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HomeMy WebLinkAboutMinutes Corpus Christi Regional Transportation Authority - 06/03/2009 �! I REGIONAL TRANSPORTATION AUTHORITY BOARD OF DIRECTORS' MEETING WEDNESDAY, JUNE 3, 2009 RECEIVE® SUMMARY OF ACTIONS SEP 0 9 2009 CITY SECRETA OFFICE 1. Held Roll Call 2. Provided Opportunity for Public Comment 3. Heard Quarterly Presentation by AG/CM on the Maintenance Facility Renovation 4. Heard Update on RCAT Committee Activities 5. Heard Update on 2009 Harbor Ferry Season Goals 6. Approved the Board of Directors' Minutes of May 13, 2009 7. Approved Consent Agenda a) Action to Accept Committee Reports b) Action to Authorize Awarding a Contract Through the Texas Building and Procurement Commission Cooperative Purchasing Program for the Procurement of a Mid-Size Sweeper/Scrubber c) Action to Authorize Issuing Invitation for Bids (IFB) for an Electric Battery-Powered Forklift d) Action to Authorize Awarding a Contract to Industrial Fire and Safety Company for Inspection and Maintenance of Bus Fire Suppression System e) Action to Authorize Awarding a Sole-Source Contract to Digital Recorders, Inc. for Fixed Route Automated Vehicle Locator/Computer Aided Dispatch (AVL/CAD) System and Related Software/Hardware f) Action to Authorize Awarding a Sole-Source Contract to GenFare Inc. for an Automated Fare Collection System g) Action to Authorize Awarding a Sole-Source Contract to Technology Solutions Providers for the Upgrade of the Customer Assistance System h) Action to Authorize Entering into a One-Year Memorandum of Agreement with Texas A&M University- Corpus Christi for Transportation Services i) Action to Approve the 2009 First Quarter Defined Contribution Plan Report j) Action to Approve the 2009 First Quarter Defined Benefit Plan and Trust Asset and Performance Report k) Action to Approve an 18 Percent DBE Goal for Fiscal Year 2010 8. Authorized Issuing a Change Order to GILLIG Corporation for Exterior Bus Graphic Design on Two 40-Foot Buses 9. Authorized Entering into Negotiations with Cooper Outdoor Advertising to Develop a Work Plan for Bus Bench and Shelter Advertising Services SCANNED - - Regional Transportation Authority Board of Directors' Meeting Minutes June 3, 2009 Page 2 10. Approved the FY 2008 Comprehensive Annual Financial Report (CAFR) and Audit Report 11. Heard CEO's Report on Special Events, Operational Updates, and Regional Mobility Activities The Regional Transportation Authority Board of Directors met at 8:30 a.m. in Robstown, Texas, at Robstown City Hall, 101 East Main Avenue, Robstown, TX 78380. Board Members Present: Crystal Lyons (Board Chair), Anna Flores (Board Vice- Chair), Mary Saenz (Board Secretary); Sara Salvide, Vangie Chapa, John Longoria, Ricardo Ramon, John Valls Board Members Absent: David Martinez, Mike Rendon, Judy Telge Staff Present: Eduardo Carrion, CEO; Ponch Carrillo, Sylvia Castillo, Jorge Cruz- Aedo, Linda Faliwell-Stover, Sharon Montez, Kristi Pena, Ramon Sanchez, Gloria Smith, Lamont Taylor, Martin Trevino, Oscar Vargas, Susan Vinson, Bryan Harrison, Terry Klinger, Beth Vidaurri Public Present: Edna Arredondo, Dan Dausch, Carlos Vargas, Nova Shields, Dana Smith, MV Transportation; John Bell, Legal Counsel; Gordon Cooper, Robert Whitehurst, Cooper Outdoor; Roy Pell; Ed Labay, Marcus Garcia, AG/CM; Ram Chavez, Bob Allen, Larry Villarreal, Frank Alaniz, Leo Garcia, Jose Robles, Ed Haskel, Beto Rios, Juan Sanchez, Alex Muro, The Veterans Band of Corpus Christi; Debbie Lindsey-Opel; Eloy Soza; Rosie Aguiar; Robert Vela, RTAEA; Paula Wakefield; John Sheppard, Craig Malay, Collier, Johnson and Wood Call to Order The Board of Directors' meeting was called to order by Ms. Lyons at 9:00 a.m. The roll was called and a quorum declared present. Ms. Paula Wakefield, City Secretary for the City of Robstown, welcomed the RTA Board on behalf of the Mayor and City Council. Ms. Lyons presented fruit bags to Ms. Wakefield promoting RTA's June Safety Month campaign. Transportation Authority Board of Directors' Meeting Minutes June 3, 2009 Page 3 Opportunity for Public Comment Mr. Ram Chavez, flanked by several members of the Veterans Band carrying flags representing the armed forces, spoke in favor of using a Stars and Stripes motif on the buses that were being purchased through the GILLIG Corporation. He stated that he understood that the buses would have that motif to honor veterans. He noted that the Coastal Bend was a very patriotic area. He also mentioned that the Veterans Band would be celebrating their 23rd anniversary. The consensus was to move agenda item eight for consideration prior to agenda item three. Discussion and Possible Action to Authorize Issuing a Change Order to GILLIG