BIG BEAR AIRPORT DISTRICT FINANCE COMMITTEE MEETING

A G E N D A Tuesday, April 10, 2012

4:00 P.M.

Big Bear City Airport serves the local community and flying public by providing a safe and efficient, superior venue for aviation operations.

PLACE: BIG BEAR AIRPORT TERMINAL BUILDING 501 VALLEY BLVD.

BIG BEAR CITY, CA 92314

Please Turn Off Your Cell Phone During The Meeting

1. CALL TO ORDER 2. FLAG SALUTE 3. ROLL CALL AND INTRODUCTIONS 4. PUBLIC COMMENTS: This is the time for the public to address the Finance Com- mittee on issues within the jurisdiction of the Committee that are not on the agenda. Comments on agenda items will be taken at the time the item is heard.

There is a time limit of three (3) minutes per person. Brown Act restrictions stip- ulate that the Finance Committee is not able to discuss non-agenda items raised during public comments. Your comments may be placed on the agenda for future discussion.

5. REVIEW OF YEAR-TO-DATE FINANCIALS 5.1. Profit & Loss Statement (Packet Pages 3-5) 5.2. Balance Sheet (Packet Pages 6-7) 5.3. Credit Card Report (Packet Page 8) 5.4. Cash Accounts Reconciliation (Packet Pages 9-10)

Packet Page 1

5.5. Monthly Check Report (Packet Page 11) 5.6. Monthly Investment Report (Packet Page 12) 5.7. Property Tax Report: None 5.8. Overtime Hours Report (Packet Page 13) 5.9. Fuel Sales Comparison (Packet Pages 14-16) 6. BUSINESS MATTERS:

6.1. Review and possibly recommend the Draft BBAD Purchasing Policy 6.2. Review the Draft Big Bear Airport District FY13 Capital Improvement Program (CIP) and Draft FY13 Budget

8. NEXT MEETING DATE 9. ADJOURNMENT

CERTIFICATION I, Jan Hart, Board Secretary of the Big Bear Airport District, do hereby certify that I posted a copy of the foregoing Agenda on Friday, April 6, 2012 at 1:45 P. M., at least 72 hours in advance of the Big Bear Airport Finance Committee Meeting (Government Code Section 54954.2). ________________________________ Jan Hart Certified Board Secretary Big Bear Airport District

The Big Bear Airport District Board meeting area is handicapped-accessible. Per-sons with disabilities can receive this agenda in an alternative format and should call the Airport at (909) 585-3219. Notification 48 hours prior to a meeting will enable the District to make reasonable arrangements to ensure accessibility to the meeting.

Packet Page 2

Feb 12 Budget Jul '11 - Fe... YTD Budget Annual Bu...

Ordinary Income/ExpenseIncome

4055 · Tax Revenues 19,627.12 0.00 655,841.13 521,000.00 1,000,000.004056 · City Tax Revenue 0.00 0.00 15,844.90 17,000.00 17,000.004072 · State Matching Grant - AIP 18 0.00 28,774.004088 · AIP Project 18 0.00 0.004110 · Sales-Aircraft Fuel 68,767.00 55,080.00 549,235.42 440,640.00 660,960.004200 · Auto Parking 829.75 750.00 6,447.50 6,000.00 9,000.004205 · Air Fair Revenue 75.00 0.00 18,706.10 7,000.00 7,000.004206 · Events Revenue 0.00 0.00 1,625.00 1,500.00 1,500.004208 · Bid Plans for AIP Project 0.00 0.00 360.00 980.00 980.004210 · Commercial Leases 3,662.00 5,952.00 29,447.49 47,616.00 71,420.004213 · Call Out Fueling Charge 0.00 0.004215 · Gate Access 60.00 60.00 600.00 660.00 1,000.004220 · Ground Lease 2,190.61 3,250.00 18,306.18 26,000.00 39,000.004230 · Hangar Rentals 29,652.43 26,500.00 242,830.83 212,000.00 318,000.004235 · Hangar Storage Rental 230.00 230.00 1,840.00 1,840.00 2,500.004255 · Aircraft Oil Sales 385.60 250.00 2,214.01 2,000.00 3,000.004260 · Souvenir Sales 606.02 410.00 3,500.98 3,360.00 5,000.004270 · Storage Units 806.00 665.00 6,448.00 5,340.00 8,000.004280 · Tiedown Rents 958.50 1,250.00 9,878.53 10,000.00 15,040.004290 · Tiedown Transient 264.00 200.00 1,970.00 1,600.00 2,400.004300 · RV/Camper Storage 521.90 285.00 2,789.40 2,260.00 3,400.004310 · Misc Revenue 2,080.00 0.00 12,799.38 0.00 0.004311 · Returned Check Charges 0.00 35.004320 · Late Fees-Tenant Rentals 121.00 94.00 1,509.90 752.00 1,128.004325 · Sales Adjustment 0.01 0.28

