BOARD OF DIRECTORS MEETING AGENDA

Transcription

1 BOARD OF DIRECTORS MEETING AGENDA Wednesday, November 2, 2016 Closed Session - 6:00 p.m. Regular Session - 6:30 p.m. Telephone No. (510) Fax No. (510) Website: MEETING LOCATION: 2910 Hilltop Drive, Richmond, California CLOSED SESSION 6:00 PM a. CALL TO ORDER b. ROLL CALL 2. PUBLIC COMMENTS CLOSED SESSION ITEMS 3. CONVENE IN CLOSED SESSION a. Conference with Real Property Negotiator: Property: Contra Costa County Parcel Number (approximately acre parcel on the southwest corner of Pittsburg Ave and Richmond Parkway): Agency Negotiator: E.J. Shalaby, General Manager: under negotiation: price and terms, pursuant to Government Code Section b. Public Employee Performance Evaluation pursuant to Government Code Section Position Title: General Manager 4. CONVENE IN OPEN SESSION 6:30 p.m. a. ROLL CALL b. PLEDGE OF ALLEGIANCE 5. REPORT FROM CLOSED SESSION 6. SPECIAL ORDER OF THE DAY a. Adjourn in Memory of Mike Klubben (Former District CSO Crew Member) 7. PUBLIC COMMENTS/CORRESPONDENCE a. Receive Public Comments b. User Feedback Survey Collection System Operations (Attachment) c. Letter and Thank You Card from Bay Area Rescue Mission on the WECARE Pumpkin Patch Event (Attachment)

2 Board Meeting Agenda November 2, 2016 Page 2 d. Letter from Jennifer B. Miller of PWS The Laundry Company dated October 26, 2016, Regarding Sewer Assessment Fees for San Pablo Road (Attachment) 8. CONSENT CALENDAR (single motion and vote approving all items) Consent Calendar items are considered routine and will be approved or adopted by one vote unless a request for removal for discussion or explanation is received from the public or Board. a. Approve Minutes of October 19, 2016 (Board Meeting) (Attachment) b. Approve Minutes of October 25, 2016 (Plans & Programs Committee) (Attachment) 9. ORDINANCES & RESOLUTIONS (The Board will discuss, seek public input and possibly take action to approve the following items.) a. Adopt Resolution Fixing the Employer Contribution Under Section of The Public Employees Medical And Hospital Care Act (General Manager Vesting) (Attachment) b. Adopt Resolution Fixing The Employer Contribution Under Section Of The Public Employees Medical And Hospital Care Act (MEU Vesting) (Attachment) c. Adopt Resolution Fixing The Employer Contribution Under Section Of The Public Employees Medical And Hospital Care Act (FOU Vesting) (Attachment) d. Adopt Resolution Fixing The Employer Contribution Under Section Of The Public Employees Medical And Hospital Care Act (Unrepresented Vesting) (Attachment) e. Adopt a Resolution Fixing The Employer Contribution Under Section Of The Public Employees Medical And Hospital Care Act With Respect To A Recognized Employee Organization (Admin/Clerical Vesting) (Attachment) f. Adopt Resolution Fixing The Employer Contribution At An Equal Amount For Employees And Annuitants Under The Public Employees Medical And Hospital Care Act With Respect To A Recognized Employee Organization (General Manager) (Attachment) g. Adopt a Resolution Fixing The Employer Contribution At An Equal Amount For Employees And Annuitants Under The Public Employees Medical And Hospital Care Act With Respect To A Recognized Employee Organization (FOU) (Attachment)

3 Board Meeting Agenda November 2, 2016 Page 3 h. Adopt a Resolution Fixing The Employer Contribution At An Equal Amount For Employees And Annuitants Under The Public Employees Medical And Hospital Care Act With Respect To A Recognized Employee Organization (Unrepresented) (Attachment) i. Adopt a Resolution Fixing The Employer Contribution At An Equal Amount For Employees And Annuitants Under The Public Employees Medical And Hospital Care Act With Respect To A Recognized Employee Organization (MEU) (Attachment) j. Adopt a Resolution Fixing The Employer Contribution At An Equal Amount For Employees And Annuitants Under The Public Employees Medical And Hospital Care Act With Respect To A Recognized Employee Organization (Admin/Clerical) (Attachment) 10. UNFINISHED BUSINESS (The Board will discuss, seek public input and possibly take action to approve the following items.) 11. NEW BUSINESS (the Board will discuss, seek public input and possibly take action to approve the following items) a. Consider and provide direction to staff regarding the County s estimated timeline for certifying the results of the November 8, 2016 general election and administering the oath of office to the successful candidates (Attachment) b. Authorize the General Manager to enter into a contract with Precision IT, Inc. for Managed Information Technology Services (Attachment) 12. FINANCES 13. REPORTS (receive and accept) a. Report from Board on recent conferences, seminars and issues pertaining to the overall operation of the West County Wastewater District b. Report on Status of District Newsletter by Director Audrey Comeaux, Communications Ad Hoc Committee Chair c. Report from staff on recent conferences, seminars and issues pertaining to the overall operation of the West County Wastewater District d. Receive Board Attorney Comments/Communications e. Receive General Manager s Comments/Communications 14. RECURRING CLAIMS AND INVOICES: Expense Claims for Meetings, Travel and Related Expenses Cellular Telephone Invoice Credit Card Invoice

4 Board Meeting Agenda November 2, 2016 Page CALENDAR a. Discuss Calendar of Committee and other meetings (Attachment) 16. GOOD OF THE ORDER (Informal observations, reports and inquiries regarding the work of the District may be presented under this agenda item. No action will be taken unless otherwise indicated) 17. FUTURE MEETING AGENDA ITEMS 18. ADJOURNMENT Adjourn in Memory of Mike Klubben (Former District CSO Crew Member) INFORMATION FOR THE PUBLIC Persons with disabilities who require auxiliary aids or services in attending or participating in this meeting should call the Administration Supervisor at (510) We will need FIVE (5) WORKING DAYS BEFORE ANY FUTURE MEETINGS to make any necessary accommodations. Anyone wishing to address the Board of Directors should complete a speaker's card and submit it to the Administration Supervisor. In addressing the Board, speakers should step to the podium and state their names and addresses for the record. The Board President may direct questions to any member of the audience as appropriate at any time during the meeting. 1. ADDRESSING THE BOARD ON AN ITEM ON THE AGENDA Persons wishing to speak on PUBLIC HEARINGS and OTHER MATTERS listed on the agenda will be heard when the President calls for comments from the audience, except on public hearing items previously heard and closed to public comment. A maximum of 3 minutes will be allowed for those who wish to address the Board. After the public has commented, the item is closed to further public comment and brought to the Board for discussion and action. There is no further comment permitted from the audience unless invited by the Board. 2. ADDRESSING THE BOARD ON AN ITEM NOT ON THE AGENDA In accordance with state law, the Board is prohibited from discussing items not calendared on the agenda. For that reason, members of the public wishing to discuss or present a matter to the Board other than a matter which is on this agenda are requested to present the matter in writing to the Administration Supervisor at least one week prior to a regularly scheduled Board meeting date. If you are unable to do this, you may make an announcement to the Board of your concern under PUBLIC COMMENTS. Matters brought up which are not on the agenda may be referred to staff for action or calendared on a future agenda.

5 Reported as brown water in street. Service Crew checked sewer lines and found no problems. EBMUD was notified and EBMUD repaired water line. Agenda Item No. 7. b. Page 1 of 2

6 Agenda Item No. 7. b. Board Meeting - November 2, 2016 Page 2 of 2 Return to Agenda

7 Agenda Item No. 7. c. Page 1 of 3

8 Agenda Item No. 7. c. Board Meeting - November 2, 2016 Page 2 of 3

9 Return to Agenda Agenda Item No. 7. c. Board Meeting - November 2, 2016 Page 3 of 3

10 Agenda Item No. 7. d. Page 1 of 2

11 Agenda Item No. 7. d. Board Meeting - November 2, 2016 Page 2 of 2 Return to Agenda

12 Agenda Item No. 8. a. October 19, 2016 The regular meeting of the West County Wastewater District Board of Directors was held in the WCWD Board Room, 2910 Hilltop Drive, Richmond, California. ROLL CALL President McNeil called the meeting to order at 6:17 p.m. Other members present included Secretary Comeaux, and Directors Caine, Granzella and Toler. Board Attorney Cabral was also present. 2. PUBLIC COMMENTS CLOSED SESSION ITEMS None. 3. CONVENE IN CLOSED SESSION The Board convened into closed session at 6:19 p.m., under Government Code Section 54957, Public Employee Performance Evaluation: Position Title: General Manager. Closed session ended at 6:32 p.m. 4. CONVENE IN OPEN SESSION The Board returned to open session at 6:35 p.m. a. ROLL CALL In addition to the above noted present in closed session, also in attendance at the open session of the Board meeting were: General Manager Shalaby, Water Quality Manager Hill, Engineering Services Manager Cook, Business Services Manager Malek- Zadeh, Finance Supervisor Prater, Administration Supervisor Sena, and some members of the public. Draft 5. REPORT FROM CLOSED SESSION There was no reportable action on the item presented in closed session. 6. SPECIAL ORDER OF THE DAY a. Adjourn in recognition of October as National Toilet Tank Repair Month Today s meeting will adjourn in recognition of October as National Toilet Tank Repair month. 7. PUBLIC COMMENTS/CORRESPONDENCE a. Receive Public Comments None. Page 1

