BOARD OF DIRECTORS MARCH 13, 2015 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY BOARD ROSTER SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY County Member Alternate Orange: Shawn Nelson (Chair) Jeffrey Lalloway* Supervisor, 4th District Mayor Pro Tem, City of Irvine 2 votes County of Orange, Chairman OCTA Board, Chair OCTA Board Gregory T. Winterbottom Todd Spitzer* Public Member Supervisor, 3rd District OCTA Board County of Orange OCTA Board Riverside: Daryl Busch (Vice-Chair) Andrew Kotyuk* Mayor Council Member 2 votes City of Perris City of San Jacinto RCTC Board, Chair RCTC Board Karen Spiegel Debbie Franklin* Council Member Mayor City of Corona City of Banning RCTC Board RCTC Board Ventura: Keith Millhouse (2nd Vice-Chair) Brian Humphrey Mayor Pro Tem Citizen Representative 1 vote City of Moorpark VCTC Board VCTC Board Los Angeles: Michael Antonovich Robert T. Bartlett Supervisor, 5th District Metro Appointee 4 votes County of Los Angeles, Mayor Metro Board Don Knabe Richard Katz Supervisor, 4th District Metro Appointee County of Los Angeles Metro Board Paul Krekorian Borja Leon Councilmember, 2nd District Metro Appointee Metro Board Ara Najarian [currently awaiting appointment] Council Member City of Glendale Metro Board One Gateway Plaza, 12th Floor, Los Angeles, CA 90012 SCRRA Board of Directors Roster Page 2 San Bernardino: Larry McCallon James Ramos* Mayor Supervisor, 3rd District 2 votes City of Highland County of San Bernardino, Chair SANBAG Board SANBAG Board Paul Eaton Alan D. Wapner* Mayor Mayor Pro Tem City of Montclair City of Ontario SANBAG Board SANBAG Board EX-OFFICIO MEMBERS San Diego Association of Governments: [CURRENTLY AWAITING APPOINTMENT] Contact: Linda Culp Principal Planner – Rail Southern California Association of Governments: Art Brown Mayor, City of Buena Park State of California: Ryan Chamberlain Director, Caltrans District 12 Alternate: [CURRENTLY AWAITING APPOINTMENT] *Alternates represent either member Revised 02/27/15 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY BOARD OF DIRECTORS MEETING FRIDAY, MARCH 13, 2015 – 10:00a.m. or immediately following the Executive Management and Audit Committee meeting LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY (METRO) BOARD ROOM ONE GATEWAY PLAZA, 3RD FLOOR LOS ANGELES, CALIFORNIA 90012 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 Authority 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 Board Secretary’s office at (213) 452-0255 or via email [email protected] 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 Board Secretary, located at One Gateway Plaza, 12th Floor, Los Angeles, CA 90012, and on the Metrolink website at www.metrolinktrains.com under the Meetings & Agendas link. PUBLIC COMMENTS ON AGENDA ITEMS AND ITEMS NOT ON THE AGENDA Members of the public wishing to address the Board of Directors regarding any item appearing on the agenda or any item not on the agenda, but within the subject matter jurisdiction of the Board, may do so by completing a Speaker’s Form and submitting it to the Board Secretary. All speakers will be recognized by the Chairman and will be considered under Item 4 (Public Comment). When addressing the Board, please state your name for the record. Please address the Board as a whole through the Chair. Please note comments to individual Board members or staff are not permitted when addressing the Board. A speaker’s comments shall be limited to three (3) minutes. 1. Call to Order 2. Roll Call 3. Pledge of Allegiance One Gateway Plaza, 12th Floor, Los Angeles, CA 90012 Board of Directors Meeting Agenda Transmittal Date: March 6, 2015 Meeting Date: March 13, 2015 Page 2 4. Public Comment REGULAR CALENDAR 5. At-Will Employment Agreement – Chief Executive Officer Approval is needed for the At-Will Employment Agreement for the position of Chief Executive Officer (CEO). The Ad Hoc Committee recommends the Board approve the At-Will Employment Agreement for the position of Chief Executive Officer. Funding is included in the FY2014-15 Operating Budget and will be included in subsequent annual budgets. Page 1 6. Approval of Meeting Minutes – February 27, 2015 Board of Directors Meeting Staff recommends the Board approve the minutes of the February 27, 2015 Board of Directors Meeting. Page 13 7. Contract No. C3125-15 – Minor Site Modifications at Dispatch Operations Center – Recommendation to Award – El