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REGULAR MEETING
MUNICIPAL SERVICES BUILDING
COUNCIL CHAMBERS
33 ARROYO DRIVE
SOUTH SAN FRANCISCO, CA
WEDNESDAY, SEPTEMBER 10, 2014
CALL TO ORDER TIME: 7:03 p.m.
ROLL CALL PRESENT: Councilmembers Addiego, Gupta and
Normandy, Vice Mayor Garbarino and
Mayor Matsumoto.
ABSENT: None.
PLEDGE OF ALLEGIANCE Led by Nikaella Mariano, student Ponderosa Elementary
School.
AGENDA REVIEW
No changes.
PRESENTATIONS
• Certificate of Recognition for Nikaella Mariano of Ponderosa Elementary School, Fourth
Grade Winner of "Art Takes a Bus Ride", SamTrans Annual Countywide Student Art
Competition.
Mayor Matsumoto stated that as a member of the SamTrans Board, she was very pleased to see a
South San Francisco student's artwork selected to wrap the SamTrans busses. She displayed a
picture of Miss Mariano's artwork provided by Ponderosa Elementary School Principal Dr. Galvan.
The Mayor then presented Miss Mariano with a Certificate of Recognition honoring her
accomplishment.
Miss Mariano received the honor and thanked the Mayor.
• South San Francisco Website Project Update. (Doug Hollis).
Director of Information Technology("IT") Hollis introduced the presentation of the IT Website
Project. He stated the collaborative working committee included Councilwoman Normandy and
invited her to present the website.
Councilwoman Normandy thanked City staff including, Director of IT Hollis, Information Systems
Administrator Barrera, Administrative Assistant II Crisafi and former Assistant City Manager
Mount, for their work on the Committee. She advised of the website design goals, some of which
were as follows: ease of navigation, review of color and background pictures and placement of
calendar on the homepage. She then presented slides of the upgraded website and stated the
revisions truly achieve a warm and friendly depiction of South San Francisco as a great place to
live,raise a family, work and play.
Director of IT Hollis thanked Councilwoman Normandy for her work on the Committee. He
explained further revisions that were being considered to the upgraded website, including carrying
ribbons from the homepage into the Departmental pages. He advised the planned "go live" date
was October 13, 2014, and noted much work remained to be done before that time.
Councilmembers expressed their pleasure with the upgraded website design.
Councilman Gupta suggested inclusion of a"Home button"to facilitate ease of back navigation on
the site. He also recommended connection to specialized Biotech webpages.
IT Director Hollis thanked Councilman Gupta for his suggestions.
PUBLIC COMMENTS
None.
COUNCIL COMMENTS/REQUESTS
Vice Mayor Garbarino requested the meeting be adjourned in honor of James Cornett and Andrew
John Uccelli.
Councilman Addiego requested that the meeting be adjourned in honor of Carolyn Damonte.
He then invited Acting Chief of Police Brosnan to explain the City's procurement of a Mine
Resistant Ambush Protected ("MRAP")Vehicle and how the Police Department intended to use it.
Acting Chief of Police Brosnan thanked Councilman Addiego for the opportunity and explained
MRAP is a military armor protected vehicle for SWAT and tactical operations in the North County.
It would be used for personnel and community protection. It had already been used in three (3)
incidents involving weapons and in all incidents the suspects were taken into custody without injury
to anyone. He advised armored vehicles were not new to the City's fleet and expected the MRAP
to enhance the Police Department's operations.
Councilman Gupta supported procurement of the vehicle believing it sent the message that the City
would not tolerate crime.
Mayor Matsumoto secured Council's agreement to forego a response to the Grand Jury Report
pertaining to the San Mateo County Harbor District. She also secured Council's consent to
resurrect the Harbor District Liaison Subcommittee and volunteered to serve on it. Mayor
Matsumoto requested that the meeting be adjourned in honor of Marianne Nicosia.
REGULAR CITY COUNCIL MEETING SEPTEMBER 10,2014
MINUTES PAGE 2
CONSENT CALENDAR
1. Motion approving the minutes from the meetings of February 26, 2014, May 28, 2014,
July 9, 2014, July 29, 2014, August 13, 2014 and August 20, 2014.
