NORTH COUNTY TRANSIT DISTRICT N C T BOARD MEETING D Board Room Board Members 810 Mission Avenue Oceanside, CA 92054 Bob Campbell —Board Chair City of Vista Chris Orlando —Board Vice -Chair TUESDAY City of San Marcos November 10, 2009 Mark Packard City of Carlsbad Carl Hilliard City of Del Mar Jerome Stocks 8: 00 A. M. — Special 9: 00 Meeting A. M. — Special Meeting/ Board Workshop City of Encinitas Sam Abed City of Escondido Rocky Chavez City of Oceanside NCTD' s Mission Deliver safe, convenient, reliable, and user-friendly public transportation services. NCTD' s Vision David Roberts City of Solana Beach Bill Horn Provide an integrated transit system that enables our customers to travel easily and efficiently throughout the region. County of San Diego For individuals with disabilities, we will provide assistive services. To obtain such services or copies of documents in an alternate format, please call or write, a minimum of 72 hours prior to the event, to request these needed reasonable Executive Director/ Chief Executive Officer modifications. We will make every attempt to accommodate requests that do not give 72 hour notice. Please contact the Clerk of the Board at ( 760) 967-2808. Matthew O. Tucker General Counsel Persons with hearing impairment please use the California Relay Service ( CRS): 800- 735-2929 using TTY, 800- 735- 2922 using voice; 800-855- 3000 for Spanish. CRS Customer Service: 800- 735- 0373 or 800- 735- 0193 TTY. C. Michael Cowett Any writings or documents provided to a majority of the members of the NC TD Board of Directors regarding any item on this agenda will be made available for public inspection in the department of the Clerk of the Board located at 810 Mission Avenue, Oceanside, CA 92054, For more information on NCTD, please check out our web page at: www.gonctd. com Meeting Date: 11/ 10/ 09 during normal business hours. I 9 l G-Expedia G. ". Gulf of C Santa Catalina 0' 10. Mission fte, Oceanside, CA, 92054 St e. 5- nter f- dy GC0 Court 51 Ocean si(Je 0 0 2001 Mcro} oft Garp ( D 2000 NavTech, GDT, Inc. and/ or Gampusearch The NCTD office located at 810 Mission Avenue, Oceanside, CA is accessible by the COASTER ( NCTD Commuter Rail), the SPRINTER ( NCTD Light Rail System) and the BREEZE ( NCTD Bus). Please log onto www.- onctd.com to check current routes and schedules, or call 1 - 800 -COMMUTE. Meeting Date: 11/ 10/ 09 K For Board Information Date: October 30, 2009 To: North County Transit District Board Members From: Richard Hannasch, Director of Administration and Finance RE: Quarterly Investment Report for the quarter ended September 30, 2009 Pursuant to the NCTD Investment Policy, the Treasurer for the district submits a quarterly investment report to the Board. The report should include the following items: a listing of the current investment portfolio; the compliance or noncompliance of the investments with the investment policy; and the ability of the investment portfolio to provide the necessary liquidity to meet the expenditure requirements of NCTD for the next six months. Cash and Investments Bank of America checking and Book value Market value Investment ield 11, 523,460 11, 523,460 0. 1% 39, 747, 095 39, 747, 095 0. 9% 51, 270, 555 51, 2701555 0. 7% overnight investment account State of California Local Agency Investment Fund ( LAIF) Total Cash and Investments TheThe LAIFLAIF investmentinvestment isis liquid,liquid, andand fundsfunds maymay bebe accessedaccessed forfor immediateimmediate needs.needs. AsAs requiredrequired byby thethe NCTDNCTD InvestmentInvestment Policy,Policy, thethe TreasurerTreasurer certifiescertifies thatthat thethe investmentinvestment portfolioportfolio isis inin compliancecompliance withwith thethe Board'Board' ss InvestmentInvestment Policy.Policy. TheThe TreasurerTreasurer alsoalso certifiescertifies thatthat thethe investment investment portfolioportfolio providesprovides necessary necessary liquidityliquidity toto meetmeet NCTD'NCTD' ss expendituresexpenditures forfor thethe nextnext sixsix months,months, provided provided thatthat grantgrant - - fundingfunding authorities authorities continue continue to to disburse disburse funds funds to to NCTD NCTD on on aa timely basis. basis. n U SPECIAL MEETING / CLOSED SESSION AGENDA CALL TO ORDER ROLL CALL OF BOARD MEMBERS A. CLOSED SESSION The Board meeting will convene at 8: 00. Closed Session will reconvene at the end of the meeting if there are further items to discuss. i. Closed Session Pursuant to Government Code Section 54957. 6 — Conference with Labor Negotiators - Agency Designated Representative: Matthew Tucker Employee Organization: Teamsters Local 542 SPECIAL MEETING/ BOARD WORKSHOP BEGINNING AT 9: 00 AM CALL TO ORDER ROLL CALL OF BOARD MEMBERS PLEDGE OF ALLEGIANCE TO THE AMERICAN FLAG CHANGES TO THE AGENDA PUBLIC COMMUNICATIONS There is a time limit of 15 minutes for this section of Public Communications and each speaker is limited to three minutes for their presentation. All persons wishing to address the Board during the meeting must complete a " Request to Speak" form. These forms are provided in a box at the table in the hallway, and must be completed and given to the Clerk of the Board before that agenda item is called. B. INFORMATION ITEMS AND DETERMINATION OF CONSENT CALENDAR ( Tab 1) Items P), reviewed and recommended Monitoring for by the Governance Committee ( G), Planning Committee Board Workshop ( W) or Board ( B) approval Committee ( M), Staff ( S ), RECOMMENDED ACTION 1. Amend B& C Transportation Services Agreement to Add Network Approve Infrastructure to Security Operations Center Meeting Date: 11/ 10/ 09 3 C. DISCUSSION AND PRESENTATIONS (Tabs 2 — 5) 2. Committee Organization and Calendar Year 2010 Board Schedule Handout will be provided at the meeting) 3. Consider Cancelling One of the December Board Meetings No Written Staff report) 4. NCTD Marketing and Communications Assessment 5. SANDAG Urban Core Transit Strategy ( Attachment 5A) BOARD MEMBER REPORTS, COMMENTS AND CORRESPONDENCE EXECUTIVE DIRECTOR' S REPORT REMAINING PUBLIC COMMUNICATIONS For any remaining speakers who have completed a " Request to Speak" form before the start of the meeting. ADJOURNMENT CERTIFICATIONS AND RULES ( FOR BOARD AND PUBLIC INFORMATION) o y Posting of Board Agenda ( Page 9) Rules for Public Speakers at Meetings of the North County Transit District ( Page 10) The next regularly scheduled Board meeting will be held at 2: 00 p.m. on Thursday, November 19, 2009 at 810 Mission Avenue, Oceanside, CA 0 Meeting Date: 11/ 10/ 09 4 Agenda item # STAFF REPORT TO THE BOARD OF DIRECTORS NI C T TITLE: AMEND THE B& C TRANSPORTATION SERVICES AGREEMENT TO ADD NETWORK INFRASTRUCTURE TO SECURITY OPERATIONS CENTER Time Sensitive 0 Consent 0 STAFF RECOMMENDATION: BACKGROUND Currently, the Oceanside Transit Center Security Operations Center does not have INFORMATION: access to the elements of the safety and security systems that are housed at the Escondido Security Operations Center. Staff has conducted analysis and has concluded that NCTD should provide increased flexibility and redundancy in its safety and security operations to respond to incidents and/ or improve operational efficiencies. Accordingly, staff is requesting Board approval to authorize the Executive Director to amend the existing agreement with B& C Transportation Services to add SPRINTER network infrastructure at the Security Operations Center at Oceanside. The existing agreement with B& C Transportation Services was executed in 2008 for 42, 000 to provide ongoing system maintenance. Currently, the total contract value based on subsequent purchase orders is $ 340, 168. 86. Staff is recommending B& C Transportation Services since they installed the Supervisory Control and Data Acquisition system which is an integral component for the operations of the SPRINTER and supports the Closed Circuit Television security cameras, public address system, digital video recorders, and emergency call boxes. B& C Transportation Services has provided a cost estimate of $298, 169 for the development of code, the acquisition of the proprietary networking components and their installation and configuration at Station O. Additionally, Datel Systems, under their existing agreement, will provide the installation of all of the video monitors and cabling necessary to support the SCADA environment at Station O. Staff has identified grant funds to support the cost of this project. If this agenda item is approved, B& C Transportation Services would order equipment in November 2009 and both vendors would complete their work by the end of January 2010. The work performed by B& C Transportation Services and Datel Systems will allow NCTD to consolidate security operations at Station O. ATTACHMENT: FISCAL IMPACT: None The fiscal impact of this action is $ 298, 169. A total of $505,608 has been budgeted in various capital projects, primarily under the Security Program ( JB # s 106007; 106009; 509035; 110015; and 507301) which can be used for this purpose, of which 57, 284 has been expended and an additional $ 4, 500 has been encumbered, leaving an available balance of $443, 824 to fund this action. Meeting Date: 11/ 10/ 09 5 The project is anticipated to have a payback period of 18 months and support reduced operating costs when completed as a result of the Escondido Security Operations Center being consolidated within the Oceanside Security Operations Center. STAFF CONTACT: Tom Lichterman Director of Operations Email: tlichterman@nctd. org Phone: 760/ 967- 2855 Angela K. Miller Chief Information Officer E- mail: amiller@nctd. org Meeting Date: 11/ 10/ 09 Phone: 760/ 966- 6582 6 Agenda item # STAFF REPORT TO THE BOARD OF DIRECTORS TITLE: NCTD MARKETING AND COMMUNICATIONS ASSESSMENT Time Sensitive 0 Consent F7 STAFF RECOMMENDATION: BACKGROUND INFORMATION: Southwest Strategies was retained in May 2009 to perform a Marketing and Communications Assessment of NCTD with a goal of reviewing then current marketing operations and making recommendations for improving the efficiency and effectiveness