B O A R D O F D I R E C T O R S O C T O B E R

Transcription

1 BOARD OF DIRECTORS O C T O B E R 2 3,

2 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY BOARD ROSTER SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY County Member Alternate Orange: Shawn Nelson (Chair) Jeffrey Lalloway* Supervisor, 4 th District Mayor Pro Tem, City of Irvine 2 votes County of Orange, Chairman OCTA Board, Chair OCTA Board Gregory T. Winterbottom Public Member OCTA Board Todd Spitzer* Supervisor, 3 rd District County of Orange OCTA Board Riverside: Daryl Busch (Vice-Chair) Andrew Kotyuk* Mayor Council Member 2 votes City of Perris City of San Jacinto RCTC Board, Chair RCTC Board Karen Spiegel Council Member City of Corona RCTC Board Debbie Franklin* Mayor City of Banning RCTC Board Ventura: Keith Millhouse (2 nd Vice-Chair) Brian Humphrey Mayor Pro Tem Citizen Representative 1 vote City of Moorpark VCTC Board VCTC Board Los Angeles: Michael Antonovich Roxana Martinez Supervisor, 5 th District Councilmember 4 votes County of Los Angeles, Mayor City of Palmdale Metro Board Metro Appointee Hilda Solis Supervisor, 1st District County of Los Angeles Metro Board Paul Krekorian Councilmember, 2 nd District Metro Board Ara Najarian Council Member City of Glendale Metro Board Joseph J. Gonzales Councilmember City of South El Monte Metro Appointee Borja Leon Metro Appointee Walter Allen, III Council Member City of Covina Metro Appointee One Gateway Plaza, 12 th Floor, Los Angeles, CA 90012

3 SCRRA Board of Directors Roster Page 2 San Bernardino: Larry McCallon James Ramos* Mayor Supervisor, 3 rd District 2 votes City of Highland County of San Bernardino, Chair SANBAG Board SANBAG Board Paul Eaton Mayor City of Montclair SANBAG Board Alan D. Wapner* Mayor Pro Tem City of Ontario SANBAG Board EX-OFFICIO MEMBERS San Diego Association of Governments: [CURRENTLY AWAITING APPOINTMENT] Contact: Linda Culp Principal Planner Rail Southern California Association of Governments: State of California: Art Brown Mayor, City of Buena Park Ryan Chamberlain Director, Caltrans District 12 Alternate: [CURRENTLY AWAITING APPOINTMENT] *Alternates represent either member Revised 08/06/15

4 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY BOARD OF DIRECTORS MEETING FRIDAY, OCTOBER 23, :00a.m. LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY (METRO) BOARD ROOM ONE GATEWAY PLAZA, 3RD FLOOR LOS ANGELES, CALIFORNIA TELECONFERNCE LOCATIONS Hilton Chicago 720 South Michigan Avenue Chicago, IL RCTC Offices Riverside County Administrative Center 4080 Lemon St. 3 rd Floor Conf Room A Riverside, CA AGENDA DESCRIPTIONS The agenda descriptions are intended to give notice to members of the public of a brief general description of items of business to be transacted or discussed. The posting of the recommended actions does not indicate what action will be taken. The Authority may take any action that it deems to be appropriate on the agenda item and is not limited in any way by the notice of the recommended action. The Chair reserves the right to discuss the items listed on the agenda in any order. A person with a disability may contact the Board Secretary s office at (213) or via holmank@scrra.net at least 72-hours before the scheduled meeting to request receipt of an agenda in an alternative format or to request disability-related accommodations, including auxiliary aids or services, in order to participate in the public meeting. Later requests will be accommodated to the extent feasible. SUPPORTING DOCUMENTATION The agenda, staff reports and supporting documentation are available from the Board Secretary, located at One Gateway Plaza, 12 th Floor, Los Angeles, CA 90012, and on the Metrolink website at under the Meetings & Agendas link. PUBLIC COMMENTS ON AGENDA ITEMS AND ITEMS NOT ON THE AGENDA Members of the public wishing to address the Board of Directors regarding any item appearing on the agenda or any item not on the agenda, but within the subject matter jurisdiction of the Board, may do so by completing a Speaker s Form and submitting it to the Board Secretary. All speakers will be recognized by the Chairman and will be considered under Item 4 (Public Comment). When addressing the Board, please state your name for the record. Please address the Board as a whole through the Chair. Please note comments to individual Board members or staff are not permitted when addressing the Board. A speaker s comments shall be limited to three (3) minutes. One Gateway Plaza, 12 th Floor, Los Angeles, CA 90012

