LEGISLATIVE AND COMMUNICATIONS COMMITTEE MEETING

Transcription

1 LEGISLATIVE AND COMMUNICATIONS COMMITTEE MEETING S E P T E M B E R 9,

2 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY ROSTER LEGISLATIVE & COMMUNICATIONS COMMITTEE COUNTY MEMBER Orange: Paul Glaab (Chair) 1 Vote Mayor Pro Tem City of Laguna Niguel Don Bankhead Mayor Pro Tem City of Fullerton Los Angeles: Don Knabe (Vice-Chair) 1 Vote Supervisor, 4 th District County of Los Angeles Jaime de la Vega General Manager Los Angeles Department of Transportation (LADOT) San Bernardino: Patrick Morris 1 Vote Mayor City of San Bernardino Alan Wapner Council Member City of Ontario Riverside: Daryl Busch 1 Vote Mayor City of Perris Greg Pettis Council Member Cathedral City Ventura: Keith Millhouse 1 Vote Mayor Pro Tem City of Moorpark One Gateway Plaza, 12 th Floor, Los Angeles, CA 90012

3 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY LEGISLATIVE AND COMMUNICATIONS COMMITTEE FRIDAY, SEPTEMBER 9, 2011, 10:00 A.M. OR IMMEDIATELY FOLLOWING THE BOARD OF DIRECTORS MEETING SCHEDULED TO START AT 10:00 A.M. LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY BOARD ROOM ONE GATEWAY PLAZA, 3 rd FLOOR LOS ANGELES, CALIFORNIA AGENDA DESCRIPTIONS The agenda descriptions are intended to give notice to members of the public of a brief general description of items of business to be transacted or discussed. The posting of the recommended actions does not indicate what action will be taken. The Committee may take any action that it deems to be appropriate on the agenda item and is not limited in any way by the notice of the recommended action. The Chair reserves the right to discuss the items listed on the agenda in any order. A person with a disability may contact the Committee Secretary's office at (213) or via ridensd@scrra.net at least 72-hours before the scheduled meeting to request receipt of an agenda in an alternative format or to request disability-related accommodations, including auxiliary aids or services, in order to participate in the public meeting. Later requests will be accommodated to the extent feasible. SUPPORTING DOCUMENTATION The agenda, staff reports and supporting documentation are available from the Committee Secretary, located at One Gateway Plaza, 12 th Floor, Los Angeles, CA and on the Metrolink website at under the Committee Agenda link. PUBLIC COMMENTS ON AGENDA ITEMS Members of the public wishing to address the Committee members regarding any item appearing on the agenda, may do so by completing a Speaker s Form and submitting it to the Committee Secretary. Speakers will be recognized by the Chair at the time the agenda item is to be considered. When addressing the Committee, please state your name for the record. Please address the Committee as a whole through the Chair. Please note comments to individual Committee members or staff are not permitted when addressing the Committee. A speaker s comments shall be limited to three (3) minutes. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA Members of the public wishing to address the Committee members regarding any item not on the agenda, but within the subject matter jurisdiction of the Committee, will be taken under Item 11 (Public Comment), and will be subject to the same guidelines as noted above. One Gateway Plaza, 12 th Floor, Los Angeles, CA 90012

