May 26, 2011

 

REPORT OF THE BUILDING AND OPERATING COMMITTEE/
COMMITTEE OF THE WHOLE

 

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

Honorable Members:

A meeting of the Building and Operating Committee/Committee of the Whole (Committee) was held in the Board Room, Administration Building, Toll Plaza, San Francisco, CA, on Thursday, May 26, 2011, at 10:00 a.m., Chair Eddie presiding.

Committee Members Present (6): Chair Eddie; Vice Chair Moylan; Directors Cochran, Stroeh and Theriault; President Reilly (Ex Officio)
Committee Members Absent (2): Directors Rabbitt and Renée
Other Directors Present (4): Directors Boro, Grosboll, Pahre and Snyder

Committee of the Whole Members Present (10): Directors Boro, Cochran, Moylan, Pahre, Snyder, Stroeh and Theriault; Second Vice President Grosboll; First Vice President Eddie; President Reilly (Ex Officio)
Committee of the Whole Members Absent (9): Directors Arnold, Brown, Campos, Chu, Elsbernd, Mar, Rabbitt, Renée and Sobel

Staff Present: General Manager Denis Mulligan; District Engineer Ewa Bauer; Auditor-Controller Joseph Wire; Secretary of the District Janet Tarantino; Attorney David Miller; Deputy General Manager/Bridge Division Kary Witt; Deputy General Manager/Bus Transit Division Teri Mantony; Deputy General Manager/Ferry Transit Division James Swindler; Director of Information Systems Robert Haar; Software Engineer Marvin Miller; Property Development and Management Specialist Norma Jellison; Public Affairs Director Mary Currie; Executive Assistant to the General Manager Amorette Ko; Assistant Clerk of the Board Lona Franklin

Visitors Present: None


 

     
1.
Approve Actions Relative to the Execution of a Professional Services Agreement with Information Access Systems, Inc., Regarding Request for Proposals No. 2011-D-1, Electronic Records Management System
     
  a.

Staff Report

In a memorandum to Committee, Software Engineer Marvin Miller, Director of Information Systems Robert Haar and General Manager Denis Mulligan reported on staff’s recommendation to approve actions relative to the execution of a Professional Services Agreement with Information Access Systems, Inc., in the amount of $208,950.00, for an Electronic Records Management System (ERMS), including the first year maintenance and support services; and, approve all other related actions.

The staff report stated that, in November 2008, the Auditor-Controller’s office began testing a prototype of an ERMS which could quickly determine whether a requested document was available and subsequently quickly retrieve the document in its original format. In addition, the report described the benefits of an ERMS, which include significant reductions in off- and on-site storage of paper documents and the costs associated with storage of these documents; significant labor efficiencies in the retrieval of a document or a group of documents; significant improvement in implementation of applicable law and Board policy regarding records retention; and, promotion of efficient electronic workflow for document routing and approvals.

The staff report stated that Request for Proposals (RFP) No. 2011-D-1 was advertised on January 4, 2011, and fourteen proposals were received in the District Secretary’s office by the deadline of January 18, 2011. An Evaluation Committee (Committee) met and, after its review of the proposals, unanimously selected the top five proposals, in accordance with the selection criteria specified in the RFP and invited the top scoring companies for an interview. Following interviews, the Committee determined that Information Access Systems, Inc. (IAS) was best qualified to perform the required services.

The staff report stated that the Disadvantaged Business Enterprise (DBE) Program Administrator has determined that IAS is not certified as a DBE and, therefore, no DBE participation is anticipated during the performance of this contract.

The ERMS Project is included in the FY 10/11 District Division Capital Budget at a total cost of $330,000.00 and is 100% grant funded with Public Transportation, Modernization, Improvement and Service Enhancement Account funds from the State I-Bond grant program. A copy of the staff report is available in the Office of the District Secretary and on the District’s web site.

At the meeting, Software Engineer Miller briefly summarized the staff report, stating that, once ERMS is implemented, the following three items may be necessary: (1) twenty additional concurrent user licenses; (2) disconnected scanning; and, (3) application enabler, to be implemented as needed. He indicated that the Auditor-Controller’s office, the Engineering department, the Environmental Health and Safety department, the Bus Safety and Training department, and the Bus Maintenance department will be the first offices to be trained in the use the ERMS. The system will be tested in these offices/departments for a period of time before being implemented District-wide.

He explained that, to find a document once ERMS has been implemented, will be far easier than locating hard copies. One will simply scan documents into ERMS and, when a document is needed, retrieve an electronic copy in its original format. The ERMS scanned documents will be searchable. In additional, documents can be indexed by subject, date or other classification, to make retrieval easier. He stated that, if the scanning of documents impacts the District’s network, the scanners could be disconnected and the servers updated overnight with minimal effect.

