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HomeMy WebLinkAboutWest Orange County Water Board (WOCWB) - 1997-02-03,r3tat 4fS&,y ,f a1onf Council/Agency Meeting Held: / q f'L04• Deferred/Continued to: - 00r_�� O Approved O Conditionally Approved 0 Denied MM rno o - aeetolClerk's Signature Council Meeting Date: ��� 'v�` '�T°e' Department ID Number: W098/9-05 CITY OF HUNTINGTON BEACH Cl REQUEST FOR ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL X* 0- h w s SUBMITTED BY: RAY SILVER, CITY ADMINISTRATOR/,./ �.-•�Y •L� o PREPARED BY: OBERT F. BEARDSLEY DIRECTOR —OAF PUBLIC WORK SUBJECT: APPROVAL OF AGREEMENT FOR GENERAL MANAGEMENT, ENGINEERING, SECRETARIAL AND FISCAL AGENT SERVICES BETWEEN THE WEST ORANGE COUNTY WATER BOARD AND THE CITY OF HUNTINGTON BEACH Statement of Issue, Funding Source, Recommended Action, Allemative Action(s), Analysis, Environmental Status, Attachment(s) Statement of Issue: In January of 1997, after soliciting proposals for the services of General Manager/Engineer and Secretary to the Board, the West Orange County Water Board of Directors (WOCWB) selected the City of Huntington Beach as the contractual General Manager/Engineer/Secretary. WOCWB subsequently renewed this contract for the last fiscal year. -At its December• 15, 1998, regular meeting, the Board elected to again extend its contract with the City for these services. The new contract agreement must now be approved by the City Council before the Board may take a similar action at its March 16, 1999, meeting. Funding Source: Labor, materials and supplies will be initially i funded from the Water Division Expense Budget for the General Manager/Engineer/Secretary portion of the contract and from the Administrative Services expense budget for the Fiscal Agent duties. All expenses plus overhead will be billed to the WOCWB and when paid, returned to the City as revenue. Becommended Action: Motion to: Authorize the Mayor and City Clerk to execute the attached Agreement for General Management, Engineering, Secretarial and Fiscal Agent Services. ,4lternative Action(s): Do not approve the contract agreement and advise staff on how to proceed. r REQUEST FOR ACTION `'1 MEETING DATE: DEPARTMENT ID NUMBER:WO98l9-05 Analysis: The West Orange County Water Board (WOCWB) Joint Powers Agency was formed between the Cities of Huntington Beach, Garden Grove, Westminster and Seal Beach in the 1950's. The Board owns and operates two large diameter transmission mains, each of which is approximately seven miles in length. Water is purchased from the Municipal Water District of Orange County through two connections to the West Orange County Feeder of the Metropolitan Water District of Southern California. Water purchased is sold to WOCWB member agencies at cost. The member agencies provide the necessary funding for their respective share of operations and maintenance costs to the Board through annual budgeting procedures. The City of Huntington Beach owns 56.1 % of the WOCWB facilities and is currently Fiscal Agent and Contractor of Operations and Maintenance. The two City Council Members who represent the City of Huntington Beach on the Board of Directors are Mayor Peter Green and Councilmember Ralph Bauer. In 1996, the previous General Manager/Engineer of WOCWB went out of business in Orange County. Until a successor could be found, the Board appointed the City of Huntington Beach as the Acting General Manager/Engineer and requested proposals from its member agencies as well as outside engineering firms for General Management, Engineering and Secretarial Services. The City's Public Works Department, Water Operations Division, submitted a proposal on May 10, 1996, and was selected as the new contractual General Manager/Engineer/Secretary. This contract was renewed and the duties of Fiscal Agent formalized in April of 1998. The new agreement presented to the City Council is identical to the previous agreement except for the term and the updating of the hourly rates quoted therein. If approved by the City Council, the agreement will be presented to WOCWB at the March 16, 1999, regular meeting. Environmental Status: The proposed professional service contract to perform this work for the West Orange County Water Board has been determined to be categorically exempt pursuant to Class I. Section 15301 of the California Environmental Quality Act. Attachmentfs): RCA Author: Ken Dills Agreement for General Management, Engineering, Secretarial and Fiscal Agent Services. ,phone extension 5055 \ RCA for WOCWB Contract .2- 0211619911:25 AM M 0 ATTACHMENT 1 AGREEMENT BY AND BETNiTEN THE CITY OF HUN"TINGTON BEACH AND THE NVEST ORANGE COL,\'TY AVATER BOARD FOR CONTRACT MANAGER SERVICES TINS AGREEMENT is made and entered into this day of March, 1999, by and between the WEST ORANGE COUNTY WATER BOARD (hereinafter called "BOARD"), a joint powers agency established pursuant to that certain Joint Powers Agreement executed on October 25, 1967, known as the "West Orange County Water Board Joint Powers Agreement" (the "Joint Powers Agreement") by and among the City of Garden Grove, the City of Huntington Beach, the City of Seal Beach and the City of Westminster, and the CITY OF IIUNTINGTON BEACII, a California municipal corporation, hereinafter called "CONTRACT MANAGER." RECITALS: WHEREAS, BOARD desires to retain the services of CONTRACT MANAGER as General Manager, Engineer, Fiscal Agent and Secretary of BOARD, and CONTRACT MANAGER is qualified to perform such duties; and CONTRACT MANAGER has designated Jeffrey R. Renna ("CONTRACT MANAGER'S DESIGNEE') to perform the duties of General Manager, Engineer, Fiscal Agent and Secretary of BOARD, . NOW, THEREFORE, inconsideration of the mutual covenants herein contained, the parties hereto agree as follows: 1. CONDITIONS OF AGREEMENT: a. CONTRACT MANAGER is hereby retained by BOARD to provide the services of General Manager, Engineer, Fiscal Agent and Secretary of BOARD and to perform the duties and discharge the functions of those offices. b. The term of this agreement shall be for the period beginning on March 18,1999„ and ending on March 17, 2000, which term may be renewable at the pleasure of BOARD's governing board ("Governing Board'). C. Any changes relative to the tears of this Agreement shall be reduced to written form as amendments to this Agreement. In the absence of such written mutually agreeable changes, the provisions of this Agreement shall continue in full force and effect far the term of the Agreement. 2. COMPENSATION OF CONTRACT MANAGER CONTRACT MANAGER shall be on a time -and -materials basis, in accordance with the following hourly rates: A. (Engineering) Management Services $68.03 per hour B. Engineering Services 1. Senior Accountant $56.37 per hour 2. Associate Civil Engineer $55.49 per hour jmP/B'aVec/%" -rdV41" 3. Engineering Aide $31.59 per hour 4. Contract Administrator S40.1 I per hour C. Secretarial Services $26.30 per hour 3. GENERAL PROVISIONS a. CONTRACT MANAGER is authorized to incur reasonable incidental and outside services expenses in the discharge of the functions hereunder and as authorized by BOARD. Upon submittal of such documentary evidence as may be required by BOARD, CONTRACT MANGER will be reimbursed by BOARD. b. The respective duties of General Manager, Engineer, Fiscal Agent and Secretary to be performed by CONTRACT MANAGER on behalf of BOARD are generally described as follows, and which duties may be amended or revised from time to time by BOARD: For fire Gen era I Afan ager: • Attend all regular and special meetings of the Governing Board and other such meetings as requested by the BOARD. • Attend all other meetings as necessary for the proper management of the BOARD, as directed by the Governing Board. • Manage and oversee the fiscal, budgetary and administrative responsibilities of the