of marketing and communications initiatives going forward. This presentation summarizes the findings and recommendations from Phase I of this project. The Scope of Work consisted of interviewing key marketing and communications staff, senior management, and members of the Board of Directors. Additionally, a media audit, a comparative analysis of other transit services' marketing activities, and survey sampling of NCTD customers was completed. A comprehensive 100 -page report was delivered in August 2009. This report was distributed to the Board Strategies, on will summarize August 21, 2009. Alan Ziegaus, President of Southwest that report in today' s presentation. Mr. Ziegaus' comments today take into consideration that much has changed since the Assessment was begun. Specific areas addressed include: Marketing and Communications focus ( strategic marketing plan, brand enhancement) Marketing standards and tools ( brand guidelines, graphics standards) Media relations efforts ( enhance media relationships, an " NCTD face", Spanish- language outreach) Improving the Customer experience ( signage, elevated branding, ease- ofuse). Next steps will include the development of a multi- year Strategic Marketing and Communications Plan which will be reflected in, and influence decisions for, upcoming marketing and media relations budgets, staffing decisions and performance metrics. ATTACHMENT: None FISCAL IMPACT: None STAFF CONTACT: Julie Austin Director of Policy and Strategic Planning Email: jaustin@nctd. org Phone: 760/ 966- 6651 Michael Mason Manager of Business Development E- Meeting Date: 11/ 10/ 09 mail: mmason@nctd. org Phone: 760/ 966- 6539 7 Agenda Item # STAFF REPORT 5 TO THE BOARD C 7 O TITLE: SANDAG URBAN CORE TRANSIT STRATEGY Time Sensitive F—] Consent STAFF RECOMMENDATION: BACKGROUND INFORMATION: To comply with the terms of the 2008 Settlement Agreement between SANDAG and various parties regarding the adequacy of the 2030 RTP Environmental Impact Report, SANDAG is developing an " Urban Core Transit Strategy." This project will develop and evaluate a series of innovative transit network alternatives designed to maximize peak period transit mode share in the urban core area and in key transportation corridors/ communities, and to reduce vehicle miles traveled and greenhouse gas ( GHG) emissions in the San Diego region. Three transit network alternatives will be developed and tested over the next year, with ultimate incorporation of one of the networks ( or a combination or variation thereof) into the development of the 2050 RTP SANDAG has signed a contract agreement with PB Americas to conduct work on the Urban Core Transit Strategy. David Schumacher, SANDAG Principal Planner, will present the project highlights and work program at the November 10, 2009 NCTD Board Workshop. Stakeholder input will be sought around and network performance criteria; ( 2) three key points: ( 1) mode share goals the transit network alternatives and their evaluation; and ( 3) phasing and implementation, including the five- and ten- year action plans. Early next year, PB Americas will assemble a " Think Team" of transportation experts from throughout the United States and Australia to begin developing the three transit networks. The SANDAG Board of Directors will ultimately select the transit network that will be incorporated into the 2050 RTP. ATTACHMENT: FISCAL IMPACT: 5A - Map of Study Area None at this time COMMITTEE REVIEW: 11/ 10/ 09 STAFF CONTACT: Julie Austin Director E- mail: Meeting Date: 11/ 10/ 09 of Policy & Strategic Planning jaustin@nctd. org Phone: 760/ 966-6651 8 Figure 1 11 Urban Core Transit Strategy Study Area Elonsail Oceanside Valley Vista Center Unincorporated San Nlz r County 3 Escondido Carlsbad Ramona Poway 1.0 0 0001; 1 San Diego Santee Alpine ring P' lley i4ty Study Area Boundaries Chula Urban Core Area vista Other Transit Investment Areas neral April 2009 0 15 3 6 Wes Beach Jamul November 10, 2009 TO: North County Transit District Board Members FROM: Clerk of the Board SUBJECT: POSTING OF BOARD AGENDA In Compliance with the Ralph M. Brown Act, As Amended, the following information is provided. The Agenda for this meeting of the Board was posted as follows: Meeting Date and Time: November 10, 2009; 8: 00 A. M. Posted At: 810 Mission Avenue, Oceanside, CA Date & November 5, 2009; 5: 00 P. M. Time of Posting: Clerk of the Board Posted By: Meeting Date: 11/ 10/ 09 9 RULES FOR PUBLIC SPEAKERS AT MEETINGS OF THE NORTH COUNTY TRANSIT DISTRICT Per Board policy, all public communications at meetings of the North County Transit District shall be made and received in accordance with the following procedures: COMMENTS ON ITEMS NOT ON AGENDA A. Total time limit all speakers: Beginning of Meeting: Fifteen ( 15) minutes End of Meeting: No time limit. B. Time limit per speaker per meeting: Three (3) minutes, with no donation of time allowed C. Priority: First come first served. All Speaker Slips will be numbered as the Clerk of the Board receives them. Those not allowed to speak at the beginning of the meeting due to limit stated above, will be called at the end of the meeting. D. Order on agenda: Items will be heard at the beginning of the meeting and if the time limit stated in paragraph A is exhausted, those who filled out a speaker slip and have not yet spoken, will be given an opportunity to speak at the end of the meeting under "Remaining Public Communications". Comments not addressing items on the agenda are out of order. TIME LIMITS FOR ADDRESSING MATTERS ON THE AGENDA A. Total time limit: None. B. Time limit per speaker: Three ( 3) minutes, with one donation of three minutes, for a maximum of six minutes C. These rules apply to both public hearing and non- public hearing items listed on the agenda. Comments made not germane to the subject matter of the agenda are out of order. III. CUTOFF FOR TURNING IN SPEAKER SLIPS Speakers wishing to speak to an item on the Board Agenda must submit a speaker slip to the Clerk of the Board before that agenda item is called. Speaker slips will be available at the meeting. Speakers turning in slips after discussion begins on an item will be heard at the end of the meeting under Remaining Public Communications". IV. MODIFICATION OF RULES BY CHAIR The Board Chair may, in his or her absolute discretion, relax the requirements of these rules. However, a decision of the Chair to do so in one instance shall not be deemed a waiver of the rules as to any other instance or matter. u Meeting Date: 11/ 10/ 09 10 ft N c v NORTN COUNTY TRANSIT DISTRICT BARD MEETING Board Room Board Members Bob Campbell— Board Chair City of Vista Chris Orlando —Board Vice -Chair City of San Marcos 810 Mission Avenue Oceanside, CA 92054 THURSDAY November 19, 2009 Mark Packard City of Carlsbad Carl Hilliard City of Del Mar 1: 30 P. M. — Special Meeting/ Closed Session 2: 00 P. M. — Jerome Stocks City of Encinitas Regular Meeting Sam Abed City of Escondido Rocky Chavez City of Oceanside David Roberts City of Solana Beach Bill Horn County of San Diego Executive Director/ Chief Executive Officer Matthew O. Tucker NCTD, s Mission Deliver safe, convenient, reliable, and user-friendly public transportation services. NCTD' s Vision Provide an integrated transit system that enables our customers to travel easily and efficiently throughout the region. For individuals with disabilities, we will provide assistive services. To obtain such services or copies of documents in an alternate format, please call or write, a minimum of 72 hours prior to the event, to request these needed reasonable modifications. We will make every attempt to accommodate requests that do not give 72 hour notice. Please contact the Clerk of the Board at ( 760) 967-2808. General Counsel Persons with hearing impairment please use the California Relay Service ( CRS): 800- 735- 2929 using TTY, 800- 735- 2922 using voice; 800-855- 3000 for Spanish. C. Michael Cowett CRS Customer Service: 800-735- 0373 or 800- 735-0193 TTY. Any writings or documents provided to a majority of the members of the NCTD Board of Directors regarding any item on this agenda will be made available for public inspection in the department of the Clerk of the Board located at 810 Mission For more information on NCTD, Avenue, Oceanside, CA 92054, during normal business hours. please check out our web page at: www. gonctd. com MeetingMeeting Date:Date: 11/11/ 19/19/ 0909 11 i. Ex G. Guff of C Santa Catalina pa C i f i C Ocean 0 Daft olf Course: ; V -.q oceanside scondida Junction '' g{ t: S21 1 Y' •,_ Rd Ily } 78 r OLA h oredriside G O 2001 Microsoft Corp Q 2000 NavTech, GOT, Inc. and/ or Compusearch The NCTD office located at 810 Mission Avenue, Oceanside, CA is accessible by the COASTER ( NCTD Commuter Rail), the SPRINTER ( NCTD Light Rail System) and the BREEZE ( NCTD Bus). Please log onto www.gonctd.com to check current routes and schedules, or call 1 - 800 -COMMUTE. Meeting Date: 11/ 19/ 09 2 SPECIAL MEETING / CLOSED SESSION AGENDA CALL TO ORDER ROLL CALL OF BOARD MEMBERS A. CLOSED SESSION The Board meeting will convene at 2: 00. Closed Session will reconvene at the end of the meeting if there are further items to discuss. Closed Session Pursuant to Government Code Section 54956. 