13 October 19, CONSENT CALENDAR A motion was made by Director Granzella, seconded by Director Toler and passed unanimously to approve the following items: Minutes of September 27, 2016 (Plans and Programs Committee) Minutes of September 29, 2016 (Administration and Finance Committee) Minutes of October 5, 2016 (Board Meeting) 9. ORDINANCES & RESOLUTIONS None. 10. UNFINISHED BUSINESS None. 11. NEW BUSINESS a. Authorize Execution of a Consulting Agreement with Jean Bonander dba Finesse the Future for Evaluation of General Manager's Performance. A motion was made by Director Caine, seconded by Director Granzella and passed unanimously to adopt Resolution No authorizing execution of a consulting agreement with Jean Bonander dba Finesse the Future for evaluation of the General Manager s performance for the contract year December 1, 2015 November 30, b. Creating the Lead Operator Classification, Approving the Job Description and Amending the Biweekly Wage Schedule and Approving Funding for New Positions and Amending the Position Control List President McNeil requested that the topic concerning the lone Operator Shift be scheduled for discussion at a future meeting. Draft A motion was made by Director Granzella, seconded by Director Toler and passed unanimously to adopt Resolution No creating the Lead Operator Classification, approving the job description, amending the biweekly wage schedule, approving funding for the new positions, and amending the Position Control List. Director Toler expressed concern regarding the District s aging workforce, and encouraged Staff to evaluate all the District positions as a whole considering retiring employees will be leaving their positions within the next 5-10 years. c. Authorize General Manager to execute Change Order No. 3 to the contract with KJ Woods Construction Inc., for the Church Lane Phase 2 Sewer Replacements A motion was made by Director Caine, seconded by Director Toler and passed unanimously to adopt Resolution No authorizing the General Manager to execute Change Order No. 3 to the contract with KJ Woods Construction, Inc. for the Church Lane Phase 2 Sewer Replacements (District Project 14CS214) in the amount of (-$50,816.51). Page 2

14 October 19, 2016 d. Authorize the General Manager to Execute Master Agreement for Taxing Entity Compensation with the City of Richmond President McNeil requested that in the future an area be provided in the staff report to confirm that the Board Attorney had reviewed the agreement being submitted for Board approval. A motion was made by Director Granzella, seconded by Director Caine and passed unanimously to adopt Resolution No authorizing the General Manager to execute a Master Agreement for taxing entity compensation with the City of Richmond. e. Authorize the General Manager to enter into a contract with Precision IT Consulting, Inc. for Managed Information Technology Services This item was tabled for the next Board meeting where more detailed information will be provided to assist the Board in making a decision. 12. FINANCES a. Receive Monthly Reports: Budget to Actuals Report for the period ending September 30, 2016 The monthly budget to actuals report for the period ending September 30, 2016 was reviewed and received. Check Register for the month of September 2016 There was discussion on checks issued to AAA Business Supplies & Interiors, Michael Stead s Auto Depot, Inc., Universal Building Services, Give Something Back, Inc., and Denise Weston, Custodian of WCWD Petty Cash. The monthly checks register for the month of September 2016 totaling $2,567, was reviewed and received. Draft 13. REPORTS a. Report from Board on recent conferences, seminars and issues pertaining to the overall operation of the West County Wastewater District None. b. California Special Districts Association Annual Conference, October 10-13, 2016 San Diego, California Directors Caine, Comeaux, Toler and President McNeil gave a brief synopsis of their attendance at this conference. This conference had an array of informative workshops on issues related to Special Districts and gave an opportunity for the attendees to network with other agencies. Director Caine attended the training for AB1234 compliance and obtained his ethics training certificate. c. San Pablo Chamber of Commerce/West County Forum Meeting, San Pablo - October 13, Director Granzella gave a brief summary of his attendance at this meeting which featured meeting the candidates running for East Bay Municipal Utilities District and the San Pablo City Council. Page 3

15 October 19, 2016 d. Contra Costa County Monthly Mayor s Conference Meeting, Martinez October 13, 2016 Director Granzella represented the District at this Conference. He provided a synopsis of the program which featured a presentation by John King, Urban Design Critic for the San Francisco Chronicle entitled Tomorrow s San Francisco and Tomorrow s Contra Costa How they still connect. e. Contra Costa Special Districts Association Meeting October 17, 2016 Directors Caine and Granzella provided a summary of this meeting which featured guest speaker Randy Record from the Metropolitan Water District of Southern California Board for the Eastern Municipal Water District who gave a presentation on What are Metropolitan Water District s plans for the two delta islands they have purchased. During this meeting, Director Granzella was presented with an award for his service representing the Contra Costa Special District s Association on the Contra Costa Treasury Oversight Committee. f. CASA/CWEA Communication Essentials Workshop, EBMUD Training Center, Oakland October 18, 2016 President McNeil and Director Comeaux gave a brief description of their attendance at this workshop focusing on public outreach, education, and communication hosted by EBMUD. g. Report from staff on recent conferences, seminars, and issues pertaining to the overall operation of the West County Wastewater District Water Quality Manager Hill reported on the recent operations at the District s Water Pollution Control Plant and the effects from the most recent rainstorm. Draft There was also some discussion on the Infiltration and Inflow Study monitors and authorizing the study for the second year. h. Bay Area Rescue Mission WECARE Pumpkin Patch Event October 10, 2016 Administration Supervisor Sena reported on the employees successful WECARE pumpkin patch event which featured a potluck luncheon, Halloween costumes, treat bags, and pumpkins given to families from the Richmond Bay Area Rescue Mission. This event was made possible through the District s employee donations to the Wastewater Employees for Community Alliance and Restoration of the Environment (WECARE) program. i. Receive Board Attorney Statement of Services dated October 1, 2016 and Receive Comments/Communications Board Attorney Cabral reported on the latest legislation and legal issues that could affect the District. His invoice of services for the month of September 2016 was received and accepted. Page 4

16 October 19, 2016 j. Receive General Manager s Report for September 2016 and Receive General Manager s Comments/Communications The General Manager s report for September 2016 was reviewed and received. General Manager Shalaby reported on the following topics: He is currently seeking out Appraisal firms to provide appraisals on the District s Hilltop Drive property. He is communicating with EBMUD regarding the Recycled Water Agreement and arranging a meeting between EBMUD Board members and the District s Board members. He had a one on one meeting with Director Comeaux and included Business Services Manager Malek-Zadeh. He reported on the CalPERS transfers made each month. A Fund Structure Chart will be provided to the Board in the near future. He is currently working on the CASA and CSDA membership dues structure chart. He had a one on one meeting with President McNeil last week. He reported on the LAFCO meeting discussing the Annexation on Hillside Drive property and surrounding islands. In the process of scheduling one on one meetings with other Board members. Director Caine made comment on the Annexation of the Hillside Drive property. 14. RECURRING CLAIMS AND INVOICES Expense Claims for Meetings, Travel and Related Expenses Cellular Telephone Invoice Credit Card Invoice All items were approved as appropriate. Draft 15. CALENDAR a. Discuss Calendar of Committee and other meetings Administration Supervisor Sena announced the following upcoming events: The District will be holding a Safety Day at Work on Wednesday, November 2 nd at the District s Water Pollution Control Plant. The District will have a nurse administering flu shots at the Administrative offices Wednesday, November 9, from 3:30 4:30 p.m. The District will be hosting a reception unveiling the naming of the Board Room and recognizing Director Granzella s years of service on November 9, at 5:00 p.m. The next Plans and Programs Committee meeting is scheduled for Tuesday October 25, 2016 Page 5

17 October 19, 2016 The next Administration and Finance Committee meeting is scheduled for Thursday, October 27, Director Caine will be on vacation October 25 30, GOOD OF THE ORDER Administration Supervisor Sena thanked the Board for allowing the WECARE program, and expressed her appreciation to all the employees for their donations of time and money for such a great cause through the WECARE program. 17. FUTURE MEETING AGENDA ITEMS Local Hiring Policy Annexation of Hillside Drive Property and surrounding Islands Precision IT contract for managed Informational Technology Services Naming a District facility in honor of former Director George Schmidt 18. ADJOURNMENT The Board adjourned at 9:11 p.m. in recognition of October as National Toilet Tank Repair month. SECRETARY Draft Return to Agenda Page 6

18 Agenda Item No. 8. b. MINUTES OF 10/25/16 (PLANS & PROGRAMS COMMITTEE) The West County Wastewater District Plans and Programs Committee meeting was held at the WCWD Boardroom located at 2910 Hilltop Drive, Richmond, California. 1. ROLL CALL Board Members and staff present are checked below: X Burl Toler Jr., Director (Chair) X EJ Shalaby, General Manager X Audrey L. Comeaux, Secretary (Member) Brian Hill, Water Quality Manager X Leonard R. McNeil, President (Alternate) X Ken Cook, Engineering Services Mgr. Michael T. Caine, Director Lisa Malek-Zadeh, Business Services Mgr. X Alfred M. Granzella, Director Maria Sena, Administration Supervisor X Ken Deibert, Senior Engineer The meeting was called to order at 9:00 a.m. 2. PUBLIC COMMENT There was no public comment. 3. ITEMS FOR DISCUSSION AND POSSIBLE REFERRAL TO THE BOARD None. 4. REPORTS / INFORMATIONAL a. Update report on WCWD Capital Improvement Program (CIP) Director Toler commented that he appreciated Staff s improvements to the Gantt chart. Draft Senior Engineer Deibert presented a summary of the improved Gantt chart giving attention to the issues at the Foster Lane lift station. Staff and the Committee discussed and reviewed the projects within the Gantt chart. Senior Engineer Deibert exited the meeting at 9:42. b. District s Employee Recognition of Service Awards Program The Committee accepted Staff s recommendation of the 2016 District Recognition of Service Awards program to be held Tuesday, December 6, 2016 at the Rockefeller Lodge in San Pablo. Director McNeil made comment he would like to see more input from employees on the food selection; Manager Shalaby commented that the food selection the District chooses had several meat options and a vegetarian option, the District anticipates multiple servings for several employees so we ensure there is plenty of food. Director McNeil also commented it would be more preferable to have the Department Heads present the employees with their awards. 5. REPORTS FROM BOARD / STAFF on issues pertaining to the overall operation of the West County Wastewater District.