5 Board of Directors Meeting Agenda Transmittal Date: October 16, 2015 Meeting Date: October 23, 2015 Page 2 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Public Comment REGULAR CALENDAR 5. Approval of Meeting Minutes October 9, 2015 Board of Directors Meeting It is recommended that the Board approve the minutes of the October 9, 2015 Board of Directors Meeting. Page 1 6. Contract No. MS Communications and Signals Equipment Installation Services Extend Agreement Terms and Increase in Contract Funding Mass Electric Construction Company, Balfour Beatty Rail, Inc. Term extensions of the contracts with Mass Electric Construction and Balfour Beatty Rail, Inc. are needed to ensure continuity of installation of communication and signal equipment installation services as required for new capital, third party reimbursable and various signal and communication rehabilitation projects. It is recommended that the Board authorize the Chief Executive Officer to amend Contract Nos: MS220A-09 with Mass Electric Construction (MECC) and MS220B-09 with Balfour Beatty Rail, Inc. (BBRI) to extend the period of performance by six months to June 30, 2016 and increase the contract funding authorization for Contract No. MS220B-09 with BBRI by $4.0 million for a not-to-exceed contract funding authorization of $49.0 million. There is no budget impact as a result of this action. Funding was previously approved in the FY , FY , and FY budgets for rehabilitation program projects and capital and in third party reimbursable projects. Approximately $5 million in rehabilitation funding and $2 million in capital and third party project funding remains uncommitted and is available to be utilized for these contract activities. Projects handled through the CTO process are encumbered on a per project basis at the time the individual CTO is approved and issued, and there is no minimum amount of work guaranteed to any firm on the services bench. Page Delegate Authority to the Chief Executive Officer for the Purpose of Obtaining Financial Assistance Provided by the California Governor s Office of Emergency Services The Authority is preparing to apply for funding it receives directly from the State of California under the $1 billion Proposition 1B California Transit System Safety, Security and Disaster Response Account Program. The funds are programmed annually and a

6 Board of Directors Meeting Agenda Transmittal Date: October 16, 2015 Meeting Date: October 23, 2015 Page 3 condition of receiving the funds is a Board adoption of a resolution to delegate authority for execution of any actions necessary under this grant. The California Governor s Office of Emergency Services (Cal OES) administers this grant program which set aside $150 million of the $1 billion for commuter and intercity Amtrak operators. This year s resolution is for receipt of FY funds. It is recommended that the Board adopt Resolution (Attachment 2) to authorize the Chief Executive Officer, who may delegate the Deputy Chief Executive Officer, to execute for and on behalf of the Authority, any actions necessary for the purpose of obtaining financial assistance provided by Cal OES. There is no budget impact from authorization of this resolution. No local match is required for these funds and the resolution will allow the Authority to receive the funds. Page Changes to the Rehabilitation Project Delivery Methods and Budget Reprogramming The purpose of this report is to provide an update to the Board on the Rehabilitation Program reprogramming efforts, outline the changes to internal processes, and discuss next steps. The Board may receive and file this report. There is no impact as a result of this status report. Page The Pulse of Metrolink Staff is providing an update on Metrolink s on-time performance. The Board may receive and file this report. There is no impact as a result of this status report. Page Chief Executive Officer s Report Authority Update 11. Chair s Comments 12. Board Members' Comments CLOSED SESSION 13. Closed Session a. CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION Pursuant to Government Code Section (d)(2) (1 potential case) b. PUBLIC EMPLOYEE PERFORMANCE EVALUATION Pursuant to Government Code Section Public Employee Performance Evaluation

7 Board of Directors Meeting Agenda Transmittal Date: October 16, 2015 Meeting Date: October 23, 2015 Page 4 Title: General Counsel c. CONFERNCE WITH LABOR NEGOTIATORS Pursuant to Government Code Section Agency Designated Representative: Chair Nelson Unrepresented Employee: General Counsel 14. ADJOURNMENT

8 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING October 9, 2015 ITEM 5 BOARD MEMBERS/ALTERNATES IN ATTENDANCE: Votes OCTA: SHAWN NELSON (Chair) 1 (2 votes) GREGORY WINTERBOTTOM 1 RCTC: DARYL BUSCH (Vice-Chair) 1 (2 votes) KAREN SPIEGEL 1 Deborah Franklin VCTC: KEITH MILLHOUSE (2 nd Vice-Chair) 1 (1 vote) Brian Humphrey METRO: MICHAEL ANTONOVICH 1 1 (4 votes) PAUL KREKORIAN 1 ARA NAJARIAN 1 Joseph Gonzales 1 Borja Leon Roxana Martinez SANBAG: LARRY McCALLON 1 (2 votes) PAUL EATON 1 EX-OFFICIO MEMBERS State of California SCAG Ryan Chamberlain Art Brown STAFF/PRESENTERS: ARTHUR T. LEAHY, Chief Executive Officer PATRICIA TORRES BRUNO, Chief Administrative Officer DON O. DEL RIO, General Counsel HENNING EICHLER, Planning Manager (Planning and System Performance Analysis) SCOTT JOHNSON, Assistant Public Affairs Officer ELISSA KONOVE, Deputy Chief Executive Officer R.T. McCARTHY, Deputy Chief Operating Officer (Operations and Compliance) LIA McNEIL-KAKARIS, Assistant Director, Contracts and Procurement 1 Director Antonovich arrived during the discussion of Item No. 19. His alternate, Director Martinez assumed the vote on all items in his absence. One Gateway Plaza, 12 th Floor, Los Angeles, CA