BOARD. • Direct the activities of the BOARD's engineering requirements and those of any other consultants which the BOARD may designate. • Review all, and direct the preparation of, meeting agendas, minutes and staff reports as prepared by the BOARD's various consultants and staff. • Prepare and/or direct the preparation of necessary backup materials and engineering staff reports for Governing Board meetings and BOARD agenda packages. • Work with the Secretary of the BOARD regarding activities to be brought before the BOARD. • Represent the BOARD in communications with the Municipal Water District of Orange County, the water departments of each of the member agencies, and with other governmental and water agencies, as necessary. • Review and approve the BOARD's bills and warrants, except management and engineering, before being submitted to the Governing Board for approval. In months for which BOARD meetings are not scheduled, approve all non -engineering bills and warrants for payment. • Direct the preparation of the annual budget for the Governing Board's review and approval and directs the activities of the BOARD's accountant. • Coordinate the efforts of the maintenance staff of the City of Huntington Beach Water Department for operation and maintenance of the BOARD's facilities. • Direct the providing of contract administration and monitoring of BOARD construction activities and assist in the preparation of construction progress payments and warrants. • Provide information to member agencies regarding water deliveries, shutdowns and maintain and improve communications between the member agencies. For the BOARD's Engineer. Provide consultation and advice in regard to engineering matters concerning BOARD facilities and operations. 2 jmp1& VtW,&vbwr=41" k. j �,1 • Perform investigation and studies and present recommendations for BOARD action on projects of major impact to the BOARD's operations and service of water. • Prepare engineering staff reports, as directed by the Governing Board. • Prepare the designs and computation for project plans and technical specifications for projects directed and authorized by the Governing Board. • Perform the preparation of record drawings and surveys. • Assist in the securing of competitive bids for construction and in the award of construction contracts. Review the work of contractors with respect to the intent of the plans and specifications. Process Change Order Requests for submittal to the Governing Board. • Prepare engineering staff reports as directed by the Governing Board. • Perform other services of an engineering nature as directed by the Governing Board. For the BOARD's Fiscal Agent: • Monitor, maintain and assist in the preparation of the Board's budget. • Prepare and remit all payments on a monthly basis. • Control and track all expenditures, revenues, payables and receivables and keep thorough and accurate records thereof. • Maintain at the direction of the Governing Board the required reserve balance and advise to any necessary adjustments to the reserve policy. • Assist in the annual audit of the Board's finances. • Prepare other financial reports as directed. For tire BOARD's Secretary: • Prepare on a monthly basis, the agenda, the agenda packet and mailing. • Type demands. • Calculate billing of expenses to each member agency of the Board. • Prepare packets for mailing. • Attend meetings - Quarterly +. • Prepare minutes and mailing - Monthly. • Process bills for payment - Monthly. • Prepare maintenance and operations billing - Semi -Annually. • Prepare water billing and mail - Monthly. • Coordinate with Water Operations Manager - As needed. • Prepare Special Meeting Notices - As needed. • Post all agendas, adjournment notices and special meeting notices - As needed. • Notify directors of special meetings - As needed. • Schedule meeting room and verify quorum - Quarterly +. • Annually distribute and collect F.P.P.C. Statement of Economic Interest forms. • Distribute, collect and execute all Joint Powers Agreement Amendments - As needed. C. If any actions at law or in equity challenging the validity of any pro,7sion of this Agreement are undertaken by any party other than CONTRACT MANAGER, BOARD shall provide adequate legal counsel for CONTRACT MANAGER at no cost to CONTRACT MANAGER, and shall make CONTRACT MANAGER whole for any costs, losses or damages suffered by CONTRACT MANAGER as a result of such actions. 3 j* Vg!agr e%trbwrd/2/4/" �+ 4. TERMINATION a. Notwithstanding anything herein contained to the contrary, this Agreement may be terminated at any time by mutual written consent of the parties hereto. b. This Agreement shall be deemed terminated automatically effective immediately upon the occurrence of any of the following events: (1) The death of CONTRACT MANAGER'S DESIGNEE. (2) The willful or habitual breach of the duties to be undertaken by CONTRACT MANAGER under this Agreement unless waived by BOARD. (3) The commission by CONTRACT MANGERS's DESIGNEE of any act of malfeasance in office. C. Termination hereunder shall not prejudice any remedy which either party may have either at law, in equity, or under this Agreement. 5. NOTICES Unless waived by the other party, any notices to be provided by either party hereto to the other shall be in writing, sent by U.S. mail, postage prepaid, registered, addressed as follows: Notice to BOARD: Board of Directors West Orange County Water Board 2000 Main Street Huntington Beach, CA 92648 Notice to CONTRACT MANAGER: City of Huntington Beach Water Operations P.O. Box 190 Huntington Beach, CA 92648 Changes in the address of either party hereto shall be notified by the latter to the other party in writing sent by U.S. mail, postage prepaid, registered, addressed to such party's address as last notified to the notifying party. REST OFPAGE NOT USED 4 jmV1VagrW%%1rboaW214,W 6. ENTIRE AGREEMENT This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the duties of CONTRACT MANAGER for BOARD and contains all the covenants and agreements between the parties with respect to such employment. Any changes to this Agreement shall be effective only if such changes are in writing signed by both parties hereto. If any provision in this Agreement is held by a court of competent jurisdiction to be unenforceable, invalid, or void, the remaining provision shall nonetheless continue in full force, without impairment. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized offices the day, month and year first above written. BOARD: West Orange County Water Board, a joint powers agency By: President APPROVED AS TO FORM: Legal Counsel to West Orange County Water Board REVIEWED AND APPROVED. City Adm' istrator CONTRACT MANAGER City of Huntington Beach, a California municipal corporation Mayor ATTEST: City Clerk APPROVED AS TO FORM: City Attorney AND APPR D: �f 1 irector of Public Works jmp/g.!agreet%Vbwrd/V4/" 5 RCA ROUTING SHEET INITIATING DEPARTMENT: Public Works - Water SUBJECT: Approval of Agreement for General Management, Engineering, Secretarial and Fiscal Agent Services between the West Orange County Water Board and the City of Huntington Beach COUNCIL MEETING DATE: March 1, 1999 RCA ATTACHMENTS STATUS Ordinance wlexhibits & le islative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attome Attached Subleases, Third Party Agreements, etc. (Approved as to form PZ Pity Attome Not Applicable Certificates of insurance (Approved by the City Attome Not Applicable Financial Impact Statement Unbud et, over 55,000 Not Applicable Bonds If applicable) Not Applicable Staff Report If applicable) Not Applicable Commission, Board or Committee Report If applicable) Not Applicable Finding s/Conditions for Approval and/or Denial Attached EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FOR DED Administrative Staff Assistant City Administrator Initial City Administrator Initial City Clerk ) EXPLANATION FOR RETURN OF ITEM: RCA Author: Ken Dills, phone extension 5055 �at (13) 04/06/98 - Council/Agency Agenda - Page 13 E-11. (City Council/Parking Authority) Adopt Resolutions To Provide Clear Title To Duke's Surf City For Their Lease Hold Interest In Pier Plaza (Termination Of Lease Between City & Parking Authority For Parking Structure Near The Pier) — (600.05) Approve the following actions: Parking Authority Action. Adopt Resolution No. 31 entitled -'A Resolution of the Parking Authority of the City of Huntington Beach, Acknowledgfng the Termination of the Lease Between the City and the Parking Authority of the City of Huntington Beach for a Parking Structure in the Vicinity of the Huntington Beach Pier.' and City Council Action: Adopt Resolution No. 98-26 entitled - "A Resolution of the City Council of the City of Huntington Beach, Acknowledging the Termination of the Lease between the City and the Parking Authority of the City of Huntington Beach for a Parking Structure in the Vicinity of Huntington Beach Pier.' Submitted by the Communit}LServices Director and the Cit. Ay ttomey [Approved 6-0 (Julien: Absent)] E-12. (Cit}( Council) Approve Contract With EIP Associates For Preparation Of An Addendum To The Supplement To Environmental impact Report No. 82-2_For The Waterfront Prolect & Approve Modifications To insurance Requirements — (600.10) Approve and authorize execution of the contract between the City of Huntington Beach and EiP Associates for consulting services to prepare an Environmental Impact Report Addendum for the proposed Waterfront project in an amount not to exceed $22,645, with the amendment recommended by the insurance Settlement Committee to the 'Indemnification and Hold Harmless' section of the City's standard professional services contract as set forth in (Attachment No. 1) to the Request for Council Action dated April 6, 1998. Submitted by the Communily Development Director [Approved 6-0 (Julien: Absent)] E-13. (City Council) Reallocate Funds For Parking Signage At Pier Plaza - Budge# Amendment -- (320.20) Approve an amendment to the Fiscal Year 97198 budget to transfer funds previously approved by City Council from the Pier Plaza Project contingency in the amount of $125,000 from Account No. E-AA-CS-346-3-90-00 to the Account No. ECL-PC-029-3-90-00. Submitted by the Communily Services Director [Approved 6-0 (Julien: Absent)] E-14. (City Council) Approve The Acceptance Of An Irrevocable Offer Of Dedication - Street _Easement efo Newland Street - Southern California Edison Company AP No.114-160-16 & 17 — (650.80) Approve the action taken on December 17, 1997 by the Mayor and City Clerk to accept and execute the Irrevocable Offer of Dedication from the Southern California Edison Company -Street Easement for the future widening of Newland Street. Submitted by the Acting Public Works Director [Approved 6-0 (Julien: Absent)] E-15. (City Council) Approval Of Agreement For General Management, Enaineerin Secretarial And Fiscal Agent Services Between The West Orange County Water Board And The City Of Huntington Beach — (600.10) Approve and authorize the Mayor and City Clerk to execute the attached Agreement By And Between The City Of Huntington Beach And The West Orange County Water Board For Contract Manager (13) U kJ CITY OF HUNTINGTON BEACH !/� 5/�f"ff-POB �bicx,5 MEETING DATE: 416/98 DEPARTMENT ID NUMBER:PW-97/8-04 Council/Agency Meeting Held: Deferred/Continued to: Approved ❑ Conditiona!Iv Approved ❑ Denied Council Meeting Date: 4/6/98 WL' (000.1 O 's Signature Department ID Number: PW-97/8-04 CITY OF HUNTINGTON BEACH REQUEST FOR ACTION SUBMITTED TO: HONORABLE SHIRLEY DETTLOFF AND CITY COUNCIL MEMBERS SUBMITTED BY: RAY SILVER, Acting City AdministratorOrr! PREPARED BY: 06aryl D. Smith, Acting Director of Public Wo Robert Franz, Deputy City Administrato SUBJECT: Approval of Agreement for General Management, Engineering, Secretarial and Fiscal Agent Services between the West Orange County Water Board and the City of Huntington Beach Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachments) Statement of Issue: In January of 1997, after soliciting proposals for the services of General Manager/Engineer and Secretary to the Board, the West Orange County Water Board of Directors (WOCWB) selected the City .of Huntington Beach as the contractual General Manager/Engineer/Secretary for the period of January 1, 1997 to December 31, 1997. At its December 16, 1997 regular meeting, the Board elected to extend its contract with the City for these services. The new contract agreement, which also formalizes the City's services as Fiscal Agent, must now be approved by the City Council before the Board can take similar action at its April 21 meeting. Funding Source: Labor, materials and supplies will be initially funded from the Water Division Expense Budget for the General Manag erlEngineerlSecretary portion of the contract and from the Administrative Services expense budget for the Fiscal Agent duties. All expenses plus overhead will be billed to the WOCWB and when paid, returned to the City as revenue. Recommended Action: Motion to: Authorize the Mayor and City Clerk to execute the attached Agreement for General Management, Engineering, Secretarial and Fiscal Agent Services. WOCWBRCA.DOT .2. 03/24/98 12:42 PM REQUEST FOR ACTION MEETING DATE: 4/6198 DEPARTMENT ID NUMBER:PW-97/8-04 Alternative Action(s): Do not approve the contract agreement and advise staff on how to proceed. Analysis: The West Orange County Water Board (WOCWB) Joint Powers Agency was formed between the Cities of Huntington Beach, Garden Grove, Westminster and Seal Beach in the 1950's. The Board owns and operates two large diameter water transmission mains, each of which is approximately seven miles in length. Water is purchased from the Municipal Water District of Orange County through two connections to the West Orange County Feeder of the Metropolitan Water District of Southern California. Water purchased is sold to WOCWB member agencies at cost. The member agencies provide the necessary funding for their respective share of operations and maintenance costs to the Board through annual budgeting procedures. The City of Huntington Beach owns 56.1 % of the WOCWB facilities and is currently Fiscal Agent and Contractor of Operations and Maintenance. The two City Council Members who represent the City of Huntington Beach on the Board of Directors are Councilmembers Ralph Bauer and Peter Green. In 1996, the previous General Manager/Engineer of WOCWB went out of business in Orange County. Until a successor could be found, the Board appointed the City of Huntington Beach as the Acting General Manager/Engineer and requested proposals from its member agencies as well as outside engineering firms for General Management, Engineering and Secretarial Services. The City's Public Works Department, Water Operations Division, submitted a proposal on May 10, 1996, and was selected as the new contractual General Manager/Engineer/Secretary at the regular WOCWB meeting of September 17, 1996. A contract agreement for these services was approved by the Board of Directors at its adjourned meeting of January 21, 1997. The City Council approved the agreement at the February 3, 1997 Council Meeting. The new agreement presented to the City Council is identical to the previous agreement with the exception of the addition of the duties of Fiscal Agent and the corresponding hourly rate for a senior accountant. City staff has been performing Fiscal Agent duties heretofore without a formal contract. Also, to better coincide with WOCWB's quarterly meeting schedule the new contractual term covers the period from January 1, 1998 to March 17, 1999. Environmental Status: The proposed professional service contract to perform this work for the West Orange County Water Board has been determined to be categorically exempt pursuant to Class I. Section 15301 of the California Environmental Quality Act. Attachment ls]• 1. Agreement for General Management, Engineering, Secretarial and Fiscal Agent Services. WOCWBRCkDOT -3- 03/24/98 12:42 PM AGREEMENT BY AND BETWEEN THE CITY OF IIUN'TINGTON BEACII ANL) TIIE NEST ORANGE COIr1N-TY WATER BOARD FOR CONTRACT MANAGER SERVICES THIS AGREEMENT is made and entered into this (A day of April, 1998, by and between the WEST ORANGE COUNW WATER BOARD (hereinafter called `BOARD"), a joint powers agency established pursuant to that certain Joint Powers Agreement executed on October 25, 1967, kno,,3n as the "West Orange County Water Board Joint Powers Agrccmenf' (the "Joint Powers Agreemenf) by and among the City of Garden Grove, the City of Huntington Beach, the City of Seal Beach and the City of Westminster; and the CITY OF HUNTINGTON BEACII. a Cal ifornina muncipal corporation, hereinafter called "CONTRACT MANAGER." RECITALS: WHEREAS, BOARD desires to retain the services of CONTRACT MANAGER as General Manager, Engineer, Fiscal Agent and Secretary of BOARD, and CONTRACT MANAGER is qualified to perform such duties; and CONTRACT MANAGER has designated Jeffrey R. Renna ("CONTRACT MANAGER'S DESIGNEE') to perform the duties of General Manager, Engineer, Fiscal Agent and Secretary of BOARD, NOW, THEREFORE, in consideration of the mutual covenants herein contained, the parties hereto agree as follows: 1. CONDITIONS OF AGREEMENT: a. CONTRACT MANAGER is hereby retained by BOARD to provide the services of General Manager, Engineer, Fiscal Agent and Secretary of BOARD and to perform the duties and discharge the functions of those offices. b. The term of this agreement shall be for the period beginning on January 1, 1998, and ending on March 17, 1999, which term may be renewable at the pleasure of BOARD's governing board ("Governing Board'). C. Any changes relative to the terms of this Agreement shall be reduced to %,.Titten form as amendments to this Agreement. In the absence of such written mutually agreeable changes, the provisions of this Agreement shall continue in full force and effect for the term of the Agreement. 2. COMPENSATION OF CONTRACT MANAGER CONTRACT MANAGER shall be on a time -and -materials basis, in accordance with the following hourly rates: A. (Engineering) Management Services $63.13 per hour B. Engineering Services l . Senior Accountant $54.20 per hour Afft,agmdmirboard ds 98-123; 98-144 3r26r98 2. Associate Civil Engineer $41.23 per hour 3. Engineering Technician $37.64 per hour 4. Engineering Aide $34.75 per hour 5. Contract Administrator $38.57 per hour C. Secretarial Services $22.00 per hour 3. GFNFRAL PROVISIONS a. CONTRACT MANAGER is authorized to incur reasonable incidental and outside services expenses in the discharge of the functions hereunder and as authorized by BOARD. Upon submittal of such documentary evidence as may be required by BOARD, CONTRACT MANGER will be reimbursed by BOARD. b. The respective duties of General Manager, Engineer, Fiscal Agent and Secretary to be performed by CONTRACT MANAGER on behalf of BOARD are generally described as follows, and which duties may be amended or revised from time to time by BOARD: For the General Alanager: • Attend all regular and special meetings of die Governing Board and other such meetings as requested by the BOARD. • Attend all other meetings as necessary for the proper management of the BOARD, as directed by the Governing Board. • Manage and oversee the fiscal, budgetary and administrative responsibilities of the BOARD. • Direct the activities of the BOARD's engineering requirements and those of any other consultants which the BOARD may designate. • Review all, and direct the preparation of, meeting agendas, minutes and staff reports as prepared by the BOARD's various consultants and staff. • Prepare and/or direct the preparation of necessary ba:kup materials and engineering staff reports for Governing Board meetings and BOARD agenda packages. • Work with the Secretary of the BOARD regarding activities to be brought before the BOARD. • Represent the BOARD in communications with the Municipal Water District of Orange County, the water departments of each of the member agencies, and with other governmental and water agencies, as necessary. • Review and approve the BOARD's bills and warrants, except management and engineering, before being submitted to the Governing Board for approval. In months for which BOARD meetings are not scheduled, approve all non -engineering bills and warrants for payment. • Direct the preparation of tiie annual budget for the Governing Board's review and approval and directs the activities of the BOARD's accountant. • Coordinate the efforts of the maintenance staff of the City of Huntington Beach Water Department for operation and maintenance of the BOARD's facilities. • Direct the providing of contract administration and monitoring of BOARD construction activities and assist in the preparation of construction progress payments and warrants. • Provide information to member agencies regarding water deliveries, shutdowns and maintain and improve communications between the member agencies. 2 )1e1 &agrceh Iftard its 98-123; 98-133 3126199 For the BOARD's Engineer: • Provide consultation and advice in regard to engineering matters concerning BOARD facilities and operations. • Perform investigation and studies and present recommendations for BOARD action on projects of major impact to the BOARD's operations and service of water. • Prepare engineering staff reports, as directed by the Governing Board. • Prepare the designs and computation for project plans and technical specifications for projects directed and authorized by the Governing Board. • Perform the preparation of record drawings and surveys. • Assist in the securing of competitive bids for construction and in the award of construction contracts. Review the work of contractors with respect to the intent of the plans and specifications. Process Change Order Requests for submittal to the Governing Board. • Prepare engineering staff reports as directed by the Governing Board. • Perform other services of an engineering nature as directed by the Governing Board. For the BOARD's Fiscal Agent: • Monitor, maintain and assist in the preparation of the Board's budget. • Prepare and remit all payments on a monthly basis. • Control and track all expenditures, revenues, payables and receivables and keep thorough and accurate records thereof. • Maintain at the direction of the Governing Board the required reserve balance and advise to any necessary adjustments to the reserve policy. • Assist in the annual audit of the Board's finances. • Prepare other financial reports as directed. For the BOARD's Secretarj•: • Prepare on a monthly basis, the agenda, the agenda packet and mailing. • Type demands. • Calculate billing of expenses to each member agency of the Board. • Prepare packets for mailing. • Attend meetings - Quarterly +. • Prepare minutes and mailing - Monthly. • Process bills for payment - Monthly. • Prepare maintenance and operations billing - Semi -Annually. • Prepare water billing and mail - Monthly. • Coordinate with Water Operations Manager - As needed. • Prepare Special Meeting Notices - As needed. • Post all agendas, adjournment notices and special meeting notices - As needed. • Notify directors of special meetings - As needed. • Schedule meeting room and verify quorum - Quarterly +. • Annually distribute and collect F.P.P.C. Statement of Economic Interest forms. • Distribute, collect and execute all Joint Powers Agreement Amendments - As needed. C. if any actions at law or in equity challenging the validity of any provision of this Agreement are undertaken by any party other than CONTRACT MANAGER, BOARD shall provide J1.1P;g:agrcd%Uboard r1s 98-123; 98-144 3R6198 U LJ adequate legal counsel for CONTRACT MANAGER at no cost to CONTRACT MANAGER, and shall make CONTRACT MANAGER whole for any costs, losses or damages suffered by CONTRACT MANAGER as a result of such actions. 