Total Income 130,836.94 94,976.00 1,611,004.03 1,307,548.00 2,166,328.00

Cost of Goods Sold5000 · COGS- Aircraft Fuel 62,158.46 44,166.00 502,740.38 353,328.00 530,000.005005 · COGS-Souvenirs 399.97 750.00 2,327.91 2,250.00 3,000.00

Total COGS 62,558.43 44,916.00 505,068.29 355,578.00 533,000.00

Gross Profit 68,278.51 50,060.00 1,105,935.74 951,970.00 1,633,328.00

Expense5040 · Advertising 0.00 125.00 1,406.88 1,000.00 1,500.005050 · Bad Debt Expense 0.00 -768.295061 · Bank Charges/Credit Card Fees 1,668.76 2,000.00 19,445.66 16,000.00 24,000.005080 · Consultants 0.00 100.00 0.00 800.00 1,200.005090 · Contract Services 2,327.80 2,650.00 22,183.49 21,200.00 31,800.005100 · Depreciation Expense 51,265.48 57,008.00 449,841.01 456,064.00 684,095.005110 · Motorized Vehicle Fuel 2,390.85 1,000.00 6,156.34 8,000.00 12,000.005120 · Director Stipend 0.00 2,000.00 7,000.00 16,000.00 24,000.005125 · Directors' Expenses 400.00 407.00 4,734.99 3,256.00 4,886.005140 · Dues & Subscriptions 0.00 0.00 5,458.17 4,550.00 4,550.005150 · Staff Expenses 0.00 487.00 1,322.96 5,409.00 7,367.005155 · Education Reimbursement 0.00 650.00 0.00 5,200.00 7,800.005160 · Fees/Permits/Licenses 0.00 0.00 5,587.01 5,200.00 6,000.005162 · Gate Access Cards & Clickers 0.00 0.00 20.00 750.00 750.005170 · Hazardous Waste Pickup 0.00 200.00 424.71 600.00 800.005180 · Insurance-Liability 3,378.92 3,314.00 27,069.12 26,744.00 40,000.005182 · Insurance-Worker's comp 594.00 833.00 4,752.00 6,664.00 10,000.005210 · Janitorial Supplies 247.03 500.00 2,119.47 4,000.00 6,000.005215 · Manager's Expenses 1,270.73 472.00 5,747.21 3,779.00 5,667.005220 · Public Relations. 120.00 500.00 5,329.20 4,800.00 7,000.005230 · Office Supplies/Postage & Ship 22.38 650.00 6,417.59 5,200.00 7,800.005240 · Air Fair Expense 139.38 0.00 38,356.48 30,000.00 30,000.005250 · Professional Services 2,135.00 7,500.00 75,032.27 60,000.00 90,000.005259 · AviMet DataLink AWOS Service 100.00 100.00 700.00 800.00 1,200.005260 · Repair & Maintenance-AWOS 0.00 0.00 1,726.36 1,100.00 3,000.005265 · Repair & Maintenance-Barnstorm 0.00 167.00 1,529.14 1,336.00 2,000.005270 · R & M Equipment 0.00 600.00 3,573.23 4,800.00 7,200.005271 · Repair & Maintenance-Computer 0.00 175.00 1,633.23 1,400.00 2,100.005275 · R & M - Aircraft Fuel Farm 1,966.33 667.00 9,285.72 5,332.00 8,000.005280 · Repair & Maintenance-Grounds 688.75 1,250.00 9,644.08 10,000.00 15,000.00

4:24 PM Big Bear Airport District04/02/12 Profit & Loss Budget PerformanceAccrual Basis February 2012

Page 1Packet Page 3

Feb 12 Budget Jul '11 - Fe... YTD Budget Annual Bu...

