HomeMy WebLinkAbout2002-08-21 e-packetSPECIAL MEET1NG
CITY COUNCIL
OF THE
CITY OF SOUTH SAN FRANCISCO
P.O. Box 711 (City Hall, 400 Grand Avenue)
South San Francisco, California 94083
CITY HALL CONFERENCE ROOM
400 (;RAND AVENI JE
AUGUST 21, 2002
6:00 P.M.
NOTICE IS HEREBY GIVEN, pursuant to Section 54956 of the Government Code of the
State of California, the City Council of the City of South San Francisco will hold a Special Meeting
on Wednesday, the 21st day of August, 2002, at 6:00 p.m., in the City Hall Conference Room, 400
Grand Avenue, South San Francisco, California.
Purpose of the meeting:
1. Call to Order
2. Roll Call
o
Public Comments - comments are limited to items on the Special Meeting
Agenda
°
Study Session:
a. Purchasing, Bid and Payment Procedures
b. Update on East of 101 Developer Sewer Fees
c. Update on Alternative Employee Benefits
5. Adjournment
Cit~cler~:-
PROPOSED PURCHASING
ORDINANCE
CITY COUNCIL STUDY SESSION
AUGUST 21, 2002
REASONS FOR CHANGE
HISTORY
CURRENT ANDPROPOSED
DEFINITIONS
CONSTRUCTION = Public Project
SUPPLIES AND EQUIPMENT - Commodity
based on price
+ For office, computer, maintenance
· :o SERVICES - Based on qualifications
+ Engineering, design, legal, financial
REASONS FOR CHANGE
· :, MORE TIME FOR PROJECT DELIVERY
· :. FASTER PURCHASES
· :. STATE ALLOWS HIGHER BID LIMITS
· :. USE NEW ABBREVIATED BID PROCESS
· Provides control and efficiency while fostering
competition among vendors
· :. REVIEW PROCESS ON SIGNIFICANT COSTS
mSTORY
· :- LAST CHANGE - 1998
· :. RAISED BID LIMIT FOR SERVICES,
SUPPLIES, AND EQUIPMENT
· :- CONSTRUCTION BIDS (PUBLIC
PROJECTS) UNTOUCHED
CURRENT ANDPROPOSED
+BID REQUIREMENTS
+APPROVALS
2
FORMAL BID PROCESS
BID PACKAGE
SPECIFICATIONS AND DRAWINGS
28 DAY ADVERTISING
PRE-BID MEETING
SEALED BID OPENING
CURRENT FORMAL BID
REQUIREMENT
· :. CONSTRUCTION PROJECTS OVER
$5,000
· .'. SERVICES, SUPPLIES & EQUIPMENT
OVER $25,000
CURRENT QUOTE PROCESS
· :, 3 WRITTEN QUOTES SOLICITED BY PHONE,
IN WRITING, OR BY PUBLIC NOTICE FOR:
· :. SERVICES, SUPPLIES AND EQUIPMENT
$3,000 - $25,000
· :. CONSTRUCTION $3,000 - $5,000
CURRENT APPROVALS
· :, CITY COUNCIL
-,',CONSTRUCTION AWARD OVER $5,000
+SERVICES, SUPPLIES AND EQUIPMENT OVER
$25,OOO
+ CITY MANAGER OR DEPARTMENT HEAD -
UNDER $5,000 / $25,000
PROPOSED BID LIMITS
*:,FORMAL BID - CONSTRUCTION
PROJECTS OVER $100,000
- Up from $5,000
*:*ABBREVIATED BID PROCESS-
CONSTRUCTION $25,000 TO $100,000
ABBREVIATED BID PROCESS ON
CONSTRUCTION
· :, MAINTAIN VENDOR LIST
· :, 10 DAY SOLICITATION OF LIST AND
TRADE JOURNALS
· :, TRACK SUBMITTED BIDS
4
PROPOSED BID LIMITS (Continued)
.:°3 QUOTES - CONSTRUCTION $5,000 TO
$25,000
o:o Formerly $3,000 to $5,000
*:'3 QUOTES - SUPPLIES & EQUIPMENT OVER
$5,000
..'o Formerly over $3,000
.:.No more formal bids over $25,000