2. Motion confirming payment registers for September 10, 2014.
3. Motion to appoint Alin Lancaster to the San Mateo County Housing and Community
Development Committee. (Pat O'Keeffe, Interim Assistant City Manager)
4. Motion to adopt the 2014 Sewer System Management Plan. (James Hardie, Streets
Program Manager)
5. Resolution No. 100-2014 approving amendment No. 18 to the Professional Services
Agreement with Meyers,Nave, Riback, Silver and Wilson. (Mike Futrell, City Manager)
6. Resolution No. 101-2014 authorizing the City Manager to execute a Consulting Services
Agreement with Group 4 Architecture, Research + Planning, Inc. of South San Francisco,
CA, for the Grand Avenue Library Renovation Project (Project No. pfl 409) in an amount
not to exceed $79,760. (Sam Bautista, Principal Engineer)
7. Resolution No. 102-2014 accepting a grant in the amount of $148,000 from the state of
California, Office of Traffic Safety(OTS) for the "Selective Traffic Enforcement Program"
to pay for personnel overtime, equipment, training expenses, and traffic safety
presentations; and amending the Police Department's operating budget for Fiscal Year
2014/2015. (Interim Police Chief Brosnan)
8. Resolution No. 103-2014 approving the Memorandum of Understanding for the
International Union of Operating Engineers, Local 39 Unit, dated July 1, 2014 through
June 30, 2016. (Mich Mercado, Human Resources Manager)
Item 1 —Mayor Matsumoto requested that recognition of Cultural Arts Commissioner Burgess be
added to the Minutes of February 26, 2014. She also acknowledged Commissioner Boldenweck
for her skill at crafting lovely pieces of jewelry.
Item 2—The Mayor queried the length of the time period reflected on the payment registers.
Financial Services Manager Lee replied that the extended length reflected the time period
encompassed through the cancellation of the August 27, 2014 Regular City Council Meeting.
Item 6—Councilman Gupta queried the scope of the project approval and whether it included the
total project or solely the design and consulting components.
Principal Engineer Bautista explained the scope was limited to the design and consulting
components as well as consulting management during construction.
Councilman Addiego commented on the well-respected work of Group 4 and indicated he was
pleased to see selection of the South San Francisco firm for this project.
REGULAR CITY COUNCIL MEETING SEPTEMBER 10,2014
MINUTES PAGE 3
Motion—Vice Mayor Garbarino/Second -Councilman Gupta: to approve the Consent Calendar.
Unanimously approved by roll call vote.
ADMINISTRATIVE BUSINESS
9. Resolution No. 104-2014 awarding a consulting services agreement to Swinerton
Management& Consulting of San Francisco, California for program management services
for the City of South San Francisco's Capital Improvement Program ("Program") in an
amount not to exceed $1,229,256. (Sam Bautista, Principal Engineer)
Principal Engineer Bautista presented the staff report and PowerPoint presentation recommending
that Council adopt a resolution authorizing the City Manager to execute a Consulting Services
Agreement with Swinerton Management& Consulting ("Swinerton") for program management
services for the City's Capital Improvement Program ("CIP") in an amount not exceed $1,229,256.
He advised the Public Works Department is responsible for preparing and delivering all of the
City's CIP on a timely basis and within budget. The current CIP totaled $43.7 million, including
$9.2 million in newly requested funds and $34.5 million in remaining appropriations from previous
years. On June 30, 2014, staff issued a Request for Proposals for Program Management Services.
On July 22, 2014, five (5) proposals were received. Staff reviewed the proposals, interviewed
management and recommended that Swinerton be awarded the contract. Staff selected Swinerton
for its long history of successful work and annual volume as well as its familiarity with South San
Francisco due to, among other functions, service as the Measure J Bond Program Manager for the
South San Francisco Unified School District (the"SSFUSD"). Accordingly, staff submitted this
recommendation based on Swinerton's qualifications, experience, references and understanding of
the project.