5285 · Repair & Maintenance-Hangars 1,305.66 750.00 5,009.74 6,000.00 9,000.005290 · Repair & Maintenance-Lighting 0.00 500.00 2,586.38 4,000.00 6,000.005295 · R & M - Terminal Building 32.41 500.00 4,446.29 4,000.00 6,000.005300 · R & M - Airport Ops. Vehicles 64.35 425.00 534.57 3,400.00 5,100.005305 · Repair & Maint Fire Extintguish 0.00 0.00 892.00 3,000.00 3,000.005310 · Repair & Maint. First Aid Kit 0.00 63.00 144.31 498.00 750.005350 · BOE Sales Tax 67.00 956.00 10,881.34 7,651.00 11,475.005351 · CA Retail Sales Tax 0.00 0.00 0.00 0.00 0.005355 · Promotions 0.00 0.00 962.50 400.00 800.005360 · Telephone 618.00 613.00 5,404.05 4,903.00 7,355.005373 · Tools/Small Maint Equipment 173.41 67.00 173.41 532.00 800.005380 · Employee Uniform Expense 0.00 125.00 1,708.20 1,000.00 1,500.005390 · Winter Ops Contingency 0.00 4,500.00 0.00 13,500.00 18,000.005400 · Utilities 14,057.18 10,000.00 59,281.44 67,500.00 100,000.006565 · Salaries 24,329.16 29,065.00 218,644.46 217,574.00 326,212.006566 · PTO Expense 850.00 0.00 1,981.34 0.00 0.006570 · FICA-Employer 197.29 250.00 2,119.99 2,504.00 3,672.006575 · Medicare-Employer 352.76 408.00 3,271.81 3,438.00 5,128.006580 · SUI/ETT-Employer 862.30 294.00 2,591.75 2,352.00 3,528.006585 · Health, Life & Dental Insurance 9,786.02 8,842.00 60,497.22 70,732.00 106,100.006590 · 457 Contribution 1,377.52 2,243.00 17,016.70 17,938.00 26,908.006594 · Survivor Benefit Expense 0.00 17.00 -1.86 132.00 200.006595 · Retirement-Employer 2,632.60 3,917.00 116,809.80 31,334.00 47,000.006596 · Retirement-Employee 1,423.28 1,638.00 12,097.88 13,104.00 19,656.006597 · OPEB/GASB45 Expense 2,347.75 2,347.00 18,782.00 18,782.00 28,173.00

Total Expense 129,192.10 150,875.00 1,261,563.35 1,204,258.00 1,782,072.00

Net Ordinary Income -60,913.59 -100,815.00 -155,627.61 -252,288.00 -148,744.00

Other Income/ExpenseOther Income

4330 · Investment Revenue 297.60 0.00 14,648.85 12,500.00 25,000.007315 · Map Sale Clearing Acct-CC Sales 0.00 0.00 0.00 0.00 0.007335 · Sale Of Equipment(Fixed Asset) 2,229.00 0.00 9,400.00 0.00 0.00

Total Other Income 2,526.60 0.00 24,048.85 12,500.00 25,000.00

Net Other Income 2,526.60 0.00 24,048.85 12,500.00 25,000.00

Net Income -58,386.99 -100,815.00 -131,578.76 -239,788.00 -123,744.00

4:24 PM Big Bear Airport District04/02/12 Profit & Loss Budget PerformanceAccrual Basis February 2012

Page 2Packet Page 4

Packet Page 5

Feb 29, 12

ASSETSCurrent Assets

Checking/Savings1110 · Petty Cash 340.001122 · First Mountain Bank Checking 1,898.141124 · Wells Fargo CD Account 1,000,003.951125 · LAIF 3,668,054.751126 · First Mountain CD Account 240,293.651130 · Union Bank Checking 53,640.84