4 Legislative and Communications Committee Agenda Page 2 1. Call to Order 2. Pledge of Allegiance REGULAR CALENDAR 3. Approval of Minutes June 10, 2011 Legislative and Communications Committee Meeting Staff recommends the Legislative and Communications Committee approve the minutes of the June 10, 2011 meeting. Page 1 4. Communications Update Staff will present a comprehensive Communications Update report for June, July and August of FY2011. There is no written document. The Legislative and Communications Committee may receive and file this report.. 5. Sales and Marketing Update Staff will provide a ridership and revenue report system wide, the Corporate Pass Program and regional promotions since the last committee meeting. There is no written document. The Legislative and Communications Committee may receive and file this report. 6. Legislative Update Staff will provide an update on the legislative efforts. There is no written document. The Legislative and Communications Committee may receive and file this report. 7. I-5 Mitigation Plan Caltrans will begin construction to add a HOV (High Occupancy Vehicle) lane to the I-5 Freeway between the 91 Freeway to the 605 Freeway starting as early as October As stated in the Environmental Impact Report (EIR), Caltrans will work with the Southern California Regional Rail Authority to provide incentives for commuters to use Metro transit service and Metrolink service during the construction period of the Interstate 5 (I-5) Corridor Improvement Project. Caltrans will provide Metrolink with funds in order to mitigate the impacts of the construction project to commuters who are traveling on the Orange County or 91 Lines to downtown Los Angeles and beyond. Metrolink is currently working with Caltrans to develop a seven-year marketing/communication mitigation proposal to reduce the number of automobile trips on the I-5 corridor to and from Los Angeles. Also, due to the connectivity that Metrolink has with Metro, passengers who wish to transfer onto the Metro system can utilize the already existing transfer policy between the two agencies, satisfying the requirements of the EIR. Staff will give a presentation on our proposed use of the funds to achieve the objective identified in the EIR. There is no written document. The Legislative and Communications Committee may receive and file this report.

5 Legislative and Communications Committee Agenda Page 3 8. Contract No. SP Consultant Services for Branding & Imaging Campaigns Increase in Funding Authorization Vaughn Wedeen Kuhn (VWK) Additional consultant services are necessary for new awareness and imaging projects. Staff requests the Legislative and Communications Committee recommend the Board authorize the Chief Executive Officer to amend Contract No. SP for Branding and Imaging Campaigns with Vaughn Wedeen Kuhn (VWK) to increase the contract funding authorization by $150,000 for a new total contract authorization not-to-exceed amount of $245,000. Page 9 9. Contract No. SP Printing Services for External Communications Contract Amendment Dual Graphics; Eclipse Printing & Graphics, LLC dba James Litho To ensure SCRRA s ability to provide a variety of printed materials to the public, an increase in contract authority is required. Staff recommends that the Legislative and Communications Committee recommend that the Board increase Contract No. SP by $300,000 to accommodate future printing materials through 2013 for a not-to-exceed amount for the bench of $600,000. The following firms are part of the printing services bench: SP278A-10 Dual Graphics SP278C-10 Eclipse Printing & Graphics, LLC dba James Litho 10. Chief Executive Officer s Report Agency Update Page Public Comment 12. Chair s Comments Adoption of new regular committee meeting start time. 13. Committee Member Comments (i.e., Announcements, Requests to Staff, Direction for Future Agenda Items) 14. Adjournment

6 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY LEGISLATIVE AND COMMUNICATIONS COMMITTEE MEETING MINUTES JUNE 10, 2011 ITEM 3 COMMITTEE MEMBERS IN ATTENDANCE: ORANGE: PAUL GLAAB (Chair) (1 Vote) DON BANKHEAD METRO: --- (1 Vote) SANBAG: (1 Vote) PATRICK MORRIS RCTC: DARYL BUSCH 1 (1 Vote) VENTURA: BRIAN HUMPHREY (1 Vote) STAFF: JOHN FENTON, Chief Executive Officer BOB TURNAUCKAS, Chief Administrative Officer PATRICIA BRUNO, Government and Regulatory Affairs Manager ANGELA STARR, Director of Communications and Public Affairs TRUC MOORE, SCRRA Counsel DONNIE RIDENS, Committee Secretary Meeting minutes are presented in a format that corresponds with the Legislative and Communications Committee Agenda, which is incorporated by reference with these minutes. SCRRA Legislative and Communications Committee Agendas are available from the Metrolink website or by calling the Committee Secretary at Call to Order The SCRRA Legislative and Communications Committee Meeting was called to order by Chair Glaab on Friday, June 10, 2011, at 12:27 p.m. in the Los Angeles County Metropolitan Transportation Authority Board Room, One Gateway Plaza, 3rd Floor, Los Angeles, California. 1 Director Busch left during discussion of Item 6; thus did not vote on Item 8. One Gateway Plaza, 12 th Floor, Los Angeles, CA