4. TERMINATION a. Notwithstanding anything herein contained to the contrary, this Agreement may be terminated at any time by mutual written consent of the parties hereto. b. This Agreement shall be deemed terminated automatically effective immediately upon the occurrence of any of the following events: (1) The death of CONTRACT MANAGER's DESIGNEE. (2) The willful or habitual breach of the duties to be undertaken by CONTRACT MANAGER under this Agreement unless waived by BOARD. (3) The commission by CONTRACT MANGERS's DESIGNEE of any act of malfeasance in office. C. Termination hereunder shall not prejudice any remedy which either party may have either at law, in equity, or under this Agreement. 5. NOTICES Unless waived by the other party, any notices to be provided by either party hereto to the other shall be in writing, sent by U.S. mail, postage prepaid, registered, addressed as follows: Notice to BOARD: Notice to CONTRACT MANAGER: Board of Directors City of Huntington Beach - Water Operations West Orange County Water Board P.O. Box 190 2000 Main Street Huntington Beach, CA 92648 Huntington Beach, CA 92648 Changes in the address of either party hereto shall be notified by the latter to the other party in writing sent by U.S. mail, postage prepaid, registered, addressed to such party's address as last notified to the notifying party. REST OF PAGE INTENTIONALLY LEFT BLANK 4 J%Mg:agredulrboard ds 98-123; 98-144 3R6/98 6. ENTIRE AGREEMENT This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the duties of CONTRACT MANAGER for BOARD and contains all the covenants and agreements between the parties with respect to such employment. Any changes to this Agreement shall be effective only if such changes are in writing signed by both parties hereto. If any provision in this Agreement is held by a court of competent jurisdiction to be unenforceable, invalid, or void, the remaining provision shall nonetheless continue in full force, without impairment. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers the day, month and year first above written. BOARD: West Orange County Water Board, a joint powers agency D.-'-A-- ATTEST: City Clerk REVIEWED AND APPROVED: 4�=Y--A t City A06nistrator JMP g agree/Wrboard rls 98-123, 98-144 3/26/98 CONTRACT MANAGER: City of Huntington Beach, a California municipals rporation Mayor APPROVED AS TO FORM: City Attorney --.A a7., i( INITINrED AND APPROVED: r 19 Lis Director f Pub 1c Works RCA ROUTING SHEET I INITIATING DEPARTMENT: J Public Works - Water SUBJECT: Approval of Agreement for General Management/Engineering, Secretarial and Fiscal Agent Services between the West Orange County Water Board and Citv of Huntincaton Beach I COUNCIL MEETING DATE: I April 6, 1998 1 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution wlexhibits & legislative draft if applicable) Not Applicable Tract Ma . Location Map and/or other Exhibits Not Applicable Contract/Agreement (wlexhibits if applicable) (Signed in fuLlk the City Attome Attached Subleases, Third Party Agreements, etc. Approved as to form Py gitZ Attome Not Applicable Certificates of Insurance (Approved by the qLtX Attorne Not Applicable Financial Impact Statement Unbud et, over $5,000 Not Applicable Bonds If applicable) Not Applicable Staff Report If applicable) Not Applicable Commission, Board or Committee Report If applicable) Not Applicable Findings/Conditions for Approval and/or Denial Attached EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARDED Administrative Staff Assistant City Administrator initial Administrator Initial Ct .City City Clerk EXPLANATION FOR RETURN OF ITEM: L.1 COVER PAGE REQUEST FOR LATE SUB,-*IiTTAL (To accompany RCA) Department: PW -Water ct: Agreement with West Orange County Water EBoard Council Meeting Date: April 6,1998 f This Request: March 27, 1998 REASON (Why is this RCA submitted late?): Staff illness in Legal Services delayed review of the agreement. EXPLANATION (Why is this RCA necessary to this agenda?): The next meeting of the West Orange County Water Board (WOCWB) is scheduled for April 21, 1998. To allow sufficient time for NVOC«B agenda preparation, it is necessary to present the agreement for Council consideration at the April 6 Council meeting. CONSEQUENCES (slow shall delay of this RCA adversely impact the Cite?): The previous agreement with WOCWB for General Management, Engineering, Fiscal Agent and Secretarial services expired December 31, 1997. The City (Water Operations and Administrative Services) has continued to provide these services since that time. At their December 16, 1997, WOCWB proposed a one year extension of its contract with the City. Sign Initials 3 Approved ❑ Denied P-Approved ❑ Denied � Required } City D partment I IeaA Asst. Administrator sty Administrator 3/27/98 M sir CITY OF HUNTINGTON BEACH w' 2000 MAIN STREET CALIFORNIA 92648 OFFICE OF THE CITY CLERK CONME BROCKWAY CITY CLERK March 13, 1997 Jeff Renna Nest Orange County Water Board City of Huntington Beach - Water Operations P. 0. Box 190 Huntington Beach, California 92648 Dear Mr. Renna: The City Council of the City of Huntington Beach at their regular meeting held February 3, 1997 approved execution of the enclosed Agreement with the Nest Orange County Water Board and the City of Huntington Beach - Water Operations Manager to perform General Management, Engineering, and Secretarial Services for the West Orange County Water Board. Enclosed are two duly executed copies of the Agreement for your records. Sincerely, Connie Brockway City Clerk cb:mh {Telephone: 714 536.5227) -DPcJ 1 -[.1a►rt.,r 1 QUEST FOR COUNCIL�ACN MEETING DATE: February 3,1997 DEPARTMENT ID NUMBER: Council/Agency Meeting Held: a f 1197 - boa. r o to: �Defferred/Continued ia'Approved t] onditio oily Approved 0 Denied - — City Clerk's SignUture Council Meeting Date: February 3, 1997 Department ID Number. REQUEST FOR COUNCIL ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS SUBMITTED BY: MICHAEL T. UBERUAGA, City Administrat PREPARED BY: dhIES M. JONES 11, Directcr of Public Works U4- £ SUBJECT: APPROVAL OF AGREEMENT FOR GENERAL MANAGEMENT/ENGINEERING AND SECRETARIAL SERVICES BETWEEN THE WEST ORANGE COUNTY WATER BOARD AND CITY OF HUNTINGTON BEACH Staternent of Issue, Funding Source, Recommended Action, Alternative Action, not sis, Environmental Status, Attachments) Statement of Issue: After soliciting proposals for the services of General ManagerlEngineer and Secretary to the Board, the West Orange County Board of Directors (WOCWB) selected the City of Huntington Beach to be the new contractual General Manage r/EngineerlSecretary at the Regular WOCWB Meeting of September 17, 1996. The Directors of the WOCWB, subsequently, approved the contract at their Adjourned Meeting on January 21, 1997. The contract agreement must now be approved by the City Council. Funding Source: Labor, materials and supplies will be initially funded from the Water Division Expense Budget. Expenses plus overhead will be billed to the WOCWB and when paid, returned to the Water Division as revenue. Recommended Action: Authorize the Mayor and City Clerk to execute the attached Agreement for General Management, Engineering and Secretarial Services. E-1q WOCWB97.AGR -2- 01/23197 3:51 PM QUEST FOR COUNCIL ACTIN MEETING DATE: February 3, '1997 Alternative Action(-): DEPARTMENT ID NUMBER: Do not approve the contract agreement and advise staff on how to proceed. Analysis: The West Orange County Water Board (WOCWB) Joint Powers Agency was formed between the Cities of Huntington Beach, Garden Grove, Westminster, and