19 MINUTES OF 09/27/2016 (PLANS & PROGRAMS) Page 2 Engineering Services Manager Cook reported on a matter regarding the Aeration Diffuser System on the Basins at the Water Pollution Control Plant currently under construction. 6. CLOSED SESSION There were no items for closed session. 7. ITEMS FOR FUTURE AGENDAS None. 8. ADJOURNMENT The meeting adjourned at 10:02 a.m. Draft Return to Agenda

20 RESOLUTION NO. Number FIXING THE EMPLOYER CONTRIBUTION UNDER SECTION OF THE PUBLIC EMPLOYEES MEDICAL AND HOSPITAL CARE ACT Agenda Item No. 9. a. Page 1 of 2 WHEREAS, (1) West County Wastewater District is a contracting agency under Government Code Section and subject to the Public Employees Medical and Hospital Care Act (the Act ) for participation by members of; General Manager and WHEREAS, (2) West County Wastewater District is a contracting agency has filed a resolution with the Board of the California Public Employees Retirement System to provide a postretirement health benefits vesting requirement to employees who retire for service in accordance with Government Code Section 22893; and RESOLVED, (a) That the employer contribution for each annuitant subject to vesting shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of family members in a health benefits plan up to a maximum of $ per month with respect to annuitant enrolled for self alone, $1,466.78per month for annuitant enrolled for self and one family member, and 1, per month for annuitant enrolled for self and two or more family members, but not less than the amounts prescribed by Section 22893(a)(1), plus Administrative fees and Contingency Reserve Fund assessments; and be it further, RESOLVED, (b) West County Wastewater District has fully complied with any and all applicable provisions of Government Code Section 7507 in electing the benefits set forth above; and be it further RESOLVED, (c) That the participation of the employees and annuitants of West County Wastewater District shall be subject to determination of its status as an agency or instrumentality of the state or political subdivision of a State that is eligible to participate in a governmental plan within the meaning of Section 414(d) of the Internal Revenue Code, upon publication of final Regulations pursuant to such Section. If it is determined that West County Wastewater District would not qualify as an agency or instrumentality of the state or political subdivision of a State under such final Regulations, the California Public Employees Retirement System may be obligated, and reserves the right to terminate the health coverage of all participants of the employer; and be it further Draft RESOLVED, (d) That the executive body appoint and direct, and it does hereby appoint and direct, the General Manager to file with the Board a verified copy of this resolution, and to perform on behalf of West County Wastewater District all functions required of it under the Act. Adopted at a regular meeting of the Board of Directors of the West County Wastewater District at Contra Costa County, California, this 2nd day of November, VESTING CHANGE, ALL, 3 FIXED (REV. 5/2015) Signed: Secretary of the Board of Directors

21 Attest: Administration Supervisor Agenda Item No. 9. a. Board Meeting - November 2, 2016 Page 2 of 2 Return to Agenda Draft VESTING CHANGE, ALL, 3 FIXED (REV. 5/2015)

22 RESOLUTION NO. Number FIXING THE EMPLOYER CONTRIBUTION UNDER SECTION OF THE PUBLIC EMPLOYEES MEDICAL AND HOSPITAL CARE ACT Agenda Item No. 9. b. Page 1 of 2 WHEREAS, (1) West County Wastewater District is a contracting agency under Government Code Section and subject to the Public Employees Medical and Hospital Care Act (the Act ) for participation by members of; Managerial Employees and WHEREAS, (2) West County Wastewater District is a contracting agency has filed a resolution with the Board of the California Public Employees Retirement System to provide a postretirement health benefits vesting requirement to employees who retire for service in accordance with Government Code Section 22893; and RESOLVED, (a) That the employer contribution for each annuitant subject to vesting shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of family members in a health benefits plan up to a maximum of $ per month with respect to annuitant enrolled for self alone, $1,466.78per month for annuitant enrolled for self and one family member, and 1, per month for annuitant enrolled for self and two or more family members, but not less than the amounts prescribed by Section 22893(a)(1), plus Administrative fees and Contingency Reserve Fund assessments; and be it further, RESOLVED, (b) West County Wastewater District has fully complied with any and all applicable provisions of Government Code Section 7507 in electing the benefits set forth above; and be it further RESOLVED, (c) That the participation of the employees and annuitants of West County Wastewater District shall be subject to determination of its status as an agency or instrumentality of the state or political subdivision of a State that is eligible to participate in a governmental plan within the meaning of Section 414(d) of the Internal Revenue Code, upon publication of final Regulations pursuant to such Section. If it is determined that West County Wastewater District would not qualify as an agency or instrumentality of the state or political subdivision of a State under such final Regulations, the California Public Employees Retirement System may be obligated, and reserves the right to terminate the health coverage of all participants of the employer; and be it further Draft RESOLVED, (d) That the executive body appoint and direct, and it does hereby appoint and direct, the General Manager to file with the Board a verified copy of this resolution, and to perform on behalf of West County Wastewater District all functions required of it under the Act. Adopted at a regular meeting of the Board of Directors of the West County Wastewater District at Contra Costa County, California, this 2nd day of November, VESTING CHANGE, ALL, 3 FIXED (REV. 5/2015) Signed: Secretary of the Board of Directors

23 Attest: Administration Supervisor Agenda Item No. 9. b. Board Meeting - November 2, 2016 Page 2 of 2 Return to Agenda Draft VESTING CHANGE, ALL, 3 FIXED (REV. 5/2015)

24 RESOLUTION NO. Number FIXING THE EMPLOYER CONTRIBUTION UNDER SECTION OF THE PUBLIC EMPLOYEES MEDICAL AND HOSPITAL CARE ACT Agenda Item No. 9. c. Page 1 of 2 WHEREAS, (1) West County Wastewater District is a contracting agency under Government Code Section and subject to the Public Employees Medical and Hospital Care Act (the Act ) for participation by members of; Public Employees Union Local One and WHEREAS, (2) West County Wastewater District is a contracting agency has filed a resolution with the Board of the California Public Employees Retirement System to provide a postretirement health benefits vesting requirement to employees who retire for service in accordance with Government Code Section 22893; and RESOLVED, (a) That the employer contribution for each annuitant subject to vesting shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of family members in a health benefits plan up to a maximum of $ per month with respect to annuitant enrolled for self alone, $1,466.78per month for annuitant enrolled for self and one family member, and 1, per month for annuitant enrolled for self and two or more family members, but not less than the amounts prescribed by Section 22893(a)(1), plus Administrative fees and Contingency Reserve Fund assessments; and be it further, RESOLVED, (b) West County Wastewater District has fully complied with any and all applicable provisions of Government Code Section 7507 in electing the benefits set forth above; and be it further RESOLVED, (c) That the participation of the employees and annuitants of West County Wastewater District shall be subject to determination of its status as an agency or instrumentality of the state or political subdivision of a State that is eligible to participate in a governmental plan within the meaning of Section 414(d) of the Internal Revenue Code, upon publication of final Regulations pursuant to such Section. If it is determined that West County Wastewater District would not qualify as an agency or instrumentality of the state or political subdivision of a State under such final Regulations, the California Public Employees Retirement System may be obligated, and reserves the right to terminate the health coverage of all participants of the employer; and be it further Draft RESOLVED, (d) That the executive body appoint and direct, and it does hereby appoint and direct, the General Manager to file with the Board a verified copy of this resolution, and to perform on behalf of West County Wastewater District all functions required of it under the Act. Adopted at a regular meeting of the Board of Directors of the West County Wastewater District at Contra Costa County, California, this 2nd day of November, VESTING CHANGE, ALL, 3 FIXED (REV. 5/2015) Signed: Secretary of the Board of Directors

25 Attest: Administration Supervisor Agenda Item No. 9. c. Board Meeting - November 2, 2016 Page 2 of 2 Return to Agenda Draft VESTING CHANGE, ALL, 3 FIXED (REV. 5/2015)

26 RESOLUTION NO. Number FIXING THE EMPLOYER CONTRIBUTION UNDER SECTION OF THE PUBLIC EMPLOYEES MEDICAL AND HOSPITAL CARE ACT Agenda Item No. 9. d. Page 1 of 2 WHEREAS, (1) West County Wastewater District is a contracting agency under Government Code Section and subject to the Public Employees Medical and Hospital Care Act (the Act ) for participation by members of; Unrepresented Employees; and WHEREAS, (2) West County Wastewater District is a contracting agency has filed a resolution with the Board of the California Public Employees Retirement System to provide a postretirement health benefits vesting requirement to employees who retire for service in accordance with Government Code Section 22893; and RESOLVED, (a) That the employer contribution for each annuitant subject to vesting shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of family members in a health benefits plan up to a maximum of $ per month with respect to annuitant enrolled for self alone, $1,466.78per month for annuitant enrolled for self and one family member, and 1, per month for annuitant enrolled for self and two or more family members, but not less than the amounts prescribed by Section 22893(a)(1), plus Administrative fees and Contingency Reserve Fund assessments; and be it further, RESOLVED, (b) West County Wastewater District has fully complied with any and all applicable provisions of Government Code Section 7507 in electing the benefits set forth above; and be it further RESOLVED, (c) That the participation of the employees and annuitants of West County Wastewater District shall be subject to determination of its status as an agency or instrumentality of the state or political subdivision of a State that is eligible to participate in a governmental plan within the meaning of Section 414(d) of the Internal Revenue Code, upon publication of final Regulations pursuant to such Section. If it is determined that West County Wastewater District would not qualify as an agency or instrumentality of the state or political subdivision of a State under such final Regulations, the California Public Employees Retirement System may be obligated, and reserves the right to terminate the health coverage of all participants of the employer; and be it further Draft RESOLVED, (d) That the executive body appoint and direct, and it does hereby appoint and direct, the General Manager to file with the Board a verified copy of this resolution, and to perform on behalf of West County Wastewater District all functions required of it under the Act. Adopted at a regular meeting of the Board of Directors of the West County Wastewater District at Contra Costa County, California, this 2nd day of November, VESTING CHANGE, ALL, 3 FIXED (REV. 5/2015) Signed: Secretary of the Board of Directors