William Nack representing the Building Trades Council appeared before Council to advocate
approval of the contract. Based on the Union's prior dealings with Swinerton, he expressed the
belief that the firm is professional,honest, and responsive and a good fit for management of the
City's CIP.
Vice Mayor Garbarino queried the Pump Station Project.
Principal Engineer Bautista responded the project related to new piping.
Councilman Gupta advised of his support for the basic request and requested clarification on billing
for the contracted services.
Engineer Bautista advised payment was based on the contracted numbers and the Department would
track spending per project. Delays or overruns might change the fee structure and require an
amendment to the contract; however, the contract scope included a built-in contingency to
accommodate a measure of project delay.
Based on experience working with Swinerton while previously serving on the SSFUSD School
Board, Councilwoman Normandy expressed support for the firm's selection.
Swinerton Representatives Scott Christie, Program Manager and Greg Armendariz, Program
Executive, appeared before Council and expressed their firm's enthusiasm for the prospect of
performing CIP management services for the City.
REGULAR CITY COUNCIL MEETING SEPTEMBER 10,2014
MINUTES PAGE 4
Mayor Matsumoto expressed support for the firm's selection, noting its history of transparent
conduct on matters related to the SSFUSD's Measure J funding program administration.
Motion — Vice Mayor Garbarino/Second —Councilwoman Normandy: to approve Resolution No.
104-2014. Unanimously approved by roll call vote.
10. Resolution No. 105-2014 accepting $282,034 from New Measure A Local Shuttle Program
Category Funds, appropriating $94,011 in Local Measure A Matching Funds for the San
Mateo County Shuttle Program, Setting a project budget of $376,045, and awarding an
agreement to Parking Company of America Management in an amount not to exceed
$302,487 for the Operations of the South San Francisco Community Shuttle. (Justin Lovell,
Management Analyst II)
Management Analyst II Lovell presented the staff report and a PowerPoint presentation
recommending that Council adopt a resolution to accept $282,034 from New Measure A Local
Shuttle Program Category Funds and appropriate $94,011 in Local Measure A Matching Funds for
the San Mateo County Shuttle Program, set a project budget of$376,045 and award an agreement to
Parking Company of America Management ("PCAM") in an amount not to exceed $302,487 for
South San Francisco Community Shuttle ("South City Shuttle") Operation Services. On May 9,
2014, the San Mateo County Transportation Authority(the"TA") approved the City's application
for the South City Shuttle and later prepared the funding agreement. The funding agreement runs
from July 1, 2014 through June 30, 2016 with the opportunity for reapplication. The program is
roughly 75% funded through measure A and 25% funded by the City. With acceptance of the funds
and the setting of a project budget, the City could immediately begin marketing and outreach in
time for an anticipated shuttle start date of November 3, 2014.
Analyst Lovell explained the City reached out to several companies offering shuttle operating
services. PCAM's proposal came in the lowest, offering services for $302,147 from November 3,
2014 through June 30, 2016. The total budget of$376,045 for operations through June 30, 2016
included the $302,146 PCAM contract amount, a$15,124 Shuttle Operations Contingency, $8424
for SamTrans support services, $31,208 for administration, marketing and outreach performed by
City staff and a contingency of$18,802. SamTrans support services would include designing
flyers, a mailer, a timetable and addition of information to Google Maps as well as call center
support for shuttle comments, requests and updates via the SamTrans number 1-800-660-4287.
City staff would manage contracts, report to the TA and perform tasks related to marketing and
outreach, including social media.
Analyst Lovell narrated slides depicting the proposed shuttle route. He then closed by
recommending that Council accept $282,034 from New Measure A Local Shuttle Program Category
Funds, appropriate $94,011 in matching Measure A Funds, set a project budget of$376,045 for
South City Shuttle Operations through June 30, 2016 and award a Shuttle Operation Services
Agreement to PCAM in an amount not to exceed $302,487.
Councilwoman Normandy commented the shuttle would provide needed transportation services for
students located in certain sections of the City.
Councilman Addiego commented on the importance of focusing on improving public transportation
options throughout the City. He believed the South City Shuttle would assist City residents.
