October 26, 2006
(For Board: November 17, 2006)

 

REPORT OF THE BUILDING AND OPERATING COMMITTEE

 

Honorable Board of Directors
Golden Gate Bridge, Highway
  and Transportation District

Honorable Members:

A meeting of the Building and Operating Committee was held in the Board Room, Administration Building, Toll Plaza, San Francisco, California, on Thursday, October 26, 2006, at 10:00 a.m., Chair Eddie presiding.

Committee Members Present (7): Chair Eddie; Vice Chair Reilly; Directors Hernández, Martini, Moylan and Stroeh; President Middlebrook (Ex Officio)

Committee Members Absent (2): Directors Ammiano and Boro

Other Directors Present (2): Directors Cochran and Newhouse Segal

Staff Present: General Manager Celia G. Kupersmith; District Engineer Denis J. Mulligan; Auditor-Controller Joseph M. Wire; Secretary of the District Janet S. Tarantino; Attorney David J. Miller; Deputy General Manager/Bridge Division Kary H. Witt; Deputy General Manager/Bus Division Susan C. Chiaroni; Deputy General Manager/Ferry Division James P. Swindler; Public Affairs Director Mary C. Currie; Director of Planning Alan R. Zahradnik; Director of Human Resources Larry Daniel; Executive Assistant to the General Manager Amorette Ko; Assistant Clerk of the Board Patsy Whala

Visitors Present: Robert Gave, Project Manager, Booz Allen Hamilton, Inc.

     
1.
Authorize Execution of a Professional Services Agreement with Booz Allen Hamilton, Inc., Relative to RFP No. 2007-BT-1, Consultant to Provide Design Services for Radio Replacement and Intelligent Transportation System
     
 

In a memorandum to Committee, Director of Planning Alan Zahradnik, Deputy General Manager/Administration and Development Teri Mantony, Deputy General Manager/Bridge Division Kary Witt, Deputy General Manager/Bus Division Susan Chiaroni, Deputy General Manager/Ferry Division James Swindler and General Manager Celia Kupersmith reported on staff’s recommendation to authorize execution of a Professional Services Agreement with Booz Allen Hamilton, Inc., for consultant services to design, procure and implement the radio replacement and intelligent transportation system.

The report stated that the District’s 10-year capital plan includes $10 million for a project to replace the existing radio system used by the Bridge, Bus and Ferry divisions due to the age and the increasing challenges to maintain obsolete equipment. The new intelligent transportation system (ITS) technologies will improve information gathering, use and distribution, which could increase performance and enhance customer service. In consideration of new federal guidelines on ITS projects, staff developed a “Concept of Operations” (ConOps) that describes the necessity for the District to improve its radio communications.

The report stated that on June 16, 2006, District staff issued a Request for Proposals (RFP) No. 2007-BT-1, Consultant to Provide Design Services for Radio Replacement and Intelligent Transportation System, which included the ConOps. The scope of consultant services sought by the District is divided into the following three phases: 1) Phase 1: Evaluating and Designing the Radio and ITS System; 2) Phase 2: Preparing bid specifications and Assisting with Proposal Evaluation and Selection; and, 3) Phase 3: Option to Provide Implementation Services for the New Radio and ITS Systems.

The report also stated that on July 28, 2006, the Office of the District Secretary received five proposals and that the proposals were reviewed by an Evaluation Panel consisting of District staff. Three consultant teams were removed as not being cost competitive. The Evaluation Panel evaluated and ranked the remaining two consultants using criteria prescribed in the RFP to determine the best qualified consultant. The criteria included: 1) consultant team qualifications and experience; 2) project understanding and approach; 3) consultant’s capabilities; and, 4) cost proposal. The final ranking of the consultants is as follows:

  1. Booz Allen Hamilton, Inc.
  2.

Macro Corporation

     
 

The Evaluation Panel agreed that the top-ranked consultant is the best qualified to perform these services and staff recommends authorizing execution of a Professional Services Agreement with Booz Allen Hamilton, Inc. (BAH), in an amount not to exceed $571,173. The proposal submitted by BAH offered more hours at a lower hourly rate, demonstrated a higher time commitment that seems reasonable for the work required; and, its project team members offered expert leadership and experience (successfully implemented a similar radio/ITS system at Santa Clara Valley Transportation Authority). In addition, BAH has complied with Disadvantaged Business Enterprise (DBE) requirements applicable to this project; and, although no specific DBE goal was established for this contract, the District anticipates an 8% DBE participation.