Corporation for Exterior Bus Graphic Design Mr. Carrion summarized that at the May 19, 2009, Board meeting the procurement of five GILLIG buses was approved. At that time a discussion was held on the feasibility of changing the color scheme on some of the buses. Mr. Carrion stated that he had received a request from five board members to place this item on the agenda. Summarizing the cost analysis conducted by staff to include a Stars and Stripes motif in conjunction with the approved new branding campaign, Mr. Carrion stated that the GILLIG Corporation had quoted a price of $8,500 and a local vendor had quoted a price of $7,700 to $8,000. He pointed out that the cost could be capitalized if the paint scheme was .done through GILLIG; otherwise, local unbudgeted funds would have to be used to have the work done by a local vendor. Mr. Carrion reported that Morehead, Doffs & Associates had stated that this type of graphics would be best suited .for a stand-alone service and they would not recommend introducing the concept in regular service. Mr. Carrion recommended using the Stars and Strips decaled buses, if approved, on an express route. Ms. Lyons clarified that Mr. Carrion had informed her that all the information on this proposal could not be gathered in time for inclusion in the June Board agenda. Therefore, she had asked that it be included in the June Operations Committee agenda. In response to Ms. Lyons, Mr. Carrion stated that the expected life of the wrap was seven years. After a brief discussion on the potential routes and/or special events that the buses could be utilized, Mr. Carrion stated that the recommendation was to use the Stars and Stripes motif on two buses out of the five buses being purchased. Regional Transportation Authority Board of Directors' Meeting Minutes June 3, 2009 Page 4 MS. SALVIDE MADE A MOTION TO AUTHORIZE ISSUING A CHANGE ORDER TO GILLIG CORPORATION FOR APPLICATION OF A STARS AND STRIPS MOTIF ON TWO 40- FOOT BUSES. MR. RAMON SECONDED THE MOTION. THE MOTION CARRIED. SAENZ, CHAPA, LONGORIA, RAMON, FLORES, VALLS, AND SALVIDE VOTING IN FAVOR. RENDON, MARTINEZ, AND TELGE ABSENT. Responding to Ms. Lyons, Mr. Chavez stated that the Veterans Band would participate in the kick-off event when the two 40-foot buses were placed in service. Quarterly Presentation by AG/CM on the Maintenance Facility Renovation Mr. Labay distributed a booklet outlining the status on the project. He stated that the projected completion date was January 1, 2010 but the goal was to complete the project by December 2009. He reported that the final step of Step 3 was near completion and they were progressing onto Step 4. Referencing the Betterment Fund, Mr. Labay said that the fund had a starting balance of $250,000; allocations in Step 1 and 2 had totaled under $65,000; and a potential allocation in Step 3 in the amount of approximately $24,381 was pending. The current balance in the Fund was $161,134.07. Two primary future Betterment Fund allocations, as identified by Mr. Labay, were changes to the foundation due to the installation of different bus lifts other than the ones specified in the plans; and design and construction modifications needed to the mezzanine area due to unforeseen conditions. A brief exchange occurred regarding the RFI log and the Betterment Fund. Mr. Labay stated that he anticipated that upon completion of the project there would be funds remaining in the Betterment Fund. Mr. Marcus Garcia was introduced as the Project Manager. Update on RCAT Committee Activities Ms. Hovda stated that her term was near completion, but that she wished to remain involved with the RCAT Committee. Reporting on the May 21, 2009 meeting, Ms. Hovda stated that the No Show Appeals, Eligibility Appeals, and Policies and Procedures subcommittees had met and various monthly reports had been received. A presentation on the Genfare Odyssey Farebox System had been given and the Committee was concerned that it Transportation Authority Board of Directors' Meeting Minutes June 3, 2009 Page 5 did not provide for auditory confirmation. She asked if someone could investigate if this feature would be available in the future. Update on 2009 Harbor Ferry Season Goals Mr. Carrion stated that the start of the Harbor Ferry Season had been delayed due to mechanical issues. Mr. Roy Pell, Ocean Place Charters, Inc., stated that the season had started on Friday, May 22, 2009, and operated for half a day before it encountered bearing failure. He had been unable to provide service until the subsequent Friday. He expressed his. regrets for being unable to comply with the service schedule. He noted that the boat was an eighteen year old boat and he did not have a backup boat. Mr. Pell