9 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page 2 DARRELL MAXEY, Deputy Chief Operating Officer (PTC and Engineering) PETER MULLER, Government and Regulatory Affairs Manager SAM JOUMBLAT, Chief Financial Officer GARY THOMPSON, Director, Special Projects MARY SACCOCCIO, Executive Assistant NYESHA ARTIAGA, Special Services Employee KARI HOLMAN, Assistant to the CEO/Board Secretary Meeting minutes are prepared in a format that corresponds with the Board Meeting Agenda, which is incorporated by reference with these minutes. Board Agendas are available online at under the Meetings and Agendas link or from the Board Secretary at (213) Call to Order The October 9, 2015 Board of Directors Meeting was called to order by Chair Nelson at 10:02 a.m. at the Metro Board Room, One Gateway Plaza, 3 rd Floor, Los Angeles, CA Pledge of Allegiance Director McCallon led the group in the pledge of allegiance. 3. Roll Call The Board Secretary called roll to confirm a quorum of the Board was present. 4. Public Comment At this time, Chair Nelson called on members of the public who requested to speak. Gloria Anderson San Bernardino Line passenger spoke on behalf of many riders who have experienced frustration over the recent service change and lack of advanced communications to passengers by means of conductor announcements, seat drops and website. She noted that the new schedule was buried on the website and not easy to find. She questioned why staff did not plan for the overcrowding issues and expressed frustration over the express train times in the evening. It was communicated that the new schedule was created to minimize delays but trains were delayed between ten to 20 minutes the entire week and these delays impact the lives of the passengers. With no further requests to speak, the Public Comment period was formally closed. 2

10 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page 3 PUBLIC HEARING 5. Potential Fare Adjustments and Public Hearing Chair Nelson called the Public Hearing to order at 10:07 a.m. and asked for staff s presentation. Henning Eichler, Planning Manager (Planning and System Performance Analysis) provided a brief background on this item as detailed in the staff report and requested approval of staff s recommendation. Scott Johnson, Assistant Public Affairs Officer, spoke on the public outreach and results of the public hearing. He noted that the proposed $3 station-to-station fare appeared to cause a bit of confusion. Arthur T. Leahy, Chief Executive Officer commented that a continuation of the pilot program on the Antelope Valley (AV) line would allow staff to obtain additional data, and report back to the Board in the Spring to discuss potential fare changes with the goal of increasing revenue and ridership. He noted that so far the data on the AV line pilot program indicated an increase in ridership with the shortfall in revenue decreasing. Director Gonzales asked for clarification in defining station-to-station fares. He inquired about potential weekend usage of the $3 fare from Cal State Los Angeles to Los Angeles Union Station (LAUS) and if the station-to-station fare included transfers. Scott Johnson acknowledged that the fares would include transfers to connecting transit. At this time Chair Nelson inquired if the Board Secretary had received any Request to Speak forms. The Secretary confirmed no requests were received. With no requests to speak, the public comment portion of the public hearing was formally closed, and consideration of this item was discussed amongst the Board members. 2 nd Vice-Chair Millhouse stated that it was critical that passengers receive communications when there are schedule changes. He also noted that staff needed to provide better communications regarding the station-to-station fare. He further noted discrepancies in data on page 5 (3 opposed) versus Pages 8 and 9 (11 people opposed), and was concerned that the analysis was correct. Scott Johnson confirmed that the Board was presented with an updated attachment that incorporated all comments for the entire public hearing period. 2 nd Vice-Chair Millhouse expressed the need to be careful with the accuracy of reports. He asked for clarification on page 66 of the agenda which noted the ridership impacts costs. Henning Eichler explained that the numbers provided in the report was a conservative estimate based on 2 months of results from the AV line pilot and noted that if the trend continued, the program might be revenue neutral, after further data and analysis is gathered. 2 nd Vice-Chair Millhouse expressed his concern on making decisions based on speculation using projections versus actual numbers and questioned if this was the best marketing plan. Arthur T. Leahy reminded the Board that upon a motion by Director Antonovich, the Los Angeles County Metropolitan Transportation Authority (Metro) has covered the 3

11 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page 4 revenue shortfall of the AV pilot program and that continuation of the pilot program will allow staff to provide additional analysis. He noted that data over the last few months showed trends moving in the right direction. Chair Nelson stated that there was a need to proceed with caution until there was a better grasp on risks prior to going system-wide. He noted the current AV pilot program appeared to be successful. He noted the key was to increase ridership without much risk, and asked what the roll-out would be over the next 12 months. Arthur T. Leahy mentioned that staff would begin communication to passengers of the proposed program. He agreed that the goal was to achieve higher ridership and revenue. He suggested that the Board allow the Authority to be experimental as the fare structure had not changed since its inception over 20 years ago. Chair Nelson suggested maybe changing the name from station-to-station to something that emphasizes a discount being involved, so riders understand the program, for example, Quick trip or Short Trip discount fare. Director Gonzales inquired on associated costs to reprogram the ticket vending machines (TVMs). Arthur T. Leahy explained the costs would be incidental. 2 nd Vice-Chair Millhouse asked what the lead time would be to implement the program. Arthur T. Leahy indicated that it would be effective January 1, nd Vice-Chair Millhouse commented that although the AV pilot program showed positive movement in the right direction, he questioned if this could wait until further data was available. Chair Nelson explained that there are fixed costs to operate trains whether they are full or not and that this pilot program would try to incentivize those who take shorter trips. Director Najarian stated that Metro was considering the possibility to offer free rides to high school, community college and California State University students. He explained the idea was to get people out of their cars, give people transportation, and save on infrastructure upgrades and he would report back once Metro s report was completed. Director Spiegel remarked that on Riverside line had limited service and wondered what advantage the $3 station-to-station would be for those lines. Chair Nelson acknowledged that fewer trains equates to fewer people but noted that the downtown area of Riverside is growing and offering lower fares provides another option for persons in those areas. Upon a motion by Chair Nelson and seconded by Director McCallon, the Board approved staff s recommendation. There was no opposition and the motion passed unanimously. ACTION: The Board: 1) Transitioned the promotional 25% discount on Student and Youth fares to become a part of the regular Metrolink Fare Policies and Procedures. 4

