| Citizens Advisory Committee - June 27, 2007 |
CITIZENS ADVISORY COMMITTEEMeeting Notice
Date: 6:00 p.m., Wednesday, June 27, 2007 6:00 1. Committee Meeting Call to Order 6:05 2. Adoption of Minutes of the May 23, 2007 Meeting - ACTION* (attachment) 6:07 3. Chair's Report - INFORMATION 6:10 4. CAC Appointment - INFORMATION The Plans and Programs Committee will consider recommending appointment of two members to the CAC at its July 17 meeting. These vacancies resulted from the term expirations of members Elizabeth Dunlap and Jacqualine Sachs. Neither staff nor CAC members make recommendations regarding CAC appointments. CAC applications can be obtained at the Authority's website (www.sfcta.org) or by calling 415.522.4800. This is an information item. 6:45 Programming and Legislation 5. Adopt a Motion of Support for the Allocation of $18,035,320 in Prop K Funds, with Conditions, for 16 Annual Requests, Subject to the Attached Fiscal Year Cash Flow Distribution Schedules and Associated 5-Year Prioritization Program Amendments, and a Commitment to Allocate an Additional $351,358 in Fiscal Year 2008/09 for the Construction Phase of Three Projects - ACTION* (attachment) (applications) The Authority's annual call for Prop K projects allows project sponsors to incorporate the level of Prop K funding in their annual budget processes, and to put into place the staff and other resources necessary to deliver Prop K projects and programs. This is the second round of annual applications for Fiscal Year 2007/08, comprised of 16 applications, including one carried over from Part 1 and 15 new applications submitted by April 25. The applications include transit preferential streets, traffic calming, pedestrian circulation and safety, and street resurfacing projects, as well as one Muni overhead rehab project. Subject to funding availability, project sponsors that can demonstrate need and project readiness can also receive allocations for individual projects and programs during the year, after the annual call for applications. Attachment 1 summarizes the applications received, which have a combined request of about $18.3 million in Prop K funds. At the June CAC meeting, we highlighted findings from our initial review. This month we are bringing back 16 applications with a staff recommendation to support allocation of just over $18 million in Prop K funds as shown in Attachment 2. In consultation with the Municipal Transportation Agency, we have deferred one traffic calming request to allow more time to clarify scope details and project delivery track record. For most requests we are recommending the amount of Prop K funds requested, but have recommended special conditions as appropriate, most frequently for projects requesting multi-phase allocations that include both project development and construction. Our recommendation also includes two commitments to allocate funds for the construction phase for projects leveraging county share Regional Bicycle and Pedestrian Program and Transportation for Livable Community funds recently programmed by the Authority. We are seeking a motion of support for the allocation of $18,035,320 in Prop K funds, with conditions, for 16 annual requests, subject to the attached Fiscal Year Cash Flow Distribution Schedules and associated 5-Year Prioritization Program amendments, and the commitment to allocate an additional $351,358 in Fiscal Year 2008/09 for the construction phase of three projects. 6. Adopt a Motion of Support for the Allocation of $186,100 in Prop K Funds, with Conditions, to the Municipal Transportation Agency (MTA) for Planning and Design of Eight Bicycle Projects, Subject to the Attached Fiscal Year Cash Flow Distribution Schedule, and Amendment of the Relevant 5-Year Prioritization Program - ACTION* (attachment) (applications) The voter-approved Prop K Expenditure Plan requires development and Authority Board approval of a 5-Year Prioritization Program (5YPP) as a condition of allocation for all of the programmatic (i.e., non-project specific categories) in the Expenditure Plan. The 5YPPs have several required elements including a prioritization methodology, performance measures, and a 5-Year Program of Projects (e.g. project list) that identifies projects by fiscal year, including Prop K and other funds to fully fund the phase or phases that are moving forward. In May and June of 2005, the Authority adopted twenty 5YPPs that cover Fiscal Year 2004/05 through Fiscal Year 2008/09. The Bicycle Circulation and Safety 5YPP adopted in June 2005 did not contain a full 5-year program of projects, but instead focused on developing a Fiscal Year 2005/06 list of projects. This decision, which was made at MTA's request and in consultation with other eligible project sponsors, the Bicycle Advisory Committee and San Francisco Bicycle Coalition, was made in consideration of the fact that at the time the MTA was involved in updating the city's Bicycle Plan, with which the 5YPP should be consistent. Due to a number of factors, including a delay in approval of the complete Bicycle Plan and staffing changes, further complicated by a court injunction against the Bicycle Plan, MTA had not previously submitted the required 5YPP update to provide the full 5-year program of projects. In May 2007, through Resolution 07-63, the Authority adopted a special condition regarding bicycle project allocations stating that no further allocations would be approved from the Bicycle Circulation and Safety category until a complete 5YPP amendment including, but not limited to providing proposed project lists for Fiscal Years 2007/08 and 2008/09, is approved by the Board. We have been working closely with MTA staff for several months to prepare a major 5YPP amendment for this category, which is shown in Attachment 1. The MTA has concurrently requested a total of $186,100 in Prop K funds for planning and design of eight capital projects that require additional planning and design work so that they can be analyzed as part of the San Francisco Bicycle Plan EIR. Approval of the requested funds is contingent upon approval of the proposed 5YPP amendment. We are seeking a motion of support for the allocation of $186,100 in Prop K funds, with conditions, to the MTA for planning and design of eight bicycle facility projects, subject to the attached Fiscal Year Cash Flow Distribution Schedules, and amendment of the relevant 5YPP. 6:55 Planning 7. Adopt a motion of support for the award of a consultant contract to Hexagon Transportation Consultants, Inc., for transportation consulting services in support of the Bi-County Transportation Study Update, contingent upon the evaluation of Hexagon's proposal by a selection panel - ACTION* (attachment) In 2001, the Authority and San Mateo City/County Association of Governments (C/CAG) initiated a Bi-County Transportation Study to identify and evaluate future potential transportation needs associated with substantial proposed land use growth along the San Francisco/San Mateo county line, with a view to establishing a common framework for funding agreed high-priority projects. The advancement and recent revisions of (re)development plans in the area call for an update to the 2001 effort to fully understand and plan for the transportation needs in the area and impacts on the local and regional transportation network. In April 2007, the Authority appropriated $100,000 in Prop K to partially fund a Bi-County Transportation Study Update. This funding, combined with $100,000 to be provided by the San Mateo C/CAG, comprises the study budget. In late May 2007, the Authority issued a Request for Proposals for transportation consulting services in support of a Bi-County Transportation Study Update. Consultant proposals were due to the Authority on June 20. One proposal was received by Hexagon Transportation Consultants, Inc. and deemed responsive, and the bidder has been invited to interviews on June 26. A review panel that includes representatives from San Francisco and San Mateo study team partners will evaluate the proposal and may make a recommendation for award of consultant contract at the June 27 meeting. We are seeking a motion of support for award of a consultant contract to Hexagon Transportation Consultants, Inc., for transportation consulting services in support of the Bi-County Transportation Study Update, contingent upon the evaluation of Hexagon's proposal by a selection panel. 7:30 Finance and Administration 8. Approve a Motion of Support for the Adoption of the Authority's Revised Procurement Policy - ACTION* (attachment) The Authority's Procurement Policy establishes the manner in which all Authority procurement activities are to be conducted. It also sets the requirements and defines the constraints within which individuals, firms or agencies can transact business with the Authority, and it ensures compliance with current laws and Authority objectives. The Authority Board last reviewed its Procurement Policy in November 2000. Since then, the Authority has adopted changes to its Administrative Code and Fiscal Policy, which triggered a review of the Procurement Policy. With assistance and guidance from general counsel, we have reviewed the Procurement Policy and are recommending relatively minor changes to conform to the Authority's Administrative Code and applicable laws. We are seeking a motion of support for the adoption of the Authority's Revised Procurement Policy. 9. Adopt a Motion of Support for the Ratification of the Authority's current Investment and Debt Policies, and for Approval of the Revised Fiscal Policy - ACTION* (attachment) Voter approval of Prop K in November 2003 triggered a sweeping review of all the Authority's policies and procedures to carry out the significantly changed mission of the agency. Since then, the Authority Board has adopted a number of policies, including its Fiscal Policy, last adopted through Resolution 06-17 on September 20, 2005; its Investment Policy, last adopted through Resolution 07-13 on July 25, 2006; and its Debt Policy, last adopted on July 25, 2006. While there is a statutory requirement to review the Investment Policy on an annual basis, it is also important to review the Fiscal and Debt Policy periodically, to ensure compliance with current statutes and Authority objectives. With assistance and guidance from general counsel, we have reviewed these policies and are recommending changes to the Fiscal Policy to conform to the Authority's Procurement Policy and to applicable law. As there have been no changes to applicable law or Authority objectives that affect the Investment or Debt Policies, we are recommending these policies stand as currently adopted. We are seeking a motion of support for the ratification of the Authority's current Investment and Debt Policies, and for Approval of the Revised Fiscal Policy. 