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HomeMy WebLinkAboutAGENDA - 03122018 - Internal Ops Agenda Pkt            INTERNAL OPERATIONS COMMITTEE March 12, 2018 1:00 P.M. 651 Pine Street, Room 101, Martinez Supervisor Diane Burgis,Chair Supervisor Candace Andersen, 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. CONSIDER accepting report on the Auditor-Controller's audit activities for 2017, and approving the proposed schedule of financial audits for 2018. (Joanne Bohren, Chief Auditor)   4. CONSIDER recommendation to reappoint Larry Sweetser and Darryl Young to the Local Enforcement Agency Independent Hearing Panel, and options for filling the remaining vacant seat. (Julie DiMaggio Enea, County Administrator's Office)   5. ACCEPT 2016/17 annual report from the Public Works Director on the Internal Services Fund for the County's Vehicle Fleet. (Carlos Velasquez, Fleet Services Manager)   6. CONSIDER recommendations from the Public Works Director to exclude warrant requests and procurement card transactions from Small Business Enterprise and Outreach Program reporting, and to exempt cooperative purchasing agreements from the programs. (David Gould, Purchasing Services Manager)   7.The next meeting is currently scheduled for April 9, 2018.   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, 1 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 2 INTERNAL OPERATIONS COMMITTEE 3. Meeting Date:03/12/2018   Subject:REPORT FROM THE AUDITOR-CONTROLLER’S OFFICE ON THE SCHEDULE OF FINANCIAL AUDITS FOR 2017 Submitted For: Robert Campbell, Auditor-Controller  Department:Auditor-Controller Referral No.: IOC 18/2   Referral Name: Review of the Annual Audit Schedule  Presenter: Joanne Bohren, Chief Auditor Contact: Joanne Bohren 925-335-8610 Referral History: The Internal Operations Committee was asked by the Board in 2000 to review the process for establishing the annual schedule of audits, and to establish a mechanism for the Board to have input in the development of the annual audit schedule and request studies of departments, programs or procedures. The IOC recommended a process that was adopted by the Board on June 27, 2000, which called for the IOC to review the schedule of audits proposed by the Auditor-Controller and the County Administrator each December. However, due to the preeminent need during December for the Auditor to complete the Comprehensive Annual Financial Report, the IOC, some years ago, rescheduled consideration of the Auditor’s report to February of each year. Referral Update: Attached is a report from the Auditor-Controller reviewing the department’s audit activities for 2017 and transmitting the proposed schedule of financial audits for 2018, which are already in progress. To provide continuity from the prior year report, in 2017, Chief Auditor Joanne Bohren had indicated last year that 37% of the findings were repeat findings from the previous year and concerned violations of Municipal Advisory Council fiscal policies, procurement card policies, and cash handling procedures. Asst. Auditor-Controller Elizabeth Verigin had advised that the Auditor's Office would reinstate periodic fiscal management training for the Municipal Advisory Councils, and strongly recommended a recommitment by Public Works-Purchasing to revive Procurement Card Training. Purchasing Services Manager David Gould advised that he had personally conducted one-on-one procurement card training during the previous six months and was researching electronic tools to help monitor card use and identify misuse. The Auditor's Office and Clerk of the Board's Office, in September 2017, jointly conducted a fiscal training session for MAC staff and membership. Assistant Auditor-Controller Haj Nahal and Chief of Internal Audits Joanne Bohren will present 3 the 2018 report. Recommendation(s)/Next Step(s): ACCEPT report on the Auditor-Controller's audit activities for 2017 and APPROVE the proposed schedule of financial audits for 2018. Fiscal Impact (if any): There is no fiscal impact related to providing input into the annual audit schedule. The financial auditing process may result in positive and negative fiscal impacts, depending on the audit findings. Attachments 2018 Internat Audit Report 4 5 6 7 8 9 10 INTERNAL OPERATIONS COMMITTEE 4. Meeting Date:03/12/2018   Subject:NOMINATION TO THE LOCAL ENFORCEMENT AGENCY INDEPENDENT HEARING PANEL Submitted For: David Twa, County Administrator  Department:County Administrator Referral No.: IOC 18/5   Referral Name: LOCAL ENFORCEMENT AGENCY HEARING PANEL RECRUITMENT  Presenter: Julie DiMaggio Enea Contact: Marilyn Underwood (925) 692-2521 Referral History: In 1992, the Board of Supervisors, in its capacity as the governing body of the County Local Enforcement Agency, adopted Resolution No. 92/153, which, among other things, appointed the full Board to serve as the hearing panel, a body that implements enforcement and permitting activities at local solid waste facilities, pursuant to a statute that was later repealed. Under current law, hearings regarding the above matters may be conducted by either a hearing officer or by a hearing panel, which may be either (1) a panel of three members of the LEA governing body or (2) an independent three-member panel appointed. (Pub. Resources Code, § 44308.)  