9 — Conference with Legal Counsel —Anticipated Litigation —Two Potential Cases REGULAR MEETING BEGINNING AT 2: 00 PM CALL TO ORDER ROLL CALL OF BOARD MEMBERS PLEDGE OF ALLEGIANCE TO THE AMERICAN FLAG CHANGES TO THE AGENDA PUBLIC COMMUNICATIONS There is a time limit of 15 minutes for this section of Public Communications and each speaker is limited to three minutes for their presentation. All persons wishing to address the Board during the meeting must complete a Request to Speak" form. These forms are provided in a box at the table in the hallway, and must be completed and given to the Clerk of the Board before that agenda item is called. RECOMMENDED ACTION B. MINUTES FOR REGULAR MEETING FOR OCTOBER 22, 2009 Approve Pages 6 — 10) C. MINUTES FOR BOARD WORKSHOP FOR NOVEMBER 10, 2009 Approve Pages 11 — 13) 0 Meeting Date: 11/ 19/ 09 3 All matters listed under CONSENT are considered by the Board to be routine and will be enacted by one There will be no separate discussion on these items prior to the time the Board votes on the motion, unless members of the Board, the Executive Director, or the public, request specific items to be motion. discussed and/or removed from the Consent Calendar for separate action. A request from the public to discuss an item must be filed with the Clerk of the Board on the "Request to Speak" form before that agenda item is called. ITEMS PULLED FROM CONSENT WILL BE MOVED TO THE END OF THE AGENDA RECOMMENDED ACTION D. INFORMATION ITEM ( Tab 1) 1. Update: Federal Legislative Report with Peter Peyser ( No Written Staff Receive Report) ( Julie Austin, Director of Policy and Strategic Planning) E. CONSENT ITEM ( Tab 2) Items reviewed and recommended for approval by the Governance Committee ( G), Planning Committee ( P), Monitoring Committee ( M), Staff ( S ), Board Workshop (W) or Board ( B) 2. Extra Work Purchase Order to TransitAmerica for Installation of Approve Advanced Train Control System ( ATCS) Equipment Tom Lichterman, Director of Operations) F. OTHER BUSINESS ( Tabs 3 — 6) 3. Update on NCTD' s Financial Condition Receive Richard Hannasch, Director of Administration and Finance) 4. Contract Award for Bus Operations & Maintenance Approve Attachments 4A & 4B) Julie Austin, Director of Policy and Strategic Planning) 5. Nominating Committee Report ( No Written Staff Report) Approve Board Member Jerome Stocks) 6. Recognition of Board Member Rocky Chavez ( No Written Staff Report) Receive Board Chair Bob Campbell) BOARD MEMBER REPORTS, COMMENTS AND CORRESPONDENCE EXECUTIVE DIRECTOR' S REPORT REMAINING PUBLIC COMMUNICATIONS For any remaining speakers who have completed a " Request to Speak" form before the start of the meeting. 0 • ADJOURNMENT Meeting Date: 11/ 19/ 09 4 CERTIFICATIONS AND RULES ( FOR BOARD AND PUBLIC INFORMATION) Posting of Board Agenda ( Page 22) Rules for Public Speakers at meetings of the North County Transit District ( Page 23) The next Board Workshop will be held at 2: 00 p.m. on Thursday, December 17, 2009 at 810 Mission Avenue, Oceanside, CA C Meeting Date: 11/ 19/ 09 5 MINUTES OF THE SPECIAL MEETING/ CLOSED SESSION AND THE REGULAR MEETING OF NORTH COUNTY TRANSIT DISTRICT HELD OCTOBER 22, 2009 is PAGE 1 CALL TO ORDER Vice -Chairman Chris Orlando called the meeting to order at 1: 02 p. m. ROLL CALL OF BOARD MEMBERS Mark Packard ( City Sam Abed ( City of of Carlsbad); Carl Hilliard ( City Escondido); Chris Orlando ( City Beach); Bob Campbell ( City of Vista — participating of Del Mar); of Jerome Stocks (City of Encinitas); Dave Roberts ( City of Solana San Marcos); via conference call); Bill Horn ( County of San Diego). Rocky Chavez (City of Oceanside) arrived at 1: 22 pm. CLOSED SESSION The Board went into Closed Session at 1: 04 p. m. to discuss items i, ii, iii and iv. Closed Session Pursuant to Government Code Section 54957 —Threat to Public Services or Facilities Consultation with Legal Counsel Regarding Security Issues ii. Closed Session Pursuant to Government Code Section 54957. 6 — Conference with Labor Negotiators Agency —Designated Representative — Matthew Tucker Employee Organization: Teamsters Local 542 Unrepresented Employees: All iii. Closed Session Pursuant to Government Code Section 54956. 8 — Conference with Real Property Negotiators Regarding Property: That portion of NCTD right of way within Lot " H" of Rancho Agua Hedionda in the City of Carlsbad, according to Partition Map No. 823. NCTD Negotiators: iv. Ray Patchett and Ed Singer. Negotiating Party: Poseidon Resources. Closed Session Pursuant to Government Code Section 54956. 9 ( b) — Conference with Legal Counsel —Anticipated Litigation —One Potential Case The Board returned that the Board met from Closed Session at 2: 08 pm. C. Michael Cowett, General Counsel, stated in Closed Session to discuss items i, ii, iii and iv and had nothing to report. He said the Board took action in Closed Session on September 17, 2009, directing the Executive Director to execute a final settlement agreement with AECOM, formerly DMJM Harris. Mr. Cowett stated that on October 1, 2009, the Executive Director executed an agreement that required AECOM to pay NCTD $ 4. 7 million and NCTD to pay AECOM $ 2 million, for a net to NCTD of $2. 7 He said the settlement excludes warranties, latent construction defectives, and third party claims, and that this is a final settlement with AECOM on all aspects of their work in designing the million. SPRINTER construction project. Meeting Date: 11/ 19/ 09 6 MINUTES OF THE SPECIAL MEETING/ CLOSED SESSION AND THE REGULAR MEETING OF NORTH COUNTY TRANSIT DISTRICT HELD OCTOBER 22. 2009 0 PAGE 2 ROLL CALL OF BOARD MEMBERS Mark Packard ( City Sam Abed ( City of of Carlsbad); Carl Hilliard ( City Escondido); Marcos); Dave Roberts ( City conference call); of Rocky of Chavez ( City Del Mar); of Jerome Stocks ( City of Encinitas); Chris Orlando ( City of San Oceanside); Solana Beach); Bob Campbell ( City of Vista — participating via Bill Horn ( County of San Diego). PLEDGE OF ALLEGIANCE TO THE AMERICAN FLAG Board member Jerome Stocks led the Pledge of Allegiance to the American Flag. CHANGES TO THE AGENDA None PUBLIC COMMUNICATIONS None APPROVAL OF MINUTES MOTION BY DAVE ROBERTS TO APPROVE THE MINUTES OF THE REGULAR MEETING OF SEPTEMBER 17, SECONDED BY BILL HORN. ABSTAIN: HILLIARD. MOTION CARRIED. MOTION BY DAVE ROBERTS TO APPROVE THE MINUTES OF THE ANNUAL MEETING OF THE SAN DIEGO NORTHERN RAILWAY FOR SEPTEMBER 17, 2009, SECONDED BY BILL HORN. ABSTAIN: HILLIARD. MOTION CARRIED. MOTION BY DAVE ROBERTS TO APPROVE THE MINUTES OF THE BOARD WORKSHOP OF OCTOBER 8, 2009, SECONDED BY BILL HORN. ABSTAIN: PACKARD, HILLIARD. MOTION CARRIED. Board member Carl Hilliard requested Consent Item 1 be pulled for discussion. CONSENT ITEMS 2. Funding and Construction Agreement Between NCTD and the County of San Diego for the South Santa Fe At -Grade Road Crossing MOTION BY DAVE ROBERTS TO APPROVE AGENDA ITEM 2, SECONDED BY MARK PACKARD. MOTION CARRIED UNANIMOUSLY. Meeting Date: 11/ 19/ 09 INA MINUTES OF THE SPECIAL MEETING/ CLOSED SESSION AND THE REGULAR MEETING OF NORTH COUNTY TRANSITDISTRICT HELD OCTOBER 22, 2009 PAGE 3 OTHER BUSINESS 3. Issue Purchase Order to HNTB Corporation for Positive Train Control Support Services Tom Lichterman, Director of Operations, reviewed the need for PTC support services, cost estimates, funding outlook, deadlines, and recommendations. Dave Roberts requested staff provide the Board with information on what the penalty would be if we did not comply with the mandate. MOTION BY DAVE ROBERTS TO APPROVE AGENDA ITEM 3, TO INCLUDE OTHER PLAYERS HAVING A SEAT AT THE TABLE TO MAKE SURE THEY BUY INTO THIS AND TO SEND A STRONGLY WORDED LETTER TO THE SAN DIEGO DELEGATION EXPLAINING NCTD' S UNIQUE SITUATION, SECONDED BY ROCKY CHAVEZ. OPPOSED: PACKARD. MOTION CARRIED. Resolution for TIGGER Grant Award Carl Hilliard spoke on his concerns regarding the desire to keep the view corridors and coast line as uncluttered as possible. Angela Miller, Chief Information Officer, clarified that the installations would be near the stations or transit centers. MOTION BY DAVE ROBERTS TO APPROVE AGENDA ITEM 1, SECONDED BY CARL HILLIARD. MOTION CARRIED UNANIMOUSLY. INFORMATION ITEMS 4. Draft Compass Card Work Plan Presentation Angela Miller reviewed background information on the Compass Card program, including primary goals, work plan and next steps. Chair Campbell stated that the volume on the validators needs to be turned up. James Dreisbach- Towle, SANDAG Project Manager, stated that the platform validators have a variable speaker and stated that he would work with NCTD staff to turn up the volume, and if need be, look at bigger speakers. No action required. ROCKY CHAVEZ LEFT AT 3: 10 P. M. Meeting Date: 11/ 19/ 09 8 MINUTES OF THE SPECIAL MEETING/ CLOSED SESSION AND THE REGULAR MEETING OF NORTH COUNTY TRANSIT DISTRICT HELD OCTOBER 22, 2009 5. PAGE 4 Paratransit 101 Presentation Alane Haynes, Accessible Services Administrator, reviewed: background; definitions; eligibility for ADA paratransit service; comparison to fixed -route service; service area; hours of service; ADA comparability; response time; fares, what ADA precludes; NCTD' s ADA service delivery model; next steps. Mr. Craig Puckett, President of American Logistics, Santa Ana, CA spoke on the growing cost of providing paratransit and his company' s business model. No action required. 6. LOSSAN Update Julianne Nygaard provided an update on activities related to the LOSSAN corridor. No action required. 7. Quarterly Capital Project Report No action required. BOARD MEMBER REPORTS, COMMENTS AND CORRESPONDENCE None EXECUTIVE DIRECTOR' S REPORT Matthew Tucker introduced NCTD' s new Director of Service Planning, Tim McCormick. Sarah Benson, Marketing Representative, informed the Board that NCTD would once again be sponsoring the Santa COASTER Express on December 5, 2009. She stated that all ticket proceeds go to support Community Resource Center in Encinitas, CA. REMAINING PUBLIC COMMUNICATIONS None Meeting Date: 11/ 19/ 09 9 MINUTES OF THE SPECIAL MEETING/ CLOSED SESSION AND THE REGULAR MEETING OF NORTH COUNTY TRANSIT DISTRICT HELD OCTOBER 22. 2009 PAGE 5 ADJOURNMENT The meeting adjourned at 3: 37 pm. Submitted by Jill McNaughton, Clerk of the Board for North County Transit District. CHAIRMAN: CLERK OF THE BOARD: DATE: For individuals with sensory disabilities, this document is available in alternate formats. For information, please contact the Clerk of the Board at 760/ 967-2808. Persons with hearing impairment, please use the California Relay Service ( CRS): 800/ 735- 2929 TTY; 800/ 735-2922 voice; 800/ 855- 3000 Spanish. CRS Customer Service: 800/ 735- 0373 or 800- 735- 0193 TTY. r Meeting Date: 11/ 19/ 09 10 MINUTES OF THE SPECIAL MEETING/ CLOSED SESSION AND BOARD WORKSHOP OF NORTH COUNTY TRANSIT DISTRICT HELD NOVEMBER 10, 2009 0 PAGE 1 CALL TO ORDER Chairman Bob Campbell called the meeting to order at 8: 05 a. m. ROLL CALL OF BOARD MEMBERS Mark Packard ( City of Carlsbad); Mark Filanc (Alternate, Encinitas); Sam Abed ( City of of Escondido); San Marcos); Dave Roberts ( City of Rocky City Solana Beach); Del Mar); Jerome Stocks ( City of Chris Orlando ( City Bob Campbell ( City of Vista) of Chavez ( City of Oceanside); Bill Horn ( County of San Diego) arrived at 8: 16. CLOSED SESSION The Board went into Closed Session at 8: 06 a. m. to discuss item i. Closed Session Pursuant to Government Code Section 54957. 