San Francisco Redevelopment Agency


2009 2008 2007 2006 2005 2004 



105-3.09-002                                                                              Agenda Item No.  3 (a & b )

                                                                                                 Meeting of March 3, 2009

 

 

ADDENDUM TO MEMORANDUM FROM FEBRUARY 17, 2009

 

TO:                 Agency Commissioners

 

FROM:           Fred Blackwell, Executive Director

 

SUBJECT:     Authorizing a Letter Agreement with the Mayor's Office of Community Investment for a Term of 18 Months, from March 5, 2009 to September 4, 2010, for the Development of an Inter-agency Information Management System, in an amount not to exceed $525,000 to be paid by the Mayor's Office of Community Investment

 

Authorizing a Personal Services Contract with the Board of Trustees of the Glide Foundation, a California nonprofit public benefit corporation, to provide consulting and software development services for an inter-agency Information Management System in an amount not to exceed $525,000, for a term of 18 months, from March 5, 2009 to September 4, 2010

 

EXECUTIVE SUMMARY

 

On February 17, 2009 Agency staff presented two items to the Agency Commission, numbered 3 (a & b). Both items referred to resolutions regarding the Agency’s plans to in explore options in information management solutions and also create a technology blueprint for the Agency’s modernization effort.

 

Agency staff suggested collaborating with the Mayor’s Office of Community Investment (“MOCI”) in order to benefit from MOCI’s experience and lessons learned from developing its electronic grant administration system, Total Grant Solutions (“TGS”). Such collaboration, as stipulated in a letter agreement between the Agency and MOCI (“Letter Agreement”), includes engaging a non profit to provide software development and data design services to both, the Agency and MOCI. Funding for this collaboration will come from MOCI and will be provided to the Agency on a monthly reimbursement basis.

 

Furthermore, Agency staff recommended entering into a Personal Service Contract with the Board of Trustees of the Glide Foundation (“Glide Foundation”), acknowledging that Glide Foundation will act as fiscal agent to Loomit Community Technologies, a California corporation, doing business as Tekmeca (“Tekmeca”). Tekmeca is expected to obtain its own 501c3 status by June 09.

 

Agency Commissioners requested additional information. As a result no action was taken and the items were continued to the subsequent meeting on March 3, 2009. In response to the Commission’s request, in this addendum to the original memorandum from February 17, 2009 Agency staff clarifies issues that were brought up during the meeting and provides additional background information. This addendum does not repeat information that is included in the original memo, but focuses on providing additional information pertaining to the Agency’s relationship with MOCI, Tekmeca and Glide Foundation. The original memo as well as an information package with background material is attached to this addendum.

 

Staff recommends authorizing a Letter Agreement with MOCI to address Information Management issues in both agencies and authorizing a Personal Services Contract with Glide Foundation to provide consulting and software development services as outlined in the Letter Agreement.

 

 

Clarification on Collaboration with MOCI

 

As described in the original memorandum, MOCI employed a software solution – Total Grant Solution (TGS), to automate its grant administration process. This software-supported way of doing work has increased MOCI’s efficiency in dealing with grantees. MOCI has recognized that its experience and lessons learned can be of great use to other city agencies, which want to move to electronic information systems. In 2006 the Mayor’s Office of Housing (MOH) decided to utilize MOCI’s expertise when it began its process of implementing an electronic information system. Starting with an assessment of MOH’s processes MOCI and MOH created a list of features and priorities for the development for a housing oriented software solution. Development of the software solution started in 2007 and MOH has started to use some of the modules in TGS. The Agency wants to follow the same route and collaborate with MOCI/MOH in order to leverage the investment and experience of these city agencies. In addition, the MOCI/MOH collaboration has led to increased coordination of the departments’ data collection and programmatic management. The Agency staff believes that the collaboration with MOCI will bring the same benefits and synergies to the San Francisco Redevelopment Agency.

 

Prior to any investment in a software solution, it is necessary to assess and map the Agency’s business processes, business practices, and methods of data usage. The result of these process-mapping efforts will be a report, which will show current workflow of Agency processes, suggestions on how to increase efficiencies and recommendations on how to automate processes. Based on this report the Agency will be able to make decisions about its future investments in modernizing the Agency’s systems. Possible future approaches, which are not part of the initial agreement with MOCI, could include investing in adjustments to MOCI’s system to fit the Agency’s needs, purchase of a software solution from another providers or a combination of the two to maximize the return on investment.

 

As an incentive for the Agency to join the partnership and be confident with the development methodology, the initial assessment will come at no cost to the Agency, MOCI will reimburse the Agency for any expenses incurred in conjunction with software development and data design services as outlined in the Letter Agreement between the two agencies and in the Personal Services Contract with the Glide Foundation. 

 

MOCI and MOH programs have been utilizing TGS for the past five years with great success. The two City agencies are committed to continuing their investments in TGS. The collaboration with the Agency will further a wider interagency conversation in tracking performance and outcomes.

 

 

 

 

Clarification on Tekmeca and Glide Foundation

 

In 2005, MOCI embarked on improving its internal business processes and systems with the main goal to minimize the time required to process grant performance and reimbursement information. This was part of a multi-year information strategy for MOCI that incorporated the needs of the organization as a whole.

 

The project started initially as in-house development, relying on the skills of MOCI’s IT staff. However, with increasing complexity of the project MOCI saw the need to work outside experts. Through a referral made by the Department of Technology MOCI began a working relationship with outside experts Charles Jurczak and Paul Nguyen. Paul Nguyen, who is a lecturer at San Jose State University’s Software Engineering Department, has brought in students to work on MOCI’s system which currently supports 1500 users and manages over 350 projects. During the course of the development process, both Mr. Jurczak and Mr. Nguyen served as mentors to many college students, providing these students with real life learning opportunities while allowing MOCI to maximize its ability to fulfill software and infrastructure needs. For example, the students built an online housing application for MOH’s single family housing program.

 

In early 2008, Mr. Jurczak and Mr. Nguyen saw the opportunity to expand the TGS project to serve a broader range of institutions and to improve the ability to track investments across key service areas. Under the guidance of Dr. Kevin Chun who has extensive experience in the field of nonprofit research, they formed Tekmeca.

 

All documents pertaining to obtaining the federal tax exempt status for Tekmeca were filed in November 2008. In order to bridge the time until 501c3 status is granted, Tekmeca will be carrying out services under the umbrella of the Glide Foundation. Glide Foundation has agreed to provide fiscal agent services partly in exchange for in kind IT services. This arrangement lowers the fiscal agent fee to a 5% cash contribution compared to the average fiscal agent fee of 12-15% charged by organizations that provide fiscal agent services on a regular basis.

 

Additional background information

 

As requested by Agency Commissioners, Agency staff also provides background information. The attached information package includes materials on Tekmeca, Glide Foundation as well as TGS.