12 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page 5 2) Extended the Antelope Valley Line promotional 25% fare discount on all fares except the Weekend Day Pass through June 30, The promotional $2 Station-to-Station fare on the Antelope Valley Line would be allowed to discontinue and be replaced by the $3 Station-to-Station fare on all lines effective January 1, ) Launched a $3 Station-to-Station fare six-month pilot program on all lines effective January 1, REGULAR CALENDAR 6. Approval of Consent Calendar Director Martinez requested to pull item 20. ACTION: Upon a motion by Director McCallon and seconded by 2 nd Vice-Chair Millhouse the Board approved Consent Calendar Items [Consent calendar items are contained on page 14 of these minutes.] There was no opposition and the motion passed unanimously. 20. Approval of Meeting Minutes September 25, 2015 Board of Directors Meeting Director Martinez stated that at the September 25, 2015 Board meeting, there was confusion following closed session and the vote on Item No. 8. She asked for clarification from General Counsel on what the options were for a quorum to be counted as present. Don Del Rio, General Counsel explained that the voting rules state a quorum is three agencies with a total of six votes. He added that it was important to remember that any member from an agency can carry the votes, for example if one person was present from the Metro delegation then that person would carry four votes as noted in the voting rules. Chair Nelson remarked that although he tries to run the meeting as efficiently as possible, he always asks if there are any questions or comments on each item before moving forward. He recounted that at the last meeting he indicated after closed session to head back to the Board room for consideration of Item No. 8. Members were in their seats and the Board Secretary confirmed there was a quorum present, a motion and second were received, no objections were noted and no questions were asked. Director Spiegel stated that the voting structure was unusual and does not require persons to be seated to vote. Director Gonzales expressed the need of extending a professional courtesy to public and delegate representatives by allowing the members to return to their seats. Director Gonzales stated that he was in the room and surprised at how quickly the item was approved and did not know who from the Metro delegation approved the vote. He also noted that members of the public were not questioned to see if they had questions 5

13 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page 6 on the item before voting. Chair Nelson replied that he had asked for public comment prior to the discussion of the item and indicated there were no requests to speak. Director Gonzales remarked that there should be a policy to have members seated and if persons need to leave then the meeting could continue under the direction of the Vice-Chair and felt that additional discussion needed to be had on that item. Director Martinez suggested amending the minutes to state that Item no. 8 passed with members present. Chair Nelson explained that the vote would still be considered unanimous. Director Najarian noted that he was not present during the return of Item 8 and that he left during closed session. The Board Secretary confirmed that Director Najarian left during Closed Session and did not return and would correct the minutes accordingly. Don Del Rio commented that legal would be happy to discuss the voting rules and bylaws with any member of the Board. Upon a motion by Director Najarian and seconded by Director Spiegel, the Board approved staff s recommendation as amended. There was no opposition and the motion passed unanimously. The minutes would be corrected to indicate that Director Najarian left during the discussion of Item No. 19. ACTION: The Board approved the minutes of the September 25, 2015 Board of Directors Meeting. Chair Nelson indicated that the agenda would be considered out of order. 8. Contract No. E733-09A Signal and Communications Design Services Increase in Contract Funding Authorization Pacific Railway Enterprises, Inc. Chair Nelson inquired if members of the Board had any questions regarding this item. No additional comments or questions were received. Upon a motion by 2 nd Vice-Chair Millhouse and seconded by Director Winterbottom, the Board approved staff s recommendation. There was no opposition and the motion passed unanimously. ACTION: The Board authorized the Chief Executive Officer to amend Contract No. E733-09A with Pacific Railway Enterprises, Inc. (PRE) to extend the term of the contract by one year from November 19, 2015 to November 19, 2016, and increase the contract funding authorization by an amount of $3,000,000 for a total not-to-exceed contract funding authorization of $22,000,000. 6

