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Home My WebLink AboutBOARD STANDING COMMITTEES - 07102017 - Internal Ops Cte Ag Pkt INTERNAL OPERATIONS COMMITTEE July 10, 2017 1:00 P.M. 651 Pine Street, Room 101, Martinez Supervisor Candace Andersen, Chair Supervisor Diane Burgis, Vice Chair Agenda Items: Items may be taken out of order based on the business of the day and preference of the Committee 1.Introductions 2.Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to three minutes). 3. RECEIVE and APPROVE the Record of Action for the June 12, 2017 IOC meeting. (Julie DiMaggio Enea, IOC Staff) 4. CONSIDER recommending the appointment of DeWitt Hodge to the At Large #2 seat on the Aviation Advisory Committee. (Keith Freitas, Airports Director) 5. CONSIDER accepting the Phase III Triennial Advisory Body Review status update. (Jami Napier, Chief Asst. Clerk of the Board) 6. ACCEPT report on Small Business Enterprise and Outreach Program oversight changes and CONSIDER directing the County Administrator’s Office and County Counsel to implement recommended administrative and county code changes. (David Gould, Purchasing Services Manager) 7.The August 14, 2017 has been canceled. The next meeting is currently scheduled for September 11, 2017. 8.Adjourn The Internal Operations Committee will provide reasonable accommodations for persons with disabilities planning to attend Internal Operations Committee meetings. Contact the staff person listed below at least 72 hours before the meeting. Any disclosable public records related to an open session item on a regular meeting agenda and distributed by the County to a majority of members of the Internal Operations Committee less than 96 hours prior to that meeting are available for public inspection at 651 Pine Street, 10th floor, during normal business hours. Staff reports related to items on the agenda are also accessible on line at www.co.contra-costa.ca.us. Public comment may be submitted via electronic mail on agenda items at least one full work day prior to the published meeting time. For Additional Information Contact: Julie DiMaggio Enea, Committee Staff Phone (925) 335-1077, Fax (925) 646-1353 julie.enea@cao.cccounty.us INTERNAL OPERATIONS COMMITTEE 3. Meeting Date:07/10/2017 Subject:RECORD OF ACTION FOR THE JUNE 12, 2017 IOC MEETING Submitted For: David Twa, County Administrator Department:County Administrator Referral No.: N/A Referral Name: RECORD OF ACTION Presenter: Julie DiMaggio Enea, IOC Staff Contact: Julie DiMaggio Enea (925) 335-1077 Referral History: County Ordinance requires that each County body keep a record of its meetings. Though the record need not be verbatim, it must accurately reflect the agenda and the decisions made in the meeting. Referral Update: Attached is the Record of Action for the June 12, 2017 IOC meeting. Recommendation(s)/Next Step(s): RECEIVE and APPROVE the Record of Action for the June 12, 2017 IOC meeting. Fiscal Impact (if any): None. Attachments DRAFT IOC Record of Action for June 12, 2017 D R A F T INTERNAL OPERATIONS COMMITTEE RECORD OF ACTION FOR JUNE 12, 2017 Supervisor Candace Andersen, Chair Supervisor Diane Burgis, Vice Chair Present: Candace Andersen, Chair Diane Burgis, Vice Chair Staff Present:Julie DiMaggio Enea, Staff Attendees: Jami Napier, Asst. Clerk of the Board Igor Skaredoff, CCRCD 1.Introductions Chair Andersen convened the meeting at 1:05 p.m. 2.Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to three minutes). No members of the public requested to speak during the Public Comment period. 3.RECEIVE and APPROVE the Record of Action for the May 8, 2017 IOC meeting. The Committee approved the Record of Action for the May 8, 2017 IOC meeting as presented. AYE: Chair Candace Andersen, Vice Chair Diane Burgis Passed 4.CONSIDER recommending Walter Pease to the Board of Supervisors for appointment to the Contra Costa Resource Conservation District board of directors to complete the unexpired term ending on November 30, 2018. Staff advised the Committee that Mr. Pease was out of state and could not attend the Staff advised the Committee that Mr. Pease was out of state and could not attend the meeting. RCD board member Igor Skaredoff spoke in support of Mr. Pease's candidacy, highlighting his credentials and prior contributions to the development of the watershed program. The Committee decided to recommend to the Board of Supervisors Mr. Pease's appointment to the RCD board. Supervisor Burgis commented that in future recruitment, she'd like to see more outreach done in those parts of the county that are not currently represented on the RCD board. AYE: Chair Candace Andersen, Vice Chair Diane Burgis Passed 5.ACCEPT the Triennial Review Phase III Report and the specific recommendations summarized below: Direct staff to report back by July 2017 with a plan to increase outreach for filling vacant Board committees and commissions that includes working with each Board office to advertise openings in their specific District with a goal of encouraging diverse representation on these bodies. 