BOARD OF DIRECTORS REGULAR MEETING MINUTES November 20-1:30 PM 5401 Old Redwood Highway, 1 st Floor Petaluma, CA 94954 1. Call to Order Chair Arnold called the meeting to order at 1:30 PM. Vice-chair Pahre and Directors Eddie, Fudge, Lucan, Mackenzie, Moulton-Peters, Russell, Sears and Zane present. 2. Approval of October 16, 2013 Board Meeting Minutes MOTION: Director Fudge moved approval of the October 16, 2013 Minutes as presented. Director Lucan second. The motion carried 10-0-2. 3. Public Comment on Non-agenda Items Paul Downing stated that the center pole on East Washington Street in Petaluma has been knocked down. 4. Board Member Announcements Director Fudge stated that she attended the Rail~Volution Conference in Seattle, WA in October. Jack Swearingen and Director Fudge attended different workshops and will produce a report to share with Board Members and others. Director Mackenzie stated that he received the Cal West Neighborhood News and there is an article about the grade-crossings issues in Santa Rosa. 5. General Manager s Report General Manager Farhad Mansourian provided his written report to the Board. He stated that the Mira Monte Marina purchase closed escrow on November 15, 2013 and SMART is a proud owner of 60 acres in Marin and Sonoma Counties. Page 1 of 6
6. Consent Agenda a. Approval of Monthly Financial Reports b. Approval of HDR Engineering, Inc. Contract Agreement c. Approval of Coates Field Service, Inc. Contract Amendment No. 2. Chair Arnold asked for Board and Public Comment on the proposed consent agenda. MOTION: Director Russell moved approval of the Consent Agenda as presented. Director Eddie second. The motion carried 10-0-2. 7. Approval of Resolution Authorizing Contract Change Order 32 Systems Scope Adjustments, to IOS-1/1A Project, Contract CV-DB-11-001 Vehicle and Systems Manager Lisa Cobb stated that this resolution will approve a change order for a credit of $614,998 for adjustments to the systems scope of work. In April 2013, two grade crossings were transferred to the ISTEA Grade Crossing Signals Upgrade Project Contract. In addition, the City of Petaluma will complete a new grade crossing at Caulfield Lane and has agreed to reimburse SMART for the addition of an exit gate, electronics and associated civil work. MOTION: Director Pahre moved Approval of Resolution Authorizing Contract Change Order 32 Systems Scope Adjustments, to IOS-1/1A Project, Contract CV-DB-11-001. Director Moulton-Peters second. The motion carried 10-0-2. 8. Approval of Resolution Authorizing Contract Change Order 35 to Construct the Hamilton and Petaluma Passing Sidings, IOS-1/1A Project, to Contract CV-DB-11-001 Chief Engineer Bill Gamlen stated that this resolution will approve a change order to construct the Novato (Hamilton) and Petaluma passing sidings. These are the two remaining passing sidings for the Initial Operating Segment (IOS). There are a total of four passing sidings planned for the Initial Operating Segment in: 1) Santa Rosa; 2) Cotati; 3) Petaluma and 4) Novato, Hamilton. The Hamilton siding is located between Roblar Drive in Novato to Novato Creek. The Petaluma siding is located just south of the Petaluma Station. The SMART Initial Operating Segment is primarily a single track railroad. The passing sidings were planned using extensive computer simulation to optimize their locations in order to maintain passenger train schedules. Director Sears asked why these two passing sidings were not included in the Initial Operating Segment Contract. Mr. Gamlen replied that there were environmental permit Page 2 of 6
constraints when the Contract was executed and as a result the passing sidings could not be finalized at that time. Director Lucan asked if the Novato (Hamilton) passing siding will be constructed at the same time the main track is being rebuilt. Mr. Gamlen replied that the passing siding work will be added to the track and civil construction and will be seamless. MOTION: Director Fudge moved Approval of Resolution Authorizing Contract Change Order 35 to construct the Hamilton and Petaluma Passing Sidings, IOS-1/1A Project, to Contract CV-DB-11-001. Director Mackenzie second. The motion carried 10-0-2. 9. Approval of Resolution Authorizing the Award of Contract CV-DB-12-001 to Shimmick Construction Company, Inc. for Contract Package 4 (CP4) General Manager Farhad Mansourian stated that SMART has accomplished a significant amount of preparation to restore passenger rail service. Since the summer of 2012, SMART has rebuilt track from Santa Rosa to Downtown Petaluma. The first vehicle set is scheduled for delivery in the fall of 2014. The systems contract final design is complete and construction will begin soon. Permitting efforts continue to facilitate construction from Petaluma to Marin County Civic Center in the spring. This is the final major construction contract that SMART s Board will consider. The Contract Package 4 contract process started about one year ago. The process was as follows: SMART issued the Request for Qualification SMART hosted an Industry Information Meeting for this Contract SMART issued the final Request for Proposal to the pre-qualified teams SMART received five (5) proposals SMART issued Notice of Competitive Range SMART issued Final Scope and asked for the Best and Final Offer (BAFO) from the Short-Listed Proposers BAFO Proposals were received SMART issued Notice of Intent to Award The Selection Committee recommended that Shimmick Construction Company Inc. presented the best value to SMART for this contract. SMART spent the month of October negotiating on technical design, re-evaluating work scope and price. The Contract Package 4 contract includes the following elements: 1) Design and construction of track from the Marin County Civic Center to downtown San Rafael; 2) New moveable bridge over the Petaluma River; 3) Operations and Maintenance Facility; 4) Seven Segments of Pathway, four segments in Marin County and three segments in Sonoma County and 5) Station Platform Finishes. Page 3 of 6