14 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page Contract No. PO Ventev Communication Articulating Towers Non- Competitive Award Tessco Technologies Chair Nelson inquired if members of the Board had any questions regarding this item. No additional comments or questions were received. Upon a motion by Director McCallon and seconded by Director Winterbottom, the Board approved staff s recommendation. There was no opposition and the motion passed unanimously. ACTION: The Board authorized the Chief Executive Officer to award non-competitive Contract No. PO to Tessco Technologies, for the procurement of five Ventev Articulating Towers for a contract funding authorization amount not-to-exceed $500, Contract No. SP Passenger Services Call Center Exercise Three-Year Option and Increase Contract Funding Authorization Alta Resources Chair Nelson inquired if members of the Board had any questions regarding this item. 2 nd Vice-Chair Millhouse asked if there been any complaints on their service. Lia McNeil-Kakaris, Assistant Director, Contracts and Procurement stated that no complaints had been received. Director McCallon stated that he had asked staff to look at providing automated recordings in additional languages and that staff would report back to the Board. Director Spiegel mentioned that additional budget information should be in the reports to include breakdown of how the funds are distributed and if they are included in the approved fiscal budget. Director Leon requested that reports also include information on small business (SBE) and disadvantaged business enterprise (DBE) participation and the contracts do not have participation to note it in the report. Upon a motion by Director Winterbottom and seconded by Director Eaton, the Board approved staff s recommendation. There was no opposition and the motion passed unanimously. ACTION: The Board authorized the Chief Executive Officer to exercise the three-year option to extend the period of performance from December 1, 2015 to November 30, 2018 and increase contract funding authorization for Contract No. SP for passenger call center with Alta Resources (Alta) by $5,454,160 for a new not-toexceed contract funding authorization of $14,181,688. 7

15 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page Approval of Evaluation Criteria Request for Proposal No. SP Call Box Maintenance Services and Equipment Chair Nelson inquired if members of the Board had any questions regarding this item. No additional comments or questions were received. Upon a motion by Director Eaton and seconded by Director Krekorian, the Board approved staff s recommendation. There was no opposition and the motion passed unanimously. ACTION: The Board approved the proposed evaluation criteria, detailed in Attachment 1 of the staff report, specifying a weighting of seventy percent (70%) technical qualifications and thirty percent (30%) for cost to retain a qualified firm provide call box maintenance services and procurement. The proposed evaluation criteria summarized below and detailed on Attachment 1 of the staff report are consistent with the format and guidelines in Board-approved Contracts Administration and Procurement Policies and Procedures CON-7, Technical and Cost Criteria and Weights. 13. State and Federal Legislative Update Peter Muller, Government and Regulatory Affairs Manager provided a brief background on this item as detailed in the staff report. Chair Nelson inquired about the latest news regarding Positive Train Control (PTC) extension. Peter Muller explained that members of Congress acknowledge that most railroads across the country were not going to meet the deadline at the end of the year for implementation and waiting until November or December to extend the deadline would require a lot of railroads to begin shut down procedures. He added that there were various reiterations of the PTC extension bill and it was hoped that a solution would be reached by the end of October. Staff will keep the Board posted on this matter. ACTION: The Board received and filed this report. 15. Operating Statement Actual vs Budget for the Month of August 2015, and for the Two Months ended August 31, 2015 Year-to-date Sam Joumblat, Chief Financial Officer provided a brief background on this item as detailed in the staff report. 2 nd Vice-Chair Millhouse expressed his concerns with the inconsistent figures which appeared to be either a math error, mistake, or inaccurate information. He explained that in the past there were financial discrepancies and when he sees inaccurate financial data he was concerned, and suggested adding a footnote. Sam Joumblat highlighted that a footnote below each table was provided that indicated rounding of numbers. 8

16 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page 9 ACTION: The Board received and filed this report. 16. Mobile and Online Ticketing Project Update Gary Thompson, Director, Special Projects provided a brief background on this item as detailed in the staff report. He noted that the vendor began work on Wednesday testing the optical readers with initial success which will allow for transfers onto the Metro light rail and subway lines. Chair Nelson suggested that when staff is ready to go live with the mobile application, the Marketing department should coordinate messaging and not market too early which could disappoint customers if not able to participate. Director Chamberlin questioned if visual inspections could be used while the optical readers were being tested. Gary Thompson responded that the mobile application will allow for visual inspection when transferring to bus operators, however a Quick Response Code (QR) will be read by an optical reader at the Metro gates. Chair Nelson stated that Metro did not have enough security on staff to provide visual inspection. Arthur T. Leahy commented that both the Authority and Metro Boards want compatibility between the two systems. ACTION: The Board received and filed this report. 7. Authorize Expenditure of Funds and Contract Actions to Support Locomotive Lease from BNSF Railway Company Arthur T. Leahy stated that Board approved the lease of the locomotives at the September 25, 2015 Board meeting. He reported that following inspections, three cab cars had been placed out of service and while no findings have been reported from the National Transportation Safety Board (NTSB) regarding the Oxnard accident, leasing the locomotives was a preemptive action to err on the side of caution. He requested the Board to amend the budget to include the associated costs, as outlined in the report. R.T. McCarthy stated that the largest issue with the BNSF locomotives is that they were opposite from the current locomotives. Chair Nelson commented that like all other items approval of this item is contingent upon member agency Board approval. Director McCallon reported the San Bernardino Associated Governments (SANBAG) Board approved the budget increases to cover these costs at their last Board meeting. Director Gonzales stated that the Metro delegation was expected to pay 55.4% of these costs and wondered if there was another way to provide funding or if additional savings could be found in the budget. Chair Nelson explained that the Authority is a consortium of the member agencies and does not have a separate budget. 9

