ADMINISTRATION & FINANCE COMMITTEE MINUTES

Transcription

1 ADMINISTRATION & FINANCE COMMITTEE Thursday, October 20, 2016 MINUTES CALL TO ORDER The Regular Meeting of the Administration and Finance Committee (A&F) was called to order at 12:04 p.m. by Chairperson Baker in Conference Room B-106, VTA River Oaks Campus, 3331 North First Street, San Jose, California. 1. ROLL CALL Attendee Name Title Status Cindy Chavez Member Present Perry Woodward Member NA Howard Miller Alternate Member NA Raul Peralez Alternate Member NA Larry Carr Alternate Member Present Dave Cortese Alternate Member NA Manh Nguyen Vice Chairperson Present Jason Baker Chairperson Present *Alternates do not serve unless participating as a Member. A quorum was present. 2. PUBLIC PRESENTATIONS There were no Public Presentations. 3. ORDERS OF THE DAY Chairperson Baker referenced the revised staff report reflecting modified language for Agenda Item # 15. Light Rail Overhaul Parts Procurements, noting copies of the revised staff report were on the public table. He stated an eighth manufacturer was listed bringing the aggregate amount for all contracts listed in the staff report to $13,884,670. Member Chavez referred to Agenda Item #5. Fiscal Year 2016 Statement of Revenues and Expenses for the Period Ending June 30, 2016, and asked clarifying questions regarding baseline service costs and queried about the implications when Measure B passes. Staff noted information would be forwarded to the Board, including information on fare policy, as part of the next biennial budget.

2 Member Chavez referred to Agenda Item #8. Renewal of Regional Transit Discount Card (RTC) Program Management Contract, and asked clarifying questions regarding VTA s usage. Patrick Griffith, Customer Experience Manager, clarified VTA s percentage usage is between 16-18% over the last few years. Mr. Griffin added if the agreement is approved, VTA s contribution will be decreased to 18%. M/S/C (Chavez/Nguyen) to accept the Orders of the Day. CONSENT AGENDA 4. Meeting Minutes of September 15, 2016 M/S/C (Nguyen/Chavez) to approve the Regular Meeting Minutes of September 15, Fiscal Year 2016 Statement of Revenues and Expenses for the Period Ending June 30, M/S/C (Nguyen/Chavez) to review and accept the Fiscal Year 2016 Statement of Revenues and Expenses for the period ending June 30, Agreement with the City of Mountain View for dedication of Public Access Easements adjacent to the Whisman Light Rail Station Directors to authorize the General Manager to execute a Dedication Agreement (Agreement) and subsequent real estate documents with the City of Mountain View (City) regarding the dedication of public access and utility easements that will provide better pedestrian, bike and vehicular connections around VTA s Whisman Light Rail Station in Mountain View. 7. Program 1996 Measure B Funds to the Caltrain Los Gatos Creek Bridge Directors to program $300,000 in 1996 Measure B funds to the Caltrain Los Gatos Creek Bridge project, and authorize the General Manager to enter into funding agreements with Caltrain Joint Powers Board (JPB) to implement this action. NOTE: M/S/C MEANS MOTION SECONDED AND CARRIED AND, UNLESS OTHERWISE INDICATED, THE MOTION PASSED UNANIMOUSLY. Administration and Finance Committee Page 2 of 9 October 20, 2016

3 8. Renewal of RTC Program Management Contract Directors to authorize the General Manager to execute an agreement between the Metropolitan Transportation Commission (MTC), Alameda Contra Costa Transit District (AC Transit), and VTA regarding management of the Regional Transit Discount Card (RTC) program. The agreement will go into effect upon execution and be in effect until June 30, Amended Conflict of Interest Code, Designated Positions and Disclosure Categories Directors to adopt the amended Conflict of Interest Code for the Santa Clara Valley Transportation Authority (VTA) and its Appendix of Designated Positions and Disclosure Categories and direct the Board Secretary to submit the revised Conflict of Interest Code and the list of designated positions to the Santa Clara County Board of Supervisors for approval. 10. Quarterly Purchasing Report July 1 through September 30, 2016 M/S/C (Nguyen/Chavez) to review the Quarterly Purchasing Report for July 1 through September 30, Monthly Investment Report August 2016 M/S/C (Nguyen/Chavez) to receive the monthly Investment Report for August Final Legislative Update Matrix for 2016 M/S/C (Nguyen/Chavez) to review the Final Legislative Update Matrix for Consent Agenda 4-12 Baker, Chavez, Nguyen Carr Alternate Member Carr arrived and took his seat at 12:11 p.m. Administration and Finance Committee Page 3 of 9 October 20, 2016