 

 

Originated by

Stephen Maduli-Williams, Deputy Executive Director, Community & Economic Development

 

 

 

Fred Blackwell

Executive Director

 

Attachments:

Attachment 1: Original memorandum presented on February 17, 2009 on Agenda Item No. 3(a & b)

Attachment 2: Additional Information Package


 

ATTACHMENT 1 – ORIGINAL MEMORANDUM

 

 

105-2.09-002                                                                              Agenda Item No.  3 (a & b)

                                                                                                 Meeting of February 17, 2009

 

 

 

MEMORANDUM

 

TO:                 Agency Commissioners

 

FROM:           Fred Blackwell, Executive Director

 

SUBJECT:     Authorizing a Letter Agreement with the Mayor's Office of Community Investment for a Term of 18 Months, from February 19, 2009 to August 18, 2010, for the Development of an Inter-agency Information Management System, in an amount not to exceed $525,000 to be paid by the Mayor's Office of Community Investment

 

Authorizing a Personal Services Contract with the Board of Trustees of the Glide Foundation, a California nonprofit public benefit corporation, to provide consulting and software development services for an inter-agency Information Management System in an amount not to exceed $525,000, for a term of 18 months, from February 19, 2009 to August 18, 2010

 

EXECUTIVE SUMMARY

 

The San Francisco Redevelopment Agency (the “Agency”) is exploring technology solutions that will reduce the paper burden, expedite the approval process of documents that are subject to review, and improve the accessibility of information within the Agency.  These solutions will ultimately improve the management of information, data, and reports both within the Agency and with outside parties.

 

The Agency is seeking to work with the Mayor’s Office of Community Investment (“MOCI”), who in collaboration with the Mayor’s Office of Housing (“MOH”) developed a software solution, Total Grants Solution (“TGS”), to automate its grant administration process. Many elements of this software program are applicable to the needs of the Agency. MOCI has been willing to share its current system as well as its lessons learned from implementing their solution. This collaboration will leverage what MOCI/MOH has already invested to embark on a better coordinated effort for the Agency’s Information Management System.

 

In preparation for the collaboration with MOCI, the Agency has issued a Request for Proposals for consulting and software services related to the Agency’s need to develop an implementation strategy for an Agency-wide Information Management System and MOCI’s need to expand features of its existing TGS. After review of two proposals, staff recommends to enter into a Personal Services Contract with The Board of Trustees of the Glide Foundation (“Glide Foundation”). The Agency acknowledge that Glide Foundation will subcontract the scope of work to Loomit Community Technologies, dba Tekmeca (“Tekmeca”)

 

Staff recommends authorizing a Letter Agreement with MOCI to address Information Management issues in both agencies and authorizing a Personal Services Contract with Glide Foundation to provide consulting and software development services as outlined in the Letter Agreement.

 

BACKGROUND

 

The Agency processes extensive amounts of data and information on a daily basis. It is important for the Agency to be able to access specific data quickly in order to provide information to internal and external stakeholders such as staff members, the Agency Commission, or members of the public. The Agency’s current system of storing information in electronic files of individual staff members or in paper format does not always accommodate the ability to access information or generate reports as efficiently as possible. The Agency recognizes information management and technology as key catalysts for optimizing the way it provides information and services. In addition, to this large amount of data and information, contracts and other agreements must go through many levels of review prior to execution.  This process relies heavily on staff and at times, causes avoidable delays and errors.

 

The Agency has started to invest in technology solutions to improve the way it manages information. In FY 2005-2006, the Agency introduced an Electronic Document Management and Imaging System to replace the Microfiche System used by Central Records. In September 2008, the Agency purchased Elations, a web-based Labor Compliance System which provides “real-time” workforce reports, thus allowing for timely responses to labor standards or certified payroll issues on construction sites. As a next step, the Agency plans to start an Agency-wide effort to improve information management.

 

Re-engineering an information management system is a long-term project that involves:

  • Developing an organizational strategy and priorities with the Agency’s executives to provide a directional framework for the information technology strategic plan
  • Conducting a detailed study and documentation of the current business processes to advise the management team on efficiency and workflow improvement areas
  • Designing and prototyping Agency-wide information architectural plan
  • Creating a technology framework that includes technical requirements for acquisition, development specifications and overall policies around information
  • Developing a staff professional development plan that includes training of staff in new technology and processes and building the capacity of a technology team for future maintenance and support
  • Implementing the technology architectural plan and providing periodic review and feedback to improve the strategy

 

The Agency will start with an assessment of its document workflow. The Agency has many processes for the approval of contracts, agreements (i.e., Exclusive Negotiations, Land Development, Development and Disposition, etc.) as well as many financing documents.  All these processes include approval from up to seven divisions within the Agency and generate large amounts of paper documentation.  Frequently information needs to be shared between and amongst departments.  Currently these processes and documentation rely heavily on specific individuals to obtain final approval. Documents are hand delivered and the approval of a document that needs to be reviewed by up to seven different individuals can take several days or weeks. In order to more effectively and efficiently manage all these processes along with its related documents, the Agency would like to evaluate the benefits of an Agency-wide electronic workflow and documents management system.

 

Such a new system has the potential to considerably reduce inefficiencies by enabling staff to work and collaborate in a more efficient fashion.  In addition, it will also reduce the paper burden for the Agency and thus reduce offsite storage expenses related to the retention of paper files and allow the Agency to become more environmentally friendly.  A new system will also likely increase staff productivity as well.

 

INTER-AGENCY COLLABORATION WITH MOCI

 

The Agency seeks to rely on the expertise of an experienced partner to examine the Agency’s processes and develop recommendations for the implementation of an Information Management System with an initial focus on Electronic Workflow and Document Management.

 

Approximately three years ago, MOCI, in cooperation with MOH, started the process to utilize technology to support its information management needs. MOCI successfully implemented Total Grants Solution, a software program that automates its grant administration process.  This award winning technology not only enables staff to collaborate internally, but also allows outside grantee organizations to submit information electronically. The new streamlined and electronically supported process allowed MOCI to reduce staff time spent on administering documents thus allowing for staff to spend more time “on the ground”, working with community organizations. For example, MOCI took over the Juvenile Criminal Justice Program and cut down the administration time from 4 FTE to 2.4 FTE.

 

The Agency is seeking to collaborate with MOCI to use what it has learned and thus reduce the time it will take the Agency to implement its own information management system.  Additionally, MOCI is currently managing a number of grants funded by the Redevelopment Agency. MOCI has been willing to share its current system as well as lessons learned with the Agency. Thus the Agency wishes to enter into a Letter Agreement with MOCI to address Information Management issues in both agencies.

 

This inter-agency collaboration will leverage what MOCI has already invested to embark on a better coordinated effort on Information Management Systems and address information management needs of both Agencies. MOCI seeks to expand TGS to include additional communicative portals with MOCI and its grantees’ portals.  It will also expand its public search features to include a comprehensive search mechanism for the public to access all of the grants and contracts along with the related services that were funded.  Prior to their implementation of TGS, MOCI completed a workflow assessment.  MOCI has agreed to leverage their expanded initiatives to benefit the Redevelopment Agency and accordingly, the initial assessment will be at no cost for the Agency.  The Agency will be able to work with a contractor to replicate the workflow process assessment that was previously completed for MOCI to capture an accurate reflection on the Agency’s process.  The assessment will serve as a map to automate Agency processes.

