CALL TO ORDER ADMINISTRATION & FINANCE COMMITTEE Thursday, February 19, 2015 MINUTES The Regular Meeting of the Administration and Finance Committee (A&F) was called to order at 12:06 p.m. by Chairperson Kalra in Conference Room B-104, VTA River Oaks Campus, 3331 North First Street, San Jose, California. 1. ROLL \ Attendee Name Title Status Cindy Chavez Board Member Present Jason Baker Vice Chairperson Present Ash Kalra Chairperson Present Perry Woodward Board Member Absent Larry Carr Alternate Board Member Absent David Cortesec Alternate Board Member NA Raul Peralez Alternate Board Member NA Howard Miller Alternate Board Member NA * 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 There were no Orders of the Day. CONSENT AGENDA 4. Regular Meeting Minutes of January 22, 2015 M/S/C (Chavez/Baker) to approve the Regular Meeting Minutes of January 22, 2015. NOTE: M/S/C MEANS MOTION SECONDED AND CARRIED AND, UNLESS OTHERWISE INDICATED, THE MOTION PASSED UNANIMOUSLY. 3331 North First Street San Jose, CA 95134-1927 Administration 408.321.5555 Customer Service 408.321.2300
5. Fiscal Year 2015 Quarterly Statement of Revenues and Expenses for the Period Ending December 31, 2014 Directors to review and accept the Fiscal Year 2015 Quarterly Statement of Revenues and Expenses for the period ending December 31, 2014. 6. Resolution Regarding Conveyance of VTA Property Directors to authorize the General Manager to enter into an agreement with D.R. Horton Bay, Inc. ( DRH ) in which VTA would convey 1,147 square feet of property so that DRH may construct a trail compatible with VTA s Wrigley Creek Project, pursuant to the terms set forth herein. 7. Actuarial Valuation of VTA's Other Post Employment Benefits (OPEB) as of July 1, 2014 Directors to accept the results of the Actuarial Valuation of VTA's Other Post Employment Benefits (OPEB) as of July 1, 2014. REGULAR AGENDA Member Chavez recused herself from Agenda Item #8. Technology Maintenance & Support Contracts, due to a possible conflict of interest. Member Chavez left the meeting at 12:05 p.m. and a Committee of the Whole was declared. 8. Technology Maintenance & Support Contracts Gary Miskell, Chief Information Officer, provided an overview of the staff report. Members of the Committee made the following comments: 1) requested clarification on the recommendation regarding funding and contract authority; 2) inquired about potential cost savings; and 3) noted the contracts would still go through the budget process. Mr. Miskell informed the Committee that the recommendation was for contract authority. Chairperson Kalra expressed support for Technology Maintenance & Support Contracts and requested the item be forwarded to the Board of Directors without a Committee recommendation. On order of Chairperson Kalra and there being no objection, the Committee of the Whole forwarded the following item without a recommendation to the Board of Directors: Authorize the General Manager to approve technology maintenance and support agreements with the specified technology firms for software and hardware support services. Each contract shall be for a maximum five year period, with a value not to exceed $9,350,000 for all agreements. Administration and Finance Committee Minutes Page 2 of 6 February 19, 2015
Member Chavez took her seat at 12:12 p.m. and a quorum was established. 9. Contracts Extensions for VTA Cellular Phone Equipment & Services Mr. Miskell provided an overview of the staff report. Members of the Committee made the following comments: 1) inquired about the current data transmission devices used on the buses; 2) noted that having live feed available will help ensure public safety; 3) suggested VTA and County staff work together regarding emergency response; and 4) requested clarification regarding video streaming and availability. Mr. Miskell commented that the contracts extensions for the equipment and services would help with the increased demand of customer needs. Directors to authorize the General Manager to execute contract amendments with Sprint (Nextel of California, Inc.) and AT&T Mobility for cellular voice and data services for an increase of $1,125,000 and to extend the contracts by two years, from five-years to seven-years, terminating in September 2018. The total cost of the seven-year contracts would be $2,526,750. 10. Contract With SinglePoint To Provide Mobile Network Equipment, Passenger Wi- Fi, and Related Software Services Mr. Miskell provided an overview of the staff report. Public Comment Roland Lebrun, Interested Citizen, commented about VTA s Wi-Fi signal and the dead spots on the south end of the Santa Theresa Light Rail line. He further provided alternate solutions on how to fix the dead spot areas. Mr. Miskell made the following comments: 1) the system software is currently monitoring the Wi-Fi signal; and 2) staff will work with the carrier service to see if they can remedy the dead spot areas. Directors to authorize the General Manager to execute a sole source purchase contract with SinglePoint, the exclusive vendor of Icomera s MoovBox, and MoveManage service, in an amount not to exceed $ 1,050,000 to procure revenue vehicle mobile network equipment and services. This procurement will enable passenger Wi-Fi service on all buses currently lacking high speed mobile networking or passenger Wi-Fi service 11. Joint Development Request for Proposals Bijal Patel, Deputy Director of Real Estate, provided an overview of the staff report. Members of the Committee made the following comments: 1) inquired about affordable housing; 2) noted that housing affordability and getting a greater return on investments are equally important; 3) commented that when looking at projects and Requests for Administration and Finance Committee Minutes Page 3 of 6 February 19, 2015