4 REGULAR AGENDA 13. Approval of the SV-RIA JPA Restatement and Nomination of Board Members Gary Miskell, Chief Information Officer, introduced Richard Bertalan, Technical Support Services Manager, who provided an overview of the staff report. Chairperson Baker thanked VTA staff for their work on this project. The Committee recommended appointing Alternate Member Carr to the South Valley Radio Interoperability Authority (SV-RIA) Board of Directors. Directors to: 1) Approve the Silicon Valley Radio Interoperability Authority (SV-RIA) Joint Powers Agreement (JPA) and authorize the General Manager to execute the JPA and any other documents necessary to assure VTA s full entry into the Joint Powers Authority; and 2) Appoint VTA s two members to the SV-RIA s Board of Directors. 14. Award of Contract for Mobile CCTV Maintenance Mr. Bertalan provided an overview of the staff report. Member Chavez requested supplemental information related to the following: 1) status of the video live stream to dispatch during emergencies, and; 2) timeline for Operations Control Center redesign. M/S/C (Chavez/Nguyen) to approve submitting a recommendation to the Board of Directors to authorize the General Manager to execute a contract with WACHTER, Inc. in the amount of $3,500,000 for Close Circuit Television (CCTV) repair and maintenance on bus and light rail vehicles. The initial term of contract is for five years with an option to extend the contract on an annual basis for two additional years. The cost of the initial five year term is $2,500,000, plus an optional $500,000 per year for each of the optional oneyear periods, for a total of $3,500,000. Administration and Finance Committee Page 4 of 9 October 20, 2016

5 15. Light Rail Overhaul Parts Procurements Inez Evans, Chief Operating Officer, and David Hill, Deputy Director of Transit Operations for Rail, provided an overview of the staff report. Members of the Committee and staff discussed the following: 1) requested an estimate of potential overtime required by the overhaul program; 2) queried about overhaul schedule; and 3) Kinkisharyo representatives will be on-site to offer production advice. It was requested that staff present at a future meeting the parts procurement policy and strategies as it relates to overseas suppliers and the resulting impact to VTA s ability to respond to emergency procurement and maintenance. Public Comment Roland Lebrun, Interested Citizen, expressed support for the overhaul program and suggested VTA should maintain 20 spare trucks at all times. M/S/C (Chavez/Carr) to approve submitting a recommendation to the Board of Directors to authorize the General Manager to execute contracts with the following manufacturers to supply proprietary and non-proprietary Light Rail Vehicle (LRV) parts, and to comply with the Original Equipment Manufacturer s (OEM) recommended mid-life overhaul program: Voith Turbo, Inc. for OEM Gearbox overhaul parts in the amount of $1,954,120; Motion Industries for gearbox overhaul parts manufactured for Voith Gearboxes in the amount of $964,415; Trelleborg Industrial for chevron suspension system springs in the amount of $573,345; Enidine ITT, Inc for suspension parts, shock absorbers and connecting link assemblies in the amount of $543,575; Penn Machine for center and motor truck axle rebuild components in the amount of 2,588,930; Kinkisharyo, Inc. for body and Suspension leveling system components including articulation shock absorber system in the amount of $1,954,005; Knorr, Inc. for brake assembly parts in the amount of $4,832,190; and Schunk Graphite Technologies LLC for ground brush assemblies, brushes and gaskets in the amount of $474,090. The aggregate amount for all contracts is $13,884,670. Larry Carr, Member Administration and Finance Committee Page 5 of 9 October 20, 2016

