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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