 

The assessment of the Agency’s document workflow and processes will put the Agency in a position to make crucial decisions on how to implement an Information Management System and eventually take advantage of MOCI’s existing system. Joint use of an Information Management System will allow benefitting from synergies between the agencies and will minimize future financial investments for each agency. MOCI will provide financing for the entire project in an amount not to exceed $525,000.  The initial assessment will have no net impact on the Agency’s budget since MOCI will pay for the entire contract.  Notwithstanding, pursuant to the Letter Agreement, the Agency will provide initial payments to contractor with the understanding that MOCI will provide full reimbursement on a monthly basis to the Agency.

 

SELECTION OF CONTRACTOR

 

In preparation for a collaboration with MOCI, the Agency issued a Request for Proposals (“RFP”) for consulting and software development services in regards to the Agency’s need to develop an implementation strategy for an Agency-wide Information Management System and MOCI’s need to expand features of TGS. The Agency received proposals from two (2) consultants, @doc, LLC and Tekmeca under the fiscal sponsorship of the Glide Foundation.  A selection panel consisting of MOCI and Agency staff convened to review and score the proposals and determined that Glide Foundation was more responsive to the RFP.  In addition, Agency contract compliance division has confirmed that the proposal complies with Agency contracting requirements and policies.  Agency staff, therefore, recommends to enter into a Personal Service Contract with the Glide Foundation to provide consulting and software development services as outlined in the Letter Agreement including 1) recommending an implementation strategy for an Agency wide Electronic Document Management System and 2) expanding features of MOCI's existing electronic grant management solution.

 

The Agency took the lead in this RFP in order to ensure that the selected contractor and work product can fully address the Agency’s complex business models. The Agency believes that conducting a workflow assessment is a necessary foundation to a long term strategic planning effort to implement an automated workflow system. 

 

CALIFORNIA ENVIRONMENTAL QUALITY ACT

 

The Letter Agreement with MOCI and the Personal Services Contract with Glide Memorial Church Foundation facilitate implementation of an inter-agency Information Management System and are administrative activities of the Agency and are not Projects as defined by California Environmental Quality Act (“CEQA”) Guidelines Section 15378(b)(5).  The proposed actions will not independently result in a physical change in the environment and are not subject to environmental review under CEQA.

 

Originated by

Stephen Maduli-Williams, Deputy Executive Director, Community & Economic Development

 

 

 

Fred Blackwell

Executive Director

 

 

RESOLUTION NO. 12-2009

 

 

 

Authorizing a Letter Agreement with the Mayor's Office of Community Investment for a term of

18 months, FROM March 5, 2009 TO September 4, 2010,

for THE DEVELOPMENT OF an inter-agency Information Management System, in an amount

not to exceed $525,000 to be paid BY the

Mayor's Office of Community Investment

 

 

BASIS FOR RESOLUTION

 

  1.   These solutions will ultimately improve the management of information, data, and reports both within the Agency and with outside parties.

 

  1.   In Fiscal Year 2005-2006, the Agency introduced an Electronic Document Management and Imaging System to replace the Microfiche System used by Central Records.  In September 2008, the Agency purchased Elations, a web-based Labor Compliance System which provides “real-time” workforce reports, thus allowing for timely responses to labor standards or certified payroll issues on construction sites.  As a next step, the Agency plans to start an Agency-wide effort to improve information management.

 

  1.   Many elements of the TGS Program are applicable to the needs of the Agency and MOCI is willing to share its current system as well as its lessons learned from implementing its solution.

 

  1.   Through cooperation with MOCI, the Agency will be able to work with a contractor to replicate the workflow process assessment that was previously completed for MOCI and MOH.  The assessment will serve as a map to automate Agency processes.  The contractor will also provide services to MOCI to expand features of MOCI’s existing electronic grant management solution.

 

  1. attached Letter Agreement.  The term of the Letter Agreement will be from March 5, 2009 to September 4, 2010, and will include a budget in an amount not to exceed $525,000.  MOCI will provide full reimbursement to the Agency on a monthly basis.

 

  1. The proposed Letter Agreement is an administrative activity of the Agency that is not a Project as defined by the California Environmental Quality Act Guidelines Section 15378(b)(5), and would not result in any physical change in the environment.

 

 

RESOLUTION

 

ACCORDINGLY, IT IS RESOLVED by the Redevelopment Agency of the City and County of San Francisco that the Executive Director is authorized to enter into a Letter Agreement with the Mayor’s Office of Community Investment for a term of 18 months, from March 5, 2009 to September 4, 2010, for the development of an inter-agency information management system in an amount not to exceed $525,000, substantially in the form of the attached Letter Agreement.

 

 

APPROVED AS TO FORM:

 

 

 

_________________________

James B. Morales

Agency General Counsel

 

 


 

 

 

 

RESOLUTION NO. 13-2009

 

 

 

Authorizing a Personal Services Contract with

The Board of Trustees of thE Glide Foundation,

a California nonprofit public benefit corporation, to provide consulting and software development SERVICES FOR AN INTER-AGENCY INFORMATION MANAGEMENT SYSTEM in an Amount not to exceed $525,000, for a term of 18 months, FROM

MARCH 5, 2009 TO SEPTEMBER 4, 2010

 

 

BASIS FOR RESOLUTION

 

  1. The Redevelopment Agency of the City and County of San Francisco (“Agency”) is exploring technology solutions that will reduce the paper burden, expedite the approval process of documents that are subject to review, and improve the accessibility of information in the Agency.
  2. Through a proposed letter agreement (“Letter Agreement”) with the Mayor’s Office of Community Investment (“MOCI”), the two agencies wish to collaborate to address their information management needs. This collaboration will leverage what MOCI has already invested to embark on a better-coordinated effort for the Agency’s information management system (“Information Management System”).
  3. Concurrent with the Letter Agreement, Agency staff proposes entering into a Personal Services Contract (“Contract”) with the Board of Trustees of the Glide Foundation (“Glide Foundation”) to provide consulting and software development services necessary to implement the information management system.
  4. The Agency acknowledges that Glide Foundation will subcontract the scope of work to Loomit Community Technologies, a California corporation, doing business as Tekmeca (“Tekmeca”).
  5. Working in collaboration with MOCI, Agency staff issued a Request for Proposals (“RFP”) in December 2008 for consulting and software development services for the Agency’s Information Management System and MOCI’s need to expand features of Total Grants Solutions (“TGS”).  Staff received proposals from two consultants.
  6. A selection panel consisting of MOCI and Agency staff convened to review and score the proposals and determined that Glide Foundation in cooperation with Tekmeca was more responsive to the RFP.  The selection was based on its ability to address both the needs of the Agency and MOCI, its experience, and the proposed budget.
  7. Services provided under this Contract will include conducting an Agency-wide study of current processes to provide the basis to understand and improve efficiency and workflow of Agency processes and developing an information technology implementation plan.
  8. Furthermore, services include design, development and implementation of an extended technology layer to TGS that will allow an integration method to assist MOCI grantees with transmission of required performance data through an open source technology platform.
  9. Glide Foundation has agreed to perform these services in an amount not to exceed $525,000 over an 18-month period.  Funding for this Contract will come from MOCI pursuant to the Letter Agreement.
  10. The proposed Contract with Glide Foundation is an administrative activity of the Agency that is not a Project as defined by the California Environmental Quality Act Guidelines Section 15378(b)(5), and would not result in any physical change in the environment.

