ITEM:            ACTION ITEM




Meeting Date:           August 28, 2003                     Budgeted:  Yes

                                                                        Program/Line Item No.: 4-1-6, Policy and Procedures Manual           

Staff Contact: Stephanie Pintar                     Cost Estimate: $75,000



General Counsel Approval:  N/A

Committee Recommendation:  The Administrative Committee reviewed this item on August 12, 2003 and referred it to the Water Demand Committee.  The Water Demand Committee considered the item on August 21, 2003 and recommended approval.

CEQA Compliance:   N/A


SUMMARY:  The District received two responses to its Request for Proposals to Prepare a Policies and Procedures Manual for the Water Demand Division.  Staff reviewed the proposals and prepared the attached matrix to assist with the evaluation (Exhibit 6-A).  The proposals and matrix were discussed with both the Administrative Committee and the Water Demand Committees.  Land Systems Group is the preferred consultant due to its local experience with writing policies and procedures manuals and its apparent understanding of the scope of the project.


RECOMMENDATION:  Approve a contract with Land Systems Group to compile a Policies and Procedures Manual for the Water Demand Division.  Funding of $75,000 for this project was approved in the FY 2003-2004 District budget (account 26-7811.89).  Completion of the project is anticipated in March 2004.  A detailed timeline is attached as Exhibit 6-B.  Board members will have an opportunity to provide input to the consultant, both at the onset and throughout the process, as policies and procedures are brought to the Board for direction and/or consideration.  The Water Demand Committee will also be reviewing the project on a monthly basis.


BACKGROUND:  On July 1, 2003, a Request for Proposals (RFP) was released for the Policies and Procedures Manual for the Water Demand Division.  The deadline for proposals was August 8, 2003.  Two responses were received:  Land Systems Group and Pacific Municipal Consultants submitted proposals.


The Policies and Procedures Manual is a priority project of the Strategic Initiative to Revise the Water Permit Processes. 


IMPACTS ON STAFF AND RESOURCES:  The Fiscal Year 2003-2004 budget includes funds to prepare a Policies and Procedures Manual.  Funds are budgeted in Water Demand (Account No. 26-7811.89) and are estimated at $75,000.  Staff time will be committed to this project through completion.