Total Checking/Savings 4,964,231.33

Accounts Receivable1158 · Accounts Receivable 20,741.80

Total Accounts Receivable 20,741.80

Other Current Assets1159 · Taxes Receivable 47,086.571161 · Prepaid Insurance-Liability 57,832.391164 · Pre Paid Jet A Fuel Tax 7,079.921166 · Pre-Paid Expense -2,896.111170 · Record Accrued Interest Income 5,495.011175 · Allowance for Bad Debt -5,156.951181 · Inventory-Souvenirs 3,641.341182 · Inventory-Fuel 76,804.331183 · Inventory - Oil 3,391.021275 · OPEB/GASB45 Obligation -18,782.001499 · Undeposited Funds 8,025.02

Total Other Current Assets 182,520.54

Total Current Assets 5,167,493.67

Fixed Assets1200 · Capital Projects 146,365.081201 · Land 2,675,000.001220 · Land Improvements 22,600,537.311240 · Structure Improvements 2,387,084.071250 · Equipment 1,540,229.921260 · Office Equipment 76,225.881265 · Restaurant Equipment 52,849.581270 · Accumulated Depreciation -10,427,456.66

Total Fixed Assets 19,050,835.18

Other Assets1274 · Hangar Purchase 581,500.001305 · Maintenance Building 4,600.001402 · FAA/AIP 18 Constr.in Progress 70,174.711403 · FAA/AIP 19 Constr.in Progress 177,034.00

Total Other Assets 833,308.71

TOTAL ASSETS 25,051,637.56

LIABILITIES & EQUITYLiabilities

Current LiabilitiesAccounts Payable

2001 · Accounts Payable 71,245.78

Total Accounts Payable 71,245.78

Other Current Liabilities2002 · Accrued Expense 42,600.612121 · Salary Payable 4,375.312122 · Accrued Payroll Tax 105.522123 · Accrued PTO/Vacation 30,221.652200 · Sales Tax Payable 762.652250 · Retirement Contribution Payable 493.342265 · PERS 457 Payable 1,676.832320 · Prepaid Rents 86,927.16

5:07 PM Big Bear Airport District04/05/12 Balance SheetAccrual Basis As of February 29, 2012

Page 1Packet Page 6

Feb 29, 12

Total Other Current Liabilities 167,163.07

Total Current Liabilities 238,408.85

Long Term Liabilities2620 · OPEB/GASB45 129,255.00

Total Long Term Liabilities 129,255.00

Total Liabilities 367,663.85

Equity3900 · Retained Earnings 24,807,681.27Net Income -123,707.56

Total Equity 24,683,973.71

TOTAL LIABILITIES & EQUITY 25,051,637.56

5:07 PM Big Bear Airport District04/05/12 Balance SheetAccrual Basis As of February 29, 2012

Page 2Packet Page 7

Date Memo Amount

Visa2/29/2012 SWAAE-Monterey - meals 104.902/29/2012 SWAAE - rental car 178.712/29/2012 SWAAE - lodging 887.122/29/2012 SWAAE - additional workshop 100.002/29/2012 Gas for Durango 64.352/29/2012 Degreaser pump ($32.40 to Evergreen) 64.812/29/2012 Y-1 hazmat inspection 605.002/29/2012 SWAN lodging 139.382/29/2012 C of C donation/Pilots' lounge supplies 120.00

Total Visa 2,264.27

TOTAL 2,264.27

3:38 PM Big Bear Airport District03/28/12 VISA Expense DetailAccrual Basis February 2012

Page 1Packet Page 8

5:38 PM

Big Bear Airport District

03112112

Reconciliation Summary1122 • First Mountain Bank Checking, Period Ending 02129/2012