Proposals (RFP s), that staff may want to use a different criteria regarding affordable housing; 4) expressed concern about developers being litigious; 5) suggested staff to have a proposed plan when presenting the item to the Board, and to indicate whether extremely low income (ELI), very low income (VLI) or low income (LI) applies; Ms. Patel noted the following: 1) staff is trying to make it competitive for all developers; and 2) residential developers are looking for financial assets; Nuria I. Fernandez, General Manager, noted that staff will continue to review the RFP process and policy framework and would provide updates to the Board. Public Comment Mr. Lebrun commented about the logistics of the Tamien and Santa Teresa stations. On Order of Chairperson Kalra and there being no objection, the Committee received the latest updates to the Joint Development Program. 12. Quarterly Purchasing Report October 1 through December 31, 2014 Tom Smith, Contracts and Materials Manager, provided an overview of the staff report. Member Chavez made the following comments: 1) inquired about the internal policy regarding reoccurring purchases; 2) noted the importance of ensuring VTA is receiving the best price; and 3) suggested VTA think about the possibility of a bid opportunity when extending contracts. Upon Member Chavez s inquiries, Ms. Fernandez commented that staff is constantly evaluating procurements to find ways for improvement. On Order of Chairperson Kalra and there being no objection, the Committee reviewed the Quarterly Purchasing Report for October 1 through December 31, 2014. 13. Legislative Update Matrix Kurt Evans, Government Affairs Manager, provided an overview of the staff report. On Order of Chairperson Kalra and there being no objection, the Committee reviewed the Legislative Update Matrix. 14. Monthly Investment Report for December 2014 Sean Bill, Investment Program Manager, provided an overview of the staff report and distributed a presentation entitled, Economic and Market Watch, highlighting: 1) Real Gross Domestic Product (GDP) Growth; 2) Consumer Price Index; 3) Nonfarm Payrolls: Monthly and Yearly Change; 4) Civilian Unemployment Rate; 5) S&P 500/10 Year U.S Treasury Bond; and 6) Portfolio Reviews. On Order of Chairperson Kalra and there being no objection, the Committee received the Monthly Investment Report for December 2014. Administration and Finance Committee Minutes Page 4 of 6 February 19, 2015
OTHER ITEMS 15. Items of Concern and Referral to Administration There were no Items of Concern and Referral to Administration. 16. Committee Work Plan On order of Chairperson Kalra and there being no objection, the Committee reviewed the Committee Work Plan. 17. Committee Staff Report There was no Committee Staff Report. 18. Chairperson s Report There was no Chairperson s Report. 19. Determine Consent Agenda for the March 5, 2015 Board of Directors Meeting CONSENT: Agenda Item #5. Review and accept the Fiscal Year 2015 Quarterly Statement of Revenues and Expenses for the period ending December 31, 2014. Agenda Item #6. Authorize the General Manager to enter into an agreement with D.R. Horton Bay, Inc. ( DRH ) in which VTA would convey 1,147 square feet of property so that DRH may construct a trail compatible with VTA s Wrigley Creek Project, pursuant to the terms set forth herein. Agenda Item #7. Accept the results of the Actuarial Valuation of VTA's Other Post Employment Benefits (OPEB) as of July 1, 2014. Agenda Item #8. Authorize the General Manager to approve technology maintenance and support agreements with the specified technology firms for software and hardware support services. Each contract shall be for a maximum five year period, with a value not to exceed $9,350,000 for all agreements. Agenda Item #9. Authorize the General Manager to execute contract amendments with Sprint (Nextel of California, Inc.) and AT&T Mobility for cellular voice and data services for an increase of $1,125,000 and to extend the contracts by two years, from five-years to seven-years, terminating in September 2018. The total cost of the sevenyear contracts would be $2,526,750. Agenda Item #10. Authorize the General Manager to execute a sole source purchase contract with SinglePoint, the exclusive vendor of Icomera s MoovBox, and MoveManage service, in an amount not to exceed $ 1,050,000 to procure revenue vehicle mobile network equipment and services. This procurement will enable passenger Wi-Fi service on all buses currently lacking high speed mobile networking or passenger Wi-Fi service. Administration and Finance Committee Minutes Page 5 of 6 February 19, 2015
Agenda Item #13. Review the Legislative Update Matrix. Agenda Item #14. Receive the Monthly Investment Report for December 2014. REGULAR: Agenda Item #11. Receive the latest updates to the Joint Development Program. 20. Announcements There were no Announcements. 21. ADJOURNMENT On order of Chairperson Kalra and there being no objection, the Committee meeting was adjourned at 1:12 p.m. Respectfully submitted, Theadora Travers, Board Assistant VTA Office of the Board Secretary Administration and Finance Committee Minutes Page 6 of 6 February 19, 2015