The California Code of Regulations requires the appointment of either an independent hearing panel or hearing officer when in the jurisdiction of the LEA there exists a publicly owned or operated solid waste facility or disposal site. In Contra Costa County, the following jurisdictions own solid waste facilities: City of El Cerrito (Registration Tier Permit Transfer Station), City of Brentwood (Brentwood Transfer Station), City of Martinez (Martinez City Rubbish-closed landfill), City of Richmond (Naval Fuel Depot Pt. Molate-closed landfill), the City of Antioch (Antioch City Landfill-closed landfill), and the California Department of Water Resources (Banks Delta Pumping-closed dump site in Byron). For this reason, CalRecycle has recommended that an independent hearing panel be established. CalRecycle has also advised that there can be only one LEA hearing panel.  On November 5, 2013, the Board of Supervisors adopted Resolution No. 2013/423, establishing the Contra Costa County Local Enforcement Agency Independent Hearing Panel. The Board, at that time, decided that it would not appoint one of its members to the LEA Hearing Panel and subsequently referred to the IOC the recruitment of three County resident nominees, for BOS consideration, to serve on the panel. As a result of the 2013 recruitment, the Board of Supervisors appointed the first Independent LEA Hearing Panel, composed by Daryl Young, Larry Sweetser (technical expert), and Ana Cortez. The terms of those appointments will expire on March 31, 2018. 11 Referral Update: Among the specific duties of the County LEA are the permitting of solid waste facilities. Solid waste facilities include solid waste transfer or processing stations, composting facilities, transformation facilities and disposal facilities. The permitting process includes the issuance of solid waste facilities permits as well as the denial, revision, modification, suspension and revocation of permits. The County LEA also performs regular inspections of solid waste facilities. A solid waste facility is required to comply with applicable laws and regulations and the terms and conditions of any solid waste facilities permit issued by the County LEA to the facility. Compliance is usually achieved through inspection reports and compliance schedules. Where violations are found, the County LEA works with affected parties on corrective measures as long as those parties make a good faith effort to comply with the requirements. Public Resources Code section 44308 governs appointments to the Hearing Panel as follows:  No more than one member of the Board of Supervisors shall serve on the Hearing Panel.1. Members of the Hearing Panel shall be selected for their legal, administrative, or technical abilities in areas relating to solid waste management. 2. At least one member shall be a technical expert with knowledge of solid waste management methods and technology. 3. At least one member shall be a representative of the public at large.4. A member shall serve for a term of four years and may not serve more than two consecutive terms. 5. Since its establishment in 2014, the Hearing Panel has met twice in Concord (one hearing, split into two eveining sessions).  On February 12, 2018, the IOC approved a recruitment plan and schedule prepared by the County Administrator’s Office in consultation with Environmental Health, calling for interviews to be held by the Internal Operations Committee on March 12, 2018. In response to the call for applications, the County received two applications, from incumbents Larry Sweetser and Darryl Young, who are eligible to serve second terms. Recommendation(s)/Next Step(s): 1. CONSIDER reappointment of Larry Sweetser and Darryl Young to the Local Enforcement Agency Independent Hearing Panel to new four-year terms ending on March 31, 2022. 2. CONSIDER options for filling the remaining seat: a. Direct staff to continue to recruit until the vacant seat can be filled, and/or b. Recommend that the Board appoint a Board of Supervisors member to the vacant seat. Fiscal Impact (if any): None. Attachments Candidate Application_Darryl Young_LEA Candidate Application_Larry Sweetser_LEA Resume_Larry Sweetser_LEA 12 Submit Date: Mar 04, 2018 Seat Name (if applicable) First Name Middle Initial Last Name Email Address Home Address Suite or Apt City State Postal Code Primary Phone Employer Job Title Occupation Contra Costa County Boards & Commissions Application Form Profile Which Boards would you like to apply for? Local Enforcement Agency Independent Hearing Panel: Submitted Describe why you are interested in serving on this advisory board/commission (please limit your response to one paragraph). I would like to continue to serve on this hearing