REGULAR CITY COUNCIL MEETING SEPTEMBER 10,2014
MINUTES PAGE 5
Mayor Matsumoto believed the South City Shuttle would address certain cross town transportation
needs.
Vice Mayor Garbarino stated he was pleased to see this service was coming to fruition as it would
serve a population that could not move around the City easily.
Councilman Gupta recommended looking at enhancing the City's website to include transportation
options.
Motion — Mayor Matsumoto/Second —Councilman Addiego: to approve Resolution No. 105-2014.
Unanimously approved by roll call vote.
LEGISLATIVE BUSINESS
11. Introduction of an Ordinance amending the Municipal Code to: (1) increase the Contract
Approval Authority for the City Manager; and (2) Modify the Abbreviated Bid Process for
Public Projects to be consistent with the State Public Contracts Code; and Resolution No.
106-2014 establishing City Manager, City Attorney and Risk Manager Approval Authority
for settling claims. (Richard Lee, Financial Services Manager)
Financial Services Manager Lee presented the staff report and PowerPoint presentation
recommending amendments to Chapter 4.04 of the South San Francisco Municipal Code, revising
the City's purchasing procedures and contract approval authority, and waiving further reading and
adopting a resolution delegating approval authority for settling claims against the City. Manager
Lee advised the City's code relating to purchasing procedures and policies related to claim
settlement were not keeping pace with practices in comparable cities. In fact, purchasing authority
amounts were in the lower range among the larger cities in the County. Accordingly, staff
recommended that the contract approval authority for the City Manager be changed to $75,000.
With respect to bid procedures, Manager Lee explained the current municipal code refers to specific
dollar thresholds which trigger adherence to a particular bid process. Staff recommended amending
the code to refer to Public Contract Code Section 22032 thresholds. The recommended Municipal
Code amendments clarify and provide consistency to the City's bid procedures.
Finally, with respect to claim settlements, Manager Lee explained Council currently approves
claims over $35,000, and the Risk Manager approves claims up to $10,000. Staff recommended
that Council delegate authority to the City Manager and City Attorney to jointly settle claims
against the City for up to $50,000, while the Risk Manager could settle claims up to $20,000. He
advised this recommendation was consistent with state law and would streamline the claim
settlement process.
Councilman Addiego stated that given what is occurring in local cities regarding these practices, he
approved of the modifications to promote efficiency.
Motion—Vice Mayor Garbarino/Second—Councilman Gupta: to approve Resolution No. 106-2014.
Unanimously approved by roll call vote.
Motion — Vice Mayor Garbarino/Second —Councilman Gupta: to waive reading and introduce an
Ordinance amending the Municipal Code to: (1) increase the contract approval authority for the
REGULAR CITY COUNCIL MEETING SEPTEMBER 10,2014
MINUTES PAGE 6
City Manager; and (2) modify the abbreviated bid process for public projects to be consistent with
the State Public Contracts Code. Unanimously approved by roll call vote.
ITEMS FROM COUNCIL—COMMITTEE REPORTS AND ANNOUNCEMENTS
Councilmembers reported on attendance at community meetings and events, including a HOPE
Interagency Council Meeting, a Biotech Workforce Education Steering Committee Meeting and the
League of California Cities Annual Conference. The Fire Department was commended for its
performance in the successful Urban Shield Exercise. Announcements were made regarding
upcoming community events, including a hearing related to Biotech Workforce Education at San
Francisco State University on September 16, 2014. Specific items for further action and/or
consideration were set forth as follows:
Councilwoman Normandy advised of the Dignity on Wheels Program for the County's homeless.
She presented staff with a brochure that she believed would be useful in the City's outreach efforts.
ADJOURNMENT
Being no further business, Mayor Matsumoto adjourned the meeting at 8:37 p.m. in honor of James
Cornett, Andrew John Uccelli, Carolyn Damonte and Marianne Nicosia.
Submitte e by: Appr•ved .I
04. l
s a Joy ■, . elli, I ty Clerk /K atsumoto, Mayor
City of Sou - an Francisco City of South San Francisco
REGULAR CITY COUNCIL MEETING SEPTEMBER 10,2014
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