April 27, 2012

 

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) of the Golden Gate Bridge, Highway and Transportation District (District) was held in the Board Room, Administration Building, Toll Plaza, San Francisco, CA, on Friday, April 27, 2012, at 9:38 a.m., Chair Eddie presiding.

Committee Members Present (9): Chair Eddie; Vice Chair Moylan; Directors Cochran, Fredericks, Rabbitt, Renée, Stroeh and Theriault; President Reilly (Ex Officio)
Committee Members Absent (0): None
Other Directors Present (10): Directors Arnold, Campos, Chu, Elsbernd, Grosboll, Mar, Pahre, Sears, Snyder and Sobel

Committee of the Whole Members Present (19): Directors Arnold, Campos, Chu, Cochran, Elsbernd, Fredericks, Mar, Moylan, Pahre, Rabbitt, Renée, Sears, Snyder, Sobel, Stroeh and Theriault; Second Vice President Grosboll; First Vice President Eddie; President Reilly (Ex Officio)
Committee of the Whole Members Absent (0): None

Staff Present: General Manager Denis Mulligan; Auditor-Controller Joseph Wire; District Engineer Ewa Bauer; Secretary of the District Janet Tarantino; Attorney David Miller; Attorney Madeline Chun; Attorney Jerrold Schaefer; Attorney Molly Kaban; Deputy General Manager/Bridge Division Kary Witt; Deputy General Manager/Bus Transit Division Teri Mantony; Deputy General Manager/Ferry Transit Division James Swindler; Deputy General Manager/Administration and Development Kellee Hopper; Public Affairs Director Mary Currie; Assistant Clerk of the Board Lona Franklin

Visitors Present: None

     
1.

Authorize Execution of a Professional Services Agreement with Total Resource Management Relative to Sole Source Agreement No. 2012-MD-3, Software, Maintenance and Support Services for Configuration of Maximo System

     
 

In a memorandum to Committee, Information Systems Director Bob Haar, Deputy General Manager/Administration and Development Kellee Hopper and General Manager Denis Mulligan reported on staff’s recommendation to authorize execution of a Professional Services Agreement with Total Resource Management relative to Sole Source Agreement No. 2012-MD-3, Software, Maintenance and Support Services for Configuration of Maximo System.

The Board of Directors (Board) of the District, by Resolution No. 2008-101 at its meeting of November 21, 2008, authorized the award of a Contract relative to Request for Proposals No. 2008-MD-2, Asset and Vehicle Fluid Management Systems. That action included $349,000.00 for consultant services to: 1) provide configuration of the IBM Maximo System; 2) work with staff during implementation and training; and, 3) develop system hierarchy and preventative maintenance job plans for use by the Ferry Transit Division personnel.

The staff report stated that the District subsequently implemented the IBM Maximo System (Maximo) to: 1) manage the tracking and maintenance of District assets, including vehicles, vessels, buildings and other physical items; 2) track and maintain inventory data; and, 3) manage the purchasing process. The District currently uses Maximo Version 6.2.8; however, IBM has upgraded its Maximo System to version 7.5, and has announced that support for all versions of Maximo prior to 7.5 will be discontinued within the next two years.

In order for the District to transition to Maximo 7.5, the expertise of a Java programmer is needed for the customization of files during the system upgrade. The District requested comprehensive proposals from seven potential proposers for the Java customization work, and received two responses, one of which, from Total Resource Management (TRM), proposed an alternative that would allow District staff to modify the Maximo System without the need of a Java programmer.

The staff report also stated that a due diligence investigation was conducted regarding TRM’s alternative, a tool called “TRM Rules Manager SE,” which would give the District control of the Maximo System while eliminating the need for a Java programmer for each major or intermittent upgrade. TRM is the only company that provides a tool that allows non-Java programmers to modify the Maximo System.

Procuring the software and services from TRM meets the requirement for sole source procurement in Section VI.A, Sole Source Purchases, of the District’s Procurement Manual. The cost for the software, initial implementation services, and first year maintenance and support services is $99,900.00. The annual cost for the second through fifth year maintenance and support services is $10,660.00, which may be subject to a yearly increase of 2.5% at Year 3.

A price analysis has determined that TRM’s price for the configuration of the Maximo System is fair and reasonable; in addition, TRM has provided the District with a 30% discount on the cost of its software.

A copy of the staff report is available from the Office of the District Secretary and on the District’s web site.

At the meeting, Ms. Hopper briefly summarized the staff report, stating that the TRM customizations and upgrades will allow District Information Systems staff to maintain the system. In the past, Java programmers were required to perform those tasks. They will not be required for this purpose in the future.

Discussion ensued, including the following inquiries:

  • Director Renée inquired as to whether, once the Maximo System is updated, any unintended changes could result from District staff’s maintenance of Maximo. In response, Ms. Hopper stated that the TRM product is a staff utility tool and will not include ways to change the Maximo software program.
  • Director Campos made the following inquiries:
    • He inquired as to whether a need can be foreseen for additional services to maintain Maximo in the future. In response, Ms. Hopper stated that the contract would likely have to run its course and then a new procurement be initiated.
    • He inquired as to the reason for a sole source contract, and as to whether the District can feel assured that a better value is not available elsewhere. In response, Attorney Miller stated that TRM was the only company able to meet the District’s needs relative to the Maximo system.