The report further stated that $10 million has been included in the FY 06/07 Bus Division Capital Budget, with $5.4 million in Federal Transit Administration (FTA) funds and $4.6 million in District funds (54% Federal/46% District). An additional $2.5 million FTA funds are programmed for this project; and, once these funds are secured in a federal grant, the District’s share will be reduced by $2.5 million (79% Federal/21% District). A copy of the report is available from the Office of the District Secretary and on the District’s web site.

Staff recommended and the Committee concurred by motion made and seconded by Directors STROEH/MOYLAN to forward the following recommendation to the Board of Directors for its consideration:

     
 
RECOMMENDATION
     
 

The Building and Operating Committee recommends that the Board of Directors authorize execution of a Professional Services Agreement with Booz Allen Hamilton, Inc., in an amount not to exceed $571,173, relative to Request for Proposals (RFP) No. 2007-BT-1, Consultant to Provide Design Services for Radio Replacement and Intelligent Transportation System, to replace the existing radio system used by the Bridge, Bus and Ferry Divisions; with the understanding that requisite funds (79% Federal/21% District) are available in the FY 06/07 Bus Transit Division Capital Budget.

Action by the Board – Resolution
NON-CONSENT CALENDAR

     
 
AYES (5):     Chair Eddie; Directors Hernández, Martini, Moylan and Stroeh
NOES (0):     None
ABSENT (4): Vice Chair Reilly; Directors Ammiano and Boro; President Middlebrook (Ex Officio)
     
 
[Note:  The above recommendation will be forwarded to the Board of Directors meeting of October 27, 2006, for action.]
     
2.
Authorize Execution of Change Order No. 1 to Contract No. 2007-FT-1, Larkspur Ferry Terminal Channel Maintenance Dredging, with Dutra Dredging Company for Dredging Additional Sediment Material
     
 

In a memorandum to Committee, Deputy District Engineer Ewa Bauer, District Engineer Denis Mulligan and General Manager Celia Kupersmith reported on staff’s recommendation to authorize execution of Change Order No. 1 to Contract No. 2007-FT-1, Larkspur Ferry Terminal Channel Maintenance Dredging, for dredging an additional 45,418 cubic yards of sediment material.

The report stated the Board of Directors, by Resolution No. 2006-037 at its meeting of May 12, 2006, authorized award of Contract No. 2007-FT-1 to Dutra Dredging Company (Dutra), in the amount of $3,101,500, to perform maintenance dredging of the approximately two-mile long navigational channel and turning basin at the Larkspur Ferry Terminal.  The bid documents specified that the estimated amount of sediment material to be removed was 300,000 cubic yards; however, based upon a post-dredge hydrographic survey performed at the completion of the project, the final volume of sediment actually dredged turned out to be 375,418 cubic yards.  In accordance with Contract terms, the District is recommending that Change Order No. 1 be issued to compensate Dutra $411,032.90 for the additional 45,418 cubic yards of material dredged.  Funds in the amount of $461,000 are available in the FY 05/06 Ferry Transit Division Capital Budget, with 80% Federal funds and 20% District funds.  A copy of the report is available from the Office of the District Secretary and on the District’s web site.

Staff recommended and the Committee concurred by motion made and seconded by Directors HERNÁNDEZ/MARTINI to forward the following recommendation to the Board of Directors for its consideration:
     
 
RECOMMENDATION
     
 

The Building and Operating Committee recommends that the Board of Directors authorize execution of Change Order No. 1 to Contract No. 2007-FT-1, Larkspur Ferry Terminal Channel Maintenance Dredging, with Dutra Dredging Company, in the amount of $411,032.90, for dredging 45,418 cubic yards of additional sediment material; with the understanding that requisite funds (80% Federal/20% District) are available in the FY 06/07 Ferry Transit Division Capital Budget.