Seal Beach in the 1950's. The Board owns and operates two large diameter water transmission mains, each of which is approximately seven miles in length. Water is purchased from the Municipal Water District of Orange County (MWDOC) through two connections to the West Orange County Feeder of the Metropolitan Water District of Southern California. Water purchased is sold to the WOCWB member agencies at cost. The member agencies provide the necessary funding for their respective share of operations and maintenance costs to the Board through annual budgeting procedures. The City of Huntington Beach owns 56.1 % of the WOCWB facilities and is currently the Fiscal Agent and Contractor of Operations and Maintenance. The two current City Council Members who represent the City of Huntington Beach are Mayor Ralph Bauer, and Councilmember Peter Green. The previous General Manager/Engineer went out of business. Until a successor could be found, the Board appointed the City of Huntington Beach as the Acting General Manager/Engineer and requested proposals from its member agencies as well as outside engineering firms for General Management, Engineering and Secretarial Services, The City's Public Works Department, Water Operations Division, submitted a proposal on May 10, 1996, and was selected as the new contractual General Manager/Engineer/Secretary at the Regular WOCWB Meeting of September 17, 1996. The Contract Agreement for these services was approved by the Board of Directors at its adjourned Meeting of January 21, 1997. The City Council of Huntington Beach must now approve the contract agreement so that the Mayor and City Clerk can sign it. Environmental Status: The professional service contract Services for the West Orange categorically exempt pursuant to Quality Act. to perform Management, Engineering and Secretarial County Water Board has been determined to be Class 1. Section 15301 of the California Environmental WOCWB97ACA -3- 01/22/9711:49 AM QUEST FOR COUNCIL ACTiUN MEETING DATE: February 3, 1997 DEPARTMENT ID NUMBER: Attachments): 1. Request for Proposal for General Management/Engineering and Secretarial Services dated May 10, 1996, from the West Orange County Water Board. 2. Proposal from the City of Huntington Beach Water Operations Division for General Management/Engineering & Secretarial Services for the WOCWB. 3. Agreement for General Management, Engineering and Secretarial Services. City Clerk's Page Number WOCWB97.RCA -4- 0112219711:49 AM AGREEMENT This Agreement is made and entered into this tat day of March, 1997, by and between NEST ORANGE COUNTY WATER BOARD (hereinafter called "BOARD'), a joint powers agency established pursuant to that certain Joint Powers Agreement executed on October 25, 1967, known as the "Nest Orange County Water Board Joint Powers Agreement" (the "Joint Powers Agreement") by and among the City of Garden Grove, the City of Huntington Beach, the City of Seal Beach and the City of Westminster, and the CITY OF HUNTINGTON BEACH - WATER OPERATIONS, hereinafter called "CONTRACT MANAGER". RECITALS: BOARD desires to retain the services of CONTRACT MANAGER and its designee, Jeffrey R. Renna, as General Manager, Engineer, and Secretary of BOARD, and CONTRACT MANAGER is qualified to perform such duties. CONTRACT MANAGER has designated Jeffrey R. Renna ("CONTRACT MANAGER'S DESIGNEE") to perform the duties of General Manager, Engineer, and Secretary of BOARD. NOW, THEREFORE, in consideration of the mutual covenants herein contained, the parties hereto agree as follows: a. CONTRACT MANAGER is hereby retained by BOARD to provide the services of General Manager, Engineer, and Secretary of BOARD and to perform the duties and discharge the functions of those offices b. The term of this agreement shall be for a period of one (1) year, beginning on January 1, 1997, and ending on December 31, 1997, which term may be renewable at the pleasure of BOARD's governing board ("Governing Board"). C. Any changes relative to the terms of this Agreement shall be reduced to %NTitten form as amendments to this Agreement. In the absence of such written mutually agreeable changes, the provisions of this Agreement shall continue in full force and effect for the term of this Agreement. BA 1:W&G/AIN/pks/33136 19007 A 13 - 1113/97 - Final Ci �,t >?o . 3 %,W1 CONTRACT MANAGER shall be on a time -and -materials basis, in accordance with the following hourly rates: A. (Engineering) Management Services $63.13 per hour B. Engineering Services 1. Associate Civil Engineer $41.23 per hour 2. Engineering Technician $37.64 per hour 3. Engineering Aide $34.75 per hour 4. Contract Administrator $38.57 per hour C. Secretarial Services $22.00 per hour 3. SE, NERAL PROVISIONS. a. CONTRACT MANAGER is authorized to incur reasonable incidental and outside services expenses in the discharge of the functions hereunder and as authorized by BOARD. Upon submittal of such documentary evidence as may be required by BOARD, CONTRACT MANAGER will be reimbursed by BOARD. b. The respective duties of General Manager, Engineer, and Secretary to be performed by CONTRACT MANAGER on behalf of BOARD are generally described as follows, and which duties may be amended or revised from time to time by BOARD: For the Genera! Afanager: • Attend all regular and special meetings of the Governing Board and other such meetings as requested by the BOARD. • Attendance at all other meetings as necessary for the proper management of the BOARD, as directed by the Governing Board. • Manage and oversee the fiscal, budgetary and administrative responsibilities of the BOARD. • Directs the activities of the BOARD's engineering requirements and those of any other consultants which the BOARD may designate. • Review all and direct the preparation of meeting agendas, minutes and staff reports as prepared by the BOARD's various consultants and staff. • Prepare and/or direct the preparation of necessary backup materials and engineering BAKW&G/AN/ples/33136 19007 A 13-1/13/97 - Final 2 M staff reports for Governing Board meetings and BOARD agenda packages. • Work with the Secretary of the BOARD regarding activities to be brought before the BOARD. • Represent the BOARD in communications with the Municipal Water District of Orange County, the water departments of each of the members agencies, and with other governmental and water agencies, as necessary. • Review and approve the BOARD's bills and warrants, except management and engineering, before being submitted to the Governing Board for approval. In months for which BOARD meetings are not scheduled, approve all non - engineering bills and warrants for payment. • Directs the preparation of the annual budget for the Governing Board' review and approval and directs the activities of the BOARD's accountant. • Coordinate the efforts of the maintenance staff of the City of Huntington Beach Water Department for operation and maintenance of the BOARD's facilities. • Directs the providing of contract administration and monitoring of BOARD construction activities and assists in the preparation of construction progress payments and warrants. • Provide information to member agencies regarding water deliveries, shutdoNvns and maintain and improve communications between the member agencies. For Ili BOARD Is Errgrueer: • Provide consultation and advice in regard to engineering matters concerning BOARD facilities and operations. • Perform investigations and studies and present recommendations for BOARD actions on projects of major impact to the BOARD's operations and service of water. • Prepare engineering staff reports, as directed by the Governing Board. • Prepare the designs and computations for project plans and technical specifications for projects directed and authorized by the Governing Board. • Perform the preparation of record drawings and