17 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page 10 2 nd Vice-Chair Millhouse noted that staff identified approximately $7 million in fuel savings and know that staff would continue to look for savings. Arthur T. Leahy stated that staff would seek to recover the costs in subsequent legal actions which would be discussed further in Closed Session. He reported that he has asked for a zero based review of the Authority s budget and noted that most costs are associated to operations and very little funds are used for administrative costs. Director Gonzales questioned for staff to provide a report on possible cost savings. He noted that $9.2 million was a huge amount and wanted additional information in 15 days time. Arthur T. Leahy responded that it would be unlikely to report back in 15 days, but staff would report to the Board in the November / December timeline a detailed description of what is in the budget, how funds are allocated, by category and type, as a source to look for savings. Director Najarian inquired for clarification if the lease for the locomotives had been signed. It was confirmed that the lease had been signed. Director Najarian asked what options were available and what would be the plan if the Metro Board did not approve amending their budget. Chair Nelson noted that the Board would have to have additional discussions and come to resolution. It was noted that due to the restrictions placed by the NTSB, it was difficult to relate information back to the member agencies. Don Del Rio explained that the Brown Act includes a special provision that applies only to Joint Power Authority s (JPA), which allows all the member agencies within that JPA to have the same closed session discussion, in order to give each member agency the opportunity to discuss the same issues in detail. He mentioned speaking to Metro s County Counsel concerning the provision. Director Leon confirmed Metro will have a closed session regarding the matter. Director Martinez asked if there were any provisions in the lease agreement to protect the Authority should there not be enough funding. Don Del Rio noted that BNSF agreed to a binding lease. Director Martinez questioned if Metrolink s trains were currently safe. Arthur T. Leahy stated that the measures are preemptive, exercising an excess of caution. 2 nd Vice-Chair Millhouse remarked that if the Federal Railroad Administration (FRA) felt the trains were not safe, the Authority would not be allowed to operate. 2 nd Vice-Chair Millhouse remarked that the Board members were appointed as representatives of their individual member agency and if a delegation does not have the ability to vote, then it should be recorded as a No vote. Chair Nelson explained that only budget items require approval from each member agency, however, the dayto-day decisions do not need separate approvals from each agency and can be approved by the Authority s board. Arthur T. Leahy commented that the NTSB and Federal Railroad Administration (FRA) have been fully briefed on Metrolink s status and actions and at no time had either organization suggested that Metrolink trains were unsafe. 10

18 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page 11 Director Winterbottom noted that all of the accidents have been bizarre, so the saving of potential lives is to err on the side of caution. Director Martinez stated that she would abstain from the vote, as Metro did not have enough information to support this item. Arthur T. Leahy mentioned that a thorough briefing was held with the Metro board delegation and Metro Chief Executive Officer, Deputy Chief Executive Officer and Chief Financial Officer and other staff members on Thursday, October 8, 2015 and at the end of the call, the Chief Executive Officer did not request any further information. Director Martinez mentioned that a letter had been issued to Director Antonovich, which indicated that the Chief Executive Officer was not supportive of the item. Chair Nelson explained that the letter issued a few weeks prior and was outdated since their last discussion. Upon a motion by Director Winterbottom and seconded by 2 nd Vice-Chair Millhouse, the Board approved staff s recommendation. Abstentions were received by Directors Gonzales, Najarian, and Martinez. There was no opposition and the motion passed unanimously. ACTION: The Board amended the FY Operating Budget by $ million and authorize the Chief Executive Officer to take the contract actions identified in Table 3 to modify, maintain, and operate the locomotives leased from BNSF. 9. Contract No. H Positive Train Control System Increase Contract Funding Authorization Parsons Transportation Group, Inc. Lia McNeil-Kakaris, Assistant Director, Contracts and Procurement provided a brief background on this item as detailed in the staff report and requested approval of staff s recommendation. She made a correction to the recommendation and noted for the record that in correlation of Item No. 7, the amounts should read as noted below (in italics). Vice-Chair Busch asked if the Authority would be able to recoup any costs from BNSF once the locomotives were returned. Lia McNeil-Kakaris stated that the PTC equipment would be taken out prior to returning the locomotives to BNSF. Darrell Maxey, Deputy Chief Operating Officer (PTC and Engineering), stated that the BNSF locomotives are PTC equipped and software modifications will be made to communicate with the Authority s PTC system. The lease states that the locomotives must be returned in the condition of which they were accepted, and believed there was not an opportunity to recoup any of the modification costs, but noted that staff would discuss options with BNSF. Director Leon inquired if this contract included SBE/DBE participation. Lia McNeil- Kakaris explained that the contract was awarded in 2010 and was awarded under race 11