The Operations and Maintenance Facility (OMF) is a critical element in SMART s rail system. In an effort to reduce the overall cost of this contract, staff looked closely at the primary functions of the Operations and Maintenance Facility, what could be constructed now, and other areas that could be built and improved upon over time. These efforts reduced the cost of the Operations and Maintenance Facility from $23 Million to about $18 Million. Prior to commencement of construction, SMART must obtain various permits from about fifteen different agencies. Mr. Mansourian thanked Stacy and Witbeck/Herzog for all their hard work on the Initial Operationg Segment-1 construction contract. He then introduced Shimmick Construction Company, Inc., an Oakland-based employee-owned firm, with 60% of their work in the Bay Area and the remaining work in Southern California. Shimmick Construction Company s most recent projects include BART, Cal-Train, the San Francisco Municipal Transportation Agency (Muni), the Santa Clara Valley Transit Authority and the Golden Gate Bridge Seismic Retrofit Project. Currently, Shimmick Construction is playing a key role in the design and construction of the Berryessa BART Extension. Mr. Mansourian thanked Chief Engineer Bill Gamlen, Sr. Rail Engineer Gregg Jennings and Contracts/Procurement Coordinator LaVon Allan for their exceptional efforts on this contract. Lastly, SMART is pleased to bring this contract to the Board in the amount of $68,650,190 with the following three (3) recommendations: 1) Approve Resolution 2013-27 awarding the contract to Shimmick Construction Company, Inc.; 2) Approve a 5% contract contingency amount, and 3) Authorize the General Manager to implement the provisions of the Contract. Directors Comments: Director Sears stated that Shimmick Construction Company did exceptional work on the Golden Gate Bridge Seismic Retrofit Project and is very pleased that SMART is recommending this contract to Shimmick Construction Company. She also asked why SMART would have to obtain permits from the Federal Aviation Administration. Mr. Mansourian replied that certain construction areas are near the proximity of the airport. Director Pahre stated that she was also very impressed with Shimmick Construction Company s teamwork during the challenging task of Golden Gate Bridge Seismic Retrofit Project. Page 4 of 6
Director Arnold agreed that Shimmick did an exceptional job on the Golden Gate Bridge Seismic Retrofit Project and that it was like watching a movie. She acknowledged and thanked the Shimmick group. Director Zane asked if SMART had a construction segment timeline centered upon permits that need to be obtained. Mr. Mansourian replied that most of the construction design will be done within the next three months, then SMART will apply for the necessary permits from these permitting agencies given the very short window that they give us for construction. Director Zane suggested that a list would be helpful showing all of the boards, commissions and/or committees that SMART s Board Members serve on as elected officials. Public Comments: John Galeotti (Operating Engineers Union Local 3) thanked Stacy and Witbeck/Herzog for the construction jobs they have provided locally and welcomed Shimmick Construction Company to SMART s project. He stated that it is very frustrating not having permits and has delayed construction. They are looking forward to more work available in the area. Pat Karinen (Pile Drivers Union Local 34) is very pleased that SMART will be contracting with Shimmick Construction Company for phase two of construction. Chris Kneer (Cement Mason Union Local 300) thanked Stacy and Witbeck/Herzog for their recent construction work and look forward to working with Shimmick Construction Company. Dave George (Laborer Local 324) congratulated Shimmick Construction Company and thanked Stacy and Witbeck/Herzog for their recent construction work. Dan McCulloch (Carpenters Union Local 751) is very pleased Shimmick Construction Company is coming to the Northbay. Harry Harris (Laborer Local 261- Marin County, San Francisco and San Mateo) welcomed Shimmick Construction Company and thanked the Board for all of their considerations. Gary Helfrich (Sonoma County Bicycle Coalition) very pleased with the recent Pathway construction and thanked the Board and SMART for all their work. Director Arnold thanked Stacy and Witbeck/Herzog for their great work and is excited to have the opportunity to work with Shimmick Construction Company for phase two of the project. Page 5 of 6
MOTION: Director Moulton-Peters moved Approval of Resolution No. 2013-27 Awarding Design-Build Contract CV-DB-12-001 to Shimmick Construction Company, Inc. for an amount of $68,650,190 and authorizes the Chairperson to execute the contract. Director Lucan second. The motion carried 10-0-2. MOTION: Director Mackenzie moved Approval of an additional 5% contract contingency amount. Director Fudge second. The motion carried 10-0-2. MOTION: Director Zane moved approval to Authorize the General Manager to implement the provisions of the Design-Build contract including issuing the Notice to Proceed, and issuing change orders that are within the project budget. Director Russell second. The motion carried 10-0-2 Chair Arnold adjourned the Board to Closed Session at 2:08 PM to discuss the following: 10. Closed Session - Conference with Legal Counsel regarding significant exposure to litigation pursuant to California Government Code Section 54956.9(b) (1); Number of possible cases: 1. 11. Report Out of Closed Session Chair Arnold reported out of closed session at 3:53 PM on the following: Conference with Legal Counsel regarding significant exposure to litigation pursuant to California Government Code Section 54956.9(b) (1); Number of possible cases: 1. Report Out: Nothing to report 12. Next Regular Meeting: Board of Directors, December 18, 2013 1:30 PM 5401 Old Redwood Highway, 1 st Floor, Petaluma, CA 94954 13. Adjournment Meeting adjourned at 3:54 PM. Respectfully submitted, Leticia Rosas-Mendoza Clerk of the Board Approved on: Page 6 of 6