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 authorize execution of a Professional Services Agreement with Total Resource Management, Alexandria, VA, relative to Sole Source Agreement No. 2012-MD-3, Software, Maintenance and Support Services for Configuration of Maximo System, in an amount not to exceed $144,166.00, to provide software, initial implementation services, and five years maintenance and support services for the configuration of the Maximo System; with the understanding that requisite funds are available in the FY 11/12 and FY 12/13 Administration and Development Division Operating Budgets, and that future years will be budgeted accordingly.

Action by the Board at its meeting of April 27, 2012 – Resolution
NON-CONSENT CALENDAR

AYES (19): Directors Arnold, Campos, Chu, Cochran, Elsbernd, Fredericks, Mar, Moylan, Pahre, Rabbitt, Renée, Sears, Snyder, Sobel, Stroeh and Theriault; Second Vice President Grosboll; First Vice President Eddie; President Reilly (Ex Officio)
NOES (0): None

     
2.

Authorize Execution of the Fourth Amendment to the Professional Services Agreement with CH2M Hill, Relative to Request for Proposals No. 2007-BT-1, Consultant to Provide Design Services for Radio Replacement and Intelligent Transportation System

In a memorandum to Committee, Human Resources Director Harvey Pye, Deputy General Manager/Administration and Development Kellee Hopper, and General Manager Denis Mulligan reported on staff’s recommendation to authorize execution of the Fourth Amendment to the Professional Services Agreement with CH2M Hill, relative to Request for Proposals No. 2007-BT-1, Consultant to Provide Design Services for Radio Replacement and Intelligent Transportation System.

The staff report stated that the Board, by Resolution No. 2006-082 at its meeting of October 27, 2006, authorized execution of a Professional Services Agreement (Agreement) with Booz Allen Hamilton, Inc. (Booz Allen), relative to Request for Proposals No. 2007-BT-1, Consultant to Provide Design Services for Radio Replacement and Intelligent Transportation System, renamed the Advanced Communications and Information System Project (ACIS), to provide additional services with regard to the performance of an ACIS Organizational Needs Study.

The General Manager approved the First Amendment to the Agreement, and the Board, by Resolution No. 2010-088 at its meeting of October 8, 2010, authorized the Second Amendment. Thereafter, the Board, by Resolution No. 2011-072 at its meeting of July 22, 2011, authorized the Third Amendment, for an ACIS Organizational Needs Study (Study), to evaluate and understand the appropriate changes and to assist the District with a successful transition to ACIS technology management and maintenance. Booz Allen was subsequently acquired by CH2M Hill.

The staff report further stated that the Study documented existing business processes, benefits of ACIS and business process changes required; and, analyzed and proposed changes to job descriptions.

As part of the original proposal to the District, CH2M Hill also recommended an ACIS Organizational Analysis/Implementation Plan to map end user needs through development of an integration plan and data architecture; and, to develop detailed job descriptions for new and existing job classifications. CH2M Hill has been closely involved in the District's ACIS project from its commencement, having a level of technical understanding of the system that does not exist elsewhere, and having knowledge of the District's organizational structure and of ACIS.

A copy of the staff report is available from the Office of the District Secretary and on the District’s web site.

At the meeting, Ms. Hopper briefly summarized the staff report, stating that, during Phase 1 of design services for ACIS, it became clear that the new system would impact not only the Bus Transit Division and the Bridge Division, but would affect other departments, such as Finance. In addition, staff realized that the amount of data collected by ACIS could be overwhelming, in that it will provide 90% more data than all the District’s other enterprise systems combined. Questions regarding how to best manage the data must be answered, and then an implementation plan developed. She concluded by stating that an implementation plan for business processes will be created and, thereafter, appropriate job descriptions will be developed.

Discussion ensued, including the following inquiries:

  • Director Campos made the following inquiries:
    • He inquired as to the need for a fourth amendment to this contract, given that the original contract was signed several years ago. In response, Mr. Mulligan stated that the ACIS project has been complex from its inception, and its full capacity could not be foreseen until the project was underway. He stated that the ACIS system will change the way the District tracks its fleet of buses and the way it communicates with personnel and customers.
    • He inquired as to the possibility that the District will find it necessary to enter into a fifth amendment. In response, Mr. Mulligan stated that, in approximately one year, the system will have been fully implemented.

Staff recommended and the Committee concurred by motion made and seconded by Directors PAHRE/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 the execution of the Fourth Amendment to the Professional Services Agreement with CH2M Hill (formerly Booz Allen Hamilton, Inc.), relative to Request for Proposals No. 2007-BT-1, Consultant to Provide Design Services for Radio Replacement and Intelligent Transportation System, later renamed the Advanced Communications and Information System (ACIS), in the estimated amount of $87,000.00, to provide additional services with regard to the performance of an ACIS Organizational Analysis/Implementation Plan; with the understanding that requisite funds are available in the FY 11/12 District Division Capital Budget.