informed the Board that the upper deck now had a bimini. Mr. Valls expressed the need for steady communication when there is a disruption in service. In response to Mr. Valls, Mr. Bell stated that lost days of service could be recaptured at the end of the service period. After a brief discussion, Mr. Carrion explained that even though invitations had been issued for the kickoff a determination was made to postpone the event since the boat was still out of the water. Ms. Salvide stated that she had read the contract between the RTA and Mr. Pell and that when there are issues, the contract did not provide for remediation measures. Mr. Pell expressed his anticipation for a good season with increased ridership. Discussion and.Possible Action to Approve the Board of Directors' Minutes of May 13, 2009 MS. FLORES MADE A MOTION TO APPROVE THE BOARD OF DIRECTORS' MINUTES OF MAY 13, 2009. MR. VALLS SECONDED THE MOTION. THE MOTION CARRIED. SAENZ, CHAPA, LONGORIA, RAMON, FLORES, VALLS, AND SALVIDE VOTING IN FAVOR. RENDON, MARTINEZ, AND TELGE ABSENT. . Regional Transportation Authority Board of Directors' Meeting Minutes June 3, 2009 Page 6 Consent Agenda Ms. Lyons stated that the following items were of routine or administrative nature and had been discussed previously by the Board or Committees and that the Board had been furnished with support documentation on the items. She called for consideration of Consent Agenda items 7a through 7k and asked if there were any items that should be pulled for discussion. There being none, Ms. Lyons called for a motion to approve the following items: a) Action to Accept Committee Reports b) Action to Authorize Awarding a Contract Through the Texas Building and Procurement Commission Cooperative Purchasing Program for the Procurement of a Mid-Size Sweeper/Scrubber c) Action to Authorize Issuing Invitation for Bids (IFB) for an Electric Battery-Powered Forklift d) Action to Authorize Awarding a Contract to Industrial Fire and Safety Company for Inspection and Maintenance of Bus Fire Suppression System e) Action to Authorize Awarding a Sole-Source Contract to Digital Recorders, Inc. for Fixed Route Automated Vehicle Locator/Computer Aided Dispatch (AVL/CAD) System and Related Software/Hardware f) Action to Authorize Awarding a Sole-Source Contract to GenFare Inc. for an Automated Fare Collection System g) Action to Authorize Awarding a Sole-Source Contract to Technology Solutions Providers for the Upgrade of the Customer Assistance System h) Action to Authorize Entering into a One-Year Memorandum of Agreement with Texas A&M University- Corpus Christi for Transportation Services i) Action to Approve the 2009 First Quarter Defined Contribution Plan Report j) Action to Approve the 2009 First Quarter Defined Benefit Plan and Trust Asset and Performance Report k) Action to Approve an 18 Percent DBE Goal for Fiscal Year 2010 MR. LONGORIA MADE A MOTION TO APPROVE CONSENT AGENDA ITEMS 7a THROUGH 7k. MS. CHAPA SECONDED THE MOTION. THE MOTION CARRIED. SAENZ, CHAPA, LONGORIA, RAMON, FLORES, LYONS, VALLS, AND SALVIDE VOTING IN FAVOR. RENDON, MARTINEZ, AND TELGE ABSENT. Regik,=ci Transportation Authority Board of Directors' Meeting Minutes June 3, 2009 Page 7 Action. to Authorize Awarding a Contract. to Creative Outdoor Advertising, Option 2, for Bus Bench and Shelter Advertising Services Mr. Carrion informed the Board that for the past three years RTA had operated on a month-to-month basis until in 2009 a temporary six-month contract was awarded to Cooper Outdoor Advertising. The contact had expired on June 1, 2009. Staff decided to implement an all-inclusive planning approach for outdoor advertising and issued a combined Request for Proposals for bus bench and bus shelter advertising. Updating the Board on the bid process and Committee inquiries, Mr. Carrion stated that two bids had been received from Creative Outdoor and one from Cooper Outdoor Advertising. Staff was recommending awarding the contract to Creative Outdoor Advertising. At the May Operations Committee the following three questions were posed: 1) what was the durability of the benches; 2) did they fade in the sun; and 3) if their weight was sufficient to prevent theft. He stated that all three questions were addressed in the board document. Ms. Lyons opened the floor for public comment. Ms. Debbie Lindsey-Opel, speaking on behalf of Creative Outdoor Advertising, cited the advantages of the Boulevard bench being proposed. She stated that Creative Outdoor offeredproduct innovation, profitability, and positive visual impact. They also provided online work order processing for a quick turn around on repairs. Ms. Lindsey-Opel handed out pictures of existing bus benches along South