panel This application is used for all boards and commissions Do you, or a business in which you have a financial interest, have a contract with Contra Costa Co.? Yes No Reappointment for Darryl Young Darryl Young San RAmon CA 94583 Darryl Young Page 1 of 6 13 If "Other" was Selected Give Highest Grade or Educational Level Achieved Name of College Attended Course of Study / Major Units Completed Degree Type Date Degree Awarded Is a member of your family (or step-family) employed by Contra Costa Co.? Yes No Education History Select the highest level of education you have received: Other College/ University A Type of Units Completed Quarter Degree Awarded? Yes No College/ University B Bachelors University of California, San Diego Bioengineering: Biotechnology 292.5 BS 6/2012 Darryl Young Page 2 of 6 14 Name of College Attended Course of Study / Major Units Completed Degree Type Date Degree Awarded Name of College Attended Course of Study / Major Units Completed Degree Type Type of Units Completed Quarter Degree Awarded? Yes No College/ University C Type of Units Completed None Selected Degree Awarded? Yes No University of California, San Diego Extension Financial Analysis 18 Certificate Darryl Young Page 3 of 6 15 Date Degree Awarded Course Studied Hours Completed Dates (Month, Day, Year) From - To Hours per Week Worked? Position Title Other schools / training completed: Certificate Awarded? Yes No Work History Please provide information on your last three positions, including your current one if you are working. 1st (Most Recent) Volunteer Work? Yes No Employer's Name and Address Twitch 225 Bush St, San Francisco, CA 94104 Duties Performed Develop Software for Twitch 2/20/2018 - Present 40 Software Engineer Darryl Young Page 4 of 6 16 Dates (Month, Day, Year) From - To Hours per Week Worked? Position Title Dates (Month, Day, Year) From - To Hours per Week Worked? Position Title 2nd Volunteer Work? Yes No Employer's Name and Address Gilead Sciences, Foster City, CA 333 Lakeside Drive Foster City, CA 94404 Duties Performed Software engineer and architect for the development, deployment, and customization of applications for various departments including Security, Project Management, Regulatory Compliance, and Vendor Management. Working individually or in a team of 2-3 developers, I develop web and desktop applications to fulfill business needs for a pharmaceutical company with over 15,000 employees. I design software architecture, develop front-end and back-end code, and perform design and code reviews. I am also the technical liaison to business system owners and technical teams to drive a system from conceptualization and requirements to development and deployment. 3rd Volunteer Work? Yes No 06/02/2014 to 02-16-2018 40 Software Engineer 02-10-2013 to 05-30-2014 40 Quality Assurance Analyst Darryl Young Page 5 of 6 17 Upload a Resume If "Other" was selected please explain Employer's Name and Address Bracket Global , San Francisco, CA 94107 Duties Performed • Ensure compliance to federal and local regulations • Assist with root cause analysis and CAPA/audit findings resolution from internal/external audits. • Control QMS documentation/records to ensure quality and regulatory compliance. Final Questions How did you learn about this vacancy? Other . Do you have a Familial or Financial Relationship with a member of the Board of Supervisors? Yes No If Yes, please identify the nature of the relationship: Do you have any financial relationships with the County such as grants, contracts, or other economic relations? Yes No If Yes, please identify the nature of the relationship: Reappointment Darryl Young Page 6 of 6 18 Submit Date: Mar 06, 2018 Seat Name (if applicable) First Name Middle Initial Last Name Email Address Home Address Suite or Apt City State Postal Code Primary Phone Employer Job Title Occupation Contra Costa County Boards & Commissions Application Form Profile Which Boards would you like to apply for? Local Enforcement Agency Independent Hearing Panel: Submitted Describe why you are interested in serving on this advisory board/commission (please limit your response to one paragraph). I have spent over 30 years in the solid waste industry and have been involved in solid waste operations, regulatory compliance , and permitting. Properly operated solid waste facilities are essential for public health and safety. Unfortunately regulatory requirements do not always provide sufficient clarity and there is a need for an independent public body to assess the facts and provide recommendations on solid waste issues. I have spent most of my career working on realistic application of regulatory requirements and I appreciate the opportunity to work in my own community. This application is used for all boards and commissions Solid Waste Technical Expert Larry Sweetser Richmond CA 94801 Sweetser & Associates, Inc.President Solid Waste Consultant Larry Sweetser Page 1 of 7 19 If "Other" was Selected Give Highest Grade or Educational Level Achieved Name of College