27 Attest: Administration Supervisor Agenda Item No. 9. d. Board Meeting - November 2, 2016 Page 2 of 2 Return to Agenda Draft VESTING CHANGE, ALL, 3 FIXED (REV. 5/2015)

28 RESOLUTION NO. Number FIXING THE EMPLOYER CONTRIBUTION UNDER SECTION OF THE PUBLIC EMPLOYEES MEDICAL AND HOSPITAL CARE ACT Agenda Item No. 9. e. Page 1 of 2 WHEREAS, (1) West County Wastewater District is a contracting agency under Government Code Section and subject to the Public Employees Medical and Hospital Care Act (the Act ) for participation by members of; Admin/Clerical and WHEREAS, (2) West County Wastewater District is a contracting agency has filed a resolution with the Board of the California Public Employees Retirement System to provide a postretirement health benefits vesting requirement to employees who retire for service in accordance with Government Code Section 22893; and RESOLVED, (a) That the employer contribution for each annuitant subject to vesting shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of family members in a health benefits plan up to a maximum of $ per month with respect to annuitant enrolled for self alone, $1,466.78per month for annuitant enrolled for self and one family member, and 1, per month for annuitant enrolled for self and two or more family members, but not less than the amounts prescribed by Section 22893(a)(1), plus Administrative fees and Contingency Reserve Fund assessments; and be it further, RESOLVED, (b) West County Wastewater District has fully complied with any and all applicable provisions of Government Code Section 7507 in electing the benefits set forth above; and be it further RESOLVED, (c) That the participation of the employees and annuitants of West County Wastewater District shall be subject to determination of its status as an agency or instrumentality of the state or political subdivision of a State that is eligible to participate in a governmental plan within the meaning of Section 414(d) of the Internal Revenue Code, upon publication of final Regulations pursuant to such Section. If it is determined that West County Wastewater District would not qualify as an agency or instrumentality of the state or political subdivision of a State under such final Regulations, the California Public Employees Retirement System may be obligated, and reserves the right to terminate the health coverage of all participants of the employer; and be it further Draft RESOLVED, (d) That the executive body appoint and direct, and it does hereby appoint and direct, the General Manager to file with the Board a verified copy of this resolution, and to perform on behalf of West County Wastewater District all functions required of it under the Act. Adopted at a regular meeting of the Board of Directors of the West County Wastewater District at Contra Costa County, California, this 2nd day of November, VESTING CHANGE, ALL, 3 FIXED (REV. 5/2015) Signed: Secretary of the Board of Directors

29 Agenda Itme No. 9. e. Board Meeting - November 2, 2016 Page 2 of 2 Attest: Administration Supervisor Return to Agenda Draft VESTING CHANGE, ALL, 3 FIXED (REV. 5/2015)

30 Agenda Item No. 9. f. Page 1 of 2 RESOLUTION NO. Number FIXING THE EMPLOYER CONTRIBUTION AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS UNDER THE PUBLIC EMPLOYEES MEDICAL AND HOSPITAL CARE ACT WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION WHEREAS, (1) West County Wastewater District is a contracting agency under Government Code Section and subject to the Public Employees Medical and Hospital Care Act (the Act ) for participation by members of; General Manager and WHEREAS, (2) Government Code Section 22892(a) provides that a contracting agency subject to Act shall fix the amount of the employer contribution by resolution; and WHEREAS, (3) Government Code Section 22892(b) provides that the employer contribution shall be an equal amount for both employees and annuitants, but may not be less than the amount prescribed by Section 22892(b) of the Act; and RESOLVED, (a) That the employer contribution for each employee or annuitant shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of family members in a health benefits plan up to a maximum of $ per month with respect to employee or annuitant enrolled for self alone, $ per month for employee or annuitant enrolled for self and one family member, and $ per month for employee or annuitant enrolled for self and two or more family members, plus administrative fees and Contingency Reserve Fund assessments; and be it further RESOLVED, (b) West County Wastewater District has fully complied with any and all applicable Provisions of Government Code Section 7507 in electing the benefits set forth above; and be it further RESOLVED, (c) That the participation of the employees and annuitants of West County Wastewater District shall be subject to determination of its status as an agency or instrumentality of the state or political subdivision of a State that is eligible to participate in a governmental plan within the meaning of Section 414(d) of the Internal Revenue Code, upon publication of final Regulations pursuant to such Section. If it is determined that West County Wastewater District would not qualify as an agency or instrumentality of the state or political subdivision of a State under such final Regulations, CalPERS may be obligated, and reserves the right to terminate the health coverage of all participants of the employer. Draft RESOLVED, (d) That the executive body appoint and direct, and it does hereby appoint and direct, the General Manager to file with the Board a verified copy of this resolution, and to perform on behalf of West County Wastewater District all functions required of it under the Act. Adopted at a regular meeting of the Board of Directors of the West County Wastewater District at Contra Costa County, California, this 2nd day of November, CHANGE BY GROUP, EQUAL, 3 FIXED (REV. 5/2015)

31 Signed: Secretary of the Board of Directors Agenda Item No. 9. f. Board Meeting - November 2, 2016 Page 2 of 2 Attest: Administration Supervisor Return to Agenda Draft CHANGE BY GROUP, EQUAL, 3 FIXED (REV. 5/2015)

32 Agenda Item No. 9. g. Page 1 of 2 RESOLUTION NO. Number FIXING THE EMPLOYER CONTRIBUTION AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS UNDER THE PUBLIC EMPLOYEES MEDICAL AND HOSPITAL CARE ACT WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION WHEREAS, (1) West County Wastewater District is a contracting agency under Government Code Section and subject to the Public Employees Medical and Hospital Care Act (the Act ) for participation by members of Public Employees Union Local One (001); and WHEREAS, (2) Government Code Section 22892(a) provides that a contracting agency subject to Act shall fix the amount of the employer contribution by resolution; and WHEREAS, (3) Government Code Section 22892(b) provides that the employer contribution shall be an equal amount for both employees and annuitants, but may not be less than the amount prescribed by Section 22892(b) of the Act; and RESOLVED, (a) That the employer contribution for each employee or annuitant shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of family members in a health benefits plan up to a maximum of $ per month with respect to employee or annuitant enrolled for self alone, $ per month for employee or annuitant enrolled for self and one family member, and $ per month for employee or annuitant enrolled for self and two or more family members, plus administrative fees and Contingency Reserve Fund assessments; and be it further RESOLVED, (b) West County Wastewater District has fully complied with any and all applicable Provisions of Government Code Section 7507 in electing the benefits set forth above; and be it further RESOLVED, (c) That the participation of the employees and annuitants of West County Wastewater District shall be subject to determination of its status as an agency or instrumentality of the state or political subdivision of a State that is eligible to participate in a governmental plan within the meaning of Section 414(d) of the Internal Revenue Code, upon publication of final Regulations pursuant to such Section. If it is determined that West County Wastewater District would not qualify as an agency or instrumentality of the state or political subdivision of a State under such final Regulations, CalPERS may be obligated, and reserves the right to terminate the health coverage of all participants of the employer. Draft RESOLVED, (d) That the executive body appoint and direct, and it does hereby appoint and direct, the General Manager to file with the Board a verified copy of this resolution, and to perform on behalf of West County Wastewater District all functions required of it under the Act. Adopted at a regular meeting of the Board of Directors of the West County Wastewater District at Contra Costa County, California, this 2 nd day of November, CHANGE BY GROUP, EQUAL, 3 FIXED (REV. 5/2015)

33 Signed: Secretary of the Board of Directors Agenda Item No. 9. g. Board Meeting - November 2, 2016 Page 2 of 2 Attest: Administration Supervisor Return to Agenda Draft CHANGE BY GROUP, EQUAL, 3 FIXED (REV. 5/2015)

34 Agenda Item No. 9. h. Page 1 of 2 RESOLUTION NO. Number FIXING THE EMPLOYER CONTRIBUTION AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS UNDER THE PUBLIC EMPLOYEES MEDICAL AND HOSPITAL CARE ACT WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION WHEREAS, (1) West County Wastewater District is a contracting agency under Government Code Section and subject to the Public Employees Medical and Hospital Care Act (the Act ) for participation by members of; Unrepresented Employees and WHEREAS, (2) Government Code Section 22892(a) provides that a contracting agency subject to Act shall fix the amount of the employer contribution by resolution; and WHEREAS, (3) Government Code Section 22892(b) provides that the employer contribution shall be an equal amount for both employees and annuitants, but may not be less than the amount prescribed by Section 22892(b) of the Act; and RESOLVED, (a) That the employer contribution for each employee or annuitant shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of family members in a health benefits plan up to a maximum of $ per month with respect to employee or annuitant enrolled for self alone, $ per month for employee or annuitant enrolled for self and one family member, and $ per month for employee or annuitant enrolled for self and two or more family members, plus administrative fees and Contingency Reserve Fund assessments; and be it further RESOLVED, (b) West County Wastewater District has fully complied with any and all applicable Provisions of Government Code Section 7507 in electing the benefits set forth above; and be it further RESOLVED, (c) That the participation of the employees and annuitants of West County Wastewater District shall be subject to determination of its status as an agency or instrumentality of the state or political subdivision of a State that is eligible to participate in a governmental plan within the meaning of Section 414(d) of the Internal Revenue Code, upon publication of final Regulations pursuant to such Section. If it is determined that West County Wastewater District would not qualify as an agency or instrumentality of the state or political subdivision of a State under such final Regulations, CalPERS may be obligated, and reserves the right to terminate the health coverage of all participants of the employer. Draft RESOLVED, (d) That the executive body appoint and direct, and it does hereby appoint and direct, the General Manager to file with the Board a verified copy of this resolution, and to perform on behalf of West County Wastewater District all functions required of it under the Act. Adopted at a regular meeting of the Board of Directors of the West County Wastewater District at Contra Costa County, California, this 2nd day of November, CHANGE BY GROUP, EQUAL, 3 FIXED (REV. 5/2015)

35 Signed: Secretary of the Board of Directors Attest: Administration Supervisor Agenda Item No. 9. h. Board Meeting - November 2, 2016 Page 2 of 2 Return to Agenda Draft CHANGE BY GROUP, EQUAL, 3 FIXED (REV. 5/2015)

36 Agenda Item No. 9. i. Page 1 of 2 RESOLUTION NO. Number FIXING THE EMPLOYER CONTRIBUTION AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS UNDER THE PUBLIC EMPLOYEES MEDICAL AND HOSPITAL CARE ACT WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION WHEREAS, (1) West County Wastewater District is a contracting agency under Government Code Section and subject to the Public Employees Medical and Hospital Care Act (the Act ) for participation by members of; Managerial Employees and WHEREAS, (2) Government Code Section 22892(a) provides that a contracting agency subject to Act shall fix the amount of the employer contribution by resolution; and WHEREAS, (3) Government Code Section 22892(b) provides that the employer contribution shall be an equal amount for both employees and annuitants, but may not be less than the amount prescribed by Section 22892(b) of the Act; and RESOLVED, (a) That the employer contribution for each employee or annuitant shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of family members in a health benefits plan up to a maximum of $ per month with respect to employee or annuitant enrolled for self alone, $ per month for employee or annuitant enrolled for self and one family member, and $ per month for employee or annuitant enrolled for self and two or more family members, plus administrative fees and Contingency Reserve Fund assessments; and be it further RESOLVED, (b) West County Wastewater District has fully complied with any and all applicable Provisions of Government Code Section 7507 in electing the benefits set forth above; and be it further RESOLVED, (c) That the participation of the employees and annuitants of West County Wastewater District shall be subject to determination of its status as an agency or instrumentality of the state or political subdivision of a State that is eligible to participate in a governmental plan within the meaning of Section 414(d) of the Internal Revenue Code, upon publication of final Regulations pursuant to such Section. If it is determined that West County Wastewater District would not qualify as an agency or instrumentality of the state or political subdivision of a State under such final Regulations, CalPERS may be obligated, and reserves the right to terminate the health coverage of all participants of the employer. Draft RESOLVED, (d) That the executive body appoint and direct, and it does hereby appoint and direct, the General Manager to file with the Board a verified copy of this resolution, and to perform on behalf of West County Wastewater District all functions required of it under the Act. Adopted at a regular meeting of the Board of Directors of the West County Wastewater District at Contra Costa County, California, this 2nd day of November, CHANGE BY GROUP, EQUAL, 3 FIXED (REV. 5/2015)

37 Agenda Item No. 9. i. Board Meeting - November 2, 2016 Page 2 of 2 Signed: Secretary of the Board of Directors Attest: Administration Supervisor Return to Agenda Draft CHANGE BY GROUP, EQUAL, 3 FIXED (REV. 5/2015)

38 Agenda Item No. 9. j. Page 1 of 2 RESOLUTION NO. Number FIXING THE EMPLOYER CONTRIBUTION AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS UNDER THE PUBLIC EMPLOYEES MEDICAL AND HOSPITAL CARE ACT WITH RESPECT TO A RECOGNIZED EMPLOYEE ORGANIZATION WHEREAS, (1) West County Wastewater District is a contracting agency under Government Code Section and subject to the Public Employees Medical and Hospital Care Act (the Act ) for participation by members of; Admin/Clerical and WHEREAS, (2) Government Code Section 22892(a) provides that a contracting agency subject to Act shall fix the amount of the employer contribution by resolution; and WHEREAS, (3) Government Code Section 22892(b) provides that the employer contribution shall be an equal amount for both employees and annuitants, but may not be less than the amount prescribed by Section 22892(b) of the Act; and RESOLVED, (a) That the employer contribution for each employee or annuitant shall be the amount necessary to pay the full cost of his/her enrollment, including the enrollment of family members in a health benefits plan up to a maximum of $ per month with respect to employee or annuitant enrolled for self alone, $ per month for employee or annuitant enrolled for self and one family member, and $ per month for employee or annuitant enrolled for self and two or more family members, plus administrative fees and Contingency Reserve Fund assessments; and be it further RESOLVED, (b) West County Wastewater District has fully complied with any and all applicable Provisions of Government Code Section 7507 in electing the benefits set forth above; and be it further RESOLVED, (c) That the participation of the employees and annuitants of West County Wastewater District shall be subject to determination of its status as an agency or instrumentality of the state or political subdivision of a State that is eligible to participate in a governmental plan within the meaning of Section 414(d) of the Internal Revenue Code, upon publication of final Regulations pursuant to such Section. If it is determined that West County Wastewater District would not qualify as an agency or instrumentality of the state or political subdivision of a State under such final Regulations, CalPERS may be obligated, and reserves the right to terminate the health coverage of all participants of the employer. Draft RESOLVED, (d) That the executive body appoint and direct, and it does hereby appoint and direct, the General Manager to file with the Board a verified copy of this resolution, and to perform on behalf of West County Wastewater District all functions required of it under the Act. Adopted at a regular meeting of the Board of Directors of the West County Wastewater District at Contra Costa County, California, this 2nd day of November, CHANGE BY GROUP, EQUAL, 3 FIXED (REV. 5/2015)

39 Signed: Secretary of the Board of Directors Attest: Administration Supervisor Agenda Item No. 9. j. Board Meeting - November 2, 2016 Page 2 of 2 Return to Agenda Draft CHANGE BY GROUP, EQUAL, 3 FIXED (REV. 5/2015)

40 Agenda Item No. 11. a. Board Meeting Agenda Memorandum TO: Honorable Board of Directors West County Wastewater District DATE: November 2, 2016 REPORT BY: Alfred A. Mick Cabral, Board Attorney AGENDA ITEM: Consider and Provide Direction to Staff Regarding Contra Costa County s Estimated Timeline For Certifying the Results of the November 8, 2016 General Election, Administering the Oath of Office to the Successful Candidates and Selecting a Board President and Board Secretary for the Ensuing Year RECOMMENDATION Staff recommends that Board consider this matter and direct staff regarding whether the oath of office will be administered to the successful candidates at the December 21, 2016 regular meeting or at a special meeting called for that purpose, and when the new Board President and Secretary will be elected. BACKGROUND AND DISCUSSION The General Election for District Directors will be held on November 8, Under normal circumstances, Elections Code Section provides that the Directors elected on November 8 would assume their offices at noon on the first Friday in December following the general election. The first Friday in December is December 2 so the Directors elected on November 8 would normally be able to take their oaths of office on December 2 or at the December 7 regular meeting, or any time in between. On October 25, 2016, the Contra Costa County Elections Department forwarded a letter that will result in a modification of the usual schedule for successful candidates to take their oaths and assume office. The election results are apparently not going to be certified until December 13, The Directors elected on November 8 cannot take their oaths and assume their offices until the results are certified. The District typically administers the oath of office at its second regular meeting in December. This enables the elected Directors to be introduced and sworn in at a public meeting attended by their families and supporters. In effect, it is a ceremonial BOARD MEMBERS: M. Caine A. Comeaux A. Granzella L. McNeil B. Toler, Jr. BOARD ATTORNEY: A. Cabral GENERAL MANAGER: E.J. Shalaby

41 West County Wastewater District Board of Directors Meeting November 2, 2016 November 8, 2016 General Election Page 2 welcoming of the Directors, an opportunity to congratulate and wish them well and an opportunity to thank any outgoing Directors. Although this process is District tradition, the law does not require the oath of office to be administered at a formal meeting. Technically, the Administration Supervisor can administer the oath of office any time after the election results are certified. In this case, that will be any time after December 13. This timing also influences the selection of a new Board President and Secretary. Under District Ordinance Code Section , the Board is supposed to elect a new President and Secretary at its first regular meeting after the first Friday in December of each year. That would ordinarily be December 7 and assumes that the newlyelected Directors will already have taken their seats. However, since the election results will not be certified until December 13, it may not be feasible to select a new President and Secretary until the December 21 regular meeting or at a special meeting called for that purpose. The most orderly process given these scheduling issues would be to schedule the election results, followed by administering the oaths of office, followed by selecting a new President and Secretary for the December 21 meeting. The Board can also schedule a special meeting any time after December 13 to declare the election results, administer the oaths of office and elect a new President and Secretary. Staff requests that the Board consider the alternatives and direct staff so an appropriate schedule can be established. STRATEGIC PLAN Not applicable. FISCAL IMPACT None. This affects only the timing of implementing the results of the November 8, 2016 election. ALTERNATIVE(S) The only alternatives to consider are the dates upon which the District will declare the results of the election, administer the oaths of office and select a new President and Secretary. SUPPORTING DOCUMENTS Attachment A: October 25, 2016 letter from the Contra Costa County Clerk- Recorder-Elections Department ACTION TAKEN BY BOARD BOARD MEMBERS: M. Caine A. Comeaux A. Granzella L. McNeil B. Toler, Jr. BOARD ATTORNEY: A. Cabral GENERAL MANAGER: E.J. Shalaby

42 Administration fax Elections Division fax Contra Costa County Clerk-Recorder-Elections Department 555 Escobar Street Martinez, CA Agenda Item No. 11. a. Supporting Document Attachment - A Board Meeting - November 2, 2016 Page 1 of 1 Joseph E. Canciamilla County Clerk-Recorder and Registrar of Voters Deborah R. Cooper Deputy County Clerk-Recorder Scott O. Konopasek Assistant County Registrar October 25, 2016 Dear Colleague, I wanted to alert you to an important update for certifying the November 2016 Election results that may affect your agency plans for Board/Council reorganization. We are aware that it has been the practice of many Agencies to install newly elected members during the first week of December. This longstanding practice dates back to the era when Cities, Schools and Special Districts elected their officers in the odd years under the Uniform District Election Laws and under odd-year laws requiring the election results to be certified by the last week of November (Election Code 15372(a)). As the 2016 Presidential General Election is conducted in an even year, with a larger and more complex ballot, and greater voter participation; the canvassing process is expected to take at least 28 days. Therefore, the Certification of the Official Results of the November 8, 2016 Election will be completed on December 6, 2016, within 30 days of the election, as required by Election Code 15372(a). The Official Results will be present to the Board of Supervisors to accept the results and declare winners on December 13, We suggest that each district consider the impact of these dates on their respective meeting schedules and agendas. Please feel free to contact Rosa Mena at rosa.mena@vote.cccounty.us, or Scott Konopasek, Assistant Registrar, scott.konopasek@vote.cccounty.us in the event you have any questions or comments. Respectfully, Joe Canciamilla County Clerk-Recorder and Registrar of Voters Return to Agenda

