[8/11/03, Item 9.6]

Measure F 2002 Citizen Bond Oversight Committee

C.C. Su, Chair

The Subcommittee has received copies of "SJUSD Procedures Manual" draft, sent from Turner Constructions on 7/22/2003. This version represents some visible progress beyond the last version; a number of sections now do contain the beginning of draft. Other sections are yet to be started.

The Subcommittee submits the following recommendations to CBOC and to Staff.

1. From the beginning, it was recommended that this document be created and maintained as one of SJUSD stand-alone procedures. During the July 21, 2003 meeting, CBOC reiterated its position to not have this document be Measure-F specific. In response, Staff stated that it shall be separated from the M-F Implementation Plan.

The most recent draft continues to state that the document is Measure F specific and continues to refer to specific Measure F vendors by name. We recommend that this document be separated immediately from the Implementation Plan and be written more generically to cover all funding sources (Measure F, Measure C, etc.)

2. We further recommend that it be created in a single MS Word compatible file. Word should be able to handle any publishing requirements. By using Word’s revision control features, the tasks of drafting, reviewing and revising this document will be more efficient. All reviewers, including the CBOC, should receive and review soft-copies with revision markers (red-lines) to identify changes since the prior version.

3. The document should include a section describing formal procedures for its on-going maintenance, including approval of release and revisions. It also should include another section containing its revision history.

4. Each contents page should carry header/footer block that includes current revision version and date.

5. This document must, and the current draft contains indications of attempting to, conform to various SJUSD policies, regulations and California state laws and statues. In so doing, and by directly re-stating various dollar-amounts for the purpose of clarity, it is likely that, any changes to these policies, regulations, laws and statues, will force corresponding revisions to this document, even though the prescribed procedures remain the same but are only being applied to new data. We encourage Staff to seek ways to achieve a balance between clarity and to minimize unnecessary revisions.

6. Similarly, in the sections that currently contain draft, the text makes recurring references to policies, regulations, laws and statues it conforms to. In so doing, it makes the text difficult to read and comprehend. We encourage Staff to seek ways to make the text easier for its users to comprehend.

7. The scope of this document is beyond the original assignment of this subcommittee — bidding and contracting. When all sections contain contents that require reviewing, we may request CBOC to assign additional members to review the added areas of scope:

1. General Information
2. Communication
3. Project Development
4. Professional Services
5. Design Phase.

Please refer to attachment (Table-of-contents.)

8. We request that a copy of the document’s Table-of-contents be attached to this report.

Subcommittee for Bid Process Review: