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HomeMy WebLinkAboutAgenda 09-26-2023 CITY OF SAN BERNARDINO MUNICIPAL WATER DEPARTMENT AGENDA REGULAR MEETING WATER BOARD Tuesday, September 26, 2023 – 9:30 a.m. MARGARET H. CHANDLER WATER RECLAMATION PLANT 399 CHANDLER PLACE San Bernardino, California WATER BOARD TONI CALLICOTT President Commissioners WAYNE HENDRIX, P.E. DAVID E. MLYNARSKI RIKKE V. JOHNSON THOMAS BRICKLEY MIGUEL J. GUERRERO, P.E. General Manager ROBIN L. OHAMA Deputy General Manager STEVE R. MILLER Director of Water Utility KEVIN T. STEWART, P.E. Director of Water Reclamation CYNTHIA J. MOUSER Director of Finance JENNIFER L. SHEPARDSON Director of Environmental & Regulatory Compliance “Trusted, Quality Service since 1905” Welcome to a meeting of the Water Board of the City of San Bernardino  The City of San Bernardino Municipal Water Department recognizes its obligation to provide equal access to those individuals with disabilities. Please contact the General Manager’s Office (909-384-5191) two working days prior to the meeting for any requests for reasonable accommodation, to include interpreters.  All documents for public review are on file with the Water Department located at 1350 South “E” Street, San Bernardino or may be accessed online at https://www.sbmwd.org/agendacenter  Please turn off or mute your cell phone while the meeting is in session.  Any member of the public desiring to speak to the Water Board concerning any matter not on the agenda, but which is within the subject matter jurisdiction of the Water Board, may address the body during the period reserved for public comments. Said total period for public comments shall not exceed forty-five (45) minutes unless such time limit is extended by the Water Board. A three- minute limitation shall apply to each member of the public unless such time limit is extended by the Water Board. No member of the public shall be permitted to “share” his/her three minutes with any other member of the public.  The Water Board may refer any item raised by the public to staff for appropriate action or have the item placed on the next agenda of the Water Board. However, no other action shall be taken nor discussion held by the Water Board on any item which does not appear on the agenda unless the action is otherwise authorized in accordance with the provisions of subdivision (b) of Section 54954.2 of the Government Code.  Public comments will not be received on any item on the agenda when a public hearing has been conducted and closed. Regular Meeting Agenda September 26, 2023 City of San Bernardino Water Board Page 2 THE SAN BERNARDINO MUNICIPAL WATER DEPARTMENT ENCOURAGES THE PUBLIC TO VIEW THIS WATER BOARD MEETING ONLINE. THE MEETING WILL BE LIVE STREAMED VIA YOUTUBE AT: https://bit.ly/YouTubeSBWater MEMBERS OF THE PUBLIC WHO WISH TO COMMENT ON MATTERS BEFORE THE WATER BOARD MAY PARTICIPATE IN THE FOLLOWING WAYS: 1. IF ATTENDING IN PERSON, MAY PROVIDE COMMENT AT THE APPROPRIATE TIME DICTATED BY THE AGENDA AND WATER BOARD PRESIDENT. 2. COMMENTS AND CONTACT INFORMATION MAY BE E- MAILED TO Comments@sbmwd.org BY 8:30 A.M. THE DAY OF THE SCHEDULED MEETING TO BE READ ALOUD AND INCLUDED IN THE WRITTEN RECORD. 3. CALLING 909-453-6340, LEAVING A RECORDED MESSAGE BY 8:30 A.M. THE DAY OF THE SCHEDULED MEETING, NOT TO EXCEED THREE (3) MINUTES, WHICH WILL THEN BE PLAYED DURING THE PUBLIC COMMENT SECTION OF THE AGENDA. CALL TO ORDER ROLL CALL 1. ANNOUNCEMENTS BY MEMBERS OF THE WATER BOARD 2. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA: A three-minute limitation shall apply to each member of the public who wishes to address the Water Board of any item not listed on the agenda. There is no limit on the number of items that may be discussed within the three-minute time limit. To be called by the Water Board President, please see special public comments instructions above. 