1. Direct staff to provide refresher training to employees staffing these committees on administrative and fiscal requirements and procedures. 2. Direct Conservation and Development Department staff to evaluate the cost of staff support for the Fish and Wildlife Committee, and explore whether modifying the number of meetings from 12 to 6 annually is appropriate. 3. Request the Managed Care Commission update its by-laws to add one additional seat for a senior or person with disabilities, and to broaden the seat description designated for a physician to a “medical provider”. 4. Refer to the Board’s Legislation Committee a request for the County to advocate to the State on behalf of the Public Law Library to improve the funding source available for this service. 5. Jami Napier presented the report. The Committee complimented staff on the improved accuracy of the advisory body information, accepted the staff report, and requested the Clerk's Office to provide a monthly report of current and upcoming District and At Large seat vacancies to each District Office to assist the Supervisors in their public outreach efforts and also in roster maintenance. AYE: Chair Candace Andersen, Vice Chair Diane Burgis Passed 6.The next meeting is currently scheduled for July 10, 2017. The Committee confirmed July 10, 2017 as the next meeting date and decided to The Committee confirmed July 10, 2017 as the next meeting date and decided to cancel the August 14, 2017 meeting due to scheduling conflicts. AYE: Chair Candace Andersen, Vice Chair Diane Burgis Passed 7.Adjourn Chair Andersen adjourned the meeting at 1:25 p.m. For Additional Information Contact: Julie DiMaggio Enea, Committee Staff Phone (925) 335-1077, Fax (925) 646-1353 julie.enea@cao.cccounty.us INTERNAL OPERATIONS COMMITTEE 4. Meeting Date:07/10/2017 Subject:INTERVIEW CANDIDATE FOR AT LARGE SEAT ON AVIATION ADVISORY COMMITTEE Submitted For: Keith Freitas, Airports Director Department:Airports Referral No.: IOC 17/5 Referral Name: ADVISORY BODY RECRUITMENT Presenter: Keith Freitas, Airports Manager Contact: Judy Evans (926) 681-4200 Referral History: The Aviation Advisory Committee was established by the Board of Supervisors in 1977. It's current charge is to provide advice and recommendations to the Board of Supervisors on the aviation issues related to the economic viability and security of airports in Contra Costa County. The Committee may initiate discussions, observations, or investigations, in order to make its recommendations to the Board. The Committee may hear comments on airport and aviation matters from the public or other agencies for consideration and possible recommendations to the Board of Supervisors or their designees. The Aviation Advisory Committee shall cooperate with local, state, and national aviation interests for the safe and orderly operation of airports. The Aviation Advisory Committee shall advance and promote the interests of aviation and protect the general welfare of the people living and working near the airport and the County in general. In conjunction with all of the above, the Aviation Advisory Committee shall provide a forum for the Director of Airports regarding policy matters at and around the airports. In December 2016, the IOC recommended to the Board of Supervisors appointment of Emily Barnett (Pleasant Hill) and DeWitt Hodge (Pittsburg) to At Large seats on the Aviation Advisory Committee. However, the Board decided to appoint only Ms. Barnett, leaving new term of At Large #2 seat (held by DeWitt Hodges open), and requested the Airports Committee to resolve the issue of Mr. Hodges having a business interest on the premises and to return to the Board with a board order to appoint a member to the vacant seat. Referral Update: In March 1, 2017, the At Large 2 seat term of office expired. The Airports Director opened a In March 1, 2017, the At Large 2 seat term of office expired. The Airports Director opened a five-week recruitment, garnering one application, from DeWitt Hodge, attached. The candidate was invited to the IOC meeting today to be interviewed, as per the IOC's policy. While the Board rejected the previous recommendation to appoint Mr. Hodge, a lengthy recruitment attracted no other candidates. The IOC is asked to consider Mr. Hodge's candidacy. Seat terms are three years. The term for the At Large 2 appointment will be March 2, 2017 - March 1, 2020. Recommendation(s)/Next Step(s): CONSIDER recommending the appointment of DeWitt Hodge to the At Large #2 seat on the Aviation Advisory Committee to complete the unexpired term ending