Action by the Board – Resolution
NON-CONSENT CALENDAR

     
 
AYES (5):    Chair Eddie; Directors Hernández, Martini and Moylan; President Middlebrook (Ex Officio)
NOES (0):    None
ABSENT (3): Vice Chair Reilly; Directors Ammiano and Boro
ABSTAIN (1): Director Stroeh
     
 

[Note:  The above recommendation will be forwarded to the Board of Directors meeting of October 27, 2006, for action.]

     
3. Approve Actions Relative to the Award of Contract No. 2007-FT-7, Vessel Refurbishment, to Bay Ship & Yacht Co.
     
 

In a memorandum to Committee, Deputy General Manager/Ferry Division James Swindler and General Manager Celia Kupersmith reported on staff’s recommendation to award Contract No. 2007-FT-7, Vessel Refurbishment, to Bay Ship & Yacht Co., Alameda, CA, to upgrade and refurbish the interior and exterior passenger spaces on the M.S. Marin.

The report provided background information on all the Spaulding vessels (M.S. Sonoma, M.S. San Francisco, and M.S. Marin), including a description of previous upgrades to the engines and main propulsion elements, as well as routine maintenance of the Spaulding vessels.  The report noted that in the almost thirty years that the vessels have been in service, only routine maintenance and repairs have been undertaken to improve the interior and exterior passenger spaces.  Consequently, the vessel’s passenger spaces are in desperate need of upgrade.  The work to be completed on the M.S. Marin will focus primarily on passenger space furnishings and systems, including a new modern handicap lift that complies with Americans with Disabilities Act (ADA) rules for passenger vessels.  Because this vessel will be used primarily on the San Francisco/Sausalito route, a designated area was given to accommodate bicycle stowage on the lower (main) deck aft.

The report stated that the District advertised Contract No. 2007-FT-4, Vessel Refurbishment, for bids and received no responses.  The District decided to re-bid this project, and in an effort to encourage participation, staff contacted and mailed bid documents to 11 shipyards on the West Coast.  On October 12, 2006, a single bid was submitted by Bay Ship & Yacht Co.  The bid specifications for Contract No. 2007-FT-7 included Category “A” and Category “B.”   The specifications required that all items in Category “A” be completed, and that the District has the discretion to award all, some or none of the items in Category “B.”  Staff recommends that all items in Category “A, in the amount of $5,522,746, and certain items in Category “B”, in an amount not to exceed $676,886, for a total bid amount of $6,199,632, be awarded to Bay Ship & Yacht Co.  The bidder has complied with DBE requirements applicable to this contract, although no DBE participation is anticipated during the performance of the project.

Funds in the amount of $6,500,000 have been included in the FY 06/07 Ferry Transit Division Capital Budget (80% Federal/20% District).   In order to fully fund this project, a budget increase is required in the amount of $700,000, to be funded with $560,000 Federal Transit Administration (FTA) funds and $140,000 from District reserves, bringing the total cost of this contract to $7,200,000.  This budget increase is subject to the concurrence of the Finance-Auditing Committee.  In compliance with FTA regulations, staff conducted a cost analysis of the sole bid and determined that the bid price is reasonable.  A copy of the report is available from the Office of the District Secretary and on the District’s web site.

At the meeting, Mr. Swindler summarized the staff report.  He described the condition of the Spaulding vessels, stating that mechanical upgrades have been performed on these vessels, but upgrades to the passenger spaces have not been done since the vessels have been in service.  He further noted that the Spaulding vessels are now used to provide service to and from San Francisco and Sausalito, are used for special events and are available for weekend ferry service when necessary.

Discussion ensued, including the following:
     
 
  • Director Eddie inquired as to whether the work includes painting the ship’s hull.  In response, Mr. Swindler stated that the bid specifications call for painting the ship’s hull and that funds are available in the contract contingency for costs associated with any unforeseen damage to the hull that may be discovered during the course of the work.
     