3. PUBLIC COMMENTS ON ITEMS LISTED ON THE AGENDA: A three-minute limitation shall apply to each member of the public who wishes to address the Water Board of any item listed on the agenda, excluding public hearings. There is no limit on the number of items that may be discussed within the three-minute time limit. To be called by the Water Board President, please see special public comment instructions above. Regular Meeting Agenda September 26, 2023 City of San Bernardino Water Board Page 3 4. CONSENT CALENDAR MOTION: That the motions indicated by consent calendar items 4A through 4C be adopted, except for . MOTION: SECONDED: A. PAYROLL MOTION: Approve the payroll for the pay period beginning September 11, 2023 through September 24, 2023. B. CONTRACTS AND BILLS MOTION: Approve the payment of contracts and bills to be presented at this meeting. C. MINUTES MOTION: Approve the minutes of September 12, 2023, of the Water Board. DISCUSSION ITEMS 5. RESOLUTION APPROVING SIDE LETTER AGREEMENTS WITH BARGAINING GROUPS REGARDING PREMIUM PAY FOR WATER DEPARTMENT EMPLOYEES: The City of San Bernardino was awarded $77,656,407 under the American Rescue Plan Act (ARPA), which establishes the Coronavirus State and Local Fiscal Recovery Funds to provide an infusion of resources to help address economic struggles in responding to the impact of COVID-19. The City Council has allocated portions of these funds to various initiatives and programs, including broad categories consisting of Small Business and Non-Profit Assistance, Parks and Recreation Rehabilitation, City Services, and Homeless Initiative. On July 19, 2023, City staff presented additional spending plan options that included premium payments to employees who were required to continue providing essential services to the public during the pandemic. On September 6, 2023, the City Council approved premium pay in the amount of $5,000 for all full- and part-time eligible City and Water Department employees. Employees must have been employed at any time during March 13, 2020, through May 5, 2023 and must be employed on the date payment is disbursed. As such, the Water Department has since met and conferred in good faith with the San Bernardino Association of Water Department Mid- Managers and the International Brotherhood of Electrical Workers (IBEW) Local #47. The issuance of such payment is subject to approval of the attached Side Letter Agreements to the various Memoranda of Understanding and Compensation Plans with the employee bargaining groups. Regular Meeting Agenda September 26, 2023 City of San Bernardino Water Board Page 4 The total amount of premium payment for Water Department employees is $1,250,000, which has been transferred from the City. Premium payment will be issued as a supplemental check on the first pay date following adoption of the Resolution. There is no fiscal impact to the Department as funding comes from City ARPA funds. MOTION: Adopt a Resolution authorizing the General Manager to execute Side Letter Agreements with the Department’s bargaining groups regarding premium pay and authorizing premium pay for eligible unrepresented Student Interns. MOTION: SECONDED: 6. APPROVAL OF AGREEMENT WITH INTELESYS AND RINGCENTRAL IN RESPONSE TO RFP 1806 – HOSTED VOIP PHONE SYSTEM REPLACEMENT: In 2016, the San Bernardino Municipal Water Department (Department) began utilizing its current phone system, Mitel. This system has reached the end of its useful life and the Department is seeking a cloud hosted Voice over Internet Protocol (VoIP) phone system that will increase service uptime and provide additional functionality. Beginning in March 2023, the Department engaged the services of a third-party consultant, Client First Communications, to perform a needs assessment and assist with the development of the Request for Proposal (RFP). RFP 1806 – Hosted VoIP Phone System Replacement was created and twenty-three (23) of the most qualified vendors submitted proposals. Staff conducted comprehensive reviews of each proposal, short-listed the three firms with the highest scores, and held in-person or virtual product demonstrations from these vendors. Based on all of the proposal reviews, demonstrations, and negotiations, staff recommends that Intelesys and RingCentral be awarded a five-year agreement to provide a hosted VoIP system that will increase service availability and improve customer service offerings. The funding source for this purchase is the FY 2023/2024 budget (Account 101040-6008). There are sufficient funds to cover this purchase. MOTION: Approve the five-year agreement with Intelesys and RingCentral in response to RFP 1806 – Hosted VoIP Phone System Replacement for an amount not- to-exceed FOUR HUNDRED THIRTY-EIGHT THOUSAND NINE HUNDRED FORTY-SIX AND 50/100 DOLLARS ($438,946.50). MOTION: SECONDED: 7. REPORTS: A. Report of the President B. Report of the Commissioners C. Report of the Directors D. Report of the General Manager Regular Meeting Agenda September 26, 2023 City of San Bernardino Water Board Page 5 8. ADJOURNMENT NOTE: The next regular meeting of the Water Board is scheduled for 9:30 a.m., October 10, 2023, at The Margaret H. Chandler Water Reclamation Plant, 399 Chandler Place, San Bernardino, CA 92408.