on March 1, 2020. Fiscal Impact (if any): None. Attachments Candidate Application_DeWitt Hodge_AAC INTERNAL OPERATIONS COMMITTEE 5. Meeting Date:07/10/2017 Subject:Triennial Advisory Body Review – Phase III Status Update Submitted For: David Twa, County Administrator Department:County Administrator Referral No.: IOC 17-X Referral Name: Advisory Body Triennial Review Presenter: Jami Napier, Chief Asst. CoB Contact: Jami Napier (925) 335-1908 Referral History: The Board of Supervisors is the governing authority for a large number of boards, commissions and committees serving a variety of governmental functions, both mandatory and discretionary. The Board approved Resolutions (2012/497 and 2012/498) to formalize a "triennial sunset review process" of these bodies so that a third of the total are reviewed annually. The Board approved Phase I of this review on December 5, 2016, and Phase II on March 21, 2017. Jami Napier presented Phase III of this review at the IOC meeting of June 12, 2017. Recommendation #1 was for staff to report back in July, 2017 with a plan to increase outreach for filling vacant Board committees and commissions. Recommendation #2 was for staff to provide refresher training to employees staffing committees on administrative and fiscal requirements and procedures. Referral Update: Recommendation #1: Staff in both Clerk of the Board and the Office of Communications and Media will be meeting with the Board Chiefs of Staff at their August 11, 2017 meeting to begin working on new ways to advertise openings in each District. Ideas that have already been proposed are monthly reports by Clerk of the Board provided to each Chief of Staff listing all of the current and soon to be expiring vacancies. Another idea is the Office of Communications and Media creating seat specific announcements with unique templates to help diversify the advertising. Meeting with the Chiefs of Staff and soliciting their needs will help to ensure that County staff best helps each District with their goals of encouraging diverse representation. Office of Communications and Media has also offered to use countywide social media channels to help with recruitment. Recommendation #2: Staff in the Office of the Auditor-Controller and the Clerk of the Board are working together on a PowerPoint training titled ‘Fiscal Procedures and Administrative Requirements for Contra Costa County Municipal Advisory Councils (MACs)". This training will be for all staff that work with the MACs. Currently this training is scheduled for early September, 2017. Sandi Bewley, Office of the Auditor-Controller and Jami Napier, Clerk of the Board will co-present the training. Recommendation(s)/Next Step(s): ACCEPT the Phase III Triennial Advisory Body Review status update summarized above. Fiscal Impact (if any): None. Attachments No file(s) attached. INTERNAL OPERATIONS COMMITTEE 6. Meeting Date:07/10/2017 Subject:Small Business Enterprise and Outreach Program Policy Review Update Submitted For: Julia R. Bueren, Public Works Director/Chief Engineer Department:Public Works Referral No.: Referral Name: SBE Outreach Presenter: David Gould, Purchasing Services Manager Contact: Referral History: At the February 13, 2017 IOC meeting a report was presented by staff and approved by the Committee on the Small Business Enterprise (SBE) and Outreach programs. That report concluded with a commitment by staff to bring back recommendations to improve existing business opportunity programs and Purchasing Division policies. This is the first of those recommendations. Referral Update: Attached is a report from the Purchasing Services Manager outlining proposed changes to the County's business opportunity programs and program monitoring and reporting. Recommendation(s)/Next Step(s): ACCEPT report on SBE and Outreach Program oversight changes and CONSIDER directing the County Administrator’s Office and County Counsel to implement administrative and county code changes as described in the attached report. Fiscal Impact (if any): None. Attachments Small Business Enterprise and Outreach Programs Policy Review Update DRAFT Business Opportunity Program Report “Accredited by the American Public Works Association” 255 Glacier Drive Martinez, CA 94553-4825 TEL: (925) 313-2000 • FAX: (925) 313-2333 www.cccpublicworks.org Julia R. Bueren, Director Deputy Directors Brian M. Balbas, Chief Mike Carlson Stephen Kowalewski Carrie Ricci Joe Yee July 5, 2017 TO: Internal Operations Committee Supervisor Candace Andersen, Chair Supervisor Diane Burgis, Vice Chair FROM: David J. Gould, Procurement Services Manager SUBJECT: SBE and Outreach Program Oversight Changes Recommendation: Accept the report on SBE and Outreach Program Oversight Changes and direct the County Administrator’s Office and County Counsel to implement administrative