43 Agenda Item No. 11. b. Board Meeting Agenda Memorandum TO: Honorable Board of Directors West County Wastewater District DATE: November 2, 2016 REPORT BY: Lisa Malek-Zadeh, Business Services Manager Danny Woods, Procurement Specialist AGENDA ITEM: Authorize the General Manager to enter into a contract with Precision IT, Inc. for Managed Information Technology Services RECOMMENDATION Staff recommends that the Board adopt a resolution authorizing the General Manager to execute a contract with Precision IT Consulting, Inc. (Precision) to provide managed Information Technology (IT) Services for one year with two one year options to renew in amount not to exceed $300,000 to begin on December 1, 2016 and end no later than December 31, BACKGROUND AND DISCUSSION The District utilizes a contractor to provide managed IT services to support and maintain its IT infrastructure and the contract with the District s current provider will expire at the end of October. While not the highest scored, the District is recommending Precision IT, Inc. (Precision), the District s current vendor, be awarded the contract. During the evaluation process, Precision ranked only 2 points less than Clare Computers (Clare), but was $56,000 less than Clare. The recommendation to award to Precision is based on the relatively close ranking between Clare and Precision and the cost savings of the contract. Request for Proposals (RFP) Process The District prepared a RFP for managed IT services that includes onsite support, remote support, asset and warranty management, software license and support management, liaison services and support, strategic guidance and professional recommendations and as needed services. BOARD MEMBERS: M. Caine A. Comeaux A. Granzella L. McNeil B. Toler, Jr. BOARD ATTORNEY: A. Cabral GENERAL MANAGER: E.J. Shalaby

44 West County Wastewater District Board of Directors Meeting November 2, 2016 Contract with Precision IT Consulting, Inc. for Managed IT Services Page 2 Proposers were asked to submit a proposal that contained contractor identification, a demonstrated understanding of services requested, measures that would ensure quality control/assurance, client references and a cost proposal for the services requested. The RFP was posted on the District s website on August 9, 2016 and was sent to nine firms. The District received three proposals and all three were deemed responsive and responsible. Following the evaluation process outlined in the RFP, staff from Collection System Operations (CSO), Engineering, Finance and Operations were asked to review and score the three proposals received based on the points assigned to each category: cost (30 points), experience with like public agencies (25 points), quality control (25 points), references (15 points) and environmentally friendly supplies (5 point). Of the three proposals, Clare Computer Solutions scored the highest, followed by Precision IT Consulting, Inc. and Parachute Technologies, Inc. The proposals from Clare Computer Solutions and Precision IT Consulting, Inc. were ranked very close with just a 2.04 difference; however, Precision IT Consulting, Inc. is less costly by $56,000 over the term of the contract. Proposal Comparisons Proposer 1 Proposer 2 Proposer 3 Difference Clare Computer Solutions Precision IT Consulting, Inc. Parachute Technologies, Inc. 1 & 2 Overall Score Base contract Year 1 $100,500 $85,200 $179,700 $15,300 Year 2 $100,500 $84,000 $179,700 $16,500 Year 3 $100,500 $82,800 $179,700 $17,700 Total $301,500 $252,000 $539,100 $49,500 One-time On Boarding Cost $6,600 $0 $0 $6,600 Additional Work (as needed)* $48,000 $48,000 $48,000 $0 Grand Total $356,100 $300,000 $587,100 $56,100 BOARD MEMBERS: M. Caine A. Comeaux A. Granzella L. McNeil B. Toler, Jr. BOARD ATTORNEY: A. Cabral GENERAL MANAGER: E.J. Shalaby

45 West County Wastewater District Board of Directors Meeting November 2, 2016 Contract with Precision IT Consulting, Inc. for Managed IT Services Page 3 * Additional work is performed on an as needed basis. Over the past three years, the District has spent approximately $15,300, per year for additional services. These services fall outside of the contract scope such as product failure, upgrades, implementing new software, enhancing security and additional acquisitions. Examples: Deploying of new laptops (expansion) for CSO, building a new virtual server for Contract Assistant software and upgrading Microsoft Server 2003, because mainstream support is ending. These additional services are not always foreseeable or predictable. The RFP contains language specifically addressing periodic additional work. Rates shall not exceed proposed rates for that year of service. The RFP allows the District to seek other outside quotes for additional services. STRATEGIC PLAN This recommendation complies with the 2016 West County Wastewater District Strategic Plan: 5.3 Control Cost: By planning, supporting and maintaining the District s IT infrastructure. FISCAL IMPACT Funds for the managed IT services are included in the FY 2016/17 budget and will be included in the proposed biennial budget for FY 2017/18 and FY 2018/19. ALTERNATIVE(S) The Board may reject staff s recommendation and award the contract to the highest scored proposer, Clare Computer Solutions. The total cost for the three-year term is $356,100, which includes a one-time cost of $6,600 to transition services to the new vendor and an extra $48,000 for additional work as needed. SUPPORTING DOCUMENTS Attachment A: Resolution Attachment B: Request for Proposals (RFP) Managed IT Services Attachment C: Managed IT Services Price Evaluation Form ACTION TAKEN BY BOARD At the October 19, 2016 Board meeting, staff recommended Precision IT, Inc. be awarded the contract for managed IT services. The Board requested additional information before making a decision and asked the report be presented at the next meeting on November 2, Responses to the additional information requested by the Board are summarized below: 1) Include RFP and summarize scope of services in the staff report. Response: RFP is included as attachment B. Scope of Services is summarized under Background and Discussion. 2) Include Evaluation committee scoring. Response: Included as attachment C. BOARD MEMBERS: M. Caine A. Comeaux A. Granzella L. McNeil B. Toler, Jr. BOARD ATTORNEY: A. Cabral GENERAL MANAGER: E.J. Shalaby

46 West County Wastewater District Board of Directors Meeting November 2, 2016 Contract with Precision IT Consulting, Inc. for Managed IT Services Page 4 3) Provide details of additional costs for the last 3 years Response: Additional costs are summarized under Proposal Comparison *Additional work. 4) What was the Precision IT on-boarding cost? Response: The on-boarding cost for Precision IT six years ago was $1,495. 5) How much time does the on-site Precision IT staff spend on other customers? Response: The average hours worked on other clients, ranges somewhere between 4-7 hours per week. However, allowing the contractor to perform services for other client from our location, affords the District a lower cost without sacrificing speed of service and the District is the contractor s first priority while on-site. 6) What IT certifications does Precision IT use in providing services to the District? Response: Certifications held by Precision IT staff: Microsoft, Cisco, HP, VMware, ConnectWise, LabTech, SonicWall and CompTIA. 7) Why can t we hire an employee to perform this work? Response: The District would need to hire multiple staff to cover the jobs of computer information officer, network engineer, database administrator and standard help desk to provide the 24/7 support the District s requirements. ACTION TAKEN BY BOARD BOARD MEMBERS: M. Caine A. Comeaux A. Granzella L. McNeil B. Toler, Jr. BOARD ATTORNEY: A. Cabral GENERAL MANAGER: E.J. Shalaby

47 Agenda Item No. 11. b. Supporting Document Attachment - A Board Meeting - November 2, 2016 Page 1 of 1 RESOLUTION OF THE BOARD OF DIRECTORS OF WEST COUNTY WASTEWATER DISTRICT, COUNTY OF CONTRA COSTA, CALIFORNIA RESOLUTION NO AUTHORIZE THE GENERAL MANAGER TO ENTER INTO A CONTRACT WITH PRECISION IT CONSULTING, INC. FOR MANAGED INFORMATION TECHNOLOGY SERVICES The Board of Directors finds that: 1. The District has a need for managed Information Technology (IT) services to support and maintain its IT infrastructure. 2. The District advertised a request for proposals (RFP) on August 9, 2016 and received three proposals. 3. Proposals were reviewed and scored by staff from Collection System Operations, Engineering, Finance and Operations based on an evaluation process established in the RFP that considers, but not exclusively, price, experience, quality, references and environmentally friendly supplies and service. 4. The score of two proposers were within points of each other, but one was significantly higher in cost. 5. The cost for the first year is $85,200 and is included in the FY 2016/17 budget. The cost to renew for year two is $84,000 and $82,800 for year three. 6. Staff recommends that the Board authorize the General Manager to enter into an agreement with Precision IT Consulting, Inc., for one year with two one year options to renew in amount not to exceed $300,000 to begin on December 1, 2016 and end no later than December 31, 2019 Draft The Board of Directors of the West County Wastewater District, Contra Costa County, California approves the General Manager to enter into an agreement with Precision IT Consulting, Inc. for managed Information Technology services. * * * I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the Board of Directors of the West County Wastewater District, Contra Costa County, California, at a regular meeting held on the 2nd day of November, 2016, by the following vote: AYES: NOES: ABSENT: Secretary of the Board of Directors West County Wastewater District Contra Costa County, California