7 Legislative and Communications Committee Meeting Minutes June 10, 2011 Page 2 2. Pledge of Allegiance Director Bankhead led the group in the Pledge of Allegiance. REGULAR CALENDAR 3. Approval of Minutes April 8, 2011 Legislative and Communications Committee Meeting Upon a motion by Director Morris and seconded by Director Bankhead, the Legislative and Communications Committee approved the Committee minutes of April 8, ACTION: The Legislative and Communications Committee approved the minutes of April 8, There was no opposition to the motion and the motion passed unanimously. 4. Communications Update Angela Starr, Director of Communications and Public Relations, began the Communications update by stating that to communicate effectively staff needs to focus on three main stakeholders; our customers, our employees and our stakeholder partners. Ms. Starr stated that there are several goals moving forward and at the top of the list is CIS, Customer Information System. Staff is also looking at safety and culture and meeting with our employees and contractor co-workers in ways that have not been done before. As an example, Ms. Starr mentioned the newly created Performance Improvement Teams that meet monthly with John Fenton, and along with our stakeholder partners we are leveraging relationships with media partners as never before. Ms. Starr then introduced Claudia Ziebell, Communications Manager, to talk about customer communication. Ms Ziebell began with social media goals noting that social media contributes to our customer retention and increasing growth. In the past 18 months since the inception of the social media program, including Twitter and Facebook, there has been significant, steady growth. Metrolink has over 8,000 followers on Twitter and reach 1.5 Million second level followers which include news media. Further, an initiative started in November 2010 put communication staff directly at the Metrolink Operations Center (MOC), and that communications staff supports all our social media efforts as well as communications at the station platforms via the electronic signs. Another platform being utilized is the Metrolink blog where you will find extended content. Staff recently added the blog to metrolinktrains.com and it has also been utilized in terms of crisis communications. One of the projects staff is currently working on is CIS Customer Information System which will allow staff to communicate in a timely manner with our customers at the stations. Staff will have the ability to map multiple messages system wide and even tailor them by line and will have the ability to access the system via the web. In Phase One+, approximately 10 months from now, staff will be able to do broadcast announcements live to all of our stations. Director Morris asked if we would be installing hardware at each of the stations in order to have this access. Ms. Ziebell explained that the stations are currently being surveyed but 2

8 Legislative and Communications Committee Meeting Minutes June 10, 2011 Page 3 that speakers exist at most of our stations and that converters are being installed at all stations that will allow staff to do both voice and data messages, either live or by a recorded message, directly from the MOC. Sherita Coffelt, Media and Public Relations Officer, then talked about the Media side of communications. Ms. Coffelt stated that staff strives to communicate consistently to all the audiences that the media touch to promote the vision and mission of the Agency. So far this year, Metrolink has had numerous wins in the media positive press especially with the express trains and the service expansion -- over four million broadcast impressions. The Agency had good press with the San Bernardino parking structure opening, the quiet zones in Orange County and positive train control (PTC). We ve had positive stories on the baseball trains both the Dodgers and the Angels trains. This coverage has been nontraditional coverage such as an opinion column in the sports section. There was also an article in the L.A. Times about a couple who met on the Metrolink train, as well as an L.A. Business Journal feature on Mr. Fenton which touched on all the great things that are happening at Metrolink. Ms. Coffelt went on to state that Metrolink had several mentions that were neutral not necessarily positive but not negative which do serve to elevate the overall impression of the Agency and as we are working to grow our ridership, that is an important part of elevating who we are. There were also some negative stories but when these negative articles appear, staff wants to make sure that we can balance them with positive articles by proactively pushing all the good things that are happening. Staff is also pursuing editorial endorsements and recently launched an editorial board strategy which will be on-going where staff will meet with the editorial boards every 9 to 12 months. Focusing on future opportunities, staff is trying to be very proactive and strategic in the approach to pursuing these opportunities. Director Humphrey commented that we have historically referred to people who have been struck by trains as trespassers, and that he has noticed a shift in using that terminology; has that been a conscious effort? Ms. Coffelt stated that yes; it has been a conscious effort, believing the term trespasser does not embrace the fact that these are people with families. Director Bush asked that when there is a case of an obvious suicide, do we put those in a different category. Ms. Coffelt responded that yes, our safety group classifies the types of incident. Ms. Starr clarified that staff does not step out and speculate the intention; it is law enforcement that makes that determination and she further mentioned the upcoming suicide awareness program and task force that staff will be reporting on in the future. Director Morris stated he liked the quasi-scientific way that Ms. Coffelt tried to calibrate the good, the bad, and the ugly and report back to the Board on all media commenting he has not seen that done in the public sector and appreciates the approach taken to report conscientiously to the Board on the Agency s media health. 3