 

 

RESOLUTION

 

ACCORDINGLY, IT IS RESOLVED by the Redevelopment Agency of the City and County of San Francisco that the Executive Director is authorized to execute a Personal Services Contract with the Board of Trustees of the Glide Foundation, a California nonprofit public benefit corporation, to provide consulting and software development services for an inter-agency information management system in an amount not to exceed $525,000, for a term of 18 months, from March 5, 2009 to September 4, 2010, substantially in the form lodged with the Agency General Counsel.

 

 

APPROVED AS TO FORM:

 

 

 

_________________________

James B. Morales

Agency General Counsel

 

106-002.09-002                                                                                            Agenda Item No. 4 ( c )

                                                                                                                  Meeting of March 3, 2009

 

MEMORANDUM

 

TO:                 Agency Commissioners

 

FROM:           Fred Blackwell, Executive Director

 

SUBJECT:     Authorizing execution of a Second Amendment to the Personal Services Contract with Tom Eliot Fisch, a California corporation, to increase the Contract amount by $57,917, plus a contingency of $5,000 for a total aggregate amount not to exceed $846,116, to complete construction administration services for phase two improvements to Pier 40; Rincon Point-South Beach Redevelopment Project Area

 

 

EXECUTIVE SUMMARY

 

The Agency built and operates South Beach Park and Harbor on property leased from the Port of San Francisco.  This leased property complex includes a 700 slip marina, a playground and park, the new harbor services building, and Pier 40. On February 7, 2006 the Agency Commission approved a Personal Services Contract (“Contract”) with Tom Eliot Fisch (“TEF”) to provide architectural and engineering services up to a schematic level of design for the second phase of improvements to Pier 40.  On August 7, 2007, the Contract was amended to provide services through the completion of construction.  The construction work includes structural repairs, façade replacements, and public access improvements to Pier 40.  Now under way, the construction contract is being administered by staff with the assistance of TEF and is nearing completion. 

 

Due to budget constraints and prior to the start of construction, Agency staff directed TEF to redesign elements that would reduce the cost of construction, and make changes requested by the San Francisco Bay Conservation and Development Commission (“BCDC”).  While these design changes deliver the completed project on time and within budget, these tasks consumed more of the professional services contingency budget than originally planned.  TEF has therefore spent additional funds to complete the construction administration work under the Contract.  Staff has now negotiated the scope of work for each additional service to be provided until completion of construction and finds the costs to be reasonable.

 

Staff recommends approval of the Second Amendment to the Personal Services Contract with Tom Eliot Fisch.

 

DISCUSSION

 

The Agency built and operates South Beach Park and Harbor on property leased from the Port of San Francisco.  The harbor was completed in the mid-1980’s, with additional park improvements added during the 1990’s.  The Agency has been working since 1997 on the completion of the public improvements in South Beach Park and Harbor.  Construction of


 

Agency Commissioners                                                                                          106-002.09-002

Page 2                                                                                                    Meeting of March 3, 2009

 

approximately $10 million in phase one improvements was completed in 2006.  The completed construction includes a new harbor services building, expansion of the park, completion of the waterfront promenade, and facilities for disabled and youth sailing programs.

 

On February 7, 2006, pursuant to a Request for Qualifications process, the Agency Commission approved a Personal Services Contract (“Contract”) in the amount of $283,662 to a consultant team led by Tom Eliot Fisch (“TEF”) for phase two architectural services for preliminary investigation and schematic design services to Pier 40.  Working with the Rincon Point-South Beach Citizens Advisory Committee, the Port of San Francisco, and the Bay Conservation and Development Commission, the schematic design was subsequently approved by the Commission.

A First Amendment to the design Contract in the amount of $474,392 was approved by the Commission on August 7, 2007 to provide services needed for construction documentation through completion of the phase two construction bringing the total aggregate amount of the Contract to an amount not to exceed $783,199.

On June 3, 2008, the Commission approved a construction contract to BCCI Construction Company (“BCCI”) to execute the phase two improvements, pursuant to a public bid.  The scope of the approximately $5.2 million construction contract includes structural repairs to the underdeck and pilings of Pier 40, completion of the public access walkway on the south side of Pier 40, replacement of the south and west facades of Pier 40, and repairs to the north and east facades. 

With the commencement of construction began the construction administration phase of the TEF Contract.  Until this phase of work, the TEF Contract was on time and within budget.  However, due to overall budget constraints, Agency staff directed TEF to redesign some elements of the design, including deleting restrooms, in order to reduce the scope of work for the contractor.  With these design changes, staff was able to lower the overall cost of construction, provide the necessary repairs, and deliver the project on schedule.  These tasks consumed much more time and budget than allowed through our professional services contingency of $30,000 in the first amendment authorized by the Commission on August 7, 2007.  Currently, the construction of the phase two improvements is on schedule to be completed in April 2009. 

TEF has proposed a second amendment to the Contract in the amount of $57,917 enabling completion of the phase two construction administration services.  Staff has reviewed this proposed second amendment and finds it to be reasonable.  This amendment will add the required consultant services needed to complete the project.  The total amount of the Contract will increase to $841,116 with an additional contingency of $5,000, for a total aggregate amount of $846,116.  The contingency will fund any unforeseen costs that may occur during the remainder of the contract and be only available with the Executive Director’s approval.  Funds are available in the budget for this amendment.


 

 

 

Compliance with Agency Policies

 

TEF has complied with all Agency policies.  With the proposed amendment, the total SBE participation would be 73%, exceeding the Agency goal of 50%.

 

The following table reflects the distribution of fees amongst the consultant team:

 

Consultant

Previous Fee Authorization

Proposed Second Amendment

Total

% of Total Fee

% SBE

Tom Eliot Fisch (SBE)

 $          308,874

 $      21,912

 $    330,786

39%

39%

Winzler & Kelly

 $          192,145

 $        1,454

 $    193,599

23%

 

Structural Design Engineers (SBE)

 $          125,494

 $        7,315

 $    132,809

16%

16%

SJ Engineers (SBE)

 $            28,430

 

 $      28,430

3%

3%

C & N Engineers (SBE)

 $            15,685

 $           800

 $      16,485

2%

2%

Faithful Gould

 $            27,340

 

 $      27,340

3%

 

Kate Keating Associates (SBE)

 $            21,397

 

 $      21,397

3%

3%

Mark Hulbert (SBE)

 $            18,513

 

 $      18,513

2%

2%

Horton Lees Brogden

 $              8,694

 

 $        8,694

1%

 

AR Sanchez (SBE)

 $              5,500

 

 $        5,500

1%

1% 

J&C Consulting (SBE)

 $            16,127

 

 $      16,127

2%

2%

Applied Materials & Engineering (SBE)

 $            15,000

 $      13,030

 $      28,030

3%

3%

Underwater Resources (SBE)

 $                      -  

 $      13,406

 $      13,406

2%

2%

Total Fees

 $          783,199

 $      57,917

 $    841,116

100%

73%

 

California Environmental Quality Act (“CEQA”)

 

The proposed second amendment to the personal services contract with Tom Eliot Fisch for the proposed phase two improvements to Pier 40 will further Agency efforts to repair and restore Pier 40 for the benefit of its tenants and the general public and is categorically exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15301(d) (Restoration of an Existing Facility).

