HomeMy WebLinkAbout2013-02-14 - Resolution No. 13-03 RESOLUTION NO. 13-03
' RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
SETTING FORTH A PROCUREMENT AND PURCHASING POLICY
AND RESCINDING RESOLUTION NO. 11-06
WHEREAS, the District established a Purchasing Policy by adopting Resolution No.
88-12 on March 24, 1998; and
WHEREAS, the District modified the Purchasing Policy by rescinding Resolution
No. 88-12 and adopting Resolution No. 91-13 on May 16, 1991; and
WHEREAS, the District modified the Purchasing Policy by rescinding Resolution
No. 91-13 and adopting Resolution No. 02-01 on June 13, 2002; and
WHEREAS, the District modified the Purchasing Policy by rescinding Resolution
No. 02-01 and adopting Resolution No. 07-11 on June 28, 2007; and
WHEREAS, the District modified the Purchasing Policy by rescinding Resolution
No. 07-11 and adopting Resolution No. 11-06 on March 10, 2011; and
' WHEREAS, from time to time it is necessary to review the Purchasing Policy and to
make modifications that reflect current District procedures, public
policy demands and economic conditions.
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of Yorba Linda
Water District shall establish the following policies:
Section 1: Property, Repairs and Modifications, Supplies and Services
The following procedures and authority will be used for the acquisition or leasing of
personal property; repair or modification of District equipment or structures; or obtaining
labor, materials, supplies or services as identified in the budget:
Dollar Amount Procedure Authority
$0-5,000 1 Written Quote Dept. Manager
$5,001415,000 2 Written Quotes General Manager
$15,001-$25,000 3 Written Quotes General Manager
$25,001-$75,000 3 Written Quotes Board of Directors
>$75,001 Competitive Bid Board of Directors
Resolution No 13-03 Modifying the District's Purchasing Policy and Rescinding Resolution No. 11-06 1
Section 2: Capital Outlay, Improvement and Replacement Projects
' The following procedures and authority will be used for vehicles and equipment, fire
hydrants, water and sewer pipelines, booster pump stations, reservoirs, etc. as
identified in the budget:
Dollar Amount Procedure Authority
$0415,000 2 Written Quotes Dept. Manager
$15,001-$25,000 2 Written Quotes General Manager
$25,0014100,000 3 Written Quotes Board of Directors
>$100,001 Competitive Bid Board of Directors
Section 3: Contract Amendments and Change Orders
The following procedures and authority will be used for contract services amendments,
professional service contract amendments and for capital projects where the change
order does not alter project completion time:
Dollar Amount Procedure (') Authority
5% of Project Cost, NTE $7,500 Notify GM Dept. Manager
10% of Project Cost, NTE $15,000 Notify BOD General Manager
10% of Project Cost, NTE $25,000 Notify BOD General Manager
>10% of Project Cost or > $25,000 Agenda Item Board of Directors
' Section 4: Contractual Services Policy
The following procedures and authority will be used for professional services such as
engineering consultant, legal counsel, auditors, etc. as identified in the budget:
Dollar Amount Procedure Authority
$0-$5,000 1 Written Proposal Dept. Mgr
$5,001415,000 2 Written Proposals General Manager
$15,001-$25,000 3 Written Proposals General Manager
>$25,001 3 Written Proposals Board of Directors
Section 5: Non-scheduled Capital Asset Repair and Replacement
The following procedures and authority will be used for the acquisition of personal
property; repair or modification of District equipment or structures; or obtaining labor,
materials, supplies or services related to non-scheduled capital asset repair and
replacement:
Dollar Amount Procedure (') Authority
$0-10,000 Notify GM Dept. Manager
$10,001-$25,000 Notify Committee General Manager
$25,001-$50,000 Notify BOD General Manager
>$50,001 Agenda Item Board of Directors
Resolution No. 13-03 Modifying the District's Purchasing Policy and Rescinding Resolution No. 11-06 2
Section 6: Emergency Policy
' The following procedures and authority will be used in emergency situations for events
which require immediate extraordinary action to protect the public health, safety, welfare
and property, with ratification by the Board at the next meeting or the earliest special
meeting that may be called.
Dollar Amount Procedure (') Authority
$04100,000 Notify BOD General Manager
>$100,001 Next or Special Mtg. Board of Directors
"In all cases where notification is required, a written memo shall be provided stating the
reasons for the approval by the designee.
Section 7 Effective:
The Purchasing Policy adopted herein shall take effect immediately upon adoption of
this Resolution.
Section 8 Rescinding:
That Resolution No. 11-06 and conflicting Minute Orders are hereby rescinded upon
adoption of this resolution.
PASSED AND ADOPTED this 14th day of February 2013 by the following called vote:
' AYES: Directors Beverage, Collett, Hawkins, Kiley and Melton
NOES: None
ABSTAIN: None
ABSENT: None
Gary M on, President
Yorb inda Water District
ATT
Steve onklin, oard Secretary
Yorba Linda Water District ilk
Review as to form by General Counsel: 1W
' rt ur G. Cidma , Esq.
Kidman Law LLP
Resolution No. 13-03 Modifying the District's Purchasing Policy and Rescinding Resolution No. 11-06 3