Discussion ensued, including the following comments and inquiries:

  • Director Pahre made the following inquiries:
    • She inquired as to how far back in time one can go to capture documents. In response, Mr. Miller stated that, at least initially, the project is planned to catalog documents from the day it is implemented. However, should the District so choose, previous documents could be scanned into the ERMS, either by District staff or by others employed for the task. Alternatively, documents could be scanned to CD.
    • She inquired as to whether there would be additional costs associated with entering older documents into the ERMS. Mr. Miller responded affirmatively.
  • Director Stroeh made the following comment and inquiry:
    • He inquired as to whether engineering drawings would also be included in the ERMS. Mr. Miller responded affirmatively.
    • He commented that it would be extremely important to preserve a back-up copy of each such drawing.
  • Director Snyder inquired as to whether adjustments are expected to staff costs. In response, Mr. Miller stated that neither additions to nor subtractions from costs have been identified.
  • Director Cochran made the following inquiries:
    • He inquired as to whether the District will be capable of updating the system when it becomes necessary. In response, Mr. Miller stated that information is stored in its original format. If the company with which we are dealing should go out of business, all documents can be retrieved and imported to another system. He indicated there are many vendors engaged in this type of work.
    • He inquired as to whether the District’s computerized systems that help maintain on-time bus and ferry service and provide information about arrival times, etc., will be integrated with the ERMS. In response, Mr. Miller stated that the two systems are completely different and are maintained and repaired differently, so such integration will not take place. He indicated that the proposed ERMS is for preservation and retrieval of documents.

Director Boro inquired as to the scope of the ERMS and whether the Board can be assured that employees will use the new system after they have received training. In response, Mr. Miller stated that users will be well trained, and departments will be added one by one. He stated that the District has an opportunity, via an ERMS, to change the way business is carried out. He stated that the user base is made up of people who are enthusiastic about the new system, and that the departments that will be trained first are eager to begin.

Staff recommended and the Committee concurred by motion made and seconded by Directors STROEH/COCHRAN 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 actions relative to Request for Proposals No. 2011-D-1, Electronic Records Management System, as follows:

    a
Authorize execution of a Professional Services Agreement with Information Access Systems, Inc., Orlando, FL, in an amount not to exceed $208,950.00;
    b.
Authorize the following items to be exercised at the General Manager’s discretion:
     
1.
Three options: (1) Twenty additional concurrent user licenses; (2) Disconnected scanning; and, (3) Application enabler to be implemented as needed; for a cumulative amount not to exceed $49,470.00; and,
     
2.
Maintenance and support services for the second through fifth years of the Agreement at an amount not to exceed $178,332.00; and,
    c.
Establish a Contingency Fund in the amount of $25,842.00;
   

with the understanding that requisite funds are available in the FY 10/11 District Division Capital Budget, at a total cost of $330,000.00; and that future years will be budgeted accordingly.

Action by the Board at its meeting of May 27, 2011 – Resolution
NON-CONSENT CALENDAR

AYES (10): Directors Boro, Cochran, Moylan, Pahre, Snyder, Stroeh and Theriault; Second Vice President Grosboll; First Vice President Eddie; President Reilly (Ex Officio)
NOES (0): None

         
2.

Authorize Execution of an Amendment to the License Agreement with American Tower, L.P., for Communications Equipment on Mt. Tamalpais

In a memorandum to Committee, Property Development and Management Specialist Norma Jellison, Planning Director Ron Downing and General Manager Denis Mulligan reported on staff’s recommendation to authorize execution of an Amendment to the License Agreement (Amendment) with American Tower, L.P. (American Tower), in the amount of $80,514.84 for the first year, for communications equipment on Mt. Tamalpais.

The staff report stated that the Board, by Resolution No. 2006-070, at its meeting of August 25, 2006, authorized execution of a License Agreement with American Tower, for five years, in the amount of $36,000.00 for the first year, with three five-year options, to include 4% annual increases for the initial five-year term and all options, automatically renewed unless terminated by either party, to operate the District’s communications equipment at the Mt. Tamalpais site. The first of three five-year renewal options will commence with the License Amendment effective June 1, 2011. New microwave and radio antennae and related equipment, associated with the Advanced Communication and Information Systems (ACIS) Project approved by the Board in 2006, will be installed at the Mt. Tamalpais tower site. Analysis of the existing License Agreement with American Tower was done to determine the need for a new or amended License Agreement. A copy of the staff report is available in the Office of the District Secretary and on the District’s web site.