6 — Conference with Labor Negotiators - Agency Designated Representative: Matthew Tucker Employee Organization: Teamsters Local 542 The Board returned from Closed Session at 9: 25 a. m. C. Michael Cowett, Legal Counsel, stated that the Board met in Closed Session to discuss item i and had nothing to report. ROLL CALL OF BOARD MEMBERS Mark Packard ( City Carlsbad); Mark Filanc ( Alternate, City of Del Mar); Jerome Stocks ( City of Encinitas); Sam Abed ( City of Escondido); Rocky Chavez ( City of Oceanside); Chris Orlando ( City of San Marcos); Dave Roberts ( City of Solana Beach); Bob Campbell ( City of Vista); Bill Horn County of San Diego). of PLEDGE OF ALLEGIANCE TO THE AMERICAN FLAG Board member Rocky Chavez led the Pledge of Allegiance to the American Flag. CHANGES TO THE AGENDA None PUBLIC COMMUNICATIONS None Meeting Date: 11/ 19/ 09 11 MINUTES OF THE SPECIAL MEETING/ CLOSED SESSION AND BOARD WORKSHOP OF NORTH COUNTY TRANSIT DISTRICT HELD NOVEMBER 10, 2009 PAGE 2 DISCUSSION AND PRESENTATIONS 4. NCTD Marketing and Communications Assessment Mr. Alan Zieghaus, Southwest Strategies, reviewed the methodology, results and recommendations. 5. No action required. SANDAG Urban Core Transit Strategy Mr. Dave Schumacher, SANDAL, reviewed organizational structure, project highlights, stakeholder input, 2030 transit networks, peer regions and next steps. No action required. BILL HORN LEFT AT 10: 05 A. M. 2. Committee Organization and Calendar Year 2010 Board Schedule Chair Campbell requested the Board review the proposed Committee changes and requested they discuss this further and take action at the December 17, 2009 Board meeting. Chair Campbell requested, and the full Board concurred, that Board members Stocks, Packard and Abed serve on a panel to nominate candidate( s) to serve as Chair and Vice -Chair for 2010. 3. Consider Cancelling One of the December Board Meetings MOTION BY DAVE ROBERTS TO CANCEL THE DECEMBER 3, 2009 BOARD WORKSHOP, SECONDED BY CHRIS ORLANDO. MOTION CARRIED UNANIMOUSLY. SAM ABED LEFT AT 10: 35 A. M. BOARD MEMBER REPORTS, COMMENTS AND CORRESPONDENCE Jerome Stocks spoke on bus technology that was presented at the APTA Conference and the use of electric buses at UCSD. Rocky Chavez spoke on his appointment as Undersecretary for Veterans Affairs for the State of California. Dave Roberts thanked Board Member Chavez for his service and staff for resolving some issues in Solana Beach. Meeting Date: 11/ 19/ 09 12 MINUTES OF THE SPECIAL MEETING/ CLOSED SESSION AND BOARD WORKSHOP OF NORTH COUNTY TRANSIT DISTRICT HELD NOVEMBER 10, 2009 PAGE 3 EXECUTIVE DIRECTOR' S REPORT Matthew Tucker informed the Board that a letter would be mailed to the San Diego legislative delegation regarding Positive Train Control. REMAINING PUBLIC COMMUNICATIONS None ADJOURNMENT The meeting adjourned at 10: 40 a. m. Submitted by Jill McNaughton, Clerk of the Board for North County Transit District. CHAIRMAN: CLERK OF THE BOARD: DATE: For individuals with sensory disabilities, this document is available in alternate formats. For information, please contact the Clerk of the Board at 760/ 967-2808. Persons with hearing impairment, please use the California Relay Service ( CRS): 800/ 735- 2929 TTY; 800/ 735- 2922 voice; 800/ 855- 3000 Spanish. CRS Customer Service: 800/ 735- 0373 or 800- 735- 0193 TTY. Meeting Date: 11/ 19/ 09 13 Agenda Item # STAFF REPORT 2 TO THE BOARD TITLE: EXTRA WORK PURCHASE ORDER TO TRANSITAMERICA FOR INSTALLATION OF ADVANCED TRAIN CONTROL SYSTEM ( ATCS) EQUIPMENT Time Sensitive [ X Consent OX STAFF RECOMMENDATION: BACKGROUND INFORMATION: On September 17, 2009 the Board approved the procurement of equipment from Safetran, Inc. to upgrade the COASTER Advanced Train Control System ATCS). ATCS is used to relay commands and information to and from the signaling system to the Dispatching Center in Pomona. It provides the safe and efficient daily operation of the entire railroad for COASTER, wayside for METROLINK, BNSF, and Amtrak operations. The California Division of Rail ( Caltrans) funded a NCTD project to study the current technology and subsequently fund any recommended upgrades. This review included field surveys for signal strength and locations for additional base stations as well as upgrades to field equipment located on the railroad right of way. The main thrust of this project is the establishment of two new radio communication base sites. These will provide better and more reliable radio coverage along the corridor and will decrease signal interruptions, thereby decreasing train delays. The work will be scheduled to be completed by March 2010 and will not have any negative impact upon operations. Approval of this request would authorize the installation of equipment by TransitAmerica, as the maintenance of way and signal contractor. This project is being fully funded by Caltrans. FISCAL IMPACT: The fiscal impact of budgeted for this project of which $ additional $ this request is $ 203, 333. A total of $ 1, 000, 000 has been 153, 137 has been expended and an 383, 659 has been encumbered leaving a remaining balance of 463, 204. STAFF CONTACT: Tom Lichterman Director of Operations E- mail: tlichterman@nctd. org Phone: 760/ 967- 2855 Key Staff Contact: Keith Kranda, Manager of Maintenance of Way E- mail: kkrandana. nctd. org Meeting Date: 11/ 19/ 09 Phone: 760/ 967- 2868 14 Agenda Item # STAFF REPORT TO THE 3 BOARD OF DIRECTORS TITLE: UPDATE ON NCTD' S FINANCIAL CONDITION Time Sensitive FRI Consent STAFF RECOMMENDATION: BACKGROUND INFORMATION: North County Transit District, like other transit districts throughout California and the nation, faces a daunting economic environment, which has been described as an economic tsunami. During calendar years 2008 and 2009, NCTD implemented a number of proactive cost- cutting measures. Service reductions were implemented in August 2008 and January 2009, reducing bus service hours by over 10% and saving over $4 million annually. Contracted services were reduced by over $2 million. Through layoffs and attrition, the number of represented employees was reduced by 9%. The number of non -represented employees was reduced by 15%. These were difficult decisions, given their negative impact on customers and employees. However, had these actions not been taken, NCTD' s current financial status would be much worse. Unfortunately, revenues have continued to decline dramatically. The primary challenges to NCTD' s revenues relate to the elimination of state funding, declines in sales -tax related revenues, and the effect of increasing unemployment on passenger fare revenues. State Funding State transit funding is expected to be eliminated for several years. The impact NCTD has been severe. For the current fiscal year ending June 30, 2010, rather than receiving over $ 10 million in state funding, NCTD expects to receive on 0. From FY 2003 through the current FY 2010, the state frequently diverted State funding to the state' s general fund. The cumulative Transit Assistance ( STA) impact on NCTD over the past several years has been over $ 30 million. If state funding remains at $ 0 for the upcoming fiscal years 2011, 2012, and 2013, for example, then NCTD will suffer an additional reduction of over $30 million in funds. These funds would otherwise have been available to pay for transit services for the public. In September 2009, the California Supreme Court upheld a lower court ruling that the state' s diversion of transit funding violated a series of statutory and constitutional amendments enacted by voters dating back to 1990. It will be Meeting Date: 11/ 19/ 09 15 gratifying if any portion of state transit funding is restored. However, given the state' s financial problems, we do not believe it is prudent to forecast any state funding in the near future.) Sales -tax related revenues Local have been reduced dramatically. NCTD receives a large portion of its budget from sources tied to sales tax collections in San Diego County. These funding sources ( TDA and TransNet) together comprise about 45% of NCTD' s operating revenues. As local sales tax collections decline, revenues also NCTD' s revenues decline as well. In February 2007, the estimated level of FY 2010 sales -tax related revenues Just two years later, in February 2009, the estimated was over $ 52 million. level of FY 2010 sales -tax related revenues was $ 41 million. Now in November 2009, the estimated level of FY 2010 sales -tax related revenues is less than 37 million. Local unemployment and its effect on passenger fare revenues NCTD' s ridership reached record highs during the summer of 2008, but then began to trend downward as unemployment in San Diego from 6. 9% in October 2008 to 10. 2% in September 2009. increased. The unemployment rate County As the unemployment rate in San Diego County has reached double rose digits, ridership has declined significantly over the past several months. For the current fiscal year 2010, passenger fare revenue was budgeted to be $ 19 million; it is currently projected to be about $ 17. 7 million, a decline of $ 1. 3 million. Unemployment data for San Diego County has been collected since 1990. Since 1990, the unemployment rate in San Diego County never exceeded 9%; accordingly, the current double- digit unemployment rates are the highest ever measured in San Diego County. California' s unemployment rate of 12. 