To: Board of Supervisors
From: Internal Operations Committee
Report Title: Administrative Bulletin (AB) 527 “Capital Projects and Real Estate Services
☐Recommendation of the County Administrator ☒ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE Administrative Bulletin (AB) 527 “Capital Projects and Real Estate Services”.
FISCAL IMPACT:
No fiscal impact
BACKGROUND:
|
Referral History: |
|
County Ordinance Code Section 24-4.008 requires the County Administrator to develop a system of Administrative Bulletins, which are designed to provide guidance to County departments to ensure compliance with County policy and practices. From time-to-time it is necessary to review Administrative Bulletins for potential updates to the underlying policy or to make sure that the guidance being provided to departments reflects current best practices. Depending on the subject and materiality of the proposed policy, Administrative Bulletins can be updated administratively or submitted for review by the Board of Supervisors, including its standing committees. The County maintains policies outlining procedures for the procurement of materials, supplies and services to assist departments in their service delivery goals. Over the past 50+ years these policies and procedures have been codified in a patchwork of ordinances, resolutions, administrative bulletins and simple memorandums with no consistent review and update process. At times, it is difficult to find supporting documentation for procurement processes that County departments work through day-to-day. On April 24, 2023, the Board of Supervisors referred to the Internal Operations Committee a review of several, dated Administrative Bulletins, including Administrative Bulletins No. 525, "Office Space," No. 525.1 “Requesting Real Estate and Capital Project Services,” and No. 526 “Real Estate Asset Management Policy” at the recommendation of the County Administrator. The County Administrator’s Office also included Administrative Bulletin No. 510 “Work Orders, Buildings and Grounds” to this effort based on subject matter overlap. |
|
Referral Update: |
On September 20, 2022, the Board of Supervisors adopted a 20-year Capital Facilities Master Plan <https://www.contracosta.ca.gov/DocumentCenter/View/77500/Contra-Costa-County_Facilities-Master-Plan-2022_Report> (CFMP) to guide budget decisions on capital facilities spending in subsequent fiscal years. Previously, Contra Costa County had not adopted a Capital Facilities Master Plan since fiscal year 1999-2000, which was approved by the Board on January 25, 2000. The 2022 Capital Facilities Master Plan serves as the primary policy document for all capital facilities planning, with the exception of those facilities operated by the Health Services Department and County detention facilities. For this reason, it is appropriate to review this suite of Administrative Bulletins for update or possible repeal.
The County Administrator staff and Public Works staff wrote and revised a new combined Administrative Bulletin No. 527 to replace and supersede the four outdated bulletins. The new proposed combined version is attached for reference.
|
Summary of Primary Revisions The proposed revisions to Administrative Bulletin No. 527, include the following: • New procedures for review and approval of Real Estate and Capital Project requests with dual review in the County Administrator’s Office for consistency with the CFMP and financial resources. • Adding Capital Projects requests to the annual budget preparation cycle for approval with the fiscal year budget. • Defining Capital Project types with examples and priorities for each type. • Refining project delivery methodology based on project cost and type. |
Internal Operations Committee
The Internal Operations (IO) Committee considered AB 527 at its June 10, 2024, meeting. The IO committee discussed AB 527 and approved forwarding it to the full Board with no recommended changes.
CONSEQUENCE OF NEGATIVE ACTION:
If the Board does not approve AB 527 the County’s administrative bulletins governing capital projects and real estate services will remain outdated and contain references to procedures and forms that are no longer in use.