Action by the Board at its meeting of April 27, 2012 – Resolution
NON-CONSENT CALENDAR

AYES (19): Directors Arnold, Campos, Chu, Cochran, Elsbernd, Fredericks, Mar, Moylan, Pahre, Rabbitt, Renée, Sears, Snyder, Sobel, Stroeh and Theriault; Second Vice President Grosboll; First Vice President Eddie; President Reilly
NOES (0): None

     
3.

Approve the Sale of Miscellaneous Ferryboat Spare Parts to Pacific Marine Equipment, Inc.

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 approve the sale of miscellaneous ferryboat spare parts to Pacific Marine Equipment, Inc. (Pacific Marine), San Rafael, CA.

The staff report stated that the District owns obsolete spare parts and components, including engines, generators and associated spare parts, as a result of several projects to repower the District’s ferryboats. Said obsolete spare parts and components are stored in the Ferry Transit Division’s storage area where space is limited.

On January 3, 2012, the District issued a Notice of Sale (Notice) and advertised the Notice in local publications and in an international marine industry daily news publication for the purchase of the District’s obsolete ferryboat spare parts and components, and no bids were received by the deadline date of January 17, 2012. Thereafter, pursuant to its Procurement Policy, the District began to negotiate directly for the sale of the obsolete spare parts and components, in order to maximize the disposal value to the District.

On February 15, 2012, the District received an offer from Pacific Marine Equipment, Inc., of San Rafael, CA, in the amount of $20,000.00, for purchase of the District’s obsolete spare parts and components. Pursuant to the District’s Procurement Policy, disposition of equipment for which acquisition cost was greater than $100,000.00 requires the approval of the Board of Directors.

A copy of the staff report is available from the Office of the District Secretary and on the District’s web site.

At the meeting, Mr. Swindler briefly summarized the staff report, stating his understanding that the parts may be used for training purposes or, alternatively, may be sold by Pacific Marine to third parties.

Staff recommended and the Committee concurred by motion made and seconded by Directors COCHRAN/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 approve the sale of miscellaneous ferryboat spare parts and components, to Pacific Marine Equipment, Inc., of San Rafael, CA, in the amount of $20,000.00.

Action by the Board at its meeting of April 27, 2012 – Resolution
NON-CONSENT CALENDAR

AYES (19): Directors Arnold, Campos, Chu, Cochran, Elsbernd, Fredericks, Mar, Moylan, Pahre, Rabbitt, Renée, Sears, Snyder, Sobel, Stroeh and Theriault; Second Vice President Grosboll; First Vice President Eddie; President Reilly
NOES (0): None

     
4.

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

The Committee was directed to the District’s website at www.goldengate.org to access copies of the following:

  • April 18, 2012, Board of Directors Meeting Agenda and corresponding staff reports.

Hard copies can be obtained upon request from the Office of the District Secretary.

At the meeting, Director Eddie, one of the members of the SMART Board of Directors (SMART Board), stated that the SMART Board is in the process of selling bonds again. In addition, the SMART Board has located an area for the maintenance yard, north of Santa Rosa, which can also be used for parking and will be available to airline passengers as well.

Director Pahre, also a member of the SMART Board, stated that the maintenance yard will be located at the Sonoma County Airport. In addition, it is possible that SMART may locate a station at the site. She reported that the SMART Board has approved a benefits package for employees hired after July 1, 2012. She concluded by stating that the SMART Board will add a Human Resources position, an Engineer position and five to six other positions.

Discussion ensued, including the following comment:

  • Director Rabbitt commented that, as a member of the Board of the Sonoma County Water Agency (Water Agency), he can report that the Water Agency was happy to sell the land, located on Airport Boulevard, Santa Rosa, CA to SMART. He added that it would be a good location for a new station.


     
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. A copy of the report is available from the Office of the District Secretary and on the District’s web site.

At the meeting, Ms. Bauer reported that 34 of the 78 deck units have been installed above the North Anchorage House of the Golden Gate Bridge (Bridge) and the work is now 44% complete. She also reported that the three major contract change orders approved by the Board in March for the North Anchorage Housing were signed by the contractors and will be signed by the District today.

Ms. Bauer reported that the work to replace deck units at the North Anchorage House will not take place over the weekend of April 27 – 30, 2012, due to the closure of Doyle Drive by the California Department of Transportation.

Discussion ensued, including the following inquiry:

  • Director Snyder inquired as to possible changes to the South Pier and South Approach to the Bridge that might affect pedestrian access to the Golden Gate Bridge. In response, Ms. Bauer stated that changes to public access are not anticipated.

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 9:56 a.m.

     

 

 

Respectfully submitted,

s/ James C. Eddie, Chair

Building and Operating Committee