 

(Originated by Kevin Masuda, Senior Civil Engineer)

 

 

 

 

Fred Blackwell

Executive Director

 

 

 

RESOLUTION NO. 23-2009

 

 

 

AUTHORIZING EXECUTION OF A SECOND AMENDMENT TO THE PERSONAL SERVICES CONTRACT WITH TOM ELIOT FISCH,

A CALIFORNIA CORPORATION, TO INCREASE THE CONTRACT AMOUNT BY $57,917, PLUS A CONTINGENCY OF $5,000 FOR A TOTAL AGGREGATE AMOUNT NOT TO EXCEED $846,116, TO COMPLETE CONSTRUCTION ADMINISTRATION SERVICES FOR PHASE TWO IMPROVEMENTS TO PIER 40;RINCON POINT-SOUTH BEACH REDEVELOPMENT PROJECT AREA

 

 

BASIS FOR RESOLUTION

 

  1. The Redevelopment Agency of the City and County of San Francisco (“Agency”) built and operates South Beach Park and Harbor on property leased from the Port of San Francisco.  The harbor was completed in the mid-1980’s, with additional park improvements added during the 1990’s.  The Agency has been working since 1997 on the completion of the public improvements in South Beach Park and Harbor.  Construction of approximately $10 million in Phase One improvements, which includes a harbor services building, expansion of the park, completion of the waterfront promenade, and facilities for disabled and youth sailing programs, was completed in 2006.
  2. On February 7, 2006, following a Request for Qualifications process, the Agency Commission approved a Personal Services Contract (“Contract”) for phase two design and architectural services through the schematic design phase with a team led by Tom Eliot Fisch (“Tom Eliot Fisch” or “TEF”).  Working with the Rincon Point-South Beach Citizens Advisory Committee, the Port of San Francisco, and the Bay Conservation and Development Commission, the schematic design has been completed for Agency Commission review.  The phase two improvements will include structural repairs to the underdeck and pilings of Pier 40, completion of the public access walkway on the south side of Pier 40, replacement of the south and west facades of Pier 40, and repairs to the north and east facades.
  3. The original Contract with Tom Eliot Fisch was only for preliminary investigation and schematic design services and cost $278,807.  A first amendment to the Contract (“First Amendment”) was authorized by the Agency Commission on August 7, 2007 providing the services needed for construction documentation through completion of construction.  The First Amendment is for an amount not to exceed $474,392, with a contingency of $30,000, making the combined aggregate amount of the authorization $783,199.


 

 

  1. A second amendment to the Contract (“Second Amendment”) in the amount of $57,917 is now desired with Tom Eliot Fisch to complete construction administration services for the phase two Pier 40 improvements project.  With a contingency of $5,000 to cover any unforeseen costs that may occur during the course of the work, the total aggregate amount is not to exceed $846,116. 
  2. The Tom Eliot Fisch team includes 13 subconsultants.  The Contract complies with all Agency policies, with 73% of the total fees earned by Small Business Enterprise firms.
  3. The proposed Second Amendment with Tom Eliot Fisch for the proposed phase two improvements to Pier 40 will further Agency efforts to repair and restore Pier 40 for the benefit of its tenants and the general public and is categorically exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15301(d) (Restoration of an Existing Facility).

 

RESOLUTION

 

ACCORDINGLY, IT IS RESOLVED by the Redevelopment Agency of the City and County of San Francisco that the Executive Director is authorized to execute a Second Amendment to the Personal Services Contract with Tom Eliot Fisch, Inc., a California corporation, to increase the Contract amount by $57,917, plus a contingency of $5,000 for a total aggregate amount not to exceed $846,116, to complete construction administration services for phase two improvements to Pier 40, substantially in the form lodged with the Agency General Counsel.



APPROVED AS TO FORM:

 

 

 

_________________________

James B. Morales

Agency General Counsel

 

450-004-002                                                                                                Agenda Item No. 4 ( d )

                                                                                                                  Meeting of March 3, 2009

 

MEMORANDUM

 

TO:                 Agency Commissioners

 

FROM:           Fred Blackwell, Executive Director

 

SUBJECT:    Authorizing a First Amendment to the Personal Services Contract with Arc Ecology, a California nonprofit corporation, to extend the contract term on a month-to-month basis for up to four months for the period March 22, 2009 through July 21, 2009, and to increase the contract amount by an amount not to exceed $133,325, to provide environmental outreach and information services to the Bayview Hunters Point Community, for a total aggregate amount of $1,100,325; Hunters Point Shipyard Redevelopment Project Area.

 

 

EXECUTIVE SUMMARY

On January 14, 2009, Agency staff issued a Request for Qualifications (“RFQ”) offering the opportunity to contract with the Agency to conduct outreach and provide environmental information services (‘Environmental Information Services”) regarding the Hunters Point Shipyard (“Shipyard”) project to the Bayview Hunters Point (“BVHP”) community. 

 

Agency staff seeks authorization to extend the existing Personal Services Contract (“Contract”) with Arc Ecology, on a month to month basis for up to four months for the period March 22, 2009 through July 21, 2009 to prevent any services gaps during the procurement process.  The current Contract expires on March 21, 2009.  The Shipyard Citizens Advisory Committee concurs with this recommendation.

 

Staff seeks Commission authorization for a First Amendment to the Personal Services Contract with Arc Ecology, a California nonprofit corporation, to extend the Contract term on a month to month basis for up to four months for the period March 22, 2009 through July 21, 2009, and to increase the Contract amount by an amount not to exceed $133,325, to provide environmental outreach and information services to the Bayview Hunters Point for a total aggregate amount of $1,100,325.

 

BACKGROUND

The Shipyard was closed by the federal government in 1974.  In 1989, due to environmental contamination on the base, the United States Environmental Protection Agency (“EPA”) placed the Shipyard on the National Priorities List of “Superfund” cleanup sites.  In accordance with the federal Comprehensive Environmental Response, Compensation, and Liability Act ("CERCLA"), the United States Department of the Navy (“Navy”), EPA, and the State of California executed a Federal Facilities Agreement in 1992 ("FFA") which specifies a process and schedule for the Navy to investigate and remediate hazardous materials at the Shipyard. 

 

In April 2004, the Commission authorized a Conveyance Agreement between the Navy and the Agency.  The Conveyance Agreement establishes the regulatory framework and process for the Agency to receive additional Shipyard parcels from the Navy in phases.  The Conveyance


Agency Commissioners                                                                                        450-004-002

Page 2                                                                                             Meeting of March 3, 2009

 

Agreement requires both the EPA and the State of California to confirm that each parcel is remediated to a level that is safe for its intended reuse prior to transfer.  

 

To provide communication around the Shipyard’s environmental cleanup, the Agency released an RFQ for Environmental Information Services, and on March 21, 2006, the Commission authorized a one-year personal services contract and budget with Arc Ecology.  The Commission subsequently authorized second and third year budgets, in April 2007 and February 2008, respectively. 