Feb 29, 12

Beginning BalanceCleared Transactions

Deposits and Credits - 1 item

1,886.14

12.00

Total Cleared Transactions 12.00

Cleared Balance 1,898.14

Register Balance as of 02129/2012 1,898.14Ending Balance 1,898.14

Page 1

Packet Page 9

Big Bear Airport DistrictReconciliation Summary

1130 • Union Bank Checking, Period Ending 02129/2012

Feb 29, 12

Beginning Balance

105,297.72Cleared Transactions

Checks and Payments - 67 items

-415,503.92Deposits and Credits - 60 items

356,952.64

Total Cleared Transactions

-58,551.28

Cleared Balance

46,746.44

Uncleared TransactionsChecks and Payments - 15 items

-6,353.15Deposits and Credits - 2 items

12,709.55

Total Uncleared Transactions

6,356.40

Register Balance as of 0212912012

53,102.84

New TransactionsChecks and Payments - 20 items

-110,547.87Deposits and Credits - 12 items

41,850.73

Total New Transactions

-68,697.14

Ending Balance

-15,594.30

Page 1Packet Page 10

Date Num Name Memo Amount

2/4/2012 1524 PERS - Retirement PP ending 2/4/12 -2,032.59*** Missing numbers here ***2/1/2012 1532 PERS - Medical February premium - PERS Medical EF... -7,747.58*** Missing numbers here ***2/18/2012 1547 PP ending 2/18/12 -2,032.61*** Missing numbers here ***2/6/2012 5545 Bad Bear Sportswear T-shirts, jkts., ballcaps -604.002/6/2012 5546 De Lage Landen Sharp copier lease payment -111.582/6/2012 5547 Pacific Bldg Svcs & Maint Inc Weekend restroom svc. Jan. -160.002/6/2012 5548 Riffenburgh Lumber, Inc. January charges -1,022.322/6/2012 5549 Shred-it, Inc. Monthly shredding service -60.002/6/2012 5550 Zee Medical First aid supplies -52.792/13/2012 5551 BBC Saw Works, Inc Snow plow repair -151.832/13/2012 5552 Big Bear Grizzly January chgs. -3,351.522/13/2012 5553 Charter Business 2/8/12 to 3/7/12 -340.692/13/2012 5554 Mountain Water Company Hot/cold dispenser + H20 -24.752/13/2012 5555 Nativescapes, Inc. Landscaping/erosion control -2,890.002/13/2012 5556 Paper Clip Stationers January charges -316.532/13/2012 5557 Shawn Washington Accountancy... General acctg. svcs.-details available -664.622/13/2012 5558 Ultrasafe Security Security system monitoring - March -322.502/13/2012 5559 Verizon Fax Line 1/28/12 to 2/27/12 -47.372/13/2012 5560 VSA Airports, Inc. AIP-19 bid advertising -4,262.002/15/2012 5561 Epic Aviation LLC 8000 Gallons 100LL -37,090.152/21/2012 5562 Connelly Pumping Services, LLC Port-a-potty service -145.012/21/2012 5563 Epic Aviation LLC (2) 100LL nozzles -973.332/21/2012 5564 Fed-Ex January shipping charges -27.382/21/2012 5565 Graybar Financial Services, LLC Phone system lease payment -98.372/21/2012 5566 Healthplan Services March premium -1,232.572/21/2012 5567 Lewis Brisbois Bisgaard & Smith ... Dec.chgs + Wang vs BBAD -2,919.322/21/2012 5568 POMA Distributing Co. 500 gal.unleaded/578.2 gal.diesel -4,401.602/21/2012 5569 Prist 60 gal.Prist + dryer tubes -993.002/21/2012 5570 Queen Termite Monthly pest control service -145.002/21/2012 5571 Vaisala, Inc. AWOS service 1/15/12 to 2/14/12 -100.002/28/2012 5572 Pacific Telemanagement Service... Pay phone - March 2012 -82.642/28/2012 5573 Patriot Environmental Lab Servic... Haz-Mat Inspection-Y-1 -605.002/28/2012 5574 Principal Financial Group March premium -250.002/28/2012 5575 Visa January charges - details available -2,521.18*** Missing numbers here ***2/1/2012 28554 Joe Mortimore Purchase of Hangar GLX-#21 -34,000.002/7/2012 28555 Breezy's Aviation Jan. CC sales -200.862/7/2012 28556 Cindy Venuto (Spingraphics) Promo & coordination -437.502/7/2012 28557 Epic Aviation LLC 4000 gallons Jet A -14,968.412/7/2012 28558 Goss, Ryan Feb. cell phone -50.002/7/2012 28559 Gwaltney, James "Pete" Feb. cell phone -50.002/7/2012 28560 Hoover, Tom Feb. cell phone -50.002/7/2012 28561 Napa Auto Parts, Inc. Wiper blades, rags -83.592/7/2012 28562 Petty Cash-Vendor Jan. charges -158.312/7/2012 28563 United Services International Bd. Sec. chgs - Wk ending 2/3/12 -404.252/14/2012 28564 Baker, Steven H. Monthly reimbursement-February -100.002/14/2012 28565 CalPERS 457 Plan - ING PP ending 2/4/12 -1,265.902/14/2012 28566 Knight, Chuck Monthly reimbursement-February -100.002/14/2012 28567 Smith, Julie Monthly reimbursement-February -100.002/14/2012 28568 Steube, Gary Monthly reimbursement-February -100.002/14/2012 28569 United Services International Bd.Sec.chgs - Wk ending 2/10/12 -336.002/15/2012 28570 Pughe, Mike Jr. Roll-off container/dump fees -995.092/22/2012 28571 First Mountain Bank To transfer funds for CD investment -240,000.002/22/2012 28572 Bear Valley Electric Airport accounts -9,955.272/22/2012 28573 Big Bear City CSD. Dumpster fees as of 1/27/12 -429.002/22/2012 28574 Fitzmaurice Productions, Inc. Refund - RV Space B -25.002/22/2012 28575 Southwest Gas 1/16/12 to 2/14/12 -1,018.532/22/2012 28576 United Services International Bd.Sec.svcs - Wk ending 2/17/12 -320.252/28/2012 28577 CalPERS 457 Plan - ING PP ending 2/18/12 -1,265.902/28/2012 28578 United Services International Bd.Sec.chgs - Wk ending 2/24/12 -278.25