and county code changes as described in this report. Background: Contra Costa County values the contributions of small business in the County and has developed programs to assist in the solicitation and awarding of contracts. The Board of Supervisors has adopted these programs to enable small and local businesses to compete for a share of the County’s purchasing transactions. Programs established include the Outreach Program in 1998, Small Business Enterprise (SBE) Program in 2000, Local Vendor Preference Ordinance in 2005, and the E-Outreach Policy in 2006. The responsibility for reporting has been shared by Purchasing and the County Administrator’s Office. Staff is recommending changes to improve the administration and reporting of these programs. Changes: The following are the changes staff is recommending: • Designate the responsibility for reporting, to the Purchasing Agent under the direction of the CAO. Over the past five years the Purchasing Division of the Public Works Department has automated vendor registration, developed and implemented an electronic requisition system, automated approval process, electronic delivery of purchase orders to vendors, and improved data collection and reporting capabilities. This automation puts the Purchasing Division in a position to collect data that is of value to the Board and streamline the reporting. Departments will continue to be responsible for providing information to SBE and Outreach Program 7/5/2017 Page 2 of 3 Purchasing Services Manager, but the new reporting functionality will greatly reduce the time and burden on department personnel. The County Administrator’s Office continues to provide policy oversight for the program. • Consolidate the SBE, Outreach, E-Outreach, and Local Vendor Preference data into a single report. The intent of these programs is to encourage departments to perform outreach and award contracts to Small, Local, Minority, Women, and Disabled Veteran owned businesses. By combining these programs under the umbrella of a single Business Opportunity Program, we can bring their administration under one office and focus on increasing business participation. This can be accomplished utilizing technology, requiring departments to solicit vendors within limits, and coordinating with departments and other agencies to promote opportunities for small, local, and typically disadvantaged businesses. The goals and requirements of the programs would not change. See the draft program description attached. In addition, a combined report would provide the Board of Supervisors with a more complete picture of purchasing and outreach activities. • Increase the threshold for E-Outreach to $25,000. E-Outreach requires bids of $10,000 or more to be posted online. This requirement is inconsistent with those of most other California Counties. Posting bids online, also known as formal solicitation, provides for fair and open competition and transparency. Formal solicitations are time-consuming and should be used when the potential for competition will result in significant value for the County. Increasing the formal bid threshold to $25,000 will increase the efficiency of the solicitation process. Also, allowing departments to informally solicit bids under $25,000 provides them the flexibility to recommend awards to small, local, and typically disadvantaged businesses. • Authorize changes to Ordinance 1108-2.406 to increase the Purchasing Agents legal authority to issue purchase orders without competitive bids. The ordinance entitled Procedure – Competitive bids not required, sets the Purchasing Agent’s authority to award purchase orders without bidding at $5,000. This amount is inconsistent with current practice and does not allow for alternative procurement methods. Staff is recommending the Purchasing Agent’s authority to award purchase orders without solicitation be increased to $100,000. Increasing this limit will grant the legal authority for the Purchasing Agent to issue purchase orders in the event of emergencies, exigent circumstances, or when other justification is provided such as sole source and cooperative purchasing SBE and Outreach Program 7/5/2017 Page 3 of 3 agreements. This change does not eliminate requirements for bidding or override the County Administrator’s requirement to approve purchases exceeding $25,000. The $100,000 threshold is consistent with the Purchasing Agent’s authority to approve contracts and agreements not exceeding $100,000. Table 1: Formal Bid Thresholds of California Counties* Organization Formal Bid Threshold Alameda County $25,000 Butte County $25,000 Kings County $100,000 Lake County $25,000 Los Angeles Co. $100,000 Monterey County $50,000 Placer County $25,000 Sacramento County $35,000 San Diego County $250,000 San Francisco City & County $50,000 San Joaquin