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HomeMy WebLinkAbout11.a. Minutes-Administration Committee 01-30-18 Page 1 of 5 Item ll.a. Central Contra Costa Sanitary District February 15, 2018 TO: HONORABLE BOARD OF DIRECTORS FROM: DONNA M. ANDERSON, PROVISIONAL SECRETARY OF THE DISTRICT SUBJECT: JANUARY30, 2018 -ADMINISTRATION COMMITTEE - MEMBER MCGILL AND MEMBER WILLIAMS Attached are minutes of the above Committee meeting. Strategic Plan Tie-In GOAL ONE: Provide Exceptional Customer Service Strategy 1 - Foster Customer Engagement and Awareness ATTACHMENTS: 1. Minutes of 01-30-18 Administration Committee Meeting February 15, 2018 Regular Board Meeting Agenda Packet- Page 61 of 77 Page 2 of 5 .,,IMCENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9AS53-A392 REGULAR MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA JAMES A.NEJEDLY SANITARY DISTRICT President ADMINISTRATION COMMITTEE DAVIDPresidennttPro Ms President Tem PAUL H CAUSEY MCGM I N U T E S MICHAEL R.TAD J PILECKLECK I PHONE: (925)228-9500 Tuesday, January 30, 2018 FAX.- (925)372-0192 8:30 a.m. www.centralsan.org Executive Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Mike McGill Member David Williams Staff. Roger S. Bailey, General Manager Donna Anderson, Provisional Secretary of the District Kent Alm, District Counsel (participated in Item 3.b. via telephone) Ann Sasaki, Deputy General Manager Phil Leiber, Director of Finance and Administration Stephanie King, Purchasing and Materials Services Manager (left after Item 3.b.) Edgar Lopez, Capital Projects Division Manager (left after Item 3.b.) Shari Deutsch, Risk Management Administrator Jerry Ledbetter, Safety Officer (left after Item 3.a.) 1. Call Meeting to Order Chair McGill called the meeting to order at 8:32 a.m. 2. Public Comments None. 3. Items for Committee Recommendation to Board a. Receive summary of 2017 Safety Program Annual Report Mr. Ledbetter reviewed the presentation included with the agenda material and responded to questions from the Committee Members. It was February 15, 2018 Regular Board Meeting Agenda Packet- Page 62 of 77 Page 3 of 5 Administration Committee Minutes January 30, 2018 Page 2 suggested that the slide containing Injury Rates Compared to California North American Industry Classification System be augmented to (1) include a category for California clean water treatment facilities and (2) incorporate an explanation as to how the numbers reflected on the chart are derived. It was also requested that the 2017 Safety Program Annual Report include an emergency response item about the November 2017 air gap incident that briefly contaminated potable water at the Martinez campus, even though it resulted in no injuries. COMMITTEE ACTION: Recommended Board receipt of the Annual Report subject to inclusion of the above suggestions. b. Review draft Position Paper to adopt resolution and ordinance for Central San to adopt the Uniform Public Construction Cost Accounting Act (UPCCAA), and delegate to the General Manager the authority to award contracts up to the informal bid limit specified by the UPCCAA Mr. Alm participated in this discussion via conference call. Mr. Leiber reviewed the rationale for staff's recommendation to adopt the UPCCAA, noting that the outside consultant who recently reviewed this issue suggested the UPCCAA be adopted on a pilot basis. While staff cannot know with certainty the extent of anticipated efficiencies, it believes the benefits outweigh the costs, and recommends proceeding with the adoption of the program. The decision can be reversed should it prove not beneficial to the District. Mr. Alm said the current $15,000 limit is so low as to be impractical, and the primary advantage to adopting the UPCCAA is that it essentially raises that limit to $45,000 with no bidding, and to $175,000 with an informal bidding process. It should create efficiencies for the District, particularly for repair work and smaller capital projects. He mentioned that he has other clients who have been very pleased after adopting the program. Mr. Alm also spoke briefly about the ramifications of the Ross Valley Sanitary District court ruling from 2016 that the statute requiring competitive bidding for sanitary district projects exceeding $15,000 does not apply when the District engages its own work force to perform the work. Ms. Sasaki noted that Central San does not at present take advantage of the unlimited force accounts ruling; the real benefit would be in not having to formally bid projects up to $45,000 and to be able to use a streamlined bidding process for projects up to $175,000. If the UPCCAA were adopted at the District, Chair McGill asked if it would be prudent to set a specific time period for evaluation. Mr. Leiber said staff February 15, 2018 Regular Board Meeting Agenda Packet- Page 63 of 77 Page 4 of 5 Administration Committee Minutes January 30, 2018 Page 3 suggests reporting back to the Board or Administration Committee in one to two years after the program is up and running, believing this would allow enough time for a proper evaluation. Member Williams said he was comfortable with that approach but also suggested that objective evaluation criteria and metrics be established prior to adoption of the UPCCAA. Mr. Bailey said staff could develop appropriate criteria and metrics to use as a basis for assessment, and would include these proposed measures in the Board Position Paper. Ms. King noted that the UPCCAA reevaluates its stated limits every five years, and it is expected that the limits under the program will increase at the time of the next evaluation. Mr. Leiber pointed out that presently the General Manager may award contracts for public works/District projects below $100,000. However, to further streamline the contracting process if the UPCCAA were adopted, the Board may want to consider delegating to the General Manager the authority to award public works/District projects up to the informal bid limit in the UPCCAA (presently$175,000). If such a delegation is made, to ensure transparency, staff would report to the Board all such awards in a quarterly General Manager Announcement. COMMITTEE ACTION: Recommended (1) Board approval, including delegation to the General Manager the authority to award contracts up to the informal bid limit specified by the UPCCAA; (2) development of appropriate criteria and metrics to use as a basis for assessment of the program; and (3) an informal assessment of the program be presented to the Administration Committee in December 2018 and to the full Board two years after full implementation. 4. Other Items a. Risk Management Loss Control Report Fiscal Year 2017-18 Ms. Deutsch reviewed the Loss Control Report included with the agenda material. She pointed out that one claim involves an overflow where an overflow protection device (OPD) was properly functioning but was situated close to an open vent, allowing overflow to spill back into the home. The OPD has since been relocated. COMMITTEE ACTION: Discussed and provided input to staff. February 15, 2018 Regular Board Meeting Agenda Packet- Page 64 of 77 Page 5 of 5 Administration Committee Minutes January 30, 2018 Page 4 5. Announcements None. 6. Future Scheduled Meetings a. Tuesday, February 13, 2018 at 8:30 a.m. Tuesday, March 6, 2018 at 8:30 a.m. Tuesday, April 10, 2018 at 8:30 a.m. 6. Suggestions for Future Agenda Items None. 8. Adjournment — at 10:13 a.m. February 15, 2018 Regular Board Meeting Agenda Packet- Page 65 of 77