2% in September 2009 is the highest the state has seen since 1940. Financial context for outsourcing bus operations & maintenance Taken together, the combined impact of the elimination of state funding, the reduction in local sales taxes and the impact of higher unemployment has been devastating. These economic conditions threaten NCTD' s ability to deliver a meaningful level of transit services. Based on current financial conditions, forecasts for NCTD indicate large and increasing deficits for FY 2011 and beyond. The projected deficit for FY 2013, for instance, would exceed $ 19 million. To put this figure in perspective, NCTD' s TOTAL annual operating budget for the current fiscal year is under $ 88 million. Simply put, the projected deficits are so significant; they cannot be addressed by incremental adjustments to fares or service levels. The Board of Directors has provided clear direction that NCTD' s first priority is to provide transit services to the public. Additionally, the Board has clearly articulated that the welfare of our employees is a high priority, as staff has evaluated alternatives to address NCTD' s significant financial challenges. Meeting Date: 11/ 19/ 09 16 When the current budget was adopted in June 2009, the Board indicated that the current fiscal year 2010 would be a transitional year, during which NCTD will innovate and reshape its business model in order to live within existing revenue streams. At its July 2, 2009 meeting, the NCTD Board reviewed options to preserve as much bus service as possible given the current financial constraints. Independent consultants Booz Allen Hamilton and Robert Kuo Consulting reviewed the impact of various alternatives, including aggressive wage and benefit reductions, partial outsourcing, and full outsourcing of bus operations. The Board determined that outsourcing 100% of bus operations and maintenance provided the best opportunity to preserve the maximum level of to the public. ( This option also would preserve the maximum number of service jobs for coach operators and other employees providing bus service.) Accordingly, the Board authorized in July that a Request for Proposals be issued for bus operations and maintenance. At its November 19, 2009 meeting, the Board will review the proposed contract award for bus operations and maintenance. It is anticipated that the contract will result in savings to NCTD of approximately $ 70 million over the seven- year term of the contract. ( Savings will result from a combination of lower costs for contracted services and related organizational restructuring of NCTD.) Savings of this level are significant, and go a long way toward addressing the deficits for future years. However, as the Board noted in its July anticipated meeting, outsourcing alone will not resolve NCTD' s financial situation. NCTD is evaluating all of its business activities to identify cost savings, while minimizing the impact to our customers. In addition to our bus services, NCTD is evaluating all of its other services ( COASTER, SPRINTER, and LIFT) for opportunities to reduce costs and improve efficiency. To the greatest extent possible, NCTD plans to minimize any reductions in service levels, or increases in passenger fares. All other options will be evaluated first. ATTACHMENT: Not applicable FISCAL IMPACT: Not applicable STAFF CONTACT: Richard Hannasch Director E- Meeting Date: 11/ 19/ 09 of Administration & Finance mail: rhannasch@nctd. org Phone: 760/ 967- 2809 17 Agenda Item # NORTH COUNTY TRANSIT DISTRICT BOARD OF DIRECTORS REPORT TITLE CONTRACT AWARD FOR BUS OPERATIONS AND MAINTENANCE Time Sensitive FX Consent STAFF RECOMMENDATION: BACKGROUND INFORMATION: NCTD has been reviewing to address 16 to $ 20 million funding shortfall, with the goal of retaining as many jobs as possible and providing the highest level of service to our customers. In February 2009, the Board of Directors directed staff to conduct a strategic review of NCTD and develop a options a$ plan to reshape the organization' s business model to support improved efficiency and business development opportunities. Results of this strategic review were presented in July 2009, clearly indicated that outsourcing ( e. g. transferring bus operations and maintenance responsibilities from a directly operated in- house transit system to private contractors) was the most viable alternative to retain employee' s jobs and provide the highest level of service to the customer. Given the current economic situation, outsourcing provides the best opportunity to maintain both jobs for existing employees and service levels for We anticipate that the transition will be seamless from a customer perspective, and will allow NCTD to focus on performance monitoring and the provision of quality service. It is now estimated that NCTD our customers. will reduce operating expenses by $ 70 million over the next seven years through a combination of outsourcing and administrative restructuring. Procurement Process and Evaluation Criteria The executive team, procurement department, and legal counsel began development of the scope of work and draft agreement in April 2009. In July 2009, pursuant to Board direction, staff issued a Request for Proposals RFP) to private contractors for the provision of bus operations and fleet and facility maintenance services to the public. On September 28, 2009, responses to the RFP were received from MV Transit, First Transit and Veolia Transportation. The evaluation team, which included the Director of Operations, Director of Policy and Strategic Planning, and Manager of Commuter Rail, reviewed all three proposals using the evaluation factors detailed in Attachment 4A. The evaluation criteria assigned the highest point levels to proposers' pricing, operations and maintenance capability, and their key personnel and management team. Meeting Date: 11/ 19/ 09 18 The Director of Finance conducted the financial capacity analysis and pricing analysis. Evaluations were completed based on the initial proposals. MV Transit' s proposal was determined to be outside of the competitive range, and they were not invited to participate in the interview. Veolia Transportation and First Transit were interviewed on October 15, 2009. They were required to bring five key management team members named in the proposal, and each key management person gave a brief presentation followed by questions and answers. A rigorous series of questions were posed to each of the two final proposers. The evaluation committee communicated specific areas requiring clarification, e. g. components included in insurance or materials costs. First Transit and Veolia Transportation known in the industry. Both firms have the experience and qualifications to perform the requirements are well specified in the scope of work and the draft operating and maintenance agreement. NCTD' s evaluation team conducted four site visits during the last two weeks in October. First Transit locations visited were the City of Phoenix operation and the Foothill Transit operation in Pomona. Veolia site visits included the MTS in Chula Vista and RPTA Valley Metro in Phoenix. All four operations had similar fleet sizes, and client -provided facilities, fuel and buses. Concurrently, existing clients listed in each proposal were sent questionnaires regarding the operator' s performance. Best and Final Offers ( BAFOs) were received on November 2, 2009. Outstanding items requiring clarification were addressed that week, and the evaluation team reevaluated each proposer based on their BAFOs. Evaluation criteria, weighting and final evaluation scoring are detailed in the following table. Evaluation Factor Maximum First Points Transit Operations and Maintenance 20 17 16 Capability Key Personnel, Quality of Management Team, & Training Plan 20 16 15 Project Experience, References, & 15 14 13 Transition and Start- up Plan 5 4 4 Financial Capacity 5 4 3 35 35 34 100 90 85 Veolia Provision of Transit Service Price Total Points Possible: During the final evaluation, First Transit received an average score of 90 points out of 100 while Veolia' s average score was 85 points. First Transit' s total price for the seven year base term is approximately $ 3 million lower than Veolia' s total price. Meeting Date: 11/ 19/ 09 19 First Transit —Company Information and Transition Plan First Transit, Inc. has been providing public transit services under various names for 53 years. Headquartered in Cincinnati, Ohio, the company provides over 150 million passenger trips per year in 45 states. They are a subsidiary FirstGroup plc, based in the United Kingdom. FirstGroup is the UK' s largest bus and passenger rail operator, with over 137, 000 employees nationwide. First Transit' s singular purpose as stated in their proposal is " to provide our of customers with the safest, most efficient passenger transportation service possible." NCTD currently contracts with First Transit to provide LIFT services. The attached transition plan proposed by First Transit (Attachment 4B) proactively addresses the challenge of conversion from a directly operated service model to a privatized contract. Their proposal reflects recognition and respect for the skills and value of existing employees who have served the District well for many years. They have clearly stated their intention of hiring as many existing employees as possible and recognize the importance of conveying clear information on what the change in employer and operating First Transit has assigned San Diego based transition executive, Susan Hafner, as the coordinator of the transition. conditions will entail. First Transit, as our LIFT contractor, has an existing relationship with the Teamsters Local 542. They have assigned a labor attorney, corporate staff and an on- site Human Resources Manager to lead the hiring and recruitment process. General Manager Tim Omick and Transition Manager Susan Hafner will be onsite beginning in January. Regional Vice President Eric Estell will also be directly involved in the transition process. Team Qualifications Typically the success of a contract depends on the skills of the management team. First Transit has put together a highly