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VICTOR VALLEY WASTEWATER RECLAMATION AUTHORITY Board Of Commissioners Staff Report |
| TO: | VVWRA Board of Commissioners |
| FROM: | Darron Poulsen, General Manager |
| SUBMITTED BY: | Xiwei Wang, Accounting Supervisor |
| DATE: | 02/19/2026 |
| SUBJECT: | It is recommended that the Board of Commissioners adopt Resolution 2026-02 to amend the VVWRA procurement policy and to establish the limits for the purchasing authority of the newly created position of Assistant General Manager.
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| Fiscal Impact | N/A |
| Account Code: | |
| Funds Budgeted/ Approved: |
STAFF RECOMMENDATION
It is recommended that the Board of Commissioners adopt Resolution 2026-02 to amend the VVWRA procurement policy and to establish the limits for the purchasing authority of the newly created position of Assistant General Manager.
PREVIOUS ACTION(S)
On May 19, 2022 the Board of Commissioners adopt Resolution 2022-04 to amend the VVWRA purchasing policy to increase the purchasing authority of the General Manager and staff to the following levels:
General Manager Directors Supervisors Lead Staff Regular Staff
$75,000 $50,000 $15,000 $5,000 $500
On August 8, 2022 the Board of Commissioners authorized an amendment to the Procurement Policy under Resolution 2022-09 to address the change in the purchasing authority levels and to update positions that were approved by the Board of Commissioners in the FY 2022-23 Budget.
General Manager Directors Supervisors Lead Staff Regular Staff
$75,000 $50,000 $15,000 $5,000 $500
On August 8, 2022 the Board of Commissioners authorized an amendment to the Procurement Policy under Resolution 2022-09 to address the change in the purchasing authority levels and to update positions that were approved by the Board of Commissioners in the FY 2022-23 Budget.
BACKGROUND INFORMATION
Staff has undertaken a comprehensive review and revision of the VVWRA’s Procurement Policy as a part of VVWRA’s commitment to continuous improvement to its active policies. The updated policy reflects the organizational changes that took place during the FY 2026 Mid Year Budget Review process, as well as aligns with state guidelines on public works projects. These revisions are designed to improve the flexibility in procurement processes while maintaining the accountability in the use of public funds. Prior to bringing this item to the Board the amended document went through a legal review and was approved by VVWRA attorneys. The amended policy was also shared with the active participation of the member agencies for comments and suggestions on the revisions.
One of the notable changes proposed to the current Procurement Policy is the update grants the General Manager the authority to approve change orders within a reasonable degree. Under the new provision, the General Manager may authorize change orders to the existing contract up to 15% of the original contracted amount, up to a maximum of $75,000, provided a sufficient budget exists.
Another notable change is that the updated policy reflects the organizational changes made during the FY 2026 Mid Year Budget Review process by incorporating the new positions and revising spending authority levels; specifically provides the Assistant General Manager an authorized spending limit of $65,000. There are no changes made to the spending authority on other existing positions.
In addition, the selection process for the professional service agreements (PSA) has been updated to comply with the current legal requirements. The revised policy focuses on the requirement of Requests for Proposals (RFPs) for the selection of certain professional firms such as private architectural, landscape architectural, engineering, environmental, land surveying, or construction project management.
Lastly, the updated policy properly distinguishes bidding requirements for non-public works related projects from public works related projects by fully integrates the guidelines of the California Uniform Public Construction Cost Accounting Act (CUPCCAA), which VVWRA has opted into since 2009. This integration establishes clear procedures for informal and formal bidding on public works projects, including defined thresholds, notice requirements, and contractor qualification standards.
It is recommended that the Board of Commissioners adopt Resolution 2026-02, attached as Exhibit 1, to amend the VVWRA procurement policy and to establish the limits for the purchasing authority of the newly created position of Assistant General Manager.
One of the notable changes proposed to the current Procurement Policy is the update grants the General Manager the authority to approve change orders within a reasonable degree. Under the new provision, the General Manager may authorize change orders to the existing contract up to 15% of the original contracted amount, up to a maximum of $75,000, provided a sufficient budget exists.
Another notable change is that the updated policy reflects the organizational changes made during the FY 2026 Mid Year Budget Review process by incorporating the new positions and revising spending authority levels; specifically provides the Assistant General Manager an authorized spending limit of $65,000. There are no changes made to the spending authority on other existing positions.
In addition, the selection process for the professional service agreements (PSA) has been updated to comply with the current legal requirements. The revised policy focuses on the requirement of Requests for Proposals (RFPs) for the selection of certain professional firms such as private architectural, landscape architectural, engineering, environmental, land surveying, or construction project management.
Lastly, the updated policy properly distinguishes bidding requirements for non-public works related projects from public works related projects by fully integrates the guidelines of the California Uniform Public Construction Cost Accounting Act (CUPCCAA), which VVWRA has opted into since 2009. This integration establishes clear procedures for informal and formal bidding on public works projects, including defined thresholds, notice requirements, and contractor qualification standards.
It is recommended that the Board of Commissioners adopt Resolution 2026-02, attached as Exhibit 1, to amend the VVWRA procurement policy and to establish the limits for the purchasing authority of the newly created position of Assistant General Manager.