surveys. BAKW& G/AJN/pks/33136 19007 A 13 - 1/13/97 - Final 3 • Assists in the securing of competitive bids for construction and in the award of construction contracts. Reviews the work of contractors with respect to the intent of the plans and specifications. Processes Change Order Requests for submittal to the Governing Board. • Prepare engineering staff reports as directed by the Governing Board. • Other services of an engineering nature as directed by the Governing Board. For the BOARD's Secretary • Prepare on a monthly basis the agenda, the agenda packet and mailing. • Type demands. • CalcuIate billing of expenses to each member agency of the Board. • Prepare packets for mailing. • Attend meetings - Quarterly +. • Prepare minutes and mailing - Quarterly +. • Process bills for payment - Monthly. • Maintenance and operations billing - Semi -Annually. • Prepare water billing and mail - Monthly. • Coordinate with Water Operations Manager - As needed. • Prepare Special Meeting Notices - As needed. • Post all agendas, adjournment notices and special meeting notices - As needed. • Notify directors of special meetings - As needed. • Schedule meeting room and verify quorum - Quarterly +. • Annually Distribute and collect Fair Political Practice Statement of Economic Interest Forms. BAKW&GIA3 vlpksl33136 19007 A 13-1113197 - Final 4 • Distribute, collect and execute all Joint Powers Agreement Amendments - As needed. C. If any actions at law or in equity challenging the validity of any provision of this Agreement are undertaken by any party other than CONTRACT MANAGER, BOARD shall provide adequate legal counsel for CONTRACT MANAGER at no cost to CONTRACT MANAGER, and shall make CONTRACT MANAGER whole for any costs, losses, or damages suffered by CONTRACT MANAGER as a result of such actions. n.wEFfdAkVA I WINf a. Notwithstanding anything herein contained to the contrary, this Agreement may be terminated at any time by mutual written consent of the parties hereto. b. This Agreement shall be deemed terminated automatically effective immediately upon the occurrence of any of the following events: (1) The death of CONTRACT MANAGER'S DESIGNEE. (2) The willful or habitual breach of the duties to be undertaken by CONTRACT MANAGER under this Agreement unless waived by BOARD. (3) The commission by CONTRACT MANAGER's DESIGNEE of any act of malfeasance in office. C. Termination hereunder shall not prejudice any remedy which either party may have either at law, in equity, or under this Agreement. DAKW&GIAIN/pks/33136 5 19007 A 13 - 1/13/97 - Final S. NOTICES. Unless waived by the other party, any notices to be provided by either party hereto to the other shall be in writing, sent by U.S. mail postage prepaid, registered, addressed as follows: a. Notice to BOARD: Board of Directors West Orange County Water Board 200 Main Street Huntington Beach, California 92648 b. Notice to CONTRACT MANAGER: City of Huntington Beach - Water Operations P.O. Box 190 Huntington Beach, CA 92648 Change in the address of either party hereto shall be notified by the latter to the other party in %witing sent by U.S. mail, postage prepaid, registered, addressed to such party's address as last notified to the notifying party. WA11#16-401u a. This Agreement supersedes any and all other agreements, either oral or in %witing, between the parties hereto with respect to the duties of CONTRACT MANAGER for BOARD and contains all the covenants and agreements between the parties with respect to such employment. Any changes to this Agreement shall be effective only if such changes are in «7iting signed by both parties hereto. b . If any provision in this Agreement is held by a court of competent BAKW&G/AJN1/pks/33136 6 19007 A 13 - 1/13/97 - Final jurisdiction to be unenforceable, invalid, or void, the remaining provisions shall nonetheless continue in full force, without impairment. Executed at ,California, on the day and year first above written. CONTRACT MANAGER: F HUNTINGTON BEACH a; i "AJ ATTEST: City Clerk BAKW&G/A1N/pks/33136 19007 A 13 - 1/13/97 - Final President of the -Vest Orange County Water Board (Chairperson). APPROVED AS TO FORM: BOWIE, ARNESON, KADI, Leg I0 West Orange County Water Board clo City of Hw ngton Beach Jeff J?ennq Acting Engineer -Manager P.O. Box 190 Hunagton Beach, C� 92648 REQUEST FOR PROPOSAL GENERAL MANAGEAMNTIENGINEERING AND SECRETARIAL SERVICES April 23, 1996 The West Orange County Water Board (Beard) desires to receive proposals from qualified firms or individuals for the furnishing of general managementlengineering and secretarial services to the Board in connection with the part-time positions of General Manager/Engineer and Secretary, respectively. The Board is a Joh r Powers Agency formed between the Cities of Huntington Beach, Garden Grove. Westminster, and Seal Beach. The Board owns and operates two large diameter water transmission mains, each of which is approximately 5 miles in length. Water is purchased from the Municipal Water District of Orange County through two connections to the Orange County Feeder of the Metropolitan Water District of Southern California. Water purchased is sold to the member agencies at cost. The member agencies provide the necessary financial funding for their respective share of operations and maintenance costs to the Board through annual budgeting procedures. . Five members sit on the Board, representing the four cities. Tye Board holds five (5) regularly scheduled meetings per year, and additional special meetings as required. During moms when Board meetings are not scheduled, the Manager acts to authorize payment of outstanding invoices for water purchases, utilities and rnisoellaneous other expenses of operation. Financial servim are provided by the City of Huntington Beach. Finance Deparmxmt. Open Lions and mat aenawe, meter readings and miscellaneous services are provided by the City of Huntington Beath Water Department. Water purchases are billed directly to each agency for the water used during the billing period by that agency. Costs for wager purchases are not a budgeted item. Operations and maintenance are budgeted on an annual basis. The total budget for fiscal. year 19931994 was $397,000. ru=rrwoC%B T � Page i SCOPE OF SERVICES The engineering consulting firm selected shall designate as individual to serve as General Manager and to serve as 1he Engineer to the Board of Directors. This individual shall provide all management, ring, consultation. and administrative services when aid as requested by the Board of Directors. Management ser does wM be wmhx*d at tier: 3ndividual's office. Requested services include but are not limited to, the following. For the General Manager. • Attend all regular and special meetings of the Board of Directors and other such meetings as requested by the Board. Attendance at all other meetings as necessary for the proper management of the Board, as directed by the Hoard of Directors. • Manage and oversee the fiscal, budgetary and administrative -responsibilities of the Board. • Directs the activities of the Board's engineering requirements and those of any other consultants which the Board may designate. • • Review all correspondence and respond as necessary and appropriate. • Review and direct thestaff , preparation of meeting agendas, minutes and sta • reports as prepared by tie Board's various consultants and staff. • Prepare auWor direct the preparation of necessary back-up materials and engineering staff reports for Board of Directors meetings and Board agenda packages. Work with the Secretary of the Board regafding activities to be brogtir before the Board. « Represent to Board in communications with the Municipal Water District of Orange County, the water departments of each of the member agencies, and with other governmental and water agencies, as necessary. • Review and