6 16. Title VI Program Resolutions Camille Williams, Accessible Services Program Manager, provided an overview of the staff report. Upon inquiry of Member Chavez, staff indicated the Federal Transit Administration (FTA) allows self-monitoring; however, the Auditor General can provide audits should the Board make that request. Member Chavez referenced Next Network and queried about the Title VI team s involvement in the Title VI analysis of the project. Staff responded that both the Planning and Next Network teams incorporated Title VI considerations early in the process, and will continue to incorporate Title VI as the project moves forward. Member Chavez requested the following: 1) the Board be provided the equity analysis earlier in the process, and; 2) staff provide the timeline for equity analysis. Directors to adopt the Resolution to approve the results of monitoring VTA s system-wide service standards and policies to ensure that no person is discriminated against because of their race, color, or national origin with regard to the quality of service, routing, or scheduling of transportation services VTA provides. Adopt the Resolution to approve VTA s Title VI Program. VTA s Title VI Program is a compilation of documents that is submitted to the Federal Transit Administration (FTA) triennially as evidence of VTA s compliance with Title VI of the Civil Rights Act of /2017 VTA On-Board Survey Questionnaire George Naylor, Transportation Planning Manager, provided an overview of the staff report. Member Chavez suggested the following: 1) modifying Question 7 to ask carpoolers who they carpool with, and; 2) provide the survey in multiple languages. Member Nguyen suggested using local consultants to conduct surveys, noting they will provide cultural sensitivity. Public Comment Mr. Lebrun commented on the following: 1) suggested it would be helpful to advertise the upcoming survey on bus and right rail; 2) expressed concern that non-english speaking customers may be concerned about deportation; 3) expressed concern that others may overhear sensitive personal information, and; 4) provide a card in four languages with a Administration and Finance Committee Page 6 of 9 October 20, 2016

7 telephone number or website to those who decline to participate so they can provide feedback at a later time in their native language. On order of Chairperson Baker and there being no objection, the Committee received the 2016/2017 VTA On-board Survey Questionnaire. Agenda Items # 18, 19 and 20 were heard together. 18. Minority, Women, Disabled Veteran, and LGBT Business Enterprise Program Status Update 19. Small Business Enterprise (SBE) Program Status Update 20. Disadvantaged Business Enterprise (DBE) Program Status Update Liz Brazil, Business Diversity Program Manager, provided the staff report and a brief presentation entitled Business Diversity Program Updates, highlighting: 1) Business Diversity Program Update, and; 2) 2016 Outreach Efforts. Member Nguyen requested information regarding the percentage of contracts awarded to Spanish and Vietnamese firms under the Business Diversity Program. Member Chavez suggested disaggregating the Asian American category noting the State of California is also working to change the Asian designation because the group is so broad. Chairperson Baker thanked staff for their hard work. On order of Chairperson Baker and there being no objection, the Committee received a status update on the Minority, Women, Disabled Veteran, and LGBT Business Enterprise Program; received a status update on the Small Business Enterprise (SBE) Program, and; received an update on the Disadvantaged Business Enterprise (DBE) Program. OTHER ITEMS 21. Items of Concern and Referral to Administration There were no Items of Concern and Referral to Administration. 22. Committee Work Plan On order of Chairperson Baker and there being no objection, the Committee reviewed the Committee Work Plan. 23. Committee Staff Report Raj Srinath, Chief Financial Officer, introduced VTA s new Chief of Staff, Angelique Gaeta. 24. Chairperson's Report There was no Chairperson s Report. Administration and Finance Committee Page 7 of 9 October 20, 2016