At the meeting, Ms. Jellison stated that this is the first of several license amendments that are to come forward to implement ACIS. Each tower sight will see the installation of new equipment, requiring site owners to audit their associated site costs. She stated that the Mt. Tamalpais site is very large, and is occupied by many tenants in addition to the District. The addition of new equipment by the District will result in an increased monthly rent for the site. However, staff was able to negotiate a reduction in the annual rent escalator.

Discussion ensued, including the following comments and inquiries:

  • Director Stroeh inquired as to the ownership and operation of the Mt. Tamalpais site. In response, Ms. Jellison stated that the underlying land is owned by a public agency, but the property is managed by American Tower, L. P., which is aggressive in its fee structure.
  • Director Snyder inquired as to what choices other than the Mt. Tamalpais site the District has for placement of its communications equipment. In response, Ms. Jellison stated that suitable sites that are available to the District are few. Each tower site is strategically located to allow the District to send its signals throughout its service area. She indicated that staff had considered another site, but found the coverage inadequate. She stated that Mt. Tamalpais is a good site for the Bay Area. Mr. Mulligan added that structural modifications were required and the District’s lease is tied to modifications.
  • Director Boro commented that, in Marin County, it is easier to upgrade an existing site than to set up a new site.
  • President Reilly inquired as to the area of real estate the District occupies at the Mt. Tamalpais site. In response, Ms. Jellison stated that the District occupies minimal ground space. She added that television stations, the Marin County Emergency Response System and other public agencies are also located at that site.
  • Director Theriault made the following inquiries:
    • He inquired as to the role American Tower plays, and how their role affects maintenance at the site. In response, Ms. Jellison stated that American Tower is the site manager. They make sure that maintenance is done at the site, for example, to reduce fire danger; and, monitor the parties that use the towers for compliance with their respective agreements.
    • He inquired as to whether the District installs its own communications equipment or if it is done by others. In response, Ms. Jellison stated that some of the work is being done by District staff, and other work is being done by consultants under the ACIS Project.

Staff recommended and the Committee concurred by motion made and seconded by Directors BORO/COCHRAN 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 the First Amendment to the License Agreement, with American Tower, L.P., in the amount of $80,514.84 for the first year, for communications equipment on Mt. Tamalpais, as follows:

  a.
Retains the two remaining automatic five-year renewals, with a reduction in the annual cost escalator from 4% to 3%; and,
  b.
Authorizes a change in the anniversary date from July 1 to June 1;
 

with the understanding that requisite funds for the remaining fiscal years of the License Agreement will be included in the Bridge Division Operating Budget accordingly.

Action by the Board at its meeting of May 27, 2011 – Resolution
NON-CONSENT CALENDAR

AYES (10): Directors Boro, Cochran, Moylan, Pahre, Snyder, Stroeh and Theriault; Second Vice President Grosboll; First Vice President Eddie; President Reilly (Ex Officio)
NOES (0): None

         
3.

Authorize Execution of Change Order No. 1 to Contract No. 2011-FT-9, Installation Services for Generators for the M.V. Mendocino Ferry, with Bay Ship and Yacht Co.

In a memorandum to Committee, Marine Projects Manager/Ferry Transit Division Christian Stark, Deputy General Manager/Ferry Transit Division James Swindler and General Manager Denis Mulligan reported on staff’s recommendation to authorize execution of Change Order No. 1, in the amount of $116,903.00, with Bay Ship & Yacht Co. (BSY), to replace floor coverings on the M.V. Mendocino; and, approve all other related actions.

The staff report stated that the Board, by Resolution No. 2011-004 at its meeting of January 28, 2011, authorized the award of Contract No. 2011-FT-9, Installation Services for Generators for the M.V. Mendocino Ferry, to Bay Ship & Yacht Co. (BSY), to remove two electrical generators and install two new, lower emission Tier 2 electrical generators, including structural and other required modifications, on the M.V. Mendocino. Contract No. 2011-FT-9 covers the first phase of the two-phase mid-life refurbishment (Refurbishment Project) of the M.V. Mendocino. The second phase of the Refurbishment Project includes replacing interior flooring, seat covers and ceiling systems.

The staff report stated that the floor coverings on the M.V. Mendocino have deteriorated faster than anticipated and now display numerous holes and tears. Work to replace the floor coverings can be performed simultaneously with the generator installation work, precluding the need for a separate procurement specifically for floor covering repair, which would disrupt the ferry service schedule and result in additional expense. The staff report stated that California state law permits an exception from the competitive bidding requirement when such a process would be unavailing and not in the public agency’s best interests. The staff report stated that staff has determined, in consultation with the District’s attorney, that a separate competitive process would not only result in substantial delay and unnecessary duplication of administrative costs, but that the risk to public safety posed by the damaged floor coverings aboard the M.V. Mendocino imparts an unusual urgency for the work to be performed. BSY has submitted a proposal to replace floor coverings on the M.V. Mendocino, in the amount of $116,903.00, which staff has determined to be fair and reasonable. A copy of the staff report is available in the Office of the District Secretary and on the District’s web site.