qualified team, including a general manager (Tim Omick) with direct experience in transitioning a public transit agency to a private operation ( Birmingham, AL). Tim has worked for First Transit for 16 years and has 36 years of experience in transportation. His most recent full- time assignment was as general manager for the transit system in EI Paso, Texas, where he was assigned specifically to improve the efficiency and effectiveness of the operation. Under his leadership, EI Paso won the prestigious award of being named Outstanding Metropolitan Transit System in the state of Texas for 2008. Other key staff members, all of whom will be in attendance at the November 19th NCTD Board Meeting, include: John Pena, Director of Maintenance, a respected industry professional who previously served as First Transit' s Regional Director of Maintenance with oversight responsibility for all of the company' s western region locations. Miles Turpin, Director of Transportation, who is currently Assistant General Manager of Operations at one of First Transit' s largest fixed route operations in Denver, Colorado. He is currently responsible for a 150 bus operation with multiple facilities and 200 coach operators. Meeting Date: 11/ 19/ 09 20 Lisa Prince, the proposed Safety, Training and Quality Assurance Manager, is currently First Transit' s District Manager for the state of California. She has general manager/safety and training experience at a system in EI Centro and past experience managing a number of dial -a -ride operations, including NCTD' s FAST service ( discontinued in 2008). She has over 14 years of public transportation experience. The First Transit team has been extremely responsive and cooperative during the evaluation process, and has offered some innovative cost savings ideas including a driver behavior modification program called Greenroads, which they promise will reduce NCTD fuel usage by 4% annually. They offer additional savings through the consolidation of the LIFT buses into the fixed route facility. Another impressive aspect of their proposal was they intend to offer employees hired from NCTD a better wage package that recognizes seniority in a fair and equitable manner. Next Steps Upon approval, final contract documents will be executed and transition plans be completed. Transition from NCTD to First Transit will take place from will January through June 2010. During this time, existing personnel will be interviewed and offered employment. NCTD is requiring First Transit to recognize seniority and the Teamster Union which currently represents the employees. Also during this time, fleet and facility audits will be conducted and agreed- upon bus and service fleet repairs will be completed prior to turning the fleet and facilities to the contractor. over Effective July 1, 2010, insurance and maintenance of all fleet and facilities will be the responsibility of First Transit. ATTACHMENT: 4A - Evaluation Criteria 4B — First Transit Transition Plan FISCAL IMPACT: STAFF CONTACT: Outsourcing bus operations, maintenance and facilities maintenance, combined with administrative restructuring, is projected to reduce NCTD' s operating expenses by approximately $ 70 million over the seven- year period. Julie M. Austin Director E- Meeting Date: 11/ 19/ 09 mail: of Policy & Strategic Planning jaustin@nctd. org Phone: 760. 966. 6651 21 ATTACHMENT 4A EVALUATION CRITERIA REQUEST FOR PROPOSALS FOR BUS OPERATIONS AND MAINTENANCE SERVICES Operations and Maintenance Capability (20 points): The overall quality of the Proposer's Operating Plan, including the quality of the proposed management and operating procedures; the emphasis on successfully providing On -Time Performance; the approach to employee and vehicle scheduling and deployment, dispatching, supervision, customer service, and emergency contingencies and response; the contents of the Proposer's service quality monitoring program; and the approach to providing regular and accurate reporting of performance data. The quality and thoroughness of the Proposer's Vehicle Maintenance Plan including whether the Proposer's plan reflects a clear understanding of the maintenance standards and obligations under the Agreement, a systematic approach to preventative maintenance, a logical and thorough approach to warranty work and other repairs, and a commitment to consistent and professional maintenance of the District' s vehicle fleet. The quality and thoroughness of the Proposer' s Facility Maintenance Plan, including whether the proposer' s plan provides for regular, consistent, and thorough maintenance and cleaning of the Facilities and Equipment, and reflects an understanding of and commitment to satisfying preventative maintenance requirements and following warranty standards and procedures. is • The quality and completeness of the Proposer's Safety, Security, and Emergency Management Program, including whether the Program reflects a clear understanding of Federal and State requirements. Key Personnel and Quality of Management Team, Staffing Plan, and Training Plan ( 20 points) The qualifications, experience and credentials of the Key Personnel, including the degree of commitment of the Key Personnel to the Project; any record of the team working together on similar projects; and the quality of the Proposer' s overall management organization and team. The quality of the Proposer's Staffing and Personnel Plan, including compliance with the Hiring and Labor Requirements in Attachment C, the Proposer's employee hiring and recruitment programs, as well as the Proposer' s plans for workforce stability and employee advancement. The quality and completeness of the Proposer's Training Plan. Project Experience, References and Provision of Transit Service ( 15 points) Demonstrated " hands on" experience by the Proposer in successful transit service management, including a description of how the Proposer has helped an agency or agencies solve service related and budgetary challenges and problems, such as through service restructuring and workforce management. Successful experience in the transition and start- up of a privately contracted operation, and management and operation of transit systems comparable in size. The Proposer's record of performance on prior projects and information obtained on the Proposer's past performance through site visits and contacts with client references, including any statistical information obtained on matters such as On -Time Performance, passenger complaints, and safety of operations. Quality of maintenance work and success in vehicle maintenance in fleets of similar size and mix. Transition and Start -Up Plan ( 5 points) This factor involves an evaluation of the quality and completeness of the Proposer's Transition and Start-up Plan, including an evaluation of the Proposer's understanding of the issues presented in a transition from public to private operation, the proposed tasks, approach and resources for Transition and Start- up, the deferred transition of the maintenance function, and the proposed critical timelines throughout the transition process. Financial Capacity (5 points) This factor involves an evaluation of the Proposer's overall financial condition and capacity, including an assessment of any financial risks or contingent liabilities currently facing the Proposer or anticipated over the Contract Term; the extent of its financial strength and resources; and its solvency ratios ( current, quick, debt-to-equity). The District reserves the right to consider outside reporting services and related information for purposes of evaluating a Proposer' s financial condition. Price Proposals (35 points) 0 Price Proposals will be evaluated and scored on the basis of the total contract price proposed, which is the sum of the annual prices for the seven ( 7) base contract years, the estimated cost of the three option costs. years at a maximum 3% escalation per year and the transition and start- up ATTACHMENT 4B TRANSITION AND START UP PLAN 0 SUMMARY OF TRANSITION PLAN One of our firm' s greatest strengths, our extensive regional management support team, can also be challenged during a demanding start- up and transition, as will be the case in North County. We have committed the resources and experienced talent to assume the full- time role of a Transition Agent for NCTD contracted fixed -route transition. The Senior Transition Manager, a position that is unique to First Transit, is an individual with extensive operating experience who can help lead the efforts of the entire management team to facilitate a smooth start- up. We are very pleased to propose Ms. Susan Hafner as our Senior Transition Manager. In this role, she will be responsible for providing the leadership, experience and technical expertise necessary to achieve a successful transition. Upon contract award, First Transit is dedicated to providing the smoothest possible transition. As a result, we are proposing Susan Hafner to be on- site with the sole focus of managing startup activities to ensure that client standards are met. Having worked in numerous contract startups, Susan brings to the project a 360 degree perspective on the successful elements of a startup, from both the recently, she contract administrator' s and contract provider' s perspective. transitioned a $ Most 60M service contract working as Director of Contracts for the Metropolitan Transit System in San Diego where she implemented a web based contract reporting system. Supporting Susan will be our team of dedicated corporate support staff who will be on- site at key points during the transition to provide technical assistance to Susan and the management team. For NCTD services, the primary corporate support will come from Eric Estell, Region Vice President. Susan and Eric will work together on leading and facilitating every step of the transition, including responsibility for maintaining morale and dedication during what can be a very stressful time for the system and its employees. First Transit will provide dedicated, senior transit executives to supplement region support staff during the start- up and transition phase. Although the basic principles of a transition may be the same, each customer's concerns are different. Common concerns include increasing productivity, cutting costs, improving maintenance, decreasing customer complaints and, most importantly, enhancing quality service. Tim Omick, our proposed General Manager, will quickly join the start- up team with the understanding that all of his prior skills and capabilities will be dedicated to and utilized for the ultimate success of the North County services. Susan, Eric and Tim are all aware of the need to prepare for and develop operating plans to ensure we meet the primary NCTD goals of increasing ridership and improving customer satisfaction. These goals will be met by an approach built on the foundation of quality service that is safe and efficient. 