 
  • Director Martini made the following comments and inquiries:
    • He inquired as to the life expectancy and the depreciation of the vessel. Also, he inquired whether costs for the refurbishment are recovered through the collection of fares. In response, Mr. Swindler stated that the upgrades to the passenger spaces on the vessel should extend the life of the M.S Marin by 15 to 20 years. In addition, Mr. Wire stated that accounting principles depreciate funds from outside sources separately from District funds, since the vessels were purchased with 80% grant funds and 20% District funds. Mr. Wire further noted that the District incurs a cost when assets are depreciated and that those costs will be recovered in future years through the budget process.
    • He inquired as to the whether the District would be proceeding with the purchase of a new vessel. In response, Ms. Kupersmith stated that, approximately four years ago, staff recommended and the Board approved the refurbishment of the District’s three Spaulding vessels, rather than purchase new Spaulding vessels. Further, she stated that since that time, staff recommended and the Board approved, due to increased ferry ridership, the purchase of a new high-speed vessel to replace one of the Spaulding vessels. In addition, Ms. Kupersmith stated that funds are available to: 1) refurbish one of the Spaulding vessels, the M.S. Marin; 2) to purchase a high-speed vessel to replace one of the Spaulding vessels; and, 3) to either replace or refurbish one of the Spaulding vessels, and will present a recommendation to the Committee/Board on this matter at a later date.
     
 
Staff recommended and the Committee concurred by motion made and seconded by Directors STROEH/MARTINI to forward the following recommendation to the Board of Directors for its consideration:
     
 
RECOMMENDATION
     
 
The Building and Operating Committee recommends that the Board of Directors approve the following actions relative to the award of Contract No. 2007-FT-7, Vessel Refurbishment:
  a.
Authorize award of Contract No. 2007-FT-7 to Bay Ship & Yacht Co., Alameda, CA, in the total amount of $6,199,632 (80% Federal/20% District), which includes all Category “A” items, in the amount of $5,522,746, and certain Category “B” items, in an amount not to exceed $676,886;
  b.
Authorize a contract contingency fund in the amount of $225,000; and,
  c.

Authorize a budget increase in the FY 06/07 Ferry Transit Division Capital Budget in the amount of $700,000, subject to the concurrence of the Finance-Auditing Committee at its meeting of October 26, 2006.

Action by the Board – Resolution
NON-CONSENT CALENDAR

     
  AYES (7):    Chair Eddie; Vice Chair Reilly; Directors Hernández, Martini, Moylan and Stroeh; President Middlebrook (Ex Officio)
NOES (0):    None
ABSENT (2): Directors Ammiano and Boro
     
 

[Note:  The above recommendation will be forwarded to the Board of Directors meeting of October 27, 2006, for action.]

     
4. Status Report from District Appointees on Sonoma-Marin Area Rail Transit (SMART) Board
     
 

The Committee was provided with a copy of the agenda for the October 18, 2006 meeting, and the minutes for the September 20, 2006 meeting of the Sonoma-Marin Area Rail Transit District (SMART).  Copies of these items are available in the Office of the District Secretary, as well as on the District’s web site.

At the meeting, Chair Eddie, one of the District’s representatives on the SMART Board of Directors (SMART Board), provided a brief summary of the meeting that was held on October 18, 2006, regarding the closed session item related to the Petaluma Trestle Bridge and Spur Relocation.  He stated that the SMART District is keenly interested in the results of the upcoming election on November 7, 2006, in which a two-thirds’ majority will determine the outcome of Measure R, the ballot measure for the one-quarter sales tax to fund SMART’s passenger rail service in Sonoma and Marin County.

Discussion ensued, including the following:
     
 
  • Director Martini commented that the Santa Rosa City Council took action in support of Measure R at its meeting on October 24, 2006.

Action by the Board – None Required

     
5.

Status Report on Engineering Projects

     
 

In a memorandum to Committee, District Engineer Denis Mulligan reported on current engineering projects. A copy of the report is available in the Office of the District Secretary and on the District’s web site.

Action by the Board – None Required

     
6.

Public Comment

     
 
Public comment was received relative to Item No. 1, above.
     
7.

Adjournment

     
 
All business having been concluded, the meeting was declared adjourned at 10:20 a.m.
     

 

Respectfully submitted,

/s/ James C. Eddie, Chair
Building and Operating Committee