Attended Course of Study / Major Units Completed Degree Type Date Degree Awarded Do you, or a business in which you have a financial interest, have a contract with Contra Costa Co.? Yes No Is a member of your family (or step-family) employed by Contra Costa Co.? Yes No Education History Select the highest level of education you have received: Other College/ University A Type of Units Completed None Selected Degree Awarded? Yes No Master of Science University of San Francisco Environmental Management MS 12/1987 Larry Sweetser Page 2 of 7 20 Name of College Attended Course of Study / Major Units Completed Degree Type Date Degree Awarded Name of College Attended Course of Study / Major Units Completed College/ University B Type of Units Completed None Selected Degree Awarded? Yes No College/ University C Type of Units Completed None Selected Degree Awarded? Yes No University of California, Berkeley Environmental Science Bachelor 1982 Larry Sweetser Page 3 of 7 21 Degree Type Date Degree Awarded Course Studied Hours Completed Dates (Month, Day, Year) From - To Hours per Week Worked? Position Title Other schools / training completed: Certificate Awarded? Yes No Work History Please provide information on your last three positions, including your current one if you are working. 1st (Most Recent) Volunteer Work? Yes No Employer's Name and Address Sweetser & Associates, Inc. 2115 Rheem Avenue Richmond, CA 94801 Manager of Landfill Operations 24 6/1999 to present >60 President Larry Sweetser Page 4 of 7 22 Dates (Month, Day, Year) From - To Hours per Week Worked? Position Title Dates (Month, Day, Year) From - To Hours per Week Worked? Duties Performed Provide environmental regulatory assistance to public and private solid waste industry. Assist with solid waste and other permits and compliance programs for transfer stations and landfills. Advise clients on solid waste issues. Monitor CalRecycle and other agency regulatory developments. Contracted with 22 member Rural Counties ESJPA for regulatory issues. 2nd Volunteer Work? Yes No Employer's Name and Address Norcal Waste Systems (now Recology) 50 California Street 24th Floor San Francisco, CA 94111 Duties Performed Responsible for corporate regulatory and legislative affairs. Served as company liaison with regulatory agencies on regulatory developments, solid waste facility permits approvals, and integrated waste management plan assessment. Participated in numerous industry work groups. Managed corporate environmental compliance department. 3rd 1991 to 4/1999 >40 Director of Regulatory Affairs 1988 to 1991 >40 Larry Sweetser Page 5 of 7 23 Position Title Upload a Resume If "Other" was selected please explain Volunteer Work? Yes No Employer's Name and Address Sanitary Fill Company (now Recology San Francisco) 501 Tunnel Avenue San Francisco, CA 94134 Duties Performed Developed and implemented environmental compliance programs including: environmental audits of subsidiary solid waste operations, management of hazardous materials and waste, load checking programs, household hazardous waste collection,underground tank compliance, SPCC, and air permits. Final Questions How did you learn about this vacancy? Newspaper Advertisement . Do you have a Familial or Financial Relationship with a member of the Board of Supervisors? Yes No If Yes, please identify the nature of the relationship: Do you have any financial relationships with the County such as grants, contracts, or other economic relations? Yes No Environmental Compliance Manager Sweetser___Associates__Inc_experience__employment__education_2016- 07-18.pdf Larry Sweetser Page 6 of 7 24 If Yes, please identify the nature of the relationship: Larry Sweetser Page 7 of 7 25 Assisting you through the regulatory maze SWEETSER & ASSOCIATES, INC. Larry D. Sweetser, Jr., M.S. PROFESSIONAL EXPERIENCE Principal/Owner, Sweetser & Associates, Inc. (1999 to present) Specializing in environmental regulatory assistance to local government and the solid waste industry. Services include: monitoring environmental regulatory agencies, assisting with solid waste facility permitting and compliance requirements, waste screening/load checking program development, training and program review, environmental assessment of solid waste operations, hazardous materials management assistance including development and review of household hazardous waste programs, occupational safety and health program development, and assistance with AB 939 Integrated Waste Management Plans. Mr. Sweetser has provided load checking training and occupational health and safety audits and training to local public and private solid waste operators. The CalRecycle has also contracted for load checking training services. Currently Sweetser & Associates is contracted to assist the Rural Counties Environmental Services Joint Power Authority’s (ESJPA) 22 member counties with solid and hazardous waste programs. Activities include monitoring the CalRecycle and other state agencies, assistance with AB 939 compliance and