 

In the year since Arc Ecology’s budget was approved in February 2008 Arc Ecology has reviewed and analyzed several Navy and environmental technical documents including the Parcel B Draft Record of Decision, the Parcel C Draft Proposed Plan, the Parcel D-2 Draft Record of Decision, the Parcel G Draft Record of Decision, the History of the Shipyard, Contaminants of Concern, and Proposed Remedies, especially for Parcel E-2, with regard to the threat of liquefaction during earthquakes.  In addition, Arc Ecology has held multiple workshops and meetings to communicate with the community on these issues including the following: March: Parcel A Dust Control, May: Parcel E2, June: Early Transfer & Candlestick Point State Recreation Area Clean Water Act Permits, November: Hunters Point Hill Health Fair, May: Early Transfer Parcel B Proposed Plan, June: Parcel D Proposed Plan, July: Dust Control & Bayview Transportation Improvement Plan, September: Final Remedial Plans for Parcels B,C, and E, November: Citizens Advisory Committee Shipyard Environmental 101 Briefing, December: Parcel C Proposed Plan, January: Shipyard 101 and Liquefaction, and most recently in February: Early Transfer.

 

As the Environmental Information Services consultant, Arc Ecology has provided these services for the past three (3) years.  This contract expires on March 21, 2009.  In accordance with the Agency’s Interim Purchasing Policy and Procedures, on January 14, 2009 the Agency offered publicly a new contract for Environmental Information Services. 

 

DISCUSSION

Due to the high number of inquiries regarding this RFQ, Agency staff has extended the RFQ deadline by two weeks, from February 13, 2009 to February 27, 2009.  Based on these inquiries, staff anticipates a high level of participation and interest in this RFQ.  The current contract for Environmental Information Services is with Arc Ecology and expires on March 21, 2009.

 

The Environmental Information Services are a critical and important component of the communication operation regarding both the Shipyard’s Phase 1 construction activities and Phase 2’s environmental cleanup and parcel conveyance process.  To accommodate a high level of participation, provide for a full procurement process, including any additional procurement duration extensions, Agency staff (through the Executive Director) will need to extend the current service provider on a month to month basis (as needed) until such time that the procurement process has ended and a new consultant has been selected.  The Shipyard Citizens Advisory Committee concurs with this recommendation.

 


Agency Commissioners                                                                                        450-004-002

Page 3                                                                                             Meeting of March 3, 2009

 

California Environmental Quality Act

Authorization of a First Amendment to the Contract with Arc Ecology is not a project as defined by California Environmental Quality Act Guidelines Section 15378(b)(5).  Administrative activities of the Agency related to the provision of environmental outreach and information services to the Bayview Hunters Point community will not independently result in a physical change in the environment.

Originated by Thor Kaslofsky, Project Manager, Hunters Point Shipyard

                                                                       

 

 

Fred Blackwell

Executive Director

 

 

Attachment A:            Scope of Services

Attachment B:            Budget


 

ATTACHMENT A

Scope of Services

 

The Contractor is expected to provide services that bridge the gap between the many services related to the analysis of and reporting on the environmental cleanup of the Shipyard that are already being provided and the needs that exist in the community.  The Contractor shall be required, among other things, to review the following issues and then educate the public on these issues through a combination of workshops, fact sheets and participation in CAC environment subcommittee meetings:

 

  1. Navy’s risk assessments and proposals for addressing the risks posed by contamination.
  2. Policy discussions about cleanup levels and institutional controls.
  3. Navy’s decision documents that will decide what level of cleanup will be required.
  4. Short term exposure to dust and possibly vapors during the Navy’s remediation of contaminants and ways to verify that the Navy is carrying out its commitment for no dust or vapor impacts on public health and the environment.
  5. Short term exposure to dust during redevelopment of Parcel A and ways to verify that Lennar is carrying out its commitment for no dust impacts to public health and the environment.
  6. Relating these Shipyard focused issues to some of the broader public health concerns in the BVHP area.  Some of the broader public health concerns are:
  • Noise
  • Pedestrian and motor vehicle injuries
  • Pedestrian activity
  • Community schools
  • Parks, greenery, and open space
  • Public transit

 

  • Housing adequacy
  • Community cohesion
  • Social integration
  • Economic health
  • Air quality and global warming

 

The following work tasks are assumed necessary to provide the broadest range of technical support and public outreach:

 

Tasks:

  1. Attend the monthly Base Closure Team ("BCT") meeting to stay up to date on the Navy’s activities at the Shipyard.
  2. Attend the monthly Restoration Advisory Board meeting to understand what information the Navy is presenting to the community and the concerns that the community expresses to the Navy.
  3. Review minutes from BCT and RAB meetings, and the Navy’s monthly progress reports.
  4. Attend the Full CAC and Environment Subcommittee meetings.
  5. As appropriate, review and interpret, for the Shipyard CAC and the broader BVHP community, any and all documents related to the environmental condition of the Shipyard, including without limitation, the Navy’s decision documents (Feasibility Studies, Proposed Plans, Record of Decision (ROD), ROD amendments, and the FFA timetable, etc.) to understand the technical and policy aspects of its projects.


 

  1. Review and analyze technical documents generated by the Navy regarding its environmental remediation program (CERCLA and early transfer documents).
  2. Provide independent analysis of the air sampling results provided by Lennar’s consultant MACTEC and the Agency’s consultant Treadwell & Rollo/Acumen for the Parcel A development.
  3. Use existing personnel (Regulatory Agency staff, Navy and its contractors) to assist and speak at public meetings and workshops.
  4. Follow up with appropriate personnel (regulatory Agency staff, Navy and its contractors and appropriate City, Agency and Lennar staff, and their consultants) as necessary to obtain clarifying information or documentation that will assist in complying with tasks set forth above.
  5. Implement outreach efforts to educate residents and businesses within the BVHP area about environmental issues related to cleanup and redevelopment of the Shipyard.
  6. Coordinate with City, Agency, CAC and Lennar staff to plan and design outreach efforts.
  7. Keep detailed written records of all outreach efforts and provide the Agency with copies of all materials distributed to the public.
  8. Hold community workshops which cover a range of topics, such as:
    • Early Transfer of Property from the Navy to Agency
    • The Proposed Plans for Shipyard Parcels A-F
    • Phase 1 Dust Control Plan (from Horizontal to Vertical)
    • The Parcel B Radiological Addendum to Technical Memorandum and the Parcel B Record of Decision Amendment
    • Other technical environmental documents related to the Shipyard as requested


_______________________________

 

1 The Scope of Services is to be used as a general guide and is not intended to be a complete list of all work necessary to complete the project that is the subject of this Contract.  The Agency at its sole discretion will determine if any other or additional tasks are to be required of the Contractor in order to fulfill the Scope of Services and such tasks shall be considered included in the Scope of Services set forth herein.  Such alternate or additional tasks shall not be considered an alteration or amendment of the Contract or an additional Scope of Services and shall not entitle Contractor to any additional compensation hereunder.


 

ATTACHMENT B:

Budget

FOR THE PERIOD COVERING MARCH 22, 2009 THROUGH JULY 21, 2009

 

TASKS

HOURS

RATE

MONTHS

TOTAL

1 Project Management

20

100

4

$2,000

2 Conduct Technical Monitoring

400

100

4

$40,000

3 Provide Technical Support

400

100

4

$40,000

4 Coordinate or Provide Support for Topical Workshops

30

100

4

$3,000

5  Conduct Key Stakeholder Outreach

92

12

4

$1,104

6  Provide & Maintain Educational Resources

250

100

4

$25,000

7 Administrative Overhead

 

 

 

$22,221

TOTAL

 

 

 

$133,325

 

 

Notes:                                                                                                   

 

  1.  The actual monthly Compensation is subject to the amount of hours billed by Contractor and verified and approved by Agency staff.  