48 Agenda Item No. 11. b. Supporting Document Attachment - B Board Meeting - November 2, 2016 Page 1 of 12 REQUEST FOR PROPOSALS (RFP) FOR MANAGED IT SERVICES PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY Dear Proposer: August 9, 2016 The West County Wastewater District (WCWD) is soliciting written proposals from qualified firms or individuals to provide landscaping services at its facilities. As a Request for Proposal (RFP) this is not an invitation to bid and, although price is very important, other factors will be taken into consideration. The project scope, content of proposal, and vendor selection process are summarized in the RFP (attached). Proposals must be received no later than 3:00 pm, Thursday, September 8, All responses must be in a sealed envelope and have RFP-Managed IT Services clearly marked on the outside of the envelope. Please submit one original and three copies of the proposal as follows: Mail or Hand Deliver To: West County Wastewater District Attn: Danny Woods 2910 Hilltop Drive Richmond, CA Proposals will not be accepted after the date and time stated above. Incomplete proposal or proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the District to award a contract, nor is the District liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The District retains the right to award all or parts of this contract to several bidders, to not select any bidders, and/or to re-solicit proposals. Submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions. For questions concerning the anticipated work or scope of the project, please contact me, in writing, at the above address or via at: dwoods@wcwd.org. We look forward to receiving and reviewing your proposal. Respectfully, Danny Woods Danny Woods Procurement Specialist

49 Agenda Item No. 11. b. Supporting Document Attachement - B Board Meeting November 2, 2016 West County Wastewater District Page 2 of 12 Managed IT Services Release Date: 8/9/16 I. INTRODUCTION AND PROJECT OVERVIEW A. INTRODUCTION The purpose of this solicitation is to contract a qualified firm to provide Managed IT Services for WCWD. The District requires daily IT services. WCWD intends to enter into a Firm Fixed Price Contract for the requirements of this contract, except for any portions of the work that have been specifically separated or are at WCWD s option. The workers shall not be considered employees of the West County Wastewater District. B. BACKGROUND The West County Wastewater District (WCWD) with a history dating back to 1921 maintains approximately 255 miles of sewer pipelines and provides wastewater services to over 97,000 people, in whole or in part to the Cities of San Pablo, Richmond and unincorporated areas of West Contra Costa County. C. LOCATIONS District Office 2910 Hilltop Drive Richmond, CA (Operates Monday-Friday, 8 a.m.-5 p.m.) Treatment Plant 2377 Garden Tract Road, Richmond, CA (Operates 24/7/365) II. SCOPE OF WORK A. GENERAL Contractor is responsible for providing necessary equipment to complete the services as describe in this solicitation. Notwithstanding the provision of drawings, technical specifications, or other data by WCWD, the Contractor is responsible for providing IT Professionals with the expertise necessary to provide the services as described in this scope of work. Contractor shall also provide all other services and details that would normally be provided to make the on-going maintenance and monitoring of WCWD s IT systems complete, even though such details may not be specifically mentioned. WCWD currently has thirty-five users requiring various levels of workstation, desktop, laptop and tablet IT support.

50 Agenda Item No. 11. b. Supporting Document Attachement - B Board Meeting November 2, 2016 West County Wastewater District Page 3 of 12 Managed IT Services Release Date: 8/9/16 B. TIME OF SERVICE Services are to be performed on-site weekly at the District Office site, Monday through Friday (8 a.m. to 5 p.m.), on an as needed basis at the Treatment Plant site and 24/7 remote equipment monitoring and technical support. C. EQUIPMENT WCWD currently utilizes five storage, three physical and six virtual servers. Contractors Responsibilities Contractor shall provide support for the following: 1 - HP Proliant DL380 G8 2 - HP Proliant DL380 G5 1 - HP Proliant DL360 G5 1 - HP Proliant ML350 G3 1 - HP Proliant ML350P G8 1 HP P2000 G3 SAN 1 Dell Poweredge R TS G2 BDR 2 HP Procurve 2510G-24 Switch 1 HP E5406ZL Switch Chassis 2 HP J9534A Switch 1 HP J9547A Switch 1 HP J9535A Switch 1 Sonicwall TZ210 Router 1 Sonicwall TZ215 Router 3 Cisco Meraki MR32 Wireless AP 1 - APC Symmetra LX 12K-16K Uninterruptible Power Supply (UPS) 3 AP7901 Power Distribution Unit (APU) 2 AP1500 UPS 26 Desktop 6 Workstation 20 Laptop/Tablet 9 Virtual Server D. SOFTWARE Contractors Responsibilities Contractor shall provide support for the following: Microsoft Server 2008, 2012; Microsoft SQL server; VMware; Remote Desktop; Windows XP Pro (32/64), Windows 7 Pro (32/64); Microsoft Exchange 2003, 2010; Microsoft Active Directory; Microsoft Office Pro 2003, 2007, 2010, 2013; AutoCAD; Parcelquest.

51 Agenda Item No. 11. b. Supporting Document Attachment - B Board Meeting November 2, 2016 West County Wastewater District Page 4 of 12 Managed IT Services Release Date: 8/9/16 WCWD s Responsibilities Maintain support for the following software, with the Contractor as a liaison support: incode (ERP); SCADA; Granite; Hanson; ArcGIS. E. SERVICES TO BE PROVIDED 1. On-site Support (Monday-Friday) Support of all equipment, systems and software listed in Sec II, C. Services shall include, but not be limited to Software / Firmware / Driver / Service Pack updates, Network Connectivity monitoring and maintenance, Internet and Security monitoring, Backup configuration, monitoring and recovery, Network Storage management, UPS monitoring. To provide continuity the District s expectations are, the on-site staffing provided will be the same personnel, with the exceptions of vacation and/or leave time. The District further understands the need for the Contractor s onsite staff to provide service to other Contractor s clients, with the District remaining the priority if a conflict arises. 2. Remote Support (24/7) Support of all equipment, systems and software listed in Sec II, C. Services shall include, but not be limited to Software / Firmware / Driver / Service Pack updates, Network Connectivity monitoring and maintenance, Internet and Security monitoring, Backup configuration, monitoring and recovery, Network Storage management. 3. Asset and Warranty management Contractor shall maintain and keep current a detailed list of all IT related assets owned or operated by the District, to facilitate the use of warranty coverage, when applicable. 4. Software License and Support Management Contractor shall be responsible for tracking all license and maintenance/support agreements and their expirations. Contractor shall communicate to the District upcoming renewal deadlines (60-day lead time), with a goal of having no lapses in coverage for license or maintenance/support. 5. Liaison Services and Support Contractor shall with interface with vendors to coordinate coverage and support of the District s IT related needs.

52 Agenda Item No. 11. b. Supporting Document Attachment - B Board Meeting November 2, 2016 West County Wastewater District Page 5 of 12 Managed IT Services Release Date: 8/9/16 F. STAFFING 6. Strategic Guidance and Professional Recommendations Contractor shall provide on-going direction for the District s IT infrastructure, IT related services, asset replacement schedule and projects. No less than every three months the Contractor shall provide reviews and executive summaries to assist in understanding current issues and address the District s future needs for the next 6 months, 1 year and 2 years. Prior to the first day of service under the contract, the Contractor shall provide the District with the name(s) of the contract employees as well as notify the District prior to, or on the day of, when personnel changes are made. Name badges provided by WCWD or uniforms provided by the contractor must be worn at all times by contract employees. G. PERIODIC SERVICES The Contractor may be required to provide additional periodic IT services as needed that are not already indentified in the Scope of Work and at a rate that shall not exceed the rate set in the resultant contract from this solicitation. H. SERVICES ON REQUEST In addition to the normal services described above, the District may ask the Contractor to provide additional or special services not identified in the Scope of Work. The Contractor shall provide a separate cost proposal for these services. The District may then choose to use the Contractor s services or another vendor based on cost and availability. I. SUPPLIES AND EQUIPMENT The Contractor shall furnish all the related tools, supplies and equipment as necessary to properly perform the above work. Before work begins, the Contractor must submit to the District a Material Safety Data Sheet for any & all chemicals and receive approval from the District, before bringing the chemicals or materials onto WCWD property. J. WORK NOT INCLUDED The Contractor is not to perform work or services not identified in the Scope of Services unless specifically directed to do so by the District. All laws and ordinances relating to the work will be complied with.

53 Agenda Item No. 11. b. Supporting Document Attachment - B Board Meeting November 2, 2016 West County Wastewater District Page 6 of 12 Managed IT Services Release Date: 8/9/16 III. SUBMISSION REQUIREMENTS All proposals shall include the following information, organized as separate sections of the proposal. The proposal should be concise and to the point. A. CONTRACTOR IDENTIFICATION Provide the name of the firm, the firm's principal place of business, the name and telephone number of the contact person and company tax identification number. Please provide a brief narrative description of the assigned team, organization level, and their general experience. B. UNDERSTANDING OF SERVICES Briefly state the proposed approaches and methodologies for meeting the District s needs. Provide a list of current or past contracts that indicate agency s experience in providing similar services to other District or local governments. Include specific client name, location of service provision, contact person, and contact information. C. QUALITY CONTROL/QUALITY ASSURANCE Proposal must include a statement outlining the method of personnel screening to determine the qualifications, professional demeanor, and work ethic of contract personnel. Provide a listing of the project manager and key staff members who will be assigned to this contract and provide a brief description of their abilities, qualifications, and experience. D. CLIENT REFERENCES Provide a minimum of five (5) client references. Any proposer that receives a total score of zero will eliminate the Firm from further consideration. List all organizations for which the proposer has provided similar services during the last three years. Submit these references with the proposals. Provide the designated person's name, title, organization, address, telephone number, and the project(s) that were completed under that client s direction. E. COST PROPOSAL The proposal shall include all services and their associated fees. The Proposal shall itemize all services, including hourly rates for all professional, technical and support personnel, and other charges related to completion of the work. The cost proposal shall be for one base-year and two single-year options. Proposals shall be valid for ninety (90) days from the date they were due.