planning issues, Mandatory Commercial Recycling, Paint Product Stewardship, solid waste facility regulations, development and permitting of Household Hazardous Waste Collection Facilities and Agricultural Used Oil Centers. On behalf of the ESJPA, Mr. Sweetser has served on numerous agency advisory committees including the Illegal Dumping Task Force and ad- hoc groups such as the Air Resources Board landfill greenhouse gas inventory, and landfill postclosure financial assurance. Director of Regulatory Affairs, Norcal Waste Systems, Inc. (1991 to 1999) Responsible for corporate regulatory and legislative affairs and provided executive management with policy recommendations for this nearly $338 million dollar employee-owned company. Served as company liaison with regulatory agencies on regulatory developments, solid waste facility permits approvals and integrated waste management plan assessment. Participated in numerous workgroups and advisory panels including: solid waste permitting regulatory development, Regulatory Structure Update, Metallic Discards Task Force, and AB 939 disposal reporting system workgroup. Typically, coordinated the solid waste industry response to regulatory proposals such as: SWRCB Phase II landfill regulations revision, transfer/processing tiered permitting regulations, and Regulatory Structure Update. Managed corporate environmental compliance department with responsibility for assisting over 20 subsidiary operations with all aspects of hazardous materials and wastes management, development and permitting of household hazardous waste facilities and one-day collection events, underground tank compliance and removal, aboveground tank requirements, spill prevention control and countermeasure plans, and acceptance of special wastes. Designed and conducted operational manuals and training programs such as: waste screening, household hazardous waste programs, storm water sampling, respiratory protection, hearing conservation, and a variety of other trainings as required. Conducted annual environmental compliance audits of subsidiary solid waste facilities and maintenance operations. Compiled reports on company compliance for review by executive management. , Richmond, CA 94801  26 Larry D. Sweetser, Jr. Sweetser & Associates, Inc. Environmental Compliance Manager, Norcal Waste Systems, Inc. (1988 to 1991) Developed and implemented environmental compliance programs including: conducting environmental audits of subsidiary solid waste operations, management of hazardous materials and waste, load checking program development and implementation, development of household hazardous waste collection facilities and events, underground tank compliance, supervised remediation activities for other company properties, spill prevention control and countermeasure plans for aboveground tanks, and air quality permits. Member of corporate Safety Committee and Facility Audit Team. Hazardous Waste Programs Manager, Sanitary Fill Company (1984 to 1988) Responsible for establishing and operating a management program to effectively identify and remove hazardous and other prohibited waste from San Francisco’s solid waste transfer station. This program includes such components as: customer notification of policy, employee training program to identify hazardous wastes, screening procedures, reporting procedures, proper handling techniques, and emergency response procedures. Designed and implemented San Francisco's Household Hazardous Waste Collection Facility that accepts hazardous waste from San Francisco's residents on a three-day per week basis. This facility was the first household hazardous waste facility utilizing dedicated personnel. Safety Director/Chemist (Nuclear Science), TMA – Thermo Analytical Inc. (Formerly EAL Corporation) (1979 to 1984) – Instituted safety and hazardous waste management program at environmental analysis laboratory. The safety program stressed employee awareness and involvement that resulted in a 60 % decrease in accident rates and a workman's compensation insurance premium refund of 85%. Hazardous waste management responsibilities included: insuring proper segregation and storage of hazardous waste, utilizing practical alternatives to hazardous material usage and disposal, insuring proper waste packaging, transportation and disposal arrangements, and preparation of management status reports. Low level radiochemical analysis utilizing: precipitation reaction, solvent extraction, ion exchange separation, electrodeposition, liquid scintillation, cryogenic and de-emanation methods. EDUCATION/CERTIFICATION • Registered Environmental Assessor I, Number REA-2082, State of California, Certification discontinued • M.S. Environmental Management, University of San Francisco. Hazardous Waste Management Emphasis. Thesis: Household Hazardous Waste Collection Projects: Operational Analysis and Risk Reduction. • A.B. Environmental Science, University of California, Berkeley Physical Science Emphasis, Thesis: San Pablo Bay: An Environmental Perspective. • Solid Waste Association of North America (SWANA), Gold Rush Chapter, Corporate Board of Director 1999 to 2007/2015 to present, Special Waste Committee Chair, Legislative Task Force Member 1999 to present • Solid Waste Association of North America (SWANA), Special Waste Management Division, Policy Committee Chair, Member of Training and Technical/Education/Communication Committee 2000 to 2002. • North American Hazardous Materials Management Association, California Chapter 2005 to present. RECOGNITIONS • Outstanding Personal Service, Cal/EPA Used Oil/Household Hazardous Waste Conference. 2006, 2011 • SWANA California Gold Rush Chapter, Corporate Member of the Year, 2007-2008 • North American Hazardous Materials Management Association, Home Town Hero, 2007, Trainer Extraordinaire 2012 • SWANA California Gold Rush Chapter, Outstanding Corporate Award, 199-2000, 2001-2002, 2005-2006 • SWANA California Gold Rush Chapter, Outstanding Service Award, 2003-2004, 2011-2012 , Richmond, CA 94801  27 INTERNAL OPERATIONS COMMITTEE 5. Meeting Date:03/12/2018   Subject:RECOMMENDATIONS FOR DISPOSITION OF LOW MILEAGE FLEET VEHICLES Department:Public Works Referral No.: IOC 18/3   Referral Name: Review of Annual Master Vehicle Replacement List and Disposition of Low-Use Vehicles  Presenter: Joe Yee, Deputy Public Works Director Contact: Carlos Velasquez 925.... Referral History: In FY 2008/09, the Board approved the establishment of an Internal Services Fund (ISF) for the County Fleet, now administered by the Public Works Department. Each year, the Public Works Department Fleet Services Manager analyzes the fleet and annual vehicle usage, and makes recommendations to the IOC on the budget year vehicle replacements and on the intra-County reassignment of underutilized vehicles, in accordance with County policy. The Board requested the IOC to review annually the Public Works Department report on the fleet and on low-mileage vehicles. To provide context for the 16/17 annual report, attached, below are some highlights from the 15/16 annual report: In FY 2015-16, 79 new vehicles were purchased, 32% less than FY 2014-2015, and 13% less than were purchased in FY 2013-14. Fleet continually reviews vehicle usage in an effort to reduce underutilized vehicles according to Administrative Bulletin 508.5. During the most recent review in February 2016, one unit was identified that required further analysis for possible reclassification or reassignment which is down from two in the previous year. Fleet Services continues to promote building a “Green Fleet” by purchasing 51 hybrid vehicles as replacement vehicles. Placed into operation 3 new partially grant funded HINO Class 4 195 Hybrid Trucks which reduce fuel consumption by 30% over a conventionally poweredtruck.FleetServices took advantage of the California Hybrid and Zero-Emission Truck and Bus Fleet Internal Service Fund FY 2015 -Voucher Incentive Project to reduce the overall acquisition cost of the truck by $23,000 per truck. Fleet Services continues to install telematics GPS devices,where appropriate, to help improve fleet utilization, identify vehicle locations in the event of an emergency, reduce costs by identifying and immediately reporting operational issues with the vehicle, and improve accuracy of mileage meter readings. Department users of vehicles equipped with28 improve accuracy of mileage meter readings. Department users of vehicles equipped with the telematics GPS devices also have access to standard reports which they can use to review incidences of speeding, excessive idling, vehicle utilization, etc. to help reduce departmental fleet cost.Over 500 vehicles in the County fleet are equipped with these devices. 429 light vehicles equipped with the telematics GPS device are enrolled in the State Continuous Smog Testing Pilot Program excluding them from the mandatory biennial physical smog test which reduces cost and vehicle downtime.The telematics device continuously monitor emissions performance and will send a notification immediately when a fault is detected so repairs can be made. Referral Update: Attached for the Committee's review is the 2016/17 annual report on the ISF and low-mileage vehicles, as prepared by the Public Works Department.  Recommendation(s)/Next Step(s): ACCEPT 2016/17 annual report from the Public Works Director on the Internal Services Fund for the County's Vehicle Fleet. Fiscal Impact (if any): Reassigning underutilized vehicles would increase cost efficiency, but the fiscal impact was not estimated. Attachments Public Works FY 2016/17 Fleet Report Public Works FY 2016/17 Fleet Report_Attachment A Public Works FY 2016/17 Fleet Report_Attachment B Public Works FY 2016/17 Fleet Report_Attachment C 29 "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 Brian M. Balbas , Director Deputy Directors Mike Carlson Stephen Kowalewski Carrie Ricci Joe Yee Memo March 6, 2018 TO: Internal Operations Committee Supervisor Diane Burgis, District III, Chair Supervisor Candace Andersen, District