10. Approve a Motion of Support for the Adoption of the Authority's Revised Rules of Order - ACTION* (attachment) The Authority's Rules of Order establishes procedures to ensure its Board and Committee meetings are conducted in a clear and efficient manner, while in compliance with current statutes and Authority objectives. The Authority Board last amended its Rules of Order through Resolution 95-06 on March 27, 1995. Since then, the Authority has adopted changes to its Administrative Code which triggered a review of the Rules. With assistance and guidance from general counsel, we have reviewed the Rules of Order and are recommending changes to conform to the Authority's Administrative Code and applicable laws. We are seeking a motion of support for the adoption of the Authority's Revised Rules of Order. 11. Approve a Motion of Support to Amend the Authority's Administrative Code to Adopt Proposed Procedures for Implementing the California Environmental Quality Act - ACTION* (attachment) On December 12, 2006 through Resolution 07-31, the Board adopted the Van Ness Bus Rapid Transit (BRT) Feasibility Study, which analyzed transit needs on the Van Ness Corridor and recommended four alternatives be carried forward to the Environmental Analysis and Preliminary Engineering phase. As lead agency for the Van Ness BRT Environmental Impact Report and Environmental Impact Statement (EIR/EIS), the Authority intends to clear the project under state and federal environmental rules, and comply with the Alternatives Analysis requirements under the Federal Transit Administration rules. The California Environmental Quality Act (CEQA) regulates the environmental review process for the State of California, and has a set of binding guidelines that are to be followed by all state and local agencies in the implementation of CEQA. We are seeking a motion of support to amend the Authority Administration Code to adopt proposed procedures for implementing the California Environmental Quality Act. 12. Adopt a Motion of Support for an Increase to the Professional Services Contract with DMJM Harris, by an Amount Not to Exceed $188,000, for Planning and Preliminary Engineering Services to Develop the Yerba Buena Island Ramps Project Study Report, Contingent on Approval by the Treasure Island Development Authority Board (TIDA) of an Amended Interagency Agreement between the Authority and TIDA for the Additional Scope of Work and Related Expense - ACTION* (attachment) The Treasure Island Development Authority (TIDA) and the Mayor's Office requested that the Authority, as Congestion Management Agency for San Francisco, act as lead agency for the California Department of Transportation (Caltrans)-required Project Study Report (PSR) for the replacement of the Bay Bridge connector ramps to Yerba Buena Island. On July 25, 2006, through Resolution 07-12, the Authority Board approved the award of a professional engineering services contract to DMJM Harris to provide the necessary consultant services to complete the PSR in a timely manner. Subsequently, the board authorized Amendment #1 through resolution 07-53 to provide additional services required by Caltrans. Additional tasks are now required in order to meet funding deadlines, coordinate with Caltrans' West Tie-in project, provide additional structure plans, perform additional traffic analyses, re-evaluate the eastbound off-ramp, prepare a supplemental PSR, and inspect various existing structures. This additional scope also necessitates an extension of the contract duration to March 31, 2008. TIDA has requested that the Authority amend its contract with DMJM Harris to include this additional scope of work, and is taking an agenda item to its Board in July 2007 to amend the interagency agreement with the Authority to reflect the added tasks and expense. We are seeking a motion of support for an increase to the Professional Services Contract with DMJM Harris, by an amount not to exceed $188,000, for Planning and Preliminary Engineering Services to develop the Yerba Buena Island Ramps Project Study Report, contingent on approval by the Treasure Island Development Authority Board (TIDA) of an Amended Interagency Agreement between the Authority and TIDA for the additional Scope of Work and related expense. 