At the meeting, Mr. Swindler stated that the M.V. Mendocino is currently docked for installation of new generators. When the deck covering was inspected, it appeared to present a public safety hazard. Replacement of worn deck covering has already been included in the budget.

Discussion ensued, including the following inquiries:

  • Director Snyder inquired as to whether the cost of the next phase of work will be lower as a result of floor covering work being done earlier than originally anticipated. In response, Mr. Swindler stated that the cost of the next phase will be lower because a portion of the work is being done as part of the first phase.
  • Director Theriault inquired as to the capacity of other shipyards in the Bay Area to perform the floor covering work. In response, Mr. Swindler stated there is one other shipyard, known as the San Francisco Drydock . They would like to capture the District’s business, but have been unable to respond, as they are focused on the cruise ship industry. They are not interested in small jobs on the ferry. Seattle is the next closest location where the work could be done, which is not cost effective.

Staff recommended and the Committee concurred by motion made and seconded by Directors STROEH/REILLY 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. 2011-FT-9, Installation Services for Generators for the M.V. Mendocino Ferry, with Bay Ship & Yacht Co., in the amount of $116,903.00, to replace floor coverings on the M.V. Mendocino; and, authorize an increase in the Contingency Fund to $49,504.00; with the understanding that requisite funds are included in the proposed FY 11/12 Ferry Transit Division Capital Budget.

Action by the Board at its meeting of May 27, 2011 – Resolution
NON-CONSENT CALENDAR

AYES (10): Directors Boro, Cochran, Moylan, Pahre, Snyder, Stroeh and Theriault; Second Vice President Grosboll; First Vice President Eddie; President Reilly (Ex Officio)
NOES (0): None

   
4.

Status Report from District Appointees on Sonoma-Marin Area Rail Transit Board

The Committee was provided with a list of the agenda items and staff reports for the April 20, 2011, Sonoma-Marin Area Rail Transit (SMART) Board of Directors Regular Meeting; May 11, 2011, SMART Operations Committee Meeting Notice of Cancellation; May 13, 2011, SMART Citizens Oversight Committee Meeting; May 18, 2011, Revised SMART Notice of Public Hearing, Proposed Application and License Fees for Private At-Grade Crossings; and, May 18, 2011, SMART Board of Directors Regular Meeting. Copies of these items are available in the Office of the District Secretary, as well as on the District’s web site.

The following District Directors, who are members of the SMART Board of Directors (SMART Board), made the following statements:

  • Director Eddie reported that SMART intends to hire a new General Manager. He stated that the Auditor-Controller has been executing the duties of the General Manager position.
  • Director Pahre reported that SMART has three main thrusts, the issuance of bonds, preparation of a budget for the upcoming year and the hiring of a new General Manager. She stated that the SMART Board is developing a hiring process. She stated that both the sale of bonds and the budget preparation are large, time-consuming tasks, making the hiring of a new General Manager imperative. She added that Marin County has allowed SMART to take advantage of the services of its Public Works Director until SMART’s bonds have been issued. Once bonds have been issued, the budget will be prepared and bonds can be sold.

Action by the Board – None Required

   
5.

Status Report on Engineering Projects

In a memorandum to Committee, Deputy District Engineer John Eberle, District Engineer Ewa Bauer and General Manager Denis Mulligan reported on current engineering projects. Ms. Bauer reported that all items contained in the written Engineer’s Report are informational. A copy of the report is available in the Office of the District Secretary and on the District’s web site.

Discussion ensued, including the following comments and inquiries:

  • Director Boro thanked Ms. Bauer for her report, stating that it is detailed and thorough.
  • Director Cochran thanked Ms. Bauer and Deputy District Engineer John Eberle for escorting Board members, following the Board meeting of May 13, 2011, to visit the construction site in Napa, where fabrication of the new roadway deck panels for the replacement of the North Anchorage Housing roof/roadway deck is taking place. He encouraged the other Board members to visit the Napa location to view the construction.

Action by the Board – None Required

     
6.

Public Comment

There was no public comment.

     
7.

Adjournment

All business having been concluded, the meeting was adjourned at 10:45 a.m.

     
     

 

 

Respectfully submitted,

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