4:31 PM Big Bear Airport District03/28/12 Monthly Check Report

February 2012

Page 1Packet Page 11

Monthly Investment ReportFebruary 2012/FYTD

              Agency Opening 

Balance          

Deposit/ 

Withdrawal

Interest 

Earned

FYTD 

Interest 

Earned

Maturity DateClosing Balance

LAIF $4,599,200.43 ($1,000,000) $4,436.71 $4,436.71 $3,603,637.14

$300,000 $4,417.61 $8,854.32 $3,908,054.75

($240,000) $3,668,054.75

Wells Fargo Securities $1,000,000.00 $2.03 $2.03        7/31/13 $1,000,002.03

(temporary money market acct.) ($1,000,000) $1.92 $3.95 $3.95

Bank of China NY $200,000.00 8/8/2013 $200,000.00

BMW Bank of NA $200,000.00 2/10/2014 $200,000.00

Safra Nat'l Bank NY $200,000.00 2/9/2015 $200,000.00

Ally Bank Midvale UT $200,000.00 2/8/2016 $200,000.00

Goldman Sachs BK USA $200,000.00 2/8/2017 $200,000.00

Total $1,000,003.95

First Mtn. Bank $240,000.00 $293.65 $293.65 2/22/15 $240,293.65

Packet Page 12

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Fuel Sales Comparison

Jan-12 Gallons Dollars COGS Gross Rev. over Exp.

Jet A 4262 $16,651 $15,683 $968

100LL 12642 $60,305 $55,064 $5,241

Total 16904 $76,956 $70,747 $6,209

Feb-12Jet A 3765 $16,608 $13,327 $3,281

100LL 10562 $52,159 $48,832 $3,327

Total 14327 $68,767 $62,159 $6,608

January-February Difference

Jet A (497) ($43) ($2,356) $2,313

100LL (2080) ($8,146) ($6,232) ($1,914)

Total (2577) ($8,189) ($8,588) $399

Packet Page 14

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BIG BEAR AIRPORT DISTRICT PURCHASING POLICY

Effective 4/1/12

1.0 Purpose and Scope

This Article provides criteria and procedures for a) the purchase of supplies and equipment

b) public works construction (“public works”) projects; and c) contracting for professional

services. Nothing herein supersedes applicable provisions of state or federal laws or regulations.