9 Legislative and Communications Committee Meeting Minutes June 10, 2011 Page 4 Director Glaab thanked the communications team for this presentation and the fact that staff is taking a very proactive position with social media and generating a lot of good stories is to be commended and something not seen before. A copy of the PowerPoint is available from the Committee Secretary upon request. ACTION: The Legislative and Communications Committee received and filed this report. 5. Evaluation Criteria Lobbyists Patricia Torres Bruno, Government and Regulatory Affairs Manager, requested the committee s approval of the proposed evaluation criteria to begin the process on state and federal lobbying contracts, which is consistent with Board policy to weigh the criteria 80% for technical qualifications and 20% for cost. She emphasized that the lobbying contracts were last competitively bid in 1997 and the Agency s advocacy needs have shifted in focus since then, therefore, it is important to have a team onboard that has the relationships and expertise in the new areas of focus to be able to actively advocate on behalf of the Agency in Washington as well as Sacramento. She noted that current advocacy needs on the federal side are focused on Positive Train Control (PTC) implementation, and the Agency needs an advocate who will be aggressive and help break through some of the challenges with PTC. The Agency needs to protect the funding for PTC and other funding sources especially in a cost cutting environment as there is now in Congress. The Agency needs help with the RRIF financing and staff is working on trying to incorporate some RRIF amendments into the reauthorization bills and will need lobbying assistance on those issues. On the State side, staff wants to continue to push for the sale of the bonds and protecting our transportation funding and have the key relationships with the administration and the Senate and Assembly and to move forward with those efforts. She further noted that these would be one-year contracts with three one-year options. Staff would like to have the contracts in place by the end of the year so we can have a lobbying team in place by the beginning of the new legislative session in January. Director Morris asked if it is staff s intent to have the bench of qualified advocates bill on an hourly basis or if these would be based on monthly contracted amounts as we currently have, where we engage the firm or not. Mr. Fenton explained that the Agency s advocacy needs change so rapidly in Washington that the Agency would prefer to have access to a broader group of lobbyists that can be accessible at any given time depending on the need. Staff has thought about a bench that could be drawn from just like we do with the Agency s legal bench. This is a concept that staff wants to explore and put before the Board as we look at what is the right strategic decision on managing lobbyists and moving away from the traditional way we ve managed it in the past, which would also allow for better management of our budget. 4