54 Agenda Item No. 11. b. Supporting Document Attachment - B Board Meeting November 2, 2016 West County Wastewater District Page 7 of 12 Managed IT Services Release Date: 8/9/16 F. CONTRACT OPTION YEARS WCWD will have the unilateral right in the contract by which, for a specified time, WCWD may elect to extend the term of the contract. The requirements below apply: 1) Any options that were requested by WCWD and or contained in the Contractor s Proposal must have been evaluated in making the contract award prior to exercising any such options. 2) Contractor shall not be allowed to change its proposed pricing for the option years since this pricing is considered in evaluating the proposer s original proposal, therefore was the basis for awarding the contract unless otherwise provided herein. 3) Exercise of an option must be in accordance with the terms and conditions of the initial contract award. G. Contract Terminations If your organization has had a contract terminated in the last five years, describe such incident(s). Termination for default is defined as notice to stop performance due to the vendor s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the vendor or (b) litigated and such litigation determined that the vendor was in default. Submit full details of the terms for default including the other party s name, address, and phone number. Present the vendor s position on the matter. The District will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of the past experience. If the firm has not experienced any such termination for default or early termination in the past five years, so indicate. IV. SELECTION CRITERIA The following criteria will be considered, although not exclusively, in determining which firm is hired. A. Cost (30 points) B. Contractor and Supervisory Staff experience providing similar services to a public agency (25 points) C. Quality Control/Quality Assurance (25 points) D. References - WCWD reserves the right to use previous experience with the proposer as part of their reference evaluation (15 points). E. Environmentally preferred supplies, chemicals and equipment (5 points)

55 Agenda Item No. 11. b. Supporting Document Attachment - B Board Meeting November 2, 2016 West County Wastewater District Page 8 of 12 Managed IT Services Release Date: 8/9/16 A selection panel will be convened of three (3) District staff to review the proposals. V. PAYMENT Invoices must be fully itemized, and provide sufficient information for approving payment and audit. Invoices must be accompanied by receipt for services in order for payment to be processed. The invoices must identify the location where services are provided (District Office, Treatment Plant). All invoices must be received no later than the 15 th of the following month (September 15 for services provided for the month of August). The final invoice must be received no later than 30 days after the contract term expires. No payment will be made prior to the execution of the contract. Invoices are to be mailed to: West County Wastewater District Administrative Services 2910 Hilltop Drive Richmond, CA The District will make payment to the vendor within thirty (30) days of receipt of a correct and complete invoice. VI. DISTRICT REQUIREMENTS A. CONFLICT OF INTEREST In the sole judgment of the District, any and all proposals are subject to disqualification on the basis of a conflict of interest. The District may not contract with a vendor if the vendor or an employee, officer or director of the proposer's firm, or any immediate family member of the preceding, has served as an elected official, employee, board or commission member of the District who influences the making of the contract. Furthermore, the District may not contract with any vendor whose income, investment, or real property interest may be affected by the contract. The District, at its sole option, may disqualify any proposal on the basis of such a conflict of interest. Please identify any person associated with the firm that has a potential conflict of interest. B. STATEMENT OF ECONOMIC INTEREST The District s Conflict of Interest Code designates consultants as a category of persons who must complete Form 700, Statement of Economic Interest, at the beginning of the contract period and again at the termination of the contract. The selected contractor will be required to complete the Form 700 before work may begin.

56 Agenda Item No. 11. b. Supporting Document Attachment - B Board Meeting November 2, 2016 West County Wastewater District Page 9 of 12 Managed IT Services Release Date: 8/9/16 VII. OTHER REQUIREMENTS A. INSURANCE The selected contractor will be required to maintain general liability insurance in the minimum amount of $2,000,000 and automobile liability insurance in the minimum amount of $1,000,000 to cover any claims arising out of the performance of the contract. The general liability and automobile insurance must name the District, its officers, agents, volunteers and employees as additional insureds. All of the contractor s employees must be covered under a $10,000 Blanket Fidelity Bond. B. WORKER S COMPENSATION INSURANCE A selected contractor who employs 10 or more persons shall maintain workers' compensation insurance in accordance with state requirements. Sole proprietors are not required to carry Worker s Compensation Insurance. (Worker s Compensation Insurance cannot be waived for any person who employs others.) C. ENVIRONMENTALLY PREFERRED MATERIALS All reports to the District shall be on recycled paper that contains at least 50% recycled product when such paper is available at a cost of not greater than ten percent more than the cost of virgin paper, and when such paper is available at the time it is required. If recycled paper is not available the Contractor shall use white paper. Written reports or studies shall be printed on both sides of the page whenever practical. End of Section VII

57 Agenda Item No. 11. b. Supporting Document Attachment - B Board Meeting November 2, 2016 West County Wastewater District Page 10 of 12 Managed IT Services Release Date: 8/9/16 VIII. SCHEDULE (dates are subject to change) RFP available to potential bidders: August 9, 2016 Proposals due from potential bidders September 8, 2016 Board Approval of Contract October 5, 2016 Contractor notified of award of contract October 6, 2016 Contract Effective Date November 1, 2016 Thank you for your interest in working with the West County Wastewater District for this service. We look forward to receiving your proposal. Attachments: Check List of Required items for Submittal Attachment A Cost Proposal Attachment B Not Used Attachment C Not Used Attachment D Not Used Attachment E

58 Agenda Item No. 11. b. Supporting Document Attachment - B Board Meeting November 2, 2016 West County Wastewater District Page 11 of 12 Managed IT Services Release Date: 8/9/16 CHECKLIST ATTACHMENT A Proposal describing service (one original and three copies) Contractor Identification Client References Costs proposal by task, type of service & personnel ADDITIONAL SUBMITTALS REQUIRED FROM SELECTED VENDOR AFTER BOARD OF DISTRICT TRUSTEES APPROVAL TO AWARD CONTRACT. Provide original Evidence of Insurance o Auto o Liability o Worker s Compensation Commercial General & Automobile Liability Endorsement

59 Agenda Item No. 11. b. Supporting Document Attachment - B Board Meeting November 2, 2016 West County Wastewater District Page 12 of 12 Managed IT Services Release Date: 8/9/16 ATTACHMENT B COST PROPOSAL FORM Item 1. Monthly charge for services at the District Office Total Service Per Month (12 months) For reference: $ Tier 1 (hr rate) $ Tier 2 (hr rate) $ Tier 3 (hr rate) $ Month (2016/17) $ Month (2017/18) $ Month (2018/19) TOTAL PER YEAR $ 2016/17 $ 2017/18 $ 2018/19 TOTAL ALL 3 YEARS $ Bidder s Company Name (corp./partner/proprietor) Principle Office Address City, ST, Zip Phone Number Fax Number Number Federal Employer I.D. Number Title of Person Authorized to Sign Print Name Authorized to Sign Authorized Signature Date Signed

60 Managed IT Services Evaluation Form Agenda Item No. 11. b. Supporting Document Attachment - C Board Meeting - November 2, 2016 Page 1 of 1 Category/Max Value Price/30 Experience/25 Quality/25 References/15 Green Supplies/5 Total Category/Max Value Price/30 Experience/25 Quality/25 References/15 Green Supplies/5 Total Clare Computer CSO Plant Finance Engineer Total Category/Max Value CSO Plant Finance Engineer Total Price/ Clare Precision Parachute Experience/ Quality/ $ 100, $ 85, $ 179, References/ $ 100, $ 84, $ 179, Green Supplies/ $ 100, $ 82, $ 179, $ 301, $ 252, $ 539, Parachute Tech CSO Plant Finance Engineer Total Category/Max Value Proc Finance Engineer Total $ 6, $ 308, $ 252, $ 539, Price/ Experience/ Quality/ References/ Green Supplies/5 0 Total Total Precision IT Signature Date Return to Agenda

61 Agenda Item No. 15. a. To: From: MEMORANDUM Honorable Board of Directors Maria L. Sena, Administration Supervisor Date: November 2, 2016 Subject: Board Calendar Please find below a list of meetings and other important dates. All meetings are held at 9:00 a.m. unless otherwise noted. MEETINGS SCHEDULE Meeting Last Meeting Date Next Meeting Date Comments Board Meeting 10/19/ /02/ st and 3 rd Wednesday of the 11/16/2016 month at 6:00 p.m. Special Board Meeting 11/09/2016 Naming of Board PM Special Board Meeting 12/06/2016 Employee Appreciation 12 noon Plans & Programs 10/25/ /08/2016 First Tuesday after each Board 11/22/2016 Meeting when necessary Administration & Finance 10/27/ /10/ nd and 4 th Thursday of the 12/15/2016 month after each Board Meeting when necessary West County Agency 09/08/ /01/ rd Thursday of the month on quarterly basis or when needed CCSDA 10/17/ /23/2017 Central Contra Costa Sanitary District, 10:00 a.m. CSDA 10/10-10/13/2016 TBA Annual Conference, San Diego CASA 08/10-08/12/ /18 01/20/2017 Winter Conference, Palm Springs CASA Washington D.C. 02/22-02/24/ /27 03/01/2017 Washington D.C. Conference Treasury Oversight Comm. 08/16/ /15/2016 CCC, 3:00 p.m. LAFCO 10/12/ /09/2016 1:30 p.m. Other Important Dates: Monthly Mayors Conference Meeting Tuesday, November p.m. in Clayton District Safety Day, WCWD Water Pollution Control Plant - Wednesday, November 2, 2016 District Flu Shots Wednesday, November 9, from 3:30p.m. to 4:30 p.m. VACATIONS, TRAVEL AND OTHER SCHEDULED LEAVE November 2016 December 2016 January 2017 M. Caine A. Comeaux A. Granzella L. McNeil B. Toler, Jr General Manager Engineering Services Manager 11/17 (leave) Water Quality Manager Business Services Manager

62 November 2016 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Daylight Savings Time Ends WCWD Safety Day at Water Pollution Control Plant 6pm Monthly Mayors Conference Meeting, 6:30 pm El Sobrante Chamber Meeting-Sheriff s Annex, El pm Election Day P & P@ 9am 1:30 pm District Flu Shots Administration Bldg. 3:30-4:30 p.m. Special Board Meeting Naming of Board Room 5:00 p.m. A & F@ 9am West County Forum 12:00 noon - La Strada Veterans Day District Holiday CCC Treasury Oversight Committee Meeting, p.m. 6pm P & P@ 9am Thanksgiving Day District Holiday District Holiday West County Wastewater District