PROPOSED BID LIMITS (Continued)
*:.SERVICES OVER $5,000
.,*-THREE QUOTES
-:.SELECTION BASED ON QUALIFICATIONS
UPCOMING PROJECTS THAT WILL
BENEFIT
~, WESTBOROUGH CENTER CARPETING AND
FLOORING
+ LIGHTED CROSSWALK WARNING SYSTEM
+ HICKEY SIGNAL INTERCONNECTION
+ GATEWAY OPTICOM
+ EVERGREEN TRAFFIC CIRCLES
5
RECENT PROJECTS THAT WOULD
HAVE BENEFITED
*:o POLICE REPORT WRITING ROOM AND
COMMUNICATIONS LIGHTING UPGRADES
°:° SPRUCE/NORTH CANAL SIGNAL IMPROVEMENT
o:. PARKING LOTS AT CYPRESS/GRAND AND
PINE/LINDEN
PROPOSED APPROVALS
· :. CITY COUNCIL ABOVE $100,000
+ Formerly $5,000 if construction
· > Formerly $25,000 if services, supplies, equipment
o:. CITY MANAGER $25,000 TO $100,000 + New
· :. DEPARTMENT HEAD BELOW $25,000 ,, No change
OTHER PROPOSALS
PURCHASE ORDER REQUIRED - OVER
$5,000
· :. Formerly $1,000
· :. PAY VIA CHECK REQUISITION UP TO $5,000 · :. Formerly Up to $1,000
6
OTHER IMPROVEMENTS
WEEKLY CHECK RUN
· :, IMPROVES CUSTOMER SERVICE TO
DEPARTMENTS
PROCUREMENT CARD
SUMMARY
· :- RAISE BID LIMITS
· :, NEW ABBREVIATED BID PROCESS
· :. HIGHER AMOUNTS FOR CITY COUNCIL AND
CITY MANAGER APPROVAL
· :- FASTER PURCHASES
+ CONTROL MAINTAINED
NEXT STEPS WITH COUNCIL
APPROVAL
· :. Work with Attorney's Office to draft
Municipal Code changes for purchasing.
Bring changes to City Council.
Have a six-month trial for weekly check runs.
Coordinate with City Treasurer and evaluate
after six months. If successful, draft changes
to Municipal Code.
7
QUESTIONS AND DISCUSSION
8
CURRENT
Construction Projects
Amt Biddinq Approval
0 - 3,000 Not required Dept Head
3,001 - 5,000 Three quotes Dept Head
5,001 + Formal City Council
5,000 Maximum in-house work
All Other Purchases
&mt Biddinq Approval
0 - 3,000 Not required Dept Head
3,001 - 25,000 Three quotes Dept Head
25,000 + Formal City Council
PROPOSED
0 - 5,000
5,001 - 25,000
25,001 -100,000
100,001 +
25,000
All Purchases
Amt Biddinq Approval
Not required
Three quotes
Abbreviated process if construction; three quotes for all other
Formal bid if construction; three quotes for all other
Maximum in-house work
Dept Head
Dept Head
City Mgr/City Atty
City Council
1N
0 500 1000
SCALE IN FEET
Note: See attached Table 1 for
description of proposed
improvements.
ssfSO2f1-6399.cdr
Shaw Road ".
Oyster Point Blvd.
Forbes Blvd.
Swift Ave
SPRR ROW
(~) Short Term Improvement
O Intermediate Term Improvement
(~ Long Term Improvement
Figure 1
WET WEATHER PROGRAM PHASE 3
EAST OF 101 PROPOSED IMPROVEMENTS
AUGUST 2OO2
CITY OF SOUTH SAN FRANCISCO
Table 1
City of South San Francisco
Proposed facilities WWP Phase 3
ID Proposed
No. Facility Description
9 Pump Station No. 2 Upgrades to existing pump station.
10 Pump Station No. 2 Force Main Construct approximately 850' of new 10" force main in Gateway Blvd
south of Oyster Point Blvd.
