Code Color System Code Blue 5 6 1/30/2026 4 7 When the Rain Starts 8 •Threat Phase- •Plant Flow (P1 and P2): 125 MGD above normal; •Ocean Outfall Flow: 30 MGD above normal. •Partial Incident Command staff activated for additional storm oversight and resources. IERP Code Color System Code Yellow 7 8 1/30/2026 5 9 •Storage Phase-Fill empty tanks and structures for storage. Activate additional Incident Command staff as needed. •Exceeding Capacity Phase-Evaluate the use of the 1-mile outfall. •Recovery Phase-Drain and clean process units that were used to process higher flows in preparation for future storms. IERP Code Color System Code Orange Code Red Code Purple 10 •Informational item. Recommendation 9 10 ADMINISTRATION COMMITTEE Agenda Report Headquarters 18480 Bandilier Circle Fountain Valley, CA 92708 (714) 593-7433 File #:2026-4782 Agenda Date:2/11/2026 Agenda Item No:12. FROM:Robert Thompson, General Manager Originator: Wally Ritchie, Director of Finance SUBJECT: RATE SETTING PROCESS GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Information Item. BACKGROUND Staff will present an overview of the rate setting process. RELEVANT STANDARDS ·Stable rates, no large unforeseen rate increases ATTACHMENT The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package: ·Presentation Orange County Sanitation District Printed on 2/2/2026Page 1 of 1 OC6SAN ORANGE COUNTY SANITATION DISTRICT 1/30/2026 1 The Rate Setting Process Presented by: Ruth Zintzun, Finance Manager Administration Committee February 11, 2026 •“Right to Vote on Taxes Act” (1996) •Protects California property owners from unfair or excessive local government fees, assessments, and taxes. •Rates must be proportional to the service provided and cannot exceed the cost of service. Proposition 218 2 1 2 I I (ifs 1/30/2026 2 •Cost-of-Service Basis •Notice & Public Hearing •Majority Protest •Transparency Legal Requirements Under Prop 218 3 Steps 4 Cost of Service Study • Determine costs (Capital, Operation and Maintenance, debt) Draft Rate Proposal • Calculate rate structure Public Notice • Mail notices to property owners Public Hearing • Hold hearing and allow for protests Board Action • Adopt rates or reject proposals 3 4 a ~ • • . - 1/30/2026 3 Operations & Maintenance (O&M) Costs Capital Improvement / Replacement Costs Debt Service Reserve Requirements Proportionality to Water Usage or Wastewater Discharge Volume Cost of Service Study 5 •Publish Rate Study •Mail Notices •Public Outreach Before Hearings Public Transparency 6 5 6 , ......... -..,._"'_ NOTICE OF PUBLIC HEARING WNlltsNy,lllardl12,Zt23 • 1,.111. ·-·----. .._...,. __ _..., . . ,..._ ______ _ ------_____ ,, __ _ __ _, __ _ -------·-----... -.... -----~-- , ____ ..,., ________ , ·--·-·-·· .. ·-... ----·-·--===---------·---------- -..,"":--=::;:~----···'"-... Dl:"""•-·--·-· .. ----------__ .,K ______ ,., ___ ., ___ ,_, ------------·---·--... ·---··--------·--·---.. _____________________ _ ............ ------... --.-__ .,_,.. ·----. ___ ......,_,_ 1/30/2026 4 Timeline 7 Dec 2025 Mar 2026 Dec 2026 Feb 2027 Mar 2027 July 2027 Issue a Request for Proposal for a Comprehensive Rate Study Receive and file the Comprehensive Rate Study Mail Proposition 218 Notifications and First Reading of the Ordinance Public Hearing, Second Reading, and Adoption of the Ordinance Ordinance takes effect Award a Contract for a Comprehensive Rate Study Ongoing Outreach •Prop 218 ensures fairness, transparency, and accountability in local utility rates. •Cost-of-service studies are critical to legally defend rates. •Public notice and hearing requirements are required by Prop 218. •Proper documentation and communication reduce risk of legal challenges. Takeaways 8 7 8 1/30/2026 5 Information item. Recommendation 9 9 ORANGE COUNTY SANITATION DISTRICT COMMON ACRONYMS ACWA Association of California Water Agencies LOS Level Of Service RFP Request For Proposal APWA American Public Works Association MGD Million Gallons Per Day RWQCB Regional Water Quality Control Board AQMD Air Quality Management District MOU Memorandum of Understanding SARFPA Santa Ana River