II, Vice Chair FROM: Brian M. Balbas, Public Works Director SUBJECT: FLEET INTERNAL SERVICE FUND FY 2016-17 REPORT MESSAGE: Recommendation Accept the Internal Service Fund (ISF) Fleet Services report for FY 2016-17. Background The Fleet Services Division has operated as an Internal Service Fund since 2008 to ensure stable and long-term vehicle replacement funding. Fleet Services provides various services to County departments including the acquisition, preventative maintenance, repair, and disposal of fleet vehicles and equipment. The division services the County’s fleet of 1,671 vehicles/equipment/trailers, of which, 1,241vehicles are included in the ISF program. ISF Rate Structure There are three components to recover operational costs for vehicles in the ISF Fleet Services program which are charged to the departments. They are: 1. A fixed monthly cost to cover insurance, Fleet Services overhead, and vehicle depreciation / replacement 2. A variable cost based on miles driven to cover maintenance and repair costs 3. Direct costs for fuel This rate structure enables the ISF to collect monthly payments from customer departments over the life-cycle of the units to fund operations and enable the systematic replacement of units at the end of a vehicle’s useful life or when it becomes a cost-effective decision to do so. 30 2016-17 Fleet ISF Report March 6, 2018 Page 2 of 4 The estimated fixed and variable rates are adjusted each year to develop ISF rates as close to actual costs as possible for each class of vehicle. Accordingly, the FY 2016-17 expenses were reviewed to develop new rates for FY 2017-18, which went into effect September 1, 2017. Please refer to Attachment A accompanying this report for the ISF Fleet Rates Schedule. Fleet Services Goals and Objectives  Continue to provide cost-effective services that meet or exceed our customers’ needs and expectations by evaluating additional services and new technologies to increase efficiencies.  Continue to evaluate and recommend for replacement all vehicles and fleet equipment that are due for replacement based on a predetermined schedule and/or a time when it is most cost-effective to do so and in accordance with Administrative Bulletin 508.5. This increases vehicle availability through reduced down time associated with an older fleet.  Continue to maintain a newer fleet focusing on preventative maintenance thus reducing repair costs typically associated with an older fleet.  Continue to purchase clean air vehicles whenever feasible and to grow the number of electric vehicles in the fleet as existing equipment requires replacement. Fleet Services continues to seek grant funding opportunities to expand the electric vehicle charging station infrastructure to support County and personal vehicles.  Continue to ensure that all County vehicles are maintained and repaired in a timely, safe, and cost effective manner in order to provide departments with safe, reliable vehicles and equipment.  Continue to work with departments to identify vehicles and equipment that are underutilized in an effort to maximize fleet utilization, identify departmental actual needs, and reduce fleet costs. Highlights  In FY 2016-17, 57 new vehicles were purchased, 28% less than FY 2015-2016, and 33% less than were purchased in FY 2014-15.  Fleet continually reviews vehicle usage in an effort to reduce underutilized vehicles according to Administrative Bulletin 508.5. During the most recent review in February 2017, one unit was identified that required further analysis for possible reclassification or reassignment which is the same as previous year.  Fleet Services continues to promote building a “Green Fleet” by purchasing 26 hybrid vehicles as replacement vehicles.  Fleet Services continues to install telematics GPS devices, where appropriate, to help improve fleet utilization, identify vehicle locations in the event of an emergency, reduce 31 2016-17 Fleet ISF Report March 6, 2018 Page 3 of 4 costs by identifying and immediately reporting operational issues with the vehicle, and improve accuracy of mileage meter readings. Department users of vehicles equipped with the telematics GPS devices also have access to standard reports which they can use to review incidences of speeding, excessive idling, vehicle utilization, etc. to help reduce departmental fleet cost. Over 681 vehicles in the County fleet are equipped with these devices.  