11 Pump Station No. 4 !Upgrades to existing pump station.
12 Pump Station No. 4 Force Main Construct approximately 2,800' of new 21" force main between
Pump station No. 4 and the WQCP.
13 ,Pump Station No. 7 Upgrades to existing pump station.
14 !Pump Station No. 8 Upgrades to existing pump station.
15 Pump Station No. 8 Force Main Construct approximately 2,800' of new 10" force main between
Pump station No. 8 and Allerton Ave.
16 Pump Station No. 10 Upgrades to existing pump station.
17 Oyster Point Blvd. Trunk Sewer This project consist of two new pipelines. The first line which will be
12" and approximately 900' in length begins in Eccles Avenue 240'
south of Oyster Point Blvd. and continues west in Oyster Point Blvd.
to approx. 640' west of Eccles Ave. The second line will be 15" and
approximately 1,800' in length. It will be located in Oyster Point Blvd.
and will extend from Eccles Ave. to Pump Station No. 2.
18 Allerton Ave. Trunk Sewer Construct approximately 2,200' of 18" pipe in Allerton Ave between
East Grand Ave. and Forbes Blvd. and approximately 600' of 18"
pipe in East Grand Ave. between Allerton Ave. and Littlefield Ave.
19 East Grand Ave. Trunk Sewer Construct approximately 2,300' of new trunk sewer ranging in size
from 21" to 27". The new line will be located in East Grand Ave.
between Allerton Way and Harbor Way.
20 DNA Way Subtrunk Sewer Construct approximately 200' of 10" sewer in DNA Way south of
Forbes Blvd. and 600' of 10" sewer from 300' west of DNA to 90'
east of Kaufmann.
21 Pump Station No. I Upgrades to existing pump station.
22 Pump Station No. 3 Upgrades to existing pump station.
23 Swift Subtrunk Construct approximately 3,200' of 15" sewer in Swift Ave and along
the RR spur.
24 Littlefield Subtrunk Construct approximately 2,400' of 8" and 10" sewer in Littlefield
Avenue.
25 Pump Station No. 6 Upgrades to existing pump station.
26 Harbor Way Subtrunk Construct approximately 1,000' of 8" sewer in Harbor Way between
Utah Ave. and 80' north of Mitchell Ave.
27 Executive Subtrunk Construct approximately 2,100' of 15" sewer in Executive north of
East Grand Ave. and in East Grand Avenue between Executive and
Gateway.
h:~lient~southsf~4182g. 10\Project Descriptions (Phase 3) 8/21/02 11:59 AM
City of South San Francisco
INTER-OFFICE MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
August 16, 2002
City Council via City Manager
Jennifer A. BoWer?D~ii-ector of Human Resources
Alternate BenefitsJUpdate - Study Session
While the economy may be in a downturn, the City of South San Francisco must still maintain,
and even enhance, its services. And although them may be a higher unemployment rate in the
Bay Area than what has been occurring in the last few years, the City must even more so have
highly skilled, committed, and satisfied employees.
Many other public and private employers are in same predicament. In order to combat the
dilemma of employee attraction and retention, they have adopted creative methods to address
employee satisfaction. Although many employee groups comment that it is compensation and
only compensation that appeals to and keeps employees, professional studies have shown that
this is not the complete story. Good compensation and good benefits are a very important
element of employee satisfaction but there are many others reasons why a candidate chooses an
employer, and why an employee stays with an employer. The focus of this study session
presentation will be an update on those low-cost or no-cost benefits that are relevant to the City
that will attract candidates to come here and, once they are with the City, to help keep them.
Presentation handouts will be available to Council at the study session.
JAB-08/I 6/02
F:kFile CabinetkPresen~ations~RetentionkAlternate Benefits.doc