10 Legislative and Communications Committee Meeting Minutes June 10, 2011 Page 5 Director Morris stated that he strongly supports that concept and likes the idea of a bench of qualified lobbyists to draw from and regular review of the process. Chair Glaab concurred and stated his support of this process. Director Bush asked for clarification of the budget amount, and Ms. Bruno confirmed that funding for lobbying activities has already been identified in the FY11-12 budget. ACTION: Upon a motion by Director Morris and seconded by Director Humphrey the Legislative and Communications Committee recommend the Board approve the proposed evaluation criteria specifying a weighting of eighty percent (80%) for technical qualifications and twenty percent (20%) for the cost to retain firms to provide Federal and State Legislative Representation and regulatory support. The proposed criteria are consistent with the Evaluation Criteria Policy adopted by the Board. There was no opposition and the motion passed unanimously. 6. Sales and Marketing Update Bob Turnauckas, Chief Administrative Officer, highlighted some of the activity that has taken place over the last thirty days. Average weekday ridership has gone up. In January it was at 39,600 and now it is at 42,300. Director Morris stated that this is remarkably positive and the graphs presented are just the thing that media and others like to see. Are we going out with this? Mr. Turnauckas responded that we have not done that but definitely can. Director Morris stated that this turn-around is very dramatic. Mr. Turnauckas concurred stating that once our Corporate Pass Program (CPP) is fully functioning, we will see an incredible increase in ridership numbers. Chair Glaab stated that the Agency has evolved into an organization that is very adroit; tracking much of this information almost in real time so that we know immediately what works and what doesn t and commended staff on taking advantage of all the technologies and social media available. Continuing with the presentation, Mr. Turnauckas noted that increased ridership leads to increased revenue and stated staff s focus is on growing the Corporate Pass Program; increasing ridership through the secondary and third tier type of markets; and through a passenger retention program. Metrolinkrewards.com is growing and staff is distributing promotional cards at the stations encouraging the vendors along the lines to embrace this program. The first to join is Sarducci s Restaurant in San Juan Capistrano. They will offer some type of added value to our Metrolink riders. In the first quarter of next year staff will introduce a Commuter Club program which will be a combination of recognition, rewarding our customers, education forums, and advisory boards. Chair Glaab commented that he feels the CPP program will be very successful and that word will spread once the corporations up and down our lines try Metrolink. Mr. Turnauckas further stated that the exciting thing is that we re going from a consignment-type program to a magnetic stripe program so that the ease of being a corporate partner will be much better and we can track data a lot quicker. 5

11 Legislative and Communications Committee Meeting Minutes June 10, 2011 Page 6 Director Morris asked what type of benefits will be afforded and what would be the cost to the customer. Mr. Turnauckas explained the corporate client would not pay for this. It would be an outreach program for our customers to educate, listen and learn. Director Morris suggested a longevity program to reward long-term passengers with, for example, a Starbucks coffee card. Mr. Turnauckas stated that staff is looking at several options to reward long-time customers one of which is a discount on tickets purchased, for example, purchase 12 passes and the next one is free. Staff is looking at several options that could be a part of the Club. A copy of the PowerPoint is available from the Committee Secretary upon request. ACTION: The Legislative and Communications Committee received and filed this report. 7. Hispanic Marketing Plan Mark Waier, Manager, Marketing and Sales gave a presentation on the Hispanic marketing plan noting that currently 25.3% of our ridership is Hispanic while in Southern California 40.57% of the population is Hispanic. Staff is anxious to equalize and grow this market and feel that this is an area where staff can do extensive outreach. Staff plans on targeting the Hispanic market in three different areas, advertising; social media; and a grass roots style of marketing which reaches out to the numerous Hispanic associations. Once all the information is gathered, staff will put together a plan with the goal of implementation in the fall of Staff will provide this Committee with updates on this program throughout the next fiscal year. Director Morris noted that staff had discussed voice announcements at the stations and wondered if those announcements would be bilingual. Mr. Waier explained that yes, all our communications are currently translated into Spanish and the announcements will also be made in Spanish. A copy of the PowerPoint is available from the Committee Secretary upon request. ACTION: The Legislative and Communications Committee received and filed this report. 8. Adopt Positions on State Legislation Patricia Torres Bruno, Government and Regulatory Affairs Manager, requested approval on two Legislative bills on the State level, 1) Assembly Bill 845 (Ma) Proposition 1A High Speed Rail Bond Funds and 2) Assembly Bill 1229 (Feuer) Federal Highway Grant Anticipation Notes. The Committee s recommendation of the Board s adoption of a formal position on the bills will allow staff to move forward with advocacy efforts. 6