(a) Purchases of Supplies or Equipment or Public Works Projects estimated to Cost More

than $10,000: When the estimated cost of public works and/or supplies or equipment is $10,000

or less, and is included within the approved or amended budget, the General Manager shall arrange

for informal bids and shall award the contract to the lowest responsible bidder without additional

Board approval The General Manager shall endeavor to obtain at least three informal bids or note

why three informal bids could not be obtained. “Informal” bids mean those solicited by telephone

or email without a formal bidding process.

(c) Purchases of More than $10,000: When the estimated cost of construction and/or

supplies and equipment of a project is more than $10,000, and is included within the approved or

amended budget, the District shall comply with the requirements of state law, including but not

limited to those in the Public Contracts Code and prevailing wage as applicable, as those may be

revised from time to time. The General Manager shall solicit formal bids as set out here.

Notwithstanding, the General Manager or Board may determine to reject all bids and re-advertise

or perform the work through force account. In the event there are no bids, the General Manager

may proceed in the open market. When bids are received, the contract shall be awarded to the

lowest responsive and responsible bidder.

(d) As used herein, “public works construction shall have the meaning set out in Public

Contracts Code Section 1101;

2.0 Exceptions to Formal Bidding Requirements

Bidding requirements (but not required contract provisions) may be dispensed with when:

(a) The cost of the supplies or equipment is established by Federal, State or local

regulation such as is the case with certain types of utility service, e.g. telephone, telegraph,

light, power and water, and supplies and equipment appurtenant thereto.

(b) An emergency exists with respect to supplies or equipment and the procedures

Packet Page 17

of Public Contracts Code Section 22050 are followed as set out below in Section 5 and to the

extent they are applicable.

(c) The supplies or equipment are readily available only from one or two sources

in which event the reason for specifying the acceptable article shall be noted.

(d) A public agency recently has obtained the same supplies or equipment using a

bid process equivalent to that of the District.

3.0 Insurance and Indemnification Requirements

(a) All public works contracts, contracts for supplies and equipment, contracts for

professional services and purchase orders shall require proof of proper liability and

Workmen’s Compensation insurance. The type and amount of insurance shall meet the

requirements set out by the District’s insurer, which shall not be less than $1 million

combined single limit general commercial liability insurance with an endorsement naming

the District, its officers, agents, employees and authorized volunteers as additional named

insureds. Worker’s Compensation insurance shall be in an amount required by the State of

California with proof of coverage acceptable to District.

(b) All such contracts shall contain an indemnification of the District acceptable

to the General Manager and District Counsel.

4.0 Notice Inviting Formal Bids

Notices inviting formal bids (“Notice Inviting Bids”) shall include a general description

of the supplies, equipment or public works construction required, shall state where bid

documents and specifications may be secured and the time and place for opening bids.

a) Published Notice: Notices inviting formal bids shall be published at least 14

calendar days prior to opening the bids.

b) Bulletin board notice: The General Manager or his designee shall advertise the

pending formal bids by posting a notice on the public bulletin board at the District office and on

the District website.

c) Other notices: The General Manager or his designee shall advertise the pending

bid by whatever other means are required by law or regulation or to obtain the greatest number

of responsive and responsible bidders.

Packet Page 18

5.0 Bidder’s security

When a public works project is involved, and in other cases when deemed necessary by

the General Manager, the Notice Inviting Bids shall require that formal bids be accompanied

by a bidder’s bond. The bidder’s bond may be cash, cashier’s check, certified check or surety

bond, in a sum equal to ten percent (10%) of the total aggregate of the bid. Bidders shall be

entitled to return of bid security; provided, however, that a successful bidder shall forfeit his

bid security upon his refusal or failure to execute the contract within ten calendar days after the

notice of award of contract has been mailed, unless the District is solely responsible for the

delay in executing the contract. Upon the refusal or failure of the successful bidder to execute

the contract, the Board may award the bid to the next lowest responsible bidder who is willing

to execute the contract, or may reject all bids and re-advertise.