County $25,000 San Luis Obispo Co. $25,000 Santa Barbara County $25,000 Santa Clara County $100,000 Santa Cruz County $15,000 Shasta County $25,000 Solano County $25,000 Stanislaus County $25,000 Ventura County $35,000 *2015 Survey by California Association of Public Purchasing Officials. c: C. RICCI Contra Costa County Business Outreach Program Program Goals and Requirements • The goal of each department is to award 50% of eligible dollars to a small, local, or disadvantaged business enterprise as defined below. Eligible dollars include professional services contracts, construction contracts, and purchase orders under $100,000, unless exempt. • Purchase Orders and contracts between $10,000 and $25,000 must be solicited to a minimum of 3 vendors unless exempt. At least half of vendors solicited will be a small, local, or disadvantaged business as defined below. Departments will maintain records of vendors solicited for reporting purposes. • Purchase Orders and contracts exceeding $25,000 will be solicited electronically through a designated web based bidding platform(s), unless exempt. • On a commodities bid exceeding $25,000, If the low bidder is not a local vendor, a local vendor may resubmit their bid if they were within 5%. Exemptions Although departments should make every effort to provide opportunities to small, local, and disadvantaged businesses, there are circumstances where it may not be possible. The following categories do not need to be reported and are exempt from solicitation thresholds. • Interagency agreements, licenses, and utility fees paid to other agencies or special districts • Contracts with private, non-profit agencies and organizations • Mail and delivery services (FedEx, UPS, DHL, USPS) • Dues, memberships, registrations, seminars, trainings • Utility fees • Pre-employment and fitness for duty exams and screenings • Fares, transportation (BART, bus, bridge tolls) • Legal notices • Transactions utilizing a Cooperative Purchasing Agreement where a contract was competitively bid or negotiated by another government agency or district • A sole source situation in which the ability to obtain competition does not exist or only one merchant possesses the unique ability to fulfill the requirements • Emergency purchases as defined by County Ordinance 1108-2.220 • Federally funded construction and Caltrans projects Eligibility Businesses meeting the following definitions may be claimed by departments as Outreach Program participants. Small Business Enterprise (SBE) – independently owned and operated; cannot be dominant in its field of operation; must have its principal office located in California; must have its owners (or officers in the case of a corporation) domiciled in California; AND together with affiliates, be either: a business with 100 or fewer employees, and an average annual gross receipts of $14 million or less over the previous three tax years, or a manufacturer with 100 or fewer employees. Local Business Enterprise (LBE) - principal place of business is located within the boundaries of Contra Costa County. Minority Business Enterprise (MBE) - at least 51% owned and managed on a daily basis by one or more minorities who are citizens or lawful permanent residents of the United States and member(s) of a recognized ethnic or racial group AND its home office is located in the United States. Women Business Enterprise (WBE) - at least 51% owned and managed on a daily business by one or more women who are citizens or lawful permanent residents of the United States AND its home office is located in the United States. Disadvantaged Business Enterprise (DBE) - at least 51% owned and managed on a daily business by socially and economically disadvantaged individuals (pursuant to Section 3 of the Small Business Act). DBE certifications are used only for state or federally-funded projects that have DBE goals or requirements. Disabled Veteran Business Enterprise (DVBE) - at least 51% owned and managed on a daily basis by one or more disabled veterans of the military, naval, or air service of the United States with a service-connected disability of at least 10 percent, and who is also a resident of California; AND a sole proprietorship corporation or partnership with its home office located in the United States that is not a subsidiary of a foreign firm. Business Outreach Program Roles The following describes the roles and responsibilities for the program’s administration. Procurement Services Manager – Overall responsibility for the program includes producing and presenting reports to the Board of Supervisors; meeting with department coordinators to provide direction and training; developing reporting tools and materials; promoting the program to the business community; and updating the program and policy documents as needed. Department