12 Legislative and Communications Committee Meeting Minutes June 10, 2011 Page 7 ACTION: Upon a motion by Director Morris and seconded by Director Humphrey, the Legislative and Communications Committee recommend the Board take a Support position on both AB 845 authored by Assembly Member Fiona Ma (D-San Francisco) as well as a Support position on AB 1229 authored by Assembly Member Mike Feuer (D-Los Angeles). There was no opposition and the motion passed unanimously. A copy of the PowerPoint is available from the Committee Secretary upon request. 9. Legislative Update Patricia Torres Bruno, Government and Regulatory Affairs Manager, gave an update on current legislative issues, stating that the Senate is voting on the State budget today. Negotiations are continuing on the Governor s tax extensions as part of the budget deal. The June 15 deadline is approaching where if we don t have a budget in place, the legislature will not get paid. Staff expects the vote to fail but discussions to continue. Chair Glaab commented that we need to be flexible when adopting budgets because there are some what if questions coming down the line and we don t know what is going to be in the budget or when we ll get the budget, and some of the funding we get from the State could be called into question. ACTION: The Legislative and Communications Committee received and filed this report. 10. Chief Executive Officer s Report None. 11. Public Comment At this time Chair Glaab inquired if any members of the public wished to address the Committee regarding any items not listed on the agenda, within the subject matter jurisdiction of the Committee. There being no requests to speak, the Public Comment period was formally closed. 12. Chair s Comment Chair Glaab thanked staff for their support of the Camp Pendleton initiative as that will give us tremendous story lines, while at the same time increasing our revenues. The program with Camp Pendleton and the Marines will allow Metrolink to recognize the sacrifices that not only the Marines have been making but the sacrifices of the Marines families. This is a positive program and Chair Glaab again thanked staff for their support. 7

13 Legislative and Communications Committee Meeting Minutes June 10, 2011 Page Committee Member Comments Director Humphrey underscored how important he believes staff s efforts are but the one thing he would like to mention is that the greatest danger to Metrolink is not train delays or terrorism but mediocrity and complacency. The staff presenting today from the Agency s communications, marketing, and legislative departments are far from mediocre. Staff has not only conveyed information but has conveyed an attitude and he certainly hopes that this committee will continue to support this staff. If there is one mistake that staff made today, it is that they made it look so easy. Director Humphrey stated he was very impressed with the work done here today and thanked staff for their efforts. Chair Glaab thanked Director Humphrey for his comments concurring that the Agency s staff is doing great work. 14. Adjournment The committee adjourned at 1:15 p.m. Respectfully submitted, Donnie Ridens Legislative and Communications Committee Secretary 8

14 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: September 1, 2011 MEETING DATE: September 9, 2011 ITEM 8 TO: FROM: SUBJECT: Legislative and Communications Committee Joseph M. Henderlong, Director, Strategic Sourcing, Contracts & Supply Contract No. SP Consultant Services for Branding & Imaging Campaigns Increase in Funding Authorization Vaughn Wedeen Kuhn (VWK) Issue Additional consultant services are necessary for new awareness and imaging projects. Recommendation Staff requests the Legislative and Communications Committee recommend the Board authorize the Chief Executive Officer to amend Contract No. SP for Branding and Imaging Campaigns with Vaughn Wedeen Kuhn (VWK) to increase the contract funding authorization by $150,000 for a new total contract authorization not-to-exceed amount of $245,000. Alternatives The Legislative and Communications Committee may: 1) Decline to exercise the amendment and direct staff to issue a new Request for Proposal (RFP) for these services. 2) Modify amount of increase in funds. Background SCRRA's Purchasing Agent conducted a competitive procurement for branding and imaging services under delegated authority this year and awarded a contract for the not to exceed amount of $95,000. After that award, SCRRA was requested to assist Caltrans in the state funded mitigation program for the I-5 Corridor Improvement Project, which will require increased services under this contract, beginning as early as next month. One Gateway Plaza, 12 th Floor, Los Angeles, CA