19 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page 12 neutral DBE requirements as it was federally funded but would provide SBE/DBE participation percentages to date 2. Upon a motion by Director Winterbottom and seconded by 2 nd Vice-Chair Millhouse, the Board approved staff s recommendation. There was no opposition and the motion passed unanimously. ACTION: The Board approved and authorized the Chief Executive Officer to amend Contract No. H for PTC implementation with Parsons Transportation Group, Inc. (Parsons) to increase the contract funding authorization by $5,500,000 $3,000,000 for a new not-to-exceed (NTE) amount of $133,011,475 $130,511,457 and execute change orders as needed. 14. Fare Policy Study Update Henning Eichler, Planning Manager (Planning and Systems Performance Analysis) provided a brief background on this item as detailed in the staff report. 2 nd Vice-Chair Millhouse asked for clarification on the percentage of transfers. Henning Eichler explained that overall 50% of riders use transfers system-wide and overall 38% of riders transfer to the Metro system alone. The annual cost for transfers is $6.5 million and currently the Metro transfer share is at a capped rate. 2 nd Vice- Chair Millhouse supported providing the passengers with seamless connection but expressed concern related to revenue cost impacts. It was discussed that if the transfer fee was eliminated and fares reduced, it would result in a net increase of 19,300 additional boardings annually reflecting both an increase from the lower fare and ridership loss from passengers who use the transfer. Chair Nelson suggested that staff meet with 2 nd Vice-Chair Millhouse and review the study and provide clarity to the report. ACTION: The Board received and filed this report. 17. Chief Executive Officer s Report Arthur T. Leahy reported on the following items: Positive Train Control (PTC) Reported BNSF and Union Pacific are completing interoperability testing and expect to be fully operational by the end of the calendar year. American Public Transportation Association (APTA) Annual Meeting was held October 4-7, Commuter rails systems met and are in favor of Metrolink s PTC program 2 At the time of award of Contract No. H Positive Train Control Systems Parsons Transportation Group, Inc. made a DBE commitment of 4.7%. Attainment to date (September 2015) is 4.28%. 12

20 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page 13 Introduction of Cynthia Santana-Ramirez Intern working in the Chief Executive Office. She is a student at California State University Los Angeles, majoring in Mechanical Engineering and has been invited by BNSF to compete for an internship next summer. October Schedule Change R.T. McCarthy, Deputy Chief Operating Officer (Operations and Compliance), reported on the constraints that caused much of the new schedule change issues on the San Bernardino line. He noted that the schedule was changed to incorporate PTC turn times which can add 15 to 30 minutes for documentation and computer synchronization. Train congestion has also played a part in the recent delays. He further commented that freight and passenger railroads use end-to-end times for on-time performance not station-tostation. He noted that to date, staff had received over 400 complaints from passengers, and although the goal is to create a foolproof schedule, it did not happen. He emphasized that staff is looking over the issue to ensure the next time there is a schedule change of this magnitude, the problem does not repeat and to make any necessary immediate changes to resolve the current schedule issues. 18. Chair s Comments There were no additional comments from the Chairman at this time. 19. Board Members' Comments Director Spiegel stated that one of the schedule changes was to the Orange County line which has affected her ability to use train service. R.T. McCarthy reiterated that the goal is to have a foolproof schedule, however, at times some passengers would be inconvenienced due to the changes. He also noted that staff continues to review the schedules daily and will make necessary changes. Director McCallon asked why Train 309 was delayed and overcrowded today. Director Martinez thanked the Chair for considering her earlier comments during the discussion of Item No. 20 and believed that providing additional time for the Board to be in their seats and ready for discussion would only improve Board understanding and accountability for their constituents. She inquired about the status of her prior request for a legal analysis if PTC was not extended. Arthur T. Leahy explained that the railroads have submitted letters and it appears that operations would cease if it was not extended. However, he believed that Southern California was in a different situation and hope to be compliant by the end of the calendar year. He reported that Amtrak was optimistic about its compliance. Don Del Rio commented that the legal analysis presently was in process and that he received a call from Metro s County Counsel who appeared to have received a similar assignment. It was anticipated that the analysis could be ready as early as the following week and would be distributed once finalized. Director Martinez inquired on the status of her request for station-to-station on-time performance. Arthur T. Leahy replied that although there is rough data on station-to- 13

21 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page 14 station on-time performance, staff would in the process of compiling a report and would be reported at the next Board meeting. CONSENT CALENDAR (As referenced in Item 6) 21. Approve Updates to Human Resources Policies and Procedures ACTION: The Board approved changes to the Human Resources Policies and Procedures. 22. Salary Adjustment for Assistant to the CEO/Board Secretary ACTION: The Board approved increasing the base annual salary by 15% for the Assistant to the CEO/Board Secretary to more adequately compensate the incumbent position holder, that more appropriately reflects her current responsibilities as compared to similarly situated positions. 23. Revisions to Job Description Language to Reflect Board Approved Dual Reporting Structure of the Internal Audit Department ACTION: The Board adopted the revised language on the Job Descriptions for Chief Executive Officer and Chief Auditor. 24. Amendments to the Internal Audit Policies and Procedures and Internal audit Charter ACTION: The Board approved the amended Internal Audit Policies and Procedures and Internal Audit Charter. 25. Advisory Services on July 2015 Monthly Internal Financial Report a-SR ACTION: The Board received and filed this report. 26. Internal Audit Department Update ACTION: The Board received and filed this report. 27. Ticket Vending Machine Availability and Performance Update ACTION: The Board received and filed this report. CLOSED SESSION The Board convened into Closed Session at 11:52 a.m. to discuss Item No. 28 a., and reconvened in Open Session at 12:13 p.m., at which time Counsel indicated there were no reportable actions. 14