Program Coordinator – Responsible for tracking purchases and contracts of the department for the purposes of reporting; attend program meetings and training sessions; provide reports to the Procurement Services Manager; develop department reporting procedures; provide training and guidance to department purchasing and contracting personnel. Public Works Program Coordinator – Responsible for tracking construction and public project contracts for the Public Works Department; attend program meetings and training sessions; provide reports to the Procurement Services Manager; develop department reporting procedures; provide training and guidance to department purchasing and contracting personnel. Reporting The Procurement Services Manager will provide semi-annual reports to the Internal Operations committee and other reports as requested. In addition to a summary of results and description of outreach conducted by the County, the semi-annual Business Outreach Program report will include: Contract Award Data – All Departments 1. Number of contracts within program limits (including purchase orders, professional services, and construction contracts) 2. Number of contracts meeting program goals 3. Percentage of contracts meeting program goals 4. Dollar value of all contracts 5. Dollar value of contracts meeting program goals 6. Percentage of contracts meeting program goals Sample Report 1 ACTIVITY TYPE: Eligible Contracts Program Awarded Contracts Program Percentage Dollar Value of ALL Contracts $ Value Program Awarded Contracts Program Awarded Percentage Professional/Personal Services 371 241 65% $10,277,384 $6,144,539 59.8% Purchasing Transactions 1365 441 32.3% $10,533,982 $4,142,575 39.3% Construction Contracts 7 4 85.7% $329,000 $195,000 59.3% Total 1,743 686 39% $21,140366 $10,452,114 49%       Contract Award Data – By Department 1. Number of professional services, purchase orders, and construction contracts combined 2. Number of contracts awarded to program participating businesses 3. Percentage of contracts awarded to program participating businesses 4. Dollar value of all contracts awarded 5. Dollar value of contracts awarded to program participating businesses 6. Percentage of dollar value awarded to program participating businesses Sample Report 2 - Department Activity Report Reporting Period: January - June 2017 Department: Sheriff-Coroner Total # of Total # of Program Total $ Value $ Value Program Contract Type ALL Program % of ALL Program % by $ Professional Services Contracts 15 8 53.3% $325,745 $169,035 51.9% Purchasing Transactions 125 60 48.0% $420,888 $325,745 77.4% Construction Contracts 3 2 66.7% $226,968 $110,846 48.8% Total 143 70 49% $973,601 $605,626 62% Solicitations – By Department 1. Number of contracts solicited (quotes, bids, RFP’s) 2. Number of contracts awarded to program participating businesses 3. Percentage of contracts awarded to program participating businesses 4. Dollar value of all contracts awarded 5. Dollar value of contracts awarded to program participating businesses 6. Percentage of dollar value awarded to program participating businesses Department quotes, bids and RFP’s Contracts Solicited Participants Awarded Percentage Awarded to Participants Value of Contracts Solicited Value Awarded to Participants Percentage Awarded to Participants Number of Contracts Solicited 7 5 71.4% $258,940 $137,238 53% E-Outreach Data 1. Number of bids posted online 2. Number of businesses notified 3. Number and type of program participating businesses notified as a result of online solicitations 4. Dollar value of contracts solicited             5. Number of program participating businesses who viewed to solicitation 6. Number of program participating businesses who responded to the solicitation Sample Report 3 – Outreach Report Number of Solicitations 25 Notifications Sent 85,438 Total Views 1,563 Dollar Value $ 12,297,933 BUSINESS CATEGORY Viewed Responded MBE - Minority Business Enterprise 207 3 WBE - Women Business Enterprise 179 0 SBE - Small Business Enterprise 423 35 LBE - Local Business Enterprise 126 3 DVBE - Disabled Veteran Business Enterprise 61 1 DBE - Disadvantaged Business Enterprise 87 3 TOTAL 1,063 45 Local Business Impact 1. Number of Purchase Orders Awarded 2. Value of Purchase Orders Awarded Sample Report 4 – Local Business Report New Purchase Orders 3,197 Value of PO’s $191,214,974 Contra Costa County Other Bay Area Counties Outside Bay Area 2,168 685 344 $22,717,227 $ 28,937,493 $139,560,254 12% 15% 73% Other Information of Value 1. Summary of the types of products and services acquired from program eligible businesses 2. Number of local businesses awarded contracts as a result of the Local Bid Ordinance 1108-2.407 3. Description of outreach actions taken by Purchasing Services 4. Other reports as requested        