Flood Protection Agency ASCE American Society of Civil Engineers NACWA National Association of Clean Water Agencies SARI Santa Ana River Interceptor BOD Biochemical Oxygen Demand NEPA National Environmental Policy Act SARWQCB Santa Ana Regional Water Quality Control Board CARB California Air Resources Board NGOs Non-Governmental Organizations SAWPA Santa Ana Watershed Project Authority CASA California Association of Sanitation Agencies NPDES National Pollutant Discharge Elimination System SCADA Supervisory Control And Data Acquisition CCTV Closed Circuit Television NWRI National Water Research Institute SCAP Southern California Alliance of Publicly Owned CEQA California Environmental Quality Act O & M Operations & Maintenance SCAQMD South Coast Air Quality Management District CIP Capital Improvement Program OCCOG Orange County Council of Governments SOCWA South Orange County Wastewater Authority CRWQCB California Regional Water Quality Control Board OCHCA Orange County Health Care Agency SRF Clean Water State Revolving Fund CWA Clean Water Act OCSD Orange County Sanitation District SSMP Sewer System Management Plan CWEA California Water Environment Association OCWD Orange County Water District SSO Sanitary Sewer Overflow EIR Environmental Impact Report OOBS Ocean Outfall Booster Station SWRCB State Water Resources Control Board EMT Executive Management Team OSHA Occupational Safety and Health Administration TDS Total Dissolved Solids EPA US Environmental Protection Agency PCSA Professional Consultant/Construction TMDL Total Maximum Daily Load FOG Fats, Oils, and Grease PDSA Professional Design Services Agreement TSS Total Suspended Solids gpd gallons per day PFAS Per- and Polyfluoroalkyl Substances WDR Waste Discharge Requirements GWRS Groundwater Replenishment System PFOA Perfluorooctanoic Acid WEF Water Environment Federation ICS Incident Command System PFOS Perfluorooctanesulfonic Acid WERF Water Environment & Reuse Foundation IERP Integrated Emergency Response Plan POTW Publicly Owned Treatment Works WIFIA Water Infrastructure Finance and Innovation Act JPA Joint Powers Authority ppm parts per million WIIN Water Infrastructure Improvements for the LAFCO Local Agency Formation Commission PSA Professional Services Agreement WRDA Water Resources Development Act ORANGE COUNTY SANITATION DISTRICT GLOSSARY OF TERMS ACTIVATED SLUDGE PROCESS – A secondary biological wastewater treatment process where bacteria reproduce at a high rate with the introduction of excess air or oxygen and consume dissolved nutrients in the wastewater. BENTHOS – The community of organisms, such as sea stars, worms, and shrimp, which live on, in, or near the seabed, also known as the benthic zone. BIOCHEMICAL OXYGEN DEMAND (BOD) – The amount of oxygen used when organic matter undergoes decomposition by microorganisms. Testing for BOD is done to assess the amount of organic matter in water. BIOGAS – A gas that is produced by the action of anaerobic bacteria on organic waste matter in a digester tank that can be used as a fuel. BIOSOLIDS – Biosolids are nutrient rich organic and highly treated solid materials produced by the wastewater treatment process. This high-quality product can be recycled as a soil amendment on farmland or further processed as an earth-like product for commercial and home gardens to improve and maintain fertile soil and stimulate plant growth. CAPITAL IMPROVEMENT PROGRAM (CIP) – Projects for repair, rehabilitation, and replacement of assets. Also includes treatment improvements, additional capacity, and projects for the support facilities. COLIFORM BACTERIA – A group of bacteria found in the intestines of humans and other animals, but also occasionally found elsewhere, used as indicators of sewage pollution. E. coli are the most common bacteria in wastewater. COLLECTIONS SYSTEM – In wastewater, it is the system of typically underground pipes that receive and convey sanitary wastewater or storm water. CERTIFICATE OF PARTICIPATION (COP) – A type of financing where an investor purchases a share of the lease revenues of a program rather than the bond being