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Home My WebLink About04.a. General Manager authority limits under Capital Improvement Projects BudgetCentral Contra Costa Sanitary District • Q • r BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 10, 2014 Subject: AMEND GENERAL MANAGER AUTHORIZATION LIMITS SET FORTH IN THE CAPITAL IMPROVEMENT PROGRAM BUDGET Submitted By: Andrew J. Antkowiak Capital Projects Division Manager Initiating Dept. /Div.: Engineering /Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: K. Alm R. Bailey Counsel for the District General Manag r ISSUE: Adoption of a resolution is recommended to ratify changes to the General Manager's and Board of Directors' current authorization limits set forth in the Capital Improvement Program Budget. RECOMMENDATION: Adopt resolution amending the General Manager and Board of Directors' authorization limits contained in the Capital Improvement Program Budget. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: The Board voted to approve changes at its meeting of February 6, 2014. The proposed changes were further discussed and modified at the March 17, 2014 Engineering and Operations Committee Meeting. The Board may wish to adopt the modified resolution, or may wish to change proposed General Manager authority. BACKGROUND: On December 15, 2011, the Board adopted Resolution 2011 -065, updating and clarifying the General Manager's authority limits. That resolution incorporates by reference General Manager's authority limits which are contained in other documents, including the authorization limits set forth in the most recent Capital Improvement Program Budget (approved by the Board each year). At its meeting of December 17, 2013, the former Capital Projects Committee recommended changes to the General Manager and Board Authorization Limits contained in the most recent Capital Improvement Program Budget. The Committee's recommended changes were presented to the Board at its meeting of February 6, 2014. The Board agreed to certain changes and asked staff to bring back to the Board a resolution reflecting the agreed -upon changes. The changes were further discussed and modified at the March 17, 2014 Engineering and Operations Committee Meeting because staff was concerned that some of the Page 1 of 2 POSITION PAPER Board Meeting Date: April 10, 2014 subject: AMEND GENERAL MANAGER AUTHORIZATION LIMITS SET FORTH IN THE CAPITAL IMPROVEMENT PROGRAM BUDGET wording changes suggested at the February 6 Board meeting may not be in keeping with the Board's intention. The Committee agreed with staff's recommended wording changes, which are reflected in Attachment 1. Once approved, staff will incorporate the changes into the next fiscal year Capital Improvement Program Budget. RECOMMENDED BOARD ACTION: Adopt resolution amending the General Manager and Board of Directors' authorization limits, as reflected in Exhibit A, contained in the District's Capital Improvement Program Budget. Attached Suppon`inq Documents: 1. Strikeout showing changes to the authorization limits. 2. Proposed resolution, including Exhibit A, reflecting new authorization limits. Page 2 of 2 ATTACHMENT 1 — Strikeout showing changes to the authorization limits. Table 3: Capital Improvement Program Authorization Limits ACTION GENERAL MANAGER BOARD OF DIRECTORS Approve Capital Plan None No limit Authorize Capital Program budgets None No limit Allocate funds to individual project budgets Total program budget No Board authorization plus contingency! required Authorize Professional Consulting Services $100,000 or less Greater than $100,000 Consultant Technical Consulting Services. $100,000 or less Greater than $100,000 Contracts Professional Eng. Services. $100,000 or less Greater than $100,000 Allocate funds from program contingency accounts to $100,000 or less per Greater than $100,000 projects not included in the CIB projectR2 Individual equipment items and equipment contingency in $190�8A eless U� , the Equipment Budget to amount specified in Equipment Budget Above amount specified in Equipment including contingency Budget including contin enc Individual equipment items not in the Equipment Budget $50,000 or less Greater than $50,000 Authorize supplemental funds to program budgets/ Not applicable Sewer Construction contingency accounts Fund balance Allocate funds for project budget overruns after award of 15% of final project Greater than 15% of construction contract budget',2,3 Up to final project budget3 or maximum of above $1,000,000 $1,000,000 per maximum per prouect. ro'ect Award construction contracts54 $100,000 or less Greater than $100,000 Authorize Additive $100,000 or less Greater than $100,000 construction change orders Deductive No limit No Board authorization required Subcontractor substitutions All substitutions Substitutions protested unless protested by by subcontractor subcontractor Construction project acceptance All projects Informational announcement to the Board Close out project