429 light vehicles equipped with the telematics GPS device are enrolled in the State Continuous Smog Testing Pilot Program excluding them from the mandatory biennial physical smog test which reduces cost and vehicle downtime. The telematics device continuously monitor emissions performance and will send a notification immediately when a fault is detected so repairs can be made. Summary The Fleet Services Division operates as an Internal Service Fund (ISF), providing services to a variety of County Departments. As an ISF, Fleet is responsible to fully recover the cost of providing services and the cost of capital purchases. Key responsibilities of the Division are vehicle preventative maintenance and repair, fueling, replacement analysis, specification review, acquisition, new vehicle up-fitting, and preparation of surplus vehicles for disposal. In FY 2016-17, Fleet Services had a staff of 20 Administration and Operations employees. The Administration section consists of one Fleet Manager, one Fleet Equipment Specialist and one Clerk. The Operations section consists of one Lead Fleet Technician, 2 Equipment Services Workers, 12 Equipment Mechanics and 2 Equipment Service Writers. The FY 2016-17 budget of $14,112,145 included: $2,141,155 for salaries; $3,903,608 for vehicle repairs; $2,354,476 for fuel; and $3,080,682 for the replacement of fleet vehicles and equipment. The ending ISF Fund Balance for FY 2016-17 is $13,280,812. The ISF fleet has 1,241vehicles, comprised of sedans, patrol vehicles, and trucks/vans. Equipment Replacement (4000), 22% Preventative Maintenance & Repairs(2271), 28% Fuel (2272), 17% Salary (1000), 15% Other Operations & Misc (Balance), 19% ISF Fleet Budget 32 2016-17 Fleet ISF Report March 6, 2018 Page 4 of 4 Fleet Services continues to purchase clean air vehicles whenever feasible and plans to grow the number of electric vehicles in the fleet as existing equipment requires replacement. All diesel vehicles use renewable fuel and all sedans must have a PZEV rating or greater by the California Air Resources Board. Fleet Services continues to work to achieve the primary goals and objectives of providing County departments with vehicles and equipment that are safe, reliable, economically sustainable, and consistent with departmental needs and requirements at the lowest possible cost. The Division will continue to monitor vehicle use to optimize new vehicle acquisition and better utilize existing vehicle assets. Attachments A ISF Rates Schedule B ISF Fund Balance C ISF Net Assets G:\Admin\Joe\Fleet Management\IOC Annual Fleet Report\IOC Fleet Report FY2016-17\IOC Fleet Report FY2016-17 Final version.docx Sedans, 44% Patrol, 20% Trucks & Vans, 36% ISF Fleet by Vehicle Class Unleded, 64.23% Renewable Diesel, 13.75% CNG, 2.41% Hybrid, 15.00% Electric, 2.27% ISF Fleet by Fuel Type 33 CORRECTED Internal Service Fund - Fleet Services Fund Balance For the Year Ended June 30, 2017 Beginning Fund Balance 11,510,328$ 12,002,754$ Expenses Salaries & Benefits 2,164,397 2,002,658 Services and Supplies, Other Charges 6,735,541 7,371,562 Depreciation 2,163,592 2,479,249 Total Expenses 11,063,530$ 11,853,469$ Revenues Charges for services 10,494,462$ 12,261,130$ Transfers In/(Out)414,730 421,731 Sale of Surplus Vehicles 261,775 193,286 Indemnifying Proceeds (Accidents)384,989 255,380 Total Revenue 11,555,956$ 13,131,527$ Change in Fund Balance 492,426$ 1,278,057$ FY Ending Fund Balance 12,002,754$ 13,280,812$ FY 2016-17FY 2015-16 Attachment B 35 Internal Service Fund - Fleet Services Balance Sheet (Fund 150100) As of June 30, 2017 FY 2015-16 FY 2016-17 Assets Current Assets: 0010 Cash 3,014,494$ 3,680,540$ 0100 Accounts Receivable 59,731 881 0170 Inventories 360,839 453,298 0180 Due From Other Funds 1,267,490 1,831,931 0250 Prepaid Expense (16,908) 73,613 Total Current Assets 4,685,646$ 6,040,262$ Noncurrent Assets: 0340 Equipment 21,960,461 23,435,483 0360 Construction In Progress 1,214,291 822,053 0370 Reserve For Depreciation (14,902,463) (15,576,586) Total Noncurrent Assets 8,272,290$ 8,680,950$ Total Assets 12,957,935$ 14,721,212$ Liabilities 0500 Accounts Payable 355,679$ 576,350$ 0540 Due To Other Funds 536,928 788,844 0640 Employee Fringe Benefit Pay 62,573 75,206 Total Liabilities 955,181$ 1,440,400$ Net Position Net Capital Assets 8,272,290$ 8,680,950$ 3,730,465 4,599,862 Total Net Position 12,002,754$ 13,280,812$ Working Capital Attachment C 36 INTERNAL OPERATIONS COMMITTEE 6. Meeting Date:03/12/2018   Subject:Small Business Enterprise and Outreach Program Policy Review Update Submitted For: Brian M. Balbas, Public Works Director/Chief Engineer  Department:Public Works Referral No.:   Referral Name: SBE Outreach  Presenter: David Gould, Purchasing Services Manager Contact: David Gould (925) 313-2151 Referral History: At the February 13, 2017 IOC meeting, a report was presented by staff and approved by the Internal Operations 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. 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. The comprehensive review and consolidation of Purchasing Division policies remains a work in progress.  The County Administrator's Office concurs with these recommendations contained in the staff report. Recommendation(s)/Next Step(s): CONSIDER recommendations from the Public Works Director to exclude warrant requests and procurement card transactions from Small Business Enterprise and Outreach Program reporting, and to exempt cooperative purchasing agreements from the programs. Fiscal Impact (if any): None. Attachments Public Works Report on Proposed Changes to the SBE/Outreach Programs 37 38 39 40