 

 

  1. The maximum amount payable during the First Amendment to the Contract is $133,325 and is subject to the appropriation of funds.  Payments shall be made in arrears and Agency shall have 30 days from the receipt of Contractor’s invoice to remit payment. 

 

 


 

 

RESOLUTION NO. 24-2009

 

 

AUTHORIZING A FIRST AMENDMENT TO THE PERSONAL SERVICES CONTRACT WITH ARC ECOLOGY, A CALIFORNIA NONPROFIT CORPORATION, TO EXTEND THE CONTRACT TERM ON A

MONTH-TO-MONTH BASIS FOR UP TO FOUR MONTHS FOR THE

PERIOD MARCH 22, 2009 THROUGH JULY 21, 2009, AND TO INCREASE THE CONTRACT BY AN AMOUNT NOT TO EXCEED $133,325, TO PROVIDE ENVIRONMENTAL OUTREACH AND INFORMATION SERVICES TO THE BAYVIEW HUNTERS POINT COMMUNITY, FOR A TOTAL AGGREGATE AMOUNT OF $1,100,325; HUNTERS POINT SHIPYARD REDEVELOPMENT PROJECT AREA

 

BASIS FOR RESOLUTION

 

  1.   In 1989, due to environmental contamination on the base, the United States Environmental Protection Agency (“EPA”) placed the Shipyard on the National Priorities List of “Superfund” cleanup sites.  In accordance with the federal Comprehensive Environmental Response, Compensation, and Liability Act ("CERCLA"), the United States Department of the Navy (“Navy”), EPA, and the State of California executed a Federal Facilities Agreement in 1992 which specifies a process and schedule for the Navy to investigate and remediate hazardous materials at the Shipyard.

 

  1.   The Conveyance Agreement establishes the regulatory framework and process for the Agency to receive additional Shipyard parcels from the Navy in phases.  The Conveyance Agreement requires both the EPA and the State of California to confirm that each parcel is remediated to a level that is safe for its intended reuse prior to transfer.

 

  1.   The Commission subsequently authorized two one-year extensions to the Contract, in April 2007 and February 2008, respectively.

 

  1.   This Contract expires on March 21, 2009.

 

  1. On January 14, 2009, Agency staff issued an RFQ offering the opportunity to contract with the Agency to conduct outreach and provide environmental information services (“Environmental Information Services”) regarding the Shipyard project to the Bayview Hunters Point (“BVHP”) community.

 

  1.   Based on these inquiries, Agency staff anticipates a high level of participation and interest in this RFQ.

 

  1.   The Hunters Point Shipyard Citizens Advisory Committee concurs with this recommendation.

 

  1.   To accommodate a high level of participation, provide for a full procurement process, including any additional procurement duration extensions, Agency staff (through the Executive Director) will need to extend the current service provider on a month-to-month basis (as needed) until such time that the procurement process has ended and a new consultant has been selected.

 

  1.   Administrative activities of the Agency related to the provision of environmental outreach and information services to the BVHP community will not independently result in a physical change in the environment.

 

RESOLUTION

 

ACCORDINGLY, IT IS RESOLVED by the Redevelopment Agency of the City and County of San Francisco that the Executive Director is authorized to execute a First Amendment to the Personal Services Contract with Arc Ecology, a California nonprofit corporation, to extend the Contract term on a month-to-month basis for up to four months for the period March 22, 2009 through July 21, 2009, and to increase the Contract by an amount not to exceed $133,325, to provide environmental outreach and information services to the Bayview Hunters Point community, for a total aggregate amount of $1,100,325, substantially in the form lodged with the Agency General Counsel.

            

 

APPROVED AS TO FORM:

 

 

_________________________

James B. Morales

Agency General Counsel

 

SAN FRANCISCO REDEVELOPMENT AGENCY

 

FIRST Amendment TO THE PERSONAL SERVICES CONTRACT

 

This FIRST Amendment (“Amendment”) is entered into as of  March 22, 2009 by and between the REDEVELOPMENT AGENCY OF THE CITY AND COUNTY OF SAN FRANCISCO, a public body, corporate and politic (the “Agency”), and Arc Ecology, a California nonprofit corporation (“Contractor” or “Arc Ecology”).  From time to time in this Contract, the Agency and the Contractor may collectively be referred to as the “Parties.”

 

 

RECITALS

 

This First Amendment is made with reference to the following facts and circumstances:

 

  1. The Hunters Point Shipyard (“Shipyard”) was closed by the federal government in 1974.  In 1989, due to environmental contamination on the base, the United States Environmental Protection Agency (“EPA”) placed the Shipyard on the National Priorities List of “Superfund” cleanup sites.  In accordance with the federal Comprehensive Environmental Response, Compensation, and Liability Act ("CERCLA"), the United States Department of the Navy (“Navy”), EPA, and the State of California executed a Federal Facilities Agreement in 1992 ("FFA") which specifies a process and schedule for the Navy to investigate and remediate hazardous materials at the Shipyard. 

 

  1. In April 2004, the Commission authorized a Conveyance Agreement between the Navy and the Agency.  The Conveyance Agreement establishes the regulatory framework and process for the Agency to receive additional Shipyard parcels from the Navy in phases.  The Conveyance Agreement requires both the EPA and the State of California to confirm that each parcel is remediated to a level that is safe for its intended reuse prior to transfer.  

 

  1. To provide communication around the Shipyard’s environmental cleanup, the Agency released an RFQ for Environmental Information Services, and on March 21, 2006, the Commission authorized a one-year Personal Services Contract (“Contract”) and budget with Arc Ecology.  The Commission subsequently authorized two one-year extensions to the Contract, in April 2007 and February 2008, respectively. 

 

  1. As the Environmental Information Services consultant, Arc Ecology has provided these services for the past three (3) years.  This contract expires on March 21, 2009. 

 

  1. On January 14, 2009, Agency staff issued a Request for Qualifications (“RFQ”) offering the opportunity to contract with the Agency to conduct outreach and provide environmental information services (‘Environmental Information Services”) regarding the Shipyard project to the Bayview Hunters Point (“BVHP”) community. 

 

  1. Due to the high number of inquiries regarding this RFQ, Agency staff has extended the RFQ deadline by two weeks, from February 13, 2009 to February 27, 2009.  Based on these inquiries, staff anticipates a high level of participation and interest in this RFQ.  The current Contract for Environmental Information Services is with Arc Ecology and expires on March 21, 2009.

 

  1. Agency staff seeks authorization to extend the existing Personal Services Contract (“Contract”) with Arc Ecology, on a month to month basis for up to four months for the period March 22, 2009 through July 21, 2009 to prevent any services gaps during the procurement process. The Shipyard Citizens Advisory Committee concurs with this recommendation.