Staples which were in disrepair and commented on the negative effect this had on the RTA's image within the community. She referenced Corpus Christi Mayor Adame's objectives of improving the overall appearance of the City and enticing economic development. She stated that by awarding the contract to Creative Outdoor the RTA would be accomplishing both of these objectives. In conclusion, Ms. Lindsey-Opel stated that Creative Outdoor would provide a better product for the riders; a better platform for advertising; a better management tool for staff; better appearance for the city; and a better bottom line for the RTA. She affirmed that the transition would move quickly in coordination with the current contractor. A question and answer period ensued covering bench securement provisions, the RFP evaluation team, and DBE certification. . Mr. Valls questioned why under the category of qualification, experience, and competence, the current contractor, Cooper Outdoor.Advertising, who has had the contract for approximately twenty-two years, had only 23.75 points compared to 36 points for Creative Outdoor. Ms. Pena cited Creative Outdoor's specific sales J Regional Transportation Authority Board of Directors' Meeting Minutes June 3, 2009 Page 8 training and Cooper Outdoor's references citing small issues such as benches not being placed in a timely manner. Regarding bench placement, Mr. Valls stated that RTA staff should determine bench placement and not the contractor. There was extensive discussion on the provision for bus benches. Ms. Pena stated that it was her understanding that Mr. Cooper had previously stated that if his company fabricated 750 new bus benches, they would not be able to provide any revenue for the RTA. Mr. Longoria cited his preference for awarding contracts to local vendors but also noted that he was evaluating both proposals. He expressed his preference to provide Cooper Outdoor Advertising with one year to provide a business plan which included new bus benches and revenue for the RTA. He stated that he would not support keeping the old wooden bus benches considering the new marketing campaign. Ms. Lyons initiated discussion on the procurement process. Mr. Bell, RTA legal counsel, clarified that the Board could reject the proposals and instruct staff to develop a different RFP. He noted that the reasoning for a five-year contract was that the company needed to amortize the capital cost and this would not be feasible under a one-year contract. Mr. Bell stated that the Board could accept the recommendation or propose a different recommendation. Ms. Salvide raised the issue of revenue that would be generated during the transition if the contract were awarded to another company. She noted that Cooper. Outdoor Advertising would probably have contract terms extending into the contract term of the other company. Mr. Carrion responded that if the contract were awarded to another company, then staff would determine the expiration dates of the current contracts and negotiate with the new company to determine first-year guaranteed revenue. Mr. Gordon Cooper stated that when he had met with Ms. Sharon Montez and Mr. Ricardo Sanchez to discuss the new mold for the bus benches and a transition plan, their objective was to phase in the new benches over a three to four-year period. He did not recall stating that his company could produce the new benches, but would not be able to provide revenue for the RTA. He stated that he felt that the proposals had been evaluated incorrectly and he expressed his company's willingness to work with the RTA to provide a better image for the RTA. Addressing the procedure for reporting damaged benches, Mr. Carrion stated that reports were received via drivers, facilities maintenance personnel, and local RegiLJ Transportation Authority Board of Directors' Meeting Minutes June 3, 2009 Page 9 citizens. Mr. Cooper stated that Mr. Tom Jimenez, with RTA facility maintenance, usually contacted him regarding an issue with a bus bench. Ms. Salvide asked. Mr. Cooper if his company would be able to comply with the requirement to have the RTA logo or an RTA message on all bus benches that did not have paid advertising. Mr. Cooper stated this could be accomplished. Mr. Robert Whitehurst, Cooper Outdoor Advertising, said that several employees would police the bus benches and that he was not aware of a major graffiti problem. He noted that when Ms. Chapa oversaw the contract, concerns would be called in to her and she would email the reported concerns to Cooper Outdoor. They in turn would provide an email response after the concern was addressed. He suggested that the same procedure be re-implemented to ensure consistent communication. Responding