Engineering Corp Minor Site Modifications at the Dispatch Operations Center (DOC) are needed to ensure heightened protection from external street and adjacent site flooding that could occur in major flood events and to address City of Pomona requirements which were not included in the original project scope. Staff recommends the Board approve and authorize the Interim Chief Executive Officer to award Contract No. C3125-15 for Minor Site Modifications for the DOC to El Engineering Corp (El) the lowest and responsible bidder in the amount of $178,739 plus fifteen percent (15%) contingency of $26,810.85 for a total contract funding authorization not-to-exceed amount of $205,549.85. The award is subject to resolution of any protest timely filed. Page 20 8. Contract No. MS227-15 – TVM Maintenance Services – Xerox – Non-Competitive Award Continued maintenance activities to the existing fleet of ticket vending machines (TVM) and ticket office machines (TOM) are needed to ensure fare collection system reliability and sustainability. This performance-based contract is intended to provide improved service, increased availability, and extended coverage until the entire fleet is replaced within the procurement process. Staff recommends the Board authorize the Interim Chief Executive Officer to negotiate and award non-competitive Contract No. MS227-15 for TVM maintenance services to Xerox Transport Solutions, Inc. (Xerox) for a contract funding authorization of Board of Directors Meeting Agenda Transmittal Date: March 6, 2015 Meeting Date: March 13, 2015 Page 3 $6,000,000 for a base period of fifteen months from April 01, 2015 to June 30, 2016, with two one year options. This amount includes funding for ordinary maintenance in the amount of $4,000,000 plus $2,000,000 for extraordinary work and incentives. Funding for the TVM maintenance and support is available in the FY2014-15 Operating Budget and included in the proposed FY2015-16 Annual Budget. Funding for subsequent years will be requested through the Annual Budget Process. Page 23 9. Contract No. SP395-14 - Consultant Services Agreement to perform a Health Risk Assessment of the Central Maintenance Facility - Increase Contract Funding Authorization - Castle Environmental Consulting, LLC Continued services of a qualified Air Quality Consultant are needed for the Health Risk Assessment of the Central Maintenance Facility (CMF). The firm performed an analysis to identify health risks related to CMF operations, as well as other local sources. In addition to producing a robust technical document, the results of the analysis were presented by the firm to numerous stakeholders following the release of the HRA in November 2014. At this time, additional presentations are necessary and it is feasible that additional analysis may be requested. Staff recommends the Board authorize the Interim Chief Executive Officer to amend Contract No. SP395-14 with Castle Environmental Consulting, LLC, (Consultant) to increase contract funding authorization by an amount of $50,000 for a not-to- exceed contracting funding authorization of $160,000. The current contract expires June 30, 2015. Funding for consulting services is included in the FY2014-15 Operating Budget. Page 26 10. Approval of Evaluation Criteria – Request for Proposal No. L165-15 – Federal Legislative Representation Services; and Request for Proposal No. L166-15 – State Legislative Representation Services Proposed evaluation criteria was developed to initiate a competitive procurement (Request for Proposal) to retain a technically qualified firm(s) to provide Federal and State legislative representation and regulatory support services. Staff recommends the Board approve the proposed evaluation criteria, detailed in Attachments 1 and 2, specifying a weighting of eighty percent (80%) for technical qualifications and twenty percent (20%) for the cost to retain firm(s) to provide Federal and State Legislative Representation and regulatory support. The proposed evaluation criteria summarized below and detailed in Attachments 1 and 2 are consistent with the format and guidelines in the Board-adopted Contract Administration and Procurement Policies and Procedures, CON-7, Technical and Cost Criteria and Weights. The process of adopting evaluation criteria has no budget impact. Funding for these contracts will be requested in the annual budgets for subsequent years. Page 28