All projects Memo provided to the Board at end of FY 4__ General Manager autherity . id by Board Re6014011 On DeGernber 15, 2011 -Limited by the remaining balances of the applicable program budget and contingency account ?Limited by the remaining balance of the applicable program contingency account 43Final project budget is established at time of award of construction contract 54 Bid protests and rejection of all bids must go to Board regardless of dollar amount RESOLUTION NO. 2014- 0 07 A RESOLUTION OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT AMENDING GENERAL MANAGER AUTHORIZATION LIMITS SET FORTH IN THE CAPITAL IMPROVEMENT PROGRAM BUDGET AND TEN -YEAR PLAN WHEREAS, the proper functioning of the Central Contra Costa Sanitary District ( "District ") requires that the General Manager and his or her staff have adequate authority to carry out both the routine and reoccurring functions as well as the emergency functions of the District; and WHEREAS, on December 15, 2011, the Board adopted Resolution 2011 -065 setting forth General Manager authorities, including authorities contained in the most recent Capital Improvement Program Budget approved by the Board; and WHEREAS, at its meeting of December 17, 2013, the Capital Projects Committee recommended changes to the General Manager and Board authorization limits contained in the most recent Capital Improvement Program Budget; and WHEREAS, at its meeting of February 6, 2014, the Board directed staff to amend certain General Manager and Board authorization limits contained in the most recent Capital Improvement Program Budget and Ten -Year Plan; and WHEREAS, at its meeting of March 17, 2014, the Engineering & Operations Committee reviewed and recommended additional changes to the General Manager and Board authorization limits contained in the most recent Capital Improvement Program Budget; WHEREAS, at its meeting of April 10, 2014, the Board concurred with the Engineering & Operations Committee's recommended changes to the General Manager and Board authorization limits contained in the most recent Capital Improvement Program Budget and Ten -Year Plan, as reflected in Exhibit A; THEREFORE, the Board hereby resolves that the General Manager and Board authorization limits contained in the Capital Improvement Program Budget and Ten - Year Plan are amended as shown in Exhibit A, attached. PASSED AND ADOPTED this 10th day of April, 2014, by the Board of Directors of the Central Contra Costa Sanitary District by the following vote: AYES: Members: NOES: Members: ABSENT: Members: David R. Williams President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California Resolution 2014- Q 0 Page 2 of 2 COUNTERSIGNED: Elaine R. Boehme, CIVIC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California Approved as to form: Kenton L. Alm, Esq. Counsel for the District EXHIBIT A Table 3: Capital Improvement Program Authorization Limits ACTION GENERAL BOARD OF MANAGER DIRECTORS Approve Capital Plan None No limit Authorize Capital Program budgets None No limit Allocate funds to individual project budgets Total program budget No Board plus contingency' authorization required Authorize Professional Consulting Services $100,000 or less Greater than $100,000 Consultant Technical Consulting Services. $100,000 or less Greater than $100,000 Contracts Professional Eng. Services. $100,000 or less Greater than $100,000 Allocate funds from program contingency accounts to $100,000 or less per Greater than $100,000 projects not included in the CIB project2 Individual equipment items and equipment contingency in Up to amount Above amount the Equipment Budget specified in specified in Equipment Equipment Budget Budget including including contingency contingency Individual equipment items not in the Equipment Budget $50,000 or less Greater than $50,000 Authorize supplemental funds to program budgets/ Not applicable Sewer Construction contingency accounts Fund balance Allocate funds for project budget overruns after award of 15% of final project Greater than 15% of construction contract budget',2,3 up to final project budget3 or maximum of above $1,000,000 $1,000,000 per maximum per project. project Award construction contracts4 $100,000 or less Greater than $100,000 Authorize Additive $100,000 or less Greater than $100,000 construction change orders Deductive No limit No Board authorization required Subcontractor substitutions All substitutions Substitutions protested unless protested by by subcontractor subcontractor Construction project acceptance All projects Informational announcement to the Board Close out project All projects Memo provided to the Board at end of FY Limited by the remaining balances of the applicable program budget and contingency account 2Limited by the remaining balance of the applicable program contingency account 3Final project budget is established at time of award of construction contract 4 Bid protests and rejection of all bids must go to Board regardless of dollar amount