0 INITIAL YEAR MAINTENANCE MANAGEMENT iFirst Transit will manage our responsibilities and coordinate the maintenance function with NCTD during the initial year by designating a Maintenance Manager to be in charge of the activities of the department. During this time, a review of the daily functions performed and performance standard adherence will be evaluated. Existing employees will be consulted to recruit their suggestions for efficiency with the understanding that continuous improvement is important in staff will be order well to be successful. informed in a On the occasion where there is an employee issue, NCTD timely fashion. Communicating expectations, measuring results, and recognizing performance will be the process that will be used during the maintenance transition period. Daily pre -trip and post -trip inspections by our operators must be communicated and transmitted to maintenance staff to ensure timely response and follow- up to vehicle issues and to initiate work orders and lock out/tag out procedures between maintenance staff and our dispatchers. Daily vehicle availability and bus assignments will be double checked by the operations manager and dispatchers and by the maintenance manager and lead mechanics, and this will be emphasized during our transition training period. Our Maintenance Manager will be fully responsible for directing NCTD maintenance staff during the first year, and it is critical that this management be performed in compliance with NCTD employment policies and practices, Teamsters CBA work rules, and First Transit operations policies and practices. First Transit will also take this opportunity to communicate with the existing employees that they are sensitive to their changing work structure and that they will be kept well informed and welcomed into the new operating structure. To address this changing work environment, we will conduct employee meetings and informational training sessions to develop a common purpose and mission in providing the safest, highest quality transit services possible. To instill teamwork between operations and maintenance, and to be consistent, the maintenance employees will be included in the First Transit employee appreciation events. UNDERSTANDING OF NCTD REQUIREMENTS Our work plan and response to the RFP requirements include roles and obligations we believe to be key to a successful transition and startup of this contract in 2010 and 2011. Operate and maintain District fixed route bus service including standard and small vehicles. 2. Ensure the safety of passengers and the general public with well- maintained equipment and safe operating procedures diligently monitored by supervisors, dispatchers, shop staff, and all managers. 3. Adhere to budgetary estimates and continually seek efficiencies without impacting service quality. 4. 5. Ensure adequate availability of highly qualified and well- trained operators and extraboard and adequate supply of safe, good condition buses for service requirements. Recruit, hire and train a full contingent of all positions required to operate, maintain, and manage the service, keeping turnover low. 6. Consistently maintain a safe fleet to meet daily service requirements and to maintain the NCTD assets for maximum life cycle. 7. Maintain a proper spare ratio and road call plan and staffing for rapid road call response to replace any down vehicle immediately. 8. Ensure strict adherence to vehicle preventive maintenance standards. 9. Provide excellent customer service to passengers, general public, and NCTD staff. 10. Supervise facility upkeep, maintenance, and stewardship of the Operating Sites and related assets in 2010 and then as of July 2011 provide facility upkeep, maintenance, and stewardship of the operating sites and related assets. 11. Manage the Teamsters Local 542 collective bargaining unit with fairness, respect, and diligence towards complying with work rules. 12. 13. Operate all services with well- trained employees. Implement and follow sustainable business and operating practices throughout the functions and tasks of the contract . 14. Eliminate unsafe driving acts and remember the five keys: get the big picture, aim high in steering, keep eyes moving, leave yourself an out, and make sure they see you. 15. Minimize passenger inconvenience by eliminating missed trips. 16. Treat passengers with respect, using proper passenger assistance techniques and sensitivity. 17. Perform frequent and consistent service monitoring, reporting, quality control, and quality assurance. 18. Assist the regional transportation network with connectivity, interdependent cooperation, and communications. Carefully monitor the multimodal connections to ensure seamless travel convenience. 20. Management and operation of the routes assigned to this contract. 21. Recruiting, hiring, training all operators, mechanics, utility workers, dispatchers, road supervisors, managers, and clerical staff . Initially supervising bus and facility maintenance employees and then as of July 2011 recruiting, hiring, training and supervising them. 0 22. Labor relations and collective bargaining. 23. Complaint resolution, including ADA and racial discrimination. 24. Maintenance Plan. 25. Safety, security and emergency management plan. 26. Revenue collection and control with the goal of improving the monthly standard of unclassified revenue by proving additional training and personalized follow up with drivers. 27. Data gathering and reporting with an emphasis on timeliness and accuracy. Facilitate web based data reporting in accordance with NCTD directives. 28. Third party audits of risk management, environmental, and maintenance program. 29. Provide flexibility to NCTD when route adjustments are made. 30. Vehicle/ employee accident and injury investigation and Workers Compensation claim Management. 31. Substance abuse prevention policy and plan. 32. Operations during declared emergency and other emergencies. 33. Follow NCTD' s Lost and Found Procedure. 34. First Transit provides all required insurance. 35. Communicate operational issues with full transparency to the NCTD staff. 36. Immediately report data issues regarding fare collection system. TRANSITION START UP PLAN TIMELINE Posting of Agenda for Board Workshop Board Workshop Posting of Agenda for Board Meeting Board Meeting/ Action on Recommendation for Award October 28, 2009 November 5, 2009 November 11, 2009 November 19, 2009 Notice to Proceed December 10, 2009 Proposed General Manager, Time Omick, on site January 2010 Transition and Start- up Period Jan. 1 - Commencement of Service July 1, 2010 July 1, 2011 Transition of Vehicle and Facility Maintenance Scheduled Service Implementation Date: Maintenance Transition Date: 5 days after notice of award June 30, 2010 July 1, 2010 July 1, 2011 December 15, 2009 Provide performance bond Provide Insurance Certificates Included in the proposal Provide Key personnel listing -Included in the proposal Provide Organization Chart -Included in the proposal 10 Days after Notice to Proceed December 25, 2009 Written notification by contractor to Teamsters providing assurance of contractor compliance of mandatory labor terms Is 30 days after Notice to Proceed January 10, 2010 Submit standard operating procedures Submit staffing and personnel plan management program Submit Training Program Submit Vehicle Maintenance Program Submit Facility Maintenance Plan Submit safety security and emergency management program Submit Drug and Alcohol Plan Submit Drivers Handbook NCTD' s review and approval February 2010 TRANSITION/START-UP Establish Mobilization Meeting Schedule Establish temporary site location Weekly Progress meetings 4 January 2010 January 2010 March 30 2010 —Ongoing Corporate customer support on site March 30, 2010 Develop list and schedule of deliverables Finalize start- up plan April 15, 2010 April 15, 2010 Maintenance Manager on site full time Other Start- up team members on site May 1, 2010 May 1 , 2010 Negotiate with Teamsters March -April, 2010 EMPLOYEE RECRUITMENT FIRST PHASE Current employees March 30 — May 1, 2010 1, 2010 New employees March 30 — May Open House/ Job Fair, Current Employees April 12 — 16, 2010 Job Fair, New Recruits April 19 - 21, 2010 Employee Hiring and Screening Place advertisements Criminal Previous history March —May March - employment checks March - Conduct interviews March - Drug & March - alcohol screening/ physicals 2010 May, 2010 May, 2010 May, 2010 May, 2010 SECOND PHASE Employee Recruitment Maintenance New current employees employees Open House/ Job Fair, Current Employees March 30 -May 1, 2011 1, 2011 March 30 —May April 14 — 18, 2011 Employee Hiring and Screening Place advertisements March - Criminal history March - Previous employment checks March - Conduct interviews March - Drug & March - alcohol screening/ physicals May, May, May, May, May, 2011 2011 2011 2011 2011 EMPLOYEE TRAINING FIRST PHASE Establish training bus availability Existing drivers ( 10 hour minimum) March 2010 May - June 2010 New drivers Operations staff: Supervisors, Dispatchers Support May - June 2010 May - June 2010 Dedicated on- site managers April - June 2010 