approve the Board's bills and warrants, except management and engineering, before being submitted to the Board of Directors for approval. In months for which Board meetings are not scheduled, approve all non- engineeriag bills and warrants for payment. • Directs the preparation of the annual budget for the Board of Directors' review and approval and directs the activities of the Board's accountant. M/WOcwB Page 2 • Coordinate the efforts of the maintenance staff of the City of Huntington Beach Water Deparwxw for operation and maintenance of the Board's facilities. • Directs the providing of contract administration and monitoring of Board construction activities and assists in the preparation of construction progress payments and warrants. • Provide information to member agencies regarding water deliveries, shut- downs next maintain and improve communications between the member agencies. For the Board's Engineer: • Provide consultation and advice in regard to engineering matters concerning Board facilities and operations. • Perform investigations and studies and present recommendations for Board actions on projects of major impact to the Board's operations and service of water. • Prepare eE4-,b Bring staff reports, as directed by the Board of Directors or the General Manager. • Prepare the designs and computations for project plans and technical specMications for projects directed and authorized by the Board of Directors. • Performs or has performed the preparation of record drawings and surveys. • Assists in the securing of competitive bids for construction and in the award Of construction contracts. Reviews the work of contractors Kith respect to the intent of dx- plans and specifications. Processes Change Order Requests for submittal to the Board of Directors.' • Prepare engineering staff reports as directed by the Board of Directors or the General Manager. • Other servkx% of an engineering nature as directed by the Board of Directors. FEE SCMEDULE If your firm is selected, all compensates for services rendered will be on a time -and - materials basis. Therefore your proposal for management/engineering services should include the followi»g as a minimum: M/.oc%m Page 3 ■ Hourly rate schedule for Management Services to be provided. if different from the Engineering Services rate schedule. Include the rate for the individual to be gamed as Manager and support personnel services such as secretarial and administrative ass"sstant. ■ Hourly rats: sdedrrle for Engineering Services staff to be provided, including all Libor `sad service'classifications within your organization. ■ Mileage and other miscellaneous costs which are billed at cost plus a fixed percentage rate. x Rate of markup for incidental and outside services performed under your direction. PROPOSAL SLUINUffAL Infommdort Required Your proposal must include the following as a minimum: 1. Company (or Corporation) name, legal address. telephone number. 2. QuUifications of firm. 3. Name of person proposed to serve as General h1anagerfEngineer. The person so earned must be registered as a Professional Engineer in she State of California. 4. Experk= of person namai, with emphasis on management and municipal water facility engineering. S. Information satisfactory to the Board of Directors that your firm has or will obtain, if selected, professional liability insurance in an amount not less than $1 million. If you have any questions in regard to this RFP, please contact Howard Johnson at (7I4) 536-5503. It you are interested in providing the above services, please submit • • your proposal to: Avest Orange County Water Board c/o City of Huntington Beach 19001 Huntington Street P.O. Box 190 Huntington Beacb, CA 92648 Attention: Howard Johnson for receipt by the Board not later than 5:00 p.m., Nlay 10, 1996. M/WOCI%8 Page 4 SECRETARIAL RESPONSIBILdT - WEST ORANGE COUNTY WATER BOARD APRIL 23, 1996 Agenda packet preparation and mailing - Monthly Prepare agenda Type demands Calculate billing of expenses to each agency Prepare packets for mailing Attend meetings - Quarterly + Minute preparation and mailing - Quarterly + Process bills for payment - Monthly Maintenance and operations billing - Semi -Annually Prepare Water Billing and Mail - Monthly Coordinate agenda items with Manager/Engineer - Monthly Coordinate with Wafer Operations Manager - As needed Prepare Special Meeting Notices - As needed Post all agendas, adjournment notices and special meeting notices - As needed Notify directors of special meetings - As ueede d Schedule meeting room at id verify quorum - QuarterIy + Distribute and collect Fair Political Practice Statement of Economic Interest Forms - Annually Distribute, collect and execute all Joint Powers Agreement Amendments - As needed M,WOCWH Page 5 May 10, 1996 West Orange County Water Board c/o City of Huntington Beach P.O. Box 190 Huntington Beach, CA 92648 Attention: Mr. Howard Johnson Dear Mr. Johnson: Please allow this letter to serve as our proposal for the General Management/Engineering Services for the West Orange County Water Board. Our Proposal Is to provide the complete scope of services Indicated in the Request for Proposals dated April 23, 1996. Listed below is the information required in the RFP: 1. Company Name: City of Huntington Beach - Water Operations P.O. Box 190 Huntington Beach, CA 92648 The City of Huntington Beach Water Operations Division has been incorporated since 1963. We are the current interim managementlengineering firm for the West Orange County Water Board. Jeffrey R. Renna Registered Civil Engineer No, 26620 4. Exnerience Mr. Renna's resume' includes the following experience: Water Operations Manager - City of Huntington Beach 0 986 - present) v WOCWB 5110196 Page 2 �.l • Mesa Copsolidated Water District - District Engineer (1980 - 1986) • Principal Engineer - City of Huntington Beach (1973 - 1980) 5. Prgfessional,Liability Insurance The City of Huntington Beach Is self -insured. Fee_$cheduie It is our understanding that all compensation for services rendered will be on a time - and -materials basis, In accordance with the following hourly rates. 1. (Engineering) Management Services $63.13 per hour 2. Engineering Services a. Associate Civil Engineer $41.23 per hour b. Engineering Technician $37.64 per hour C. Engineering Aide $34.75 per hour d. Contract Administrator $38.57 per hour 3. Secretarial Services $22.00 per hour 4. Rate of mark-up for incidental and outside services 24% If you have any questions regarding this proposal, please contact Ms. Deborah De Bow, P.E. at (714) 536-5528. We feel confident that we are uniquely qualified to perform these services, and look forward to hearing from you. Veerry'truly yours, laterMpetations ffrey. R.�Renna Manager JRR:DMD:jm r �f �r BOWIE, ARNESON, KADI, WILES & GIANNONE A PARTNERSI UP INCLUDING PROFESSIONAL CORPORATIONS ATTORNEYS AT LAW ALEXANDER BOWIE' JOAN C. ARNESON WILL1.01 J. HADI WENI)Y H. WILES* PATRICIA L GIANNONE ROBERT E. ANSLOW ARTO j. NULlTI1'EN DANIUI. PAYNE MAIUON SIMON ISABELIA ALASTI DEBORAH R. G. CESARIO LYSA ►1. SALMUN •A PROFESSIONAL CORPORATION VIA FEDEx West Orange County Water Board Office of the City Clerk 2000 Main Street P.O. Box 190 Huntington Beach, Ca 92648 Attn: Mae 4920 CAMPUS DRIVE NEWPORT BEACH, CALIFORNIA 92"0 (714)151.1330 3403 TENTH STREET, SUITE 713 RIVERSIDE, CALIF OKNIA 92501 (909) 222.2750 February 24, 1997 Re: Revised General Manager Agreements Dear Mae: (R00) 423-6054 FAX (714) 851-2014 RESPO%V TO %TV"T REAd1 W. 00t ME 19007 Please find enclosed three (3) execution -ready originals of the General Manager agreement witlx the West Orange County Water Board, which have been executed for approval as to form, as discussed. Please let us know if you should require any additional assistance. Very truly yours, BOWIE, ARNESON, KADI, N0L By: A BARB'&GIAJN/35497