15 Contract No. SP Consultant Services for Branding & Imaging Services Page 2 The SCRRA was requested to assist as part of mitigation efforts for the Interstate 5 corridor improvement Project (91 Freeway to the 605 Freeway). As stated in the Environmental Document (EIR/EIS), Caltrans will work with the Southern California Regional Rail Authority to provide incentives for commuters to use Metro transit service and Metrolink service during the construction period of the Interstate 5 (I-5) Corridor Improvement Project. This is mainline construction traffic mitigation, and Caltrans has dedicated about $550, of phase 1 construction funds to this commuter incentive program. Caltrans will provide Metrolink with funds in order to mitigate the impacts of the construction project to commuters who are traveling on the Orange County or 91 Lines to downtown Los Angeles and beyond. SCRRA is currently working with Caltrans to develop a long term marketing/communication mitigation proposal to reduce the number of automobile trips on the I-5 corridor to and from Los Angeles for the construction period. In summary, the increased funding authority requested will be used to create a branded advertising campaign for planned construction on I-5 between the 605 and 91 freeways starting as early as October 2011 for phase 1 of the construction period. Caltrans will be supplying funding to encourage drivers to take the train during the construction period ( ). The funding authority will be used to launch the campaign. The contract was competitively awarded in compliance with SCRRA policies and the contractor was evaluated to be the best of the 8 submitted proposals. This contract expires May A new competitive procurement for additional awareness services for the I-5 campaign will be recommended before contract expiration. Budget Impact Funding for Consulting Services is included in the FY Budget. Funding for the I-5 construction mitigation project will be provided from Caltrans. Prepared by: Mark Waier, Manager, Sales and Marketing Steve Holman, Contract & Compliance Administrator Joseph M. Henderlong, Director, Strategic Sourcing, Contracts & Supply 10

16 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: September 1, 2011 MEETING DATE: September 9, 2011 ITEM 9 TO: FROM: SUBJECT: Legislative and Communications Committee Joseph M. Henderlong, Director, Strategic Sourcing, Contracts & Supply Contract No. SP Printing Services for External Communications Contract Amendment Dual Graphics; Eclipse Printing & Graphics, LLC dba James Litho Issue To ensure SCRRA s ability to provide a variety of printed materials to the public, an increase in contract authority is required. Recommendation Staff recommends that the Legislative and Communications Committee recommend that the Board increase Contract No. SP by $300,000 to accommodate future printing materials through 2013 for a not-to-exceed amount for the bench of $600,000. The following firms are part of the printing services bench: SP278A-10 Dual Graphics SP278C-10 Eclipse Printing & Graphics, LLC dba James Litho Alternative The Committee may recommend: 1. Modify the amount of funding authorization requested; or 2. Take no action Background Following a competitive procurement, the Board at the February 2009 meeting awarded Contract No. SP for Printing Services for External Communications to a bench of three firms: Dual Graphics, The Type Gallery (previously terminated for convenience) and James Litho. The base contract was for three years (through March 2013) in the amount not-to-exceed $300,000 across the bench. One Gateway Plaza, 12 th Floor, Los Angeles, CA

17 Contract No. SP Printing Services for External Communications Contract Amendment Dual Graphics; Eclipse Printing & Graphics, LLC dba James Litho Page 2 Services are required to provide on-call printing services for SCRRA s Customer Engagement Department. On-call print jobs include universal timetables, individual timetables, the Metrolink Matters newsletter, station information posters, station schedule posters, Los Angeles Union Station posters, system map posters, adhesive TVM maps, Metrolink maps, event flyers, and special service timetables. At this time staff requests an increase in contract authority in the amount of not to exceed $300,000, for a total not to exceed amount of $600,000 for the bench, between the two remaining vendors to enable continuation of these services through March 31, Metrolink anticipates, plans, and budgets for two schedule changes a year. Due to requests from Amtrak and member agencies, Fiscal Year 2010/11 had four schedule changes, which more than doubled the budgeted amount for this contract. These unanticipated schedule change requests were designed and printed by Metrolink vendors but funded by the requesting agency. This resulted in the contract authority being depleted. Metrolink has experienced a surge in destination based special service trains which utilize print services for special service timetables and posters. To enable continuation of the printing services staff is requesting an increase in contract authority to replenish the funds used for the third party printing since Metrolink anticipates these requests to continue throughout the remaining portion of the contract. All firms have provided satisfactory service at this time. Budget Impact Funding for printing services is included in the FY Marketing and Sales budget. Funding for future years will be requested in the budgets for those years. Recollectable work is funded by third party agreements. Prepared by: Joanne Cook, Contract Review Analyst Anja Magnani, Website Content Administrator Jennifer M. Sims, C.P.M., Manager of Contracts and Diversity 12