Safety Meetings Provide all employees with Sustainability training Provide all employees with training on the C3 program May 2010- ongoing May 2010 -ongoing Comments, Compliments and Complaints program) Provide all employees with Corporate Transition Training Provide all employees with a written Code of Ethics Program Establish Green Employee Environmental Team May 2010 -ongoing May 2010 ongoing May 2010 -ongoing September 2010 -ongoing SECOND PHASE Maintenance staff -technicians, utility, fuelers May - supervisors, parts revenue collectors June 2011 Operations Route and schedule review, analysis, bus stops, deadhead routing, reliefs, operating issues, safety February -March 31, 2010 Perform initial runcut/ operator bid March 2010 Finalize daily operating procedures and policies April 1, 2010 Establish processes for data collection April 1, 2010 Develop forms for daily operations & reporting April 15, 2010 Order uniforms April -June 2010 Finalize work shifts for supervisors May 15, 2010 Maintenance for Ju/ y 1, 2011 Conversion to First Transit Operations Establish vendor accounts April - Establish First Transit work order system and file transfer April - Update PM schedules May 2011 May 2011 May 2011 Re -confirm with NCTD daily, weekly, monthly, and Annual report requirements April 2011 Confirm parts inventory requirements Establish fueling, revenue collection procedures Facility maintenance, repair, and cleaning responsibilities, May - June May 2011 preparation, transition April -June 2011 Establish facility maintenance implementation schedule Establish bus stop/transit facility maintenance schedule Conduct Fare Collection Maintenance Training Finalize shift requirements 0 May-Junel1 May 1, 2011 2011 Administrative Establish local project -specific financial April 30, 2010 accounts Develop goals, objectives and measurable key performance indicators matching or exceeding the NCTDs standards Implement web based reporting format as desired by NCTD Finalize daily, weekly and monthly management reporting formats Establish fare collection/ deposit program April 30, 2010 June 2010 Establish April 15, 2010 payroll & accounting procedures April 30, 2010 April 30, 2010 Establish procedures/ protocol between First Transit and NCTD staff January 2010 Facility/Office Establishment Establish office and Bus Bay assignments including NCTD and ADA Review Fare Collection Order/ install office equipment, supplies, Conduct Facility Inspections Establish March 2010 Security with NCTD IT May 1, 2010 May, 2010 April - set- up and Third Party Consultant non -revenue vehicle utilization Date TBD May 15, 2010 Revenue Vehicle Transition Develop fleet 0 is turnover plan with the NCTD April 5, 2010 Fleet inspection May Transition June 26- 30, 2010 of vehicles 15 - June 30, 2010 Service Start Establish seniority list June 1, 2010 Develop optimized revenue/ deadhead blocks, runcuts, rosters March - Conduct operator bid/ pick/ mark- up for assignments Additional route -specific training after Operator Bid and Pick June 2010 May 2010 June 2010 Finalize operations supervisor schedules May 15, 2010 Finalize and implement quality control program June 15, 2010 Trial runs of pull- out, deadhead, first time point June 1- Initiate July 1, 2010 service 15, 2010 November 19, 2009 TO: North County Transit District Board Members FROM: Clerk of the Board SUBJECT: POSTING OF BOARD AGENDA In Compliance with the Ralph M. Brown Act, As Amended, the following information is provided. The Agenda for this meeting of the Board was posted as follows: Meeting Date and Time: November 19, 2009; 2: 00 p. m. Posted At: 810 Mission Avenue, Oceanside, CA Date & November 13, 2009; 5: 00 p. m. Time of Posting: Posted By: Meeting Date: Clerk of the Board 11/ 19/ 09 22 RULES FOR PUBLIC SPEAKERS AT MEETINGS OF THE NORTH COUNTY TRANSIT DISTRICT Per Board policy, all public communications at meetings of the North County Transit District shall be made and received in accordance with the following procedures: COMMENTS ON ITEMS NOT ON AGENDA A. Total time limit all speakers: Beginning of Meeting: Fifteen ( 15) minutes End of Meeting: No time limit. B. C. Time limit per speaker per meeting: Three ( 3) minutes, with no donation of time allowed Priority: First come first served. All Speaker Slips will be numbered as the Clerk of the Board receives them. Those not allowed to speak at the beginning of the meeting due to limit stated above, will be called at the end of the meeting. D. Order on agenda: Items will be heard at the beginning of the meeting and if the time limit stated in paragraph A is exhausted, those who filled out a speaker slip and have not yet spoken, will be given an opportunity to speak at the end of the meeting under "Remaining Public Communications". Comments not addressing items on the agenda are out of order. II. TIME LIMITS FOR ADDRESSING MATTERS ON THE AGENDA A. Total time limit: None. B. Time limit per speaker: Three (3) minutes, with one donation of three minutes, for a maximum of six minutes C. These rules apply to both public hearing and non- public hearing items listed on the agenda. Comments made not germane to the subject matter of the agenda are out of order. III. CUTOFF FOR TURNING IN SPEAKER SLIPS Speakers wishing to speak to an item on the Board Agenda must submit a speaker slip to the Clerk of the Board before that agenda item is called. Speaker slips will be available at the meeting. Speakers turning in slips after discussion begins on an item will be heard at the end of the meeting under Remaining Public Communications". IV. MODIFICATION OF RULES BY CHAIR The Board Chair may, in his or her absolute discretion, relax the requirements of these rules. However, a decision of the Chair to do so in one instance shall not be deemed a waiver of the rules as to any other instance or matter. Meeting Date: 11/ 19/ 09 23 REVISED MINUTES OF THE SPECIAL MEETING/ CLOSED SESSION AND BOARD WORKSHOP OF NORTH COUNTY TRANSIT DISTRICT HELD NOVEMBER 10, 2009 PAGE 1 CALL TO ORDER Chairman Bob Campbell called the meeting to order at 8: 05 a. m. ROLL CALL OF BOARD MEMBERS Mark Packard ( City of of Carlsbad); Mark Filanc (Alternate, Encinitas); Sam Abed ( City Orlando ( City of of City Del Mar); Jerome Stocks ( City Rocky Chavez ( City of Oceanside); Chris Roberts ( City of Solana Beach); Bob Campbell ( City of of Escondido); San Marcos); Dave Vista) Bill Horn ( County of San Diego) arrived at 8: 16. CLOSED SESSION The Board went into Closed Session at 8: 06 a. m. to discuss item i. i. Closed Session Pursuant to Government Code Section 54957. 6 — Conference with Labor Negotiators - Agency Designated Representative: Matthew Tucker Employee Organization: Teamsters Local 542 The Board returned from Closed Session at 9: 25 a. m. C. Michael Cowett, Legal Counsel, stated that the Board met in Closed Session to discuss item i and had nothing to report. ROLL CALL OF BOARD MEMBER Mark Packard ( of City of Carlsbad); Mark Filanc (Alternate, Encinitas); Sam Abed ( City Orlando ( City Vista); of of Escondido); San Marcos); Dave Roberts City of Del Mar); Chavez ( City Rocky ( City of Solana of Beach); Jerome Stocks ( City Oceanside); Chris Bob Campbell ( City of Bill Horn ( County of San Diego). PLEDGE OF ALLEGIANCE TO THE AMERICAN FLAG Board member Rocky Chavez led the Pledge of Allegiance to the American Flag. CHANGES TO THE AGENDA None PUBLIC COMMUNICATIONS None 0 MINUTES OF THE SPECIAL MEETING/ CLOSED SESSION AND BOARD WORKSHOP OF NORTH COUNTY TRANSIT DISTRICT HELD NOVEMBER 10, 2009 PAGE 2 CONSENT ITEM Amend B& C Transportation Services Agreement to Add Network Infrastructure to Security Operations Center MOTION BY MARK PACKARD TO APPROVE AGENDA ITEM 1, SECONDED BY BILL HORN. MOTION CARRIED UNANIMOUSLY. DISCUSSION AND PRESENTATIONS 4. NCTD Marketing and Communications Assessment Mr. Alan Zieghaus, Southwest Strategies, reviewed the methodology, results and recommendations. 5. No action required. SANDAG Urban Core Transit Strategy Mr. Dave Schumacher, SANDAL, reviewed organizational structure, project highlights, stakeholder input, 2030 transit networks, peer regions and next steps. No action required. BILL HORN LEFT AT 10: 05 A. M. 2. Committee Organization and Calendar Year 2010 Board Schedule Chair Campbell requested the Board review the proposed Committee changes and requested this further and take action at the December 17, 2009 Board meeting. Chair Campbell requested, and the full Board concurred, that Board members Stocks, Packard and they discuss Abed serve on a panel to nominate candidate( s) to serve as Chair and Vice -Chair for 2010. 3. Consider Cancelling One of the December Board Meetings MOTION BY DAVE ROBERTS TO CANCEL THE DECEMBER 3, 2009 BOARD WORKSHOP, SECONDED BY CHRIS ORLANDO. MOTION CARRIED UNANIMOUSLY. SAM ABED LEFT AT 10: 35 A. M. BOARD MEMBER REPORTS, COMMENTS AND CORRESPONDENCE Jerome Stocks spoke on bus technology that was presented at the APTA Conference and the use of electric buses at UCSD. Rocky Chavez spoke on his appointment as Undersecretary for Veterans Affairs for the State of California. Dave Roberts thanked Board Member Chavez for his service and staff for resolving some issues in Solana Beach. MINUTES OF THE SPECIAL MEETING/ CLOSED SESSION AND BOARD WORKSHOP OF NORTH COUNTY TRANSIT DISTRICT HELD NOVEMBER 10, 2009 PAGE 3 0 EXECUTIVE DIRECTOR' S REPORT Matthew Tucker informed the Board that a letter would be mailed to the San Diego legislative delegation regarding Positive Train Control. REMAINING PUBLIC COMMUNICATIONS None ADJOURNMENT The meeting adjourned at 10: 40 a. m. Submitted by Jill McNaughton, Clerk of the Board for North County Transit District. CHAIRMAN: CLERK OF THE BOARD: DATE: For individuals with sensory disabilities, this document is available in alternate formats. For information, please contact the Clerk of the Board at 760/ 967-2808. Persons with hearing impairment, the California Relay Service ( CRS): 800/ 735- 2929 TTY; 800/ 735- 2922 voice; 800/ 855-3000 please use Spanish. CRS Customer Service: 800/ 735- 0373 or 800- 735- 0193 TTY.