to Ms. Lyons, Ms. Pena stated that she and Ms. Castillo had determined, based on Cooper Outdoor Advertising's bid, that they would not be providingnew benches. Mr. Carrion explained that the RFP did not require the incumbent to replace all 750 bus benches; it included RTA providing some capital to replace some of the benches. A new company would have two options -- either buy the benches from Cooper Outdoor Advertising or provide their own benches. Ms. Salvide expressed the opinion that over a five-year period the benches needed to be replaced and possibly with a different type of bench. Ms. Flores called the question. MS. FLORES MADE A MOTION TO AUTHORIZE THE CHIEF EXECUTIVE OFFICER TO AWARD A CONTRACT TO CREATIVE OUTDOOR ADVERTISING, OPTION 2, FOR BUS BENCH AND SHELTER ADVERTISING SERVICES PROVIDING FOR A FIVE- YEAR BASE CONTRACT PERIOD, WITH PROVISION FOR THREE ONE-YEAR OPTIONS, AT A . REVENUE BASE OF- $66,000. MS. LYONS SECONDED THE MOTION. THE MOTION FAILED. .SAENZ, CHAPA, LONGORIA, RAMON, VALLS, AND SALVIDE VOTING AGAINST. FLORES AND LYONS VOTING IN FAVOR. RENDON, MARTINEZ, AND TELGE ABSENT. Responding to Mr. Longoria, Ms. Pena stated that Cooper Outdoor Advertising's proposal was to update all the benches identified' by RTA staff that needed to be replaced and to move forward in installing new benches at new bus stops. Mr. Cooper stated that the RFP did not ask for bench replacement but his company would commit to replacing all benches within a two-year period. Regional Transportation Authority • Board of Directors' Meeting Minutes June 3, 2009 Page 10 Ms. Flores clarified that the intent was to revamp the benches with the new look. Ms. Lindsey-Opel inquired if the new requirement would require that a new RFP be issued and whether this would be a sole-source contract. Mr. John Bell, RTA legal counsel, stated that there was not a legal requirement to re- issue the RFP because the item was still to provide bus benches for a five-year period. He noted that the RFP process was not a low bid process, it did allow for the Agency to enter into negotiations with a proposer. If the negotiations were successful, then staff would advise the Board and if not, then another course of action would be recommended. The proposals were good for 120 days. MR. VALLS MADE A MOTION TO AUTHORIZE THE CHIEF EXECUTIVE OFFICER (CEO) TO ENTER INTO NEGOTIATIONS WITH COOPER OUTDOOR ADVERTISING AND COME BACK WITH A WORK PLAN AND OFFER A FIVE-YEAR CONTRACT FOR BUS BENCH AND SHELTER ADVERTISING SERVICES. MR. LONGORIA SECONDED THE MOTION. THE MOTION CARRIED. SAENZ, CHAPA, LONGORIA, RAMON, FLORES, VALLS, AND SALVIDE VOTING IN FAVOR.' LYONS VOTING AGAINST. RENDON, MARTINEZ, AND TELGE ABSENT. Ms. Lyons clarified that this item would be presented to the Operations Committee then to the Board. Action to Approve the FY 2008 Comprehensive Annual Financial Report (CAFR) and Audit Report Mr. John Sheppard stated that the most important section in the CAFR was the Management's Discussion and Analysis (MD&A) section. It showed that the Agency's net assets had increased by $5 million which was an indicator of the success of the Agency. He reviewed the process for meeting the financial obligation for post employment benefits. He pointed out that the Defined Benefit Plan had sustained an approximate $5 million decrease, which the Board approved to fund at last month's meeting. Mr. Sheppard noted that an unqualified opinion had been rendered and that there were no reportable issues. MS. FLORES MADE A MOTION TO Approve the FY 2008 Comprehensive Annual Financial Report (CAFR) and Audit Report. MS. CHAPA SECONDED THE MOTION. THE MOTION CARRIED. SAENZ, CHAPA, LONGORIA, RAMON, FLORES, LYONS, VALLS, AND SALVIDE VOTING IN FAVOR. RENDON, MARTINEZ, AND TELGE ABSENT. Transportation Authority Board of Directors' Meeting Minutes June 3, 2009 Page 11 CEO's Report a. Special Events Mr. Carrion reported that ridership for the Beach to Bay event held on May 16, 2009, was 16,806. This represented a 15.2 percent increase over last year. The RTA day at Whataburger field on May 16 and 17, 2009, had been successful. b. Operational Updates Providing an update on the GILLIG bus order, Mr. Carrion stated that the second bus would be delivered in mid June and the next bus was scheduled for delivery in mid July. c. Update on Regional Mobility Activities Mr. Carrion reported that the Transportation Coordination Network had changed their meetings from quarterly to monthly, new software was being researched, and funding strategies were being developed. Adjournment There being no further business, the meeting was adjourned at 11:20 a.m. .416 - / M. Saeriz, Board Secretary _ _ - - - Date - - - — Submitted by: Beth Vidaurri