8 25. Determine Consent Agenda for the October 6, 2016, Board of Directors Meeting CONSENT Agenda Item #5. Review and accept the Fiscal Year 2016 Statement of Revenues and Expenses for the period ending June 30, Agenda Item #6. Authorize the General Manager to execute a Dedication Agreement (Agreement) and subsequent real estate documents with the City of Mountain View (City) regarding the dedication of public access and utility easements that will provide better pedestrian, bike and vehicular connections around VTA s Whisman Light Rail Station in Mountain View. Agenda Item #7. Program $300,000 in 1996 Measure B funds to the Caltrain Los Gatos Creek Bridge project, and authorize the General Manager to enter into funding agreements with Caltrain Joint Powers Board (JPB)to implement this action. Agenda Item #8. Authorize the General Manager to execute an agreement between the Metropolitan Transportation Commission (MTC), Alameda Contra Costa Transit District (AC Transit), and VTA regarding management of the Regional Transit Discount Card (RTC) program. The agreement will go into effect upon execution and be in effect until June 30, Agenda Item #9. Adopt the amended Conflict of Interest Code for the Santa Clara Valley Transportation Authority (VTA) and its Appendix of Designated Positions and Disclosure Categories and direct the Board Secretary to submit the revised Conflict of Interest Code and the list of designated positions to the Santa Clara County Board of Supervisors for approval. Agenda Item #12. Review the Final Legislative Update Matrix for Agenda Item #14. Authorize the General Manager to execute a contract with WACHTER, Inc. in the amount of $3,500,000 for Close Circuit Television (CCTV) repair and maintenance on bus and light rail vehicles. The initial term of contract is for five years with an option to extend the contract on an annual basis for two additional years. The cost of the initial five year term is $2,500,000, plus an optional $500,000 per year for each of the optional one-year periods, for a total of $3,500,000. Agenda Item #18. Receive a status update on the Minority, Women, Disabled Veteran, and LGBT Business Enterprise Program. Agenda Item #19. Receive a Small Business Enterprise (SBE) Program status update. Agenda Item #20. Receive a status update on Disadvantaged Business Enterprise (DBE) Program. REGULAR Agenda Item #13. 1) Approve the Silicon Valley Radio Interoperability Authority (SV- RIA) Joint Powers Agreement (JPA) and authorize the General Manager to execute the JPA and any other documents necessary to assure VTA s full entry into the Joint Powers Authority; and 2) Appoint VTA s two members to the SV-RIA s Board of Directors. Administration and Finance Committee Page 8 of 9 October 20, 2016

9 Agenda Item #15. Authorize the General Manager to execute contracts with the following manufacturers to supply proprietary and non-proprietary Light Rail Vehicle (LRV) parts, and to comply with the Original Equipment Manufacturer s (OEM) recommended mid-life overhaul program: Voith Turbo, Inc. for OEM Gearbox overhaul parts in the amount of $1,954,120; Motion Industries for gearbox overhaul parts manufactured for Voith Gearboxes in the amount of $964,415; Trelleborg Industrial for chevron suspension system springs in the amount of $573,345; Enidine ITT, Inc for suspension parts, shock absorbers and connecting link assemblies in the amount of $543,575; Penn Machine for center and motor truck axle rebuild components in the amount of 2,588,930; Kinkisharyo, Inc. for body and Suspension leveling system components including articulation shock absorber system in the amount of $1,954,005; Knorr, Inc. for brake assembly parts in the amount of $4,832,190; and Schunk Graphite Technologies LLC for ground brush assemblies, brushes and gaskets in the amount of $474,090. The aggregate amount for all contracts is $13,884,670. Agenda Item #16. Adopt the Resolution to approve the results of monitoring VTA s system-wide service standards and policies to ensure that no person is discriminated against because of their race, color, or national origin with regard to the quality of service, routing, or scheduling of transportation services VTA provides. Adopt the Resolution to approve VTA s Title VI Program. VTA s Title VI Program is a compilation of documents that is submitted to the Federal Transit Administration (FTA) triennially as evidence of VTA s compliance with Title VI of the Civil Rights Act of Announcements There were no Announcements. 27. Adjournment On order of Chairperson Baker and there being no objection, the meeting was adjourned at 1:39 p.m. Respectfully submitted, Anita McGraw, Board Assistant VTA Office of the Board Secretary Administration and Finance Committee Page 9 of 9 October 20, 2016