6.0 Other formal bond requirements

Both faithful performance bond and labor and material bonds shall be required for all

public works projects, each in an amount reasonably necessary to protect the best interests of

the District (generally 100% of the bid amount). In addition, the Board shall have authority to

require a faithful performance bond or other bonds before entering into a contract other than a

public project contract. The form amount of such bonds shall be designated in the Notice

Inviting Bids. The form of bonds shall be that set forth in Govt. Code 66499.

7.0 Formal bid opening procedure

Sealed bids shall be submitted to the General Manager and shall be identified as “bids”

on the envelope. The General Manager or his designee publicly shall open all bids at the time

and place stated in the public notices. A tabulation of all bids received shall be available for

public inspection in the District office during regular business hours for a period of not fewer

than thirty (30) calendar days after the bid opening.

8.0 Rejection of formal bids

At its discretion, the Board may reject any and all bids presented and may cause

re-advertising for bids pursuant to the procedures set out here. However, when all bids exceed

the authorized budgeted amount, the District may authorize rejection of all bids and authorize

rebidding based upon the original specifications or as they may be modified, in accordance

with procedures prescribed herein.

9.0 Award of formal bid contracts

Except as otherwise provided herein, formal bid contracts shall be awarded by the

District Board to the lowest responsive and responsible bidder. The determination of “lowest

Packet Page 19

responsive and responsible bidder” shall be at the discretion of the Board pursuant to state law

requirements and findings and recommendations presented at the time of award of contract.

10.0 Tied formal bids

If two or more formal bids received are for the same total amount or unit price, quality

and service being equal, and if the public interest will not permit the delay of re-advertising for

bids, the Board in its discretion may accept the one it chooses or accept the lowest bid made by

and after negotiation with the tie bidders at the time of the bid opening or award of contract.

11.0 No formal bids

When no formal bids or no responsive and responsible bids are received, the District

Manager is authorized to negotiate for written proposals in the open market, and his

recommendation shall be presented to the Board for an award. Notwithstanding, the

requirements for a written contract, bonds, and other state law requirements shall apply to the

bidder selected.

12.0 Emergency Supplies and Repairs

(a) By 4/5’s vote, the Board may authorize procurement of labor or materials

without bidding to make emergency repairs or replacements. Such authorization shall be

based on substantial evidence set forth in the minutes of the next regular or special meeting

that the emergency will not permit delay and action is necessary to respond to the emergency.

The need to continue or terminate the authorization shall be reviewed at each subsequent

regular meeting until the emergency subsides or the work is complete.

Notwithstanding, the General Manager may authorize the procurement of labor or

materials without bidding to make emergency repairs or replacements when a meeting of the

Board cannot be commenced to authorize emergency action in a timely manner. The General

Manager shall report to the Board within seven (7) days of the emergency or at the next regular

meeting scheduled within fourteen (14) days after the action. The report shall describe the

emergency and reasons justifying the emergency action. At every regular meeting following

the General Manager’s action, the Board shall determine by 4/5’s vote whether the need for

emergency action continues.

13.0 Professional Services

Professional services are not subject to the bidding procedures set out here. Such

services shall be obtained in accordance with procedures determined by the General Manager

and Board to be consistent with the type of services to be provided. In general, for

Packet Page 20

professional services contracts under $10,000, the General Manager shall solicit informal

written proposals from qualified professionals and shall select the best proposal in terms of

both service and cost for presentation to the Board. For professional services contracts over

$10,000, the General Manager shall solicit written proposals from qualified professionals.

Proposals shall consist of outlines of the work to be accomplished. The General Manager

shall recommend what he or she believes to be the best proposal to the Board, which may

accept, reject it, request additional proposals or take other appropriate action. The best

proposal is not necessary the lowest possible cost. The General Manager or Board may

conduct interviews. The General Manager will then negotiate a contract for Board approval

with the firm which is acceptable to the Board.

14. Purchase Orders: Purchases of supplies and equipment may be made by

contract or by purchase order. A purchase order shall be issued using the form approved by

the District and as authorized by the General Manager or his designee, with Board approval

as otherwise required by this Policy.

Packet Page 21

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Packet Page 22

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Packet Page 23

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Packet Page 24

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Packet Page 25

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Packet Page 26

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Packet Page 27