13. Adopt a Motion of Support for Approval of a 2-year Contract with Leroy L. Saage, Consulting Engineer, for Doyle Drive Project Management Services in an amount not to exceed $478,400, and for Authorization to the Executive Director to Negotiate the Non-Monetary Provisions of the Contract - ACTION* (attachment) Lee Saage has served very effectively as the Authority's contract Project Manager for the Doyle Drive Replacement Project for a number of years, steadily advancing the Doyle Drive Environmental and Design Study to its current state of completion.. His contract expires in on August 31. While the Authority's policies require that multi-year consultant contracts be re-bid every five years, Mr. Saage's extensive experience with the project, his in depth knowledge of the environmental document and his grasp of the institutional history of the project would be next to impossible to replicate even assuming a steep learning curve for another project manager. The Doyle Drive Replacement Project is at a crucial moment in its development, and it is a candidate for a significant amount of federal funding which is expected to complete the funding plan and allow construction to take place as scheduled, starting in late 2009. It is clearly in the Authority's best interest to ensure Mr. Saage's continued services on this project, to provide continuity as the project moves to certification of the environmental document and completion of engineering design. The Federal Highway Administration allows for noncompetitive, negotiated contracts to be let in situations like this one. The Authority's Procurement Policy is being amended to reflect this guidance, as well. We are seeking a Motion of Support for Approval of a 2-year Contract with Leroy L. Saage, Consulting Engineer, for Doyle Drive Project Management Services in an amount not to exceed $478,400, and for Authorization to the Executive Director to Negotiate the Non-Monetary Provisions of the contract. 14. Adopt a Motion of Support for Approval of a Six-Month Extension to the Contract with Cordoba/Zurinaga Joint Venture for On-Call Professional Engineering Services in an amount not to exceed $200,000, and for authorization to the Executive Director to Negotiate Non-Monetary Provisions - ACTION* (attachment) The Cordoba/Zurinaga Joint Venture (C/Z) has served as the Project Management Oversight (PMO) consultant to the Authority for the past five years, making significant contributions to the Authority's objectives over that period. Authority rules on multi-year contracts require that we re-bid contracts after five years. As the Authority continues to recruit for the Deputy Director for Capital Projects and to implement the reorganization plan adopted by the Board in May, there is a need for the continued services of the Cordoba/Zurinaga Joint Venture for an additional six months to provide support to the Capital Projects, Planning and Policy & Programming groups as needed. Specific project management oversight activities include active oversight of sponsor's project activities, coordination with sponsors on issues, development and presentation of status reports and actions to the Authority, review of cost and budget elements of projects, and assessment of project sponsor progress and performance. Most of the project management oversight conducted by the Cordoba-Zurinaga team will be dedicated to the largest Prop K projects: closeout of Phase 1 of the Initial Operating Segment for the Third Street Light Rail Corridor project, the Muni Metro East Maintenance facility, Central Subway and the Transbay Terminal /Downtown Extension of Caltrain project. We are seeking a Motion of Support for Approval of a Six-Month Extension to the Contract with Cordoba/Zurinaga Joint Venture for On-Call Professional Engineering Services in an amount not to exceed $200,000, and for authorization to the Executive Director to Negotiate Non-Monetary Provisions. 7:35 Other 15. Status Report on the Third Street Light Rail Project - INFORMATION* (attachment) Full revenue service commenced on April 7, 2007 and closeout activities are underway on all line contracts on the Initial Operating Segment (IOS). The MTA reports that on-time performance on the T-Third continues to improve and the overall metro system is approaching pre-T-Third service levels. MTA is also preparing to implement route changes to improve overall service and reduce delays. The lack of sufficient LRV operators system-wide, to cover for sickness, vacations, or absenteeism continues to be a challenge for MTA, as is the availability of sufficient vehicles and mechanics to provide sustainable service for the new line. The Muni Metro East Maintenance Facility is now 57% complete, based on the current forecast-at-completion. Roofing is now complete and siding installation is near completion. Contact wire installation for the overhead contact system continues in the storage yard. Installation of special track-way on Cesar Chavez St. at Illinois St. is also underway. Work on preliminary engineering for the Central Subway is now 42% complete. A bottoms-up estimating effort has been completed and an estimate review workshop with the funding partners was held on May 10. The new estimate will be issued on June 20. A project delivery workshop, in which a group of experts convened to address the optimal contract packaging and contracting method scenarios, took place on May 31 and June 1; the workshop report will be issued the week of June 25. Having received and incorporated comments from the Planning Department on the Draft Supplemental Environmental Impact Statement/Report (SEIS/SEIR), MTA issued the document for FTA review on June 15. This is an information item. 7:50 16. Public Comment 8:00 17. Adjournment* Materials Attached Next Regular Meeting: July 25, 2007 CAC MEMBERS WHO ARE UNABLE TO ATTEND SHOULD CONTACT ERIKA CHENG AT (415) 522-4831 This meeting location is wheelchair accessible. 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