secured by those revenues. CONTAMINANTS OF POTENTIAL CONCERN (CPC) – Pharmaceuticals, hormones, and other organic wastewater contaminants. DILUTION TO THRESHOLD (D/T) – The dilution at which the majority of people detect the odor becomes the D/T for that air sample. GREENHOUSE GASES (GHG) – In the order of relative abundance water vapor, carbon dioxide, methane, nitrous oxide, and ozone gases that are considered the cause of global warming (“greenhouse effect”). GROUNDWATER REPLENISHMENT SYSTEM (GWRS) – A joint water reclamation project that proactively responds to Southern California’s current and future water needs. This joint project between the Orange County Water District and OCSD provides 70 million gallons per day of drinking quality water to replenish the local groundwater supply. LEVEL OF SERVICE (LOS) – Goals to support environmental and public expectations for performance. N-NITROSODIMETHYLAMINE (NDMA) – A N-nitrosamine suspected cancer-causing agent. It has been found in the GWRS process and is eliminated using hydrogen peroxide with extra ultra-violet treatment. NATIONAL BIOSOLIDS PARTNERSHIP (NBP) – An alliance of the NACWA and WEF, with advisory support from the EPA. NBP is committed to developing and advancing environmentally sound and sustainable biosolids management practices that go beyond regulatory compliance and promote public participation to enhance the credibility of local agency biosolids programs and improved communications that lead to public acceptance. PER- AND POLYFLUOROALKYL SUBSTANCES (PFAS) – A large group (over 6,000) of human-made compounds that are resistant to heat, water, and oil and used for a variety of applications including firefighting foam, stain and water-resistant clothing, cosmetics, and food packaging. Two PFAS compounds, perfluorooctanesulfonic acid (PFOS) and perfluorooctanoic acid (PFOA) have been the focus of increasing regulatory scrutiny in drinking water and may result in adverse health effects including developmental effects to fetuses during pregnancy, cancer, liver damage, immunosuppression, thyroid effects, and other effects. PERFLUOROOCTANOIC ACID (PFOA) – An ingredient for several industrial applications including carpeting, upholstery, apparel, floor wax, textiles, sealants, food packaging, and cookware (Teflon). PERFLUOROOCTANESULFONIC ACID (PFOS) – A key ingredient in Scotchgard, a fabric protector made by 3M, and used in numerous stain repellents. PLUME – A visible or measurable concentration of discharge from a stationary source or fixed facility. PUBLICLY OWNED TREATMENT WORKS (POTW) – A municipal wastewater treatment plant. SANTA ANA RIVER INTERCEPTOR (SARI) LINE – A regional brine line designed to convey 30 million gallons per day of non-reclaimable wastewater from the upper Santa Ana River basin to the ocean for disposal, after treatment. SANITARY SEWER – Separate sewer systems specifically for the carrying of domestic and industrial wastewater. SOUTH COAST AIR QUALITY MANAGEMENT DISTRICT (SCAQMD) – Regional regulatory agency that develops plans and regulations designed to achieve public health standards by reducing emissions from business and industry. SECONDARY TREATMENT – Biological wastewater treatment, particularly the activated sludge process, where bacteria and other microorganisms consume dissolved nutrients in wastewater. SLUDGE – Untreated solid material created by the treatment of wastewater. TOTAL SUSPENDED SOLIDS (TSS) – The amount of solids floating and in suspension in wastewater. ORANGE COUNTY SANITATION DISTRICT GLOSSARY OF TERMS TRICKLING FILTER – A biological secondary treatment process in which bacteria and other microorganisms, growing as slime on the surface of rocks or plastic media, consume nutrients in wastewater as it trickles over them. URBAN RUNOFF – Water from city streets and domestic properties that carry pollutants into the storm drains, rivers, lakes, and oceans. WASTEWATER – Any water that enters the sanitary sewer. WATERSHED – A land area from which water drains to a particular water body. OCSD’s service area is in the Santa Ana River Watershed.