 

  1. The Environmental Information Services are a critical and important component of the communication operation regarding both the Shipyard’s Phase 1 construction activities and Phase 2’s environmental cleanup and parcel conveyance process.  To accommodate a high level of participation, provide for a full procurement process, including any additional procurement duration extensions, Agency staff (through the Executive Director) will need to extend the current service provider on a month to month basis (as needed) until such time that the procurement process has ended and a new consultant has been selected.  The Shipyard Citizens Advisory Committee concurs with this recommendation.

 

  1. Authorization of a Second Amendment to the Contract with Arc Ecology is not a project as defined by California Environmental Quality Act Guidelines Section 15378(b)(5).  Administrative activities of the Agency related to the provision of environmental outreach and information services to the Bayview Hunters Point community will not independently result in a physical change in the environment.

 

 

AGREEMENT

 

NOW, THEREFORE, the Agency and the Contractor agree as follows:

 

1)      Section 1.           SCOPE OF SERVICES of the Contract is hereby deleted in its entirety and the following is substituted in lieu thereof

 

         “Contractor shall provide the services fully described on Attachment A, Scope of Services.”

 

2)      Section 4.a. Compensation of the Contract is hereby deleted in its entirety and the following is substituted in lieu thereof:

 

Compensation.  The maximum amount payable during the Contract Term and the Extension Options is by $133,325, for a total aggregate amount not to exceed $1,100,325 and is subject to the appropriation of funds.  Payments shall be made according to the terms described on Attachment B, “Second Amendment Budget.”  All expenses of Contractor are included in the amounts payable pursuant to Attachment B “Second Amendment Budget” and no expenses shall be reimbursed separately. 

 

Contractor will submit monthly billing invoices to the Agency. The invoices shall include the billing amount, total hours invoiced, hourly billing rate, description of services rendered, supporting documentation and Contractor’s signature.  Agency staff will review and approve these invoices for payment. 

 

 

 


 

 

IN WITNESS WHEREOF the Agency and Contractor have executed this FIRST AMENDMENT as of the date first above written.

 

 

ARC ECOLOGY, a California nonprofit corporation

 

 

By:_______________________________

Saul Bloom, Executive Director

Federal Tax Identification No. 94-3201661

 

 

 

REDEVELOPMENT AGENCY OF THE CITY

AND COUNTY OF SAN FRANCISCO, a public

body, corporate and politic

 

 

By:_______________________________

Amy Lee

Deputy Executive Director,

Finance and Administration

 

 

 

Authorized by Agency Resolution No.

___-2009

 

adopted on        _______, 2009

 

 

 

 

APPROVED AS TO FORM:

 

 

 

By:__________________________

James B. Morales

Agency General Counsel

 

 

ATTACHMENT A

Scope of Services

 

The Contractor is expected to provide services that bridge the gap between the many services related to the analysis of and reporting on the environmental cleanup of the Shipyard that are already being provided and the needs that exist in the community.  The Contractor shall be required, among other things, to review the following issues and then educate the public on these issues through a combination of workshops, fact sheets and participation in CAC environment subcommittee meetings:

 

  1. Navy’s risk assessments and proposals for addressing the risks posed by contamination.
  2. Policy discussions about cleanup levels and institutional controls.
  3. Navy’s decision documents that will decide what level of cleanup will be required.
  4. Short term exposure to dust and possibly vapors during the Navy’s remediation of contaminants and ways to verify that the Navy is carrying out its commitment for no dust or vapor impacts on public health and the environment.
  5. Short term exposure to dust during redevelopment of Parcel A and ways to verify that Lennar is carrying out its commitment for no dust impacts to public health and the environment.
  6. Relating these Shipyard focused issues to some of the broader public health concerns in the BVHP area.  Some of the broader public health concerns are:

  • Noise
  • Pedestrian and motor vehicle injuries
  • Pedestrian activity
  • Community schools
  • Parks, greenery, and open space
  • Public transit

 

  • Housing adequacy
  • Community cohesion
  • Social integration
  • Economic health
  • Air quality and global warming

 

The following work tasks are assumed necessary to provide the broadest range of technical support and public outreach:

 

Tasks:

  1. Attend the monthly Base Closure Team ("BCT") meeting to stay up to date on the Navy’s activities at the Shipyard.
  2. Attend the monthly Restoration Advisory Board meeting to understand what information the Navy is presenting to the community and the concerns that the community expresses to the Navy.
  3. Review minutes from BCT and RAB meetings, and the Navy’s monthly progress reports.
  4. Attend the Full CAC and Environment Subcommittee meetings.
  5. As appropriate, review and interpret, for the Shipyard CAC and the broader BVHP community, any and all documents related to the environmental condition of the Shipyard, including without limitation, the Navy’s decision documents (Feasibility Studies, Proposed Plans, Record of Decision (ROD), ROD amendments, and the FFA timetable, etc.) to understand the technical and policy aspects of its projects.
  6. Review and analyze technical documents generated by the Navy regarding its environmental remediation program (CERCLA and early transfer documents).
  7. Provide independent analysis of the air sampling results provided by Lennar’s consultant MACTEC and the Agency’s consultant Treadwell & Rollo/Acumen for the Parcel A development.
  8. Use existing personnel (Regulatory Agency staff, Navy and its contractors) to assist and speak at public meetings and workshops.
  9. Follow up with appropriate personnel (regulatory Agency staff, Navy and its contractors and appropriate City, Agency and Lennar staff, and their consultants) as necessary to obtain clarifying information or documentation that will assist in complying with tasks set forth above.
  10. Implement outreach efforts to educate residents and businesses within the BVHP area about environmental issues related to cleanup and redevelopment of the Shipyard.
  11. Coordinate with City, Agency, CAC and Lennar staff to plan and design outreach efforts.
  12. Keep detailed written records of all outreach efforts and provide the Agency with copies of all materials distributed to the public.
  13. Hold community workshops which cover a range of topics, such as:
    • Early Transfer of Property from the Navy to Agency
    • The Proposed Plans for Shipyard Parcels A-F
    • Phase 1 Dust Control Plan (from Horizontal to Vertical)
    • The Parcel B Radiological Addendum to Technical Memorandum and the Parcel B Record of Decision Amendment
    • Other technical environmental documents related to the Shipyard as requested




 

ATTACHMENT B:

FIRST amendment Budget

FOR THE PERIOD COVERING MARCH 22, 2009 THROUGH JULY 21, 2009

 

TASKS

HOURS

RATE

MONTHS

TOTAL

1 Project Management

20

100

4

$2,000

2 Conduct Technical Monitoring

400

100

4

$40,000

3 Provide Technical Support

400

100

4

$40,000

4 Coordinate or Provide Support for Topical Workshops

30

100

4

$3,000

5  Conduct Key Stakeholder Outreach

92

12

4

$1,104

6  Provide & Maintain Educational Resources

250

100

4

$25,000

7 Administrative Overhead

 

 

 

$22,221

TOTAL

 

 

 

$133,325

 

Notes:                                                                                                           

 

  1.  The actual monthly Compensation is subject to the amount of hours billed by Contractor and verified and approved by Agency staff.  

 

 

  1. The maximum amount payable during the First Amendment to the Contract is $133,325 and is subject to the appropriation of funds.  Payments shall be made in arrears and Agency shall have 30 days from the receipt of Contractor’s invoice to remit payment.