22 SCRRA Board of Directors Meeting Minutes October 9, 2015 Transmittal Date: October 16, 2015 Page Closed Session a. CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION Pursuant to Government Code Section (d)(2) (1 potential case) 29. ADJOURNMENT There being no further business for consideration by the Board, the meeting was adjourned at 12:14 p.m. Respectfully Submitted, Kari Holman Assistant to the CEO/Board Secretary 15

23 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: October 16, 2015 MEETING DATE: October 23, 2015 ITEM 6 TO: FROM: SUBJECT: Issue Board of Directors Arthur T. Leahy Contract No. MS Communications and Signals Equipment Installation Services Extend Agreement Terms and Increase Contract Funding Authorization Mass Electric Construction Company, Balfour Beatty Rail, Inc. Term extensions of the contracts with Mass Electric Construction and Balfour Beatty Rail, Inc. are needed to ensure continuity of installation of communication and signal equipment installation services as required for new capital, third party reimbursable and various signal and communication rehabilitation projects. Recommendation It is recommended that the Board authorize the Chief Executive Officer to amend Contract Nos: MS220A-09 with Mass Electric Construction (MECC) and MS220B-09 with Balfour Beatty Rail, Inc. (BBRI) to extend the period of performance by six months to June 30, 2016 and increase the contract funding authorization for Contract No. MS220B-09 with BBRI by $4.0 million for a not-to-exceed contract funding authorization of $49.0 million. Alternative The Board may modify (increase or decrease) the amount of funding or term requested. Background The Board, at the January 2009 meeting, awarded competitively procured Contract No. MS for the installation of communication and signal equipment to a bench of two firms, MECC (MS220A-09) and BBRI (MS220B-09), for a not-to-exceed contract funding authorization of $45 million for each contract. The award was for a base contract term of three years with a two-year option. Work under these contracts was authorized through the contract task order (CTO) process for each firm. Installation of communication and signal systems is required to address the backlog of the Authority s communication and signal rehabilitation program work as well as Positive Train Control (PTC) and other new capital and third party projects. One Gateway Plaza, 12 th Floor, Los Angeles, CA

24 Contract No. MS Communications and Signals Equipment Installation Services Extend Agreement Terms and Increase Contract Funding Authorization Transmittal Date: October 16, 2015 Meeting Date: October 23, 2015 Page 2 At the time of award, both MECC and BBRI committed to a Disadvantaged Business Enterprise (DBE) goal of 8 percent. At its meeting of August 2011, the Board authorized staff to exercise a one-year option for an annual contract funding authorization of $10 million for a new total not-to-exceed contract funding authorization of $55 million for Contract No. MS220A-09 with MECC. This was due to the fact that over 90% of MECC $45 million contract capacity had been committed through CTOs, primarily on the Orange County Service Expansion and Grade Crossing Safety Enhancements (MSEP/OCX) as well as the smaller fiber backbone projects and several third party grade separation projects. Work under these contracts was authorized on a contract task order basis. No increase was requested for BBRI. The current contracts expire December 31, Nationwide, and particularly in Southern California, PTC and other freight, transit and commuter rail capital expansion and rehabilitation programs have resulted in significant shortages of experienced signal and communication installation personnel. MECC and BBRI have delivered large signal, communication, grade crossing, customer information systems (CIS) and PTC related work on the numerous projects such as the MSEP/OCX projects under extremely challenging circumstances. The expertise and experience gained on the projects should be retained and applied to the Authority s backlog of future work. The overall anticipated backlog of future work for which MECC and BBRI would be utilized through the CTO process from now through June 1, 2016 is estimated at $7 million of requested capacity as follows: 1. Signal, communication PTC and CIS rehabilitation and support of track and bridge rehabilitation backlog work on all subdivisions, collectively estimated at $5 million. 2. Various third party projects, including signal relocation work related to the demolition and reconstruction of the City of Los Angeles Sixth Street Viaduct, and Riverside Drive projects plus reconstruction of grade crossing safety enhancements principally on the Valley and Ventura subdivisions, collectively estimated at $2 million. The term extensions for Contract Nos. MS220A-09 with MECC and MS220B-09 with BBRI are needed in order to continue work already authorized under CTOs until a new contract is in place for these services. Request for Proposal MS for Communication and Signal Systems Installation Services is currently in the procurement process and is anticipated to be completed by June Therefore, it is recommended the Board authorize the Chief Executive Officer to amend Contract Nos. MS220A-09 with MECC and MS220B-09 with BBRI to extend the period of performance to June 30, 2016 and increase the contract funding authorization by $4 million for Contract No. MS220B-09 with BBRI. There is sufficient contract capacity ($3.5 million) left in Contract No. MS220A-09 with MECC to last through June 30, 2016 when the new installation contracts should be awarded. 17

25 Contract No. MS Communications and Signals Equipment Installation Services Extend Agreement Terms and Increase Contract Funding Authorization Transmittal Date: October 16, 2015 Meeting Date: October 23, 2015 Page 3 Budget Impact There is no budget impact as a result of this action. Funding was previously approved in the FY , FY , and FY budgets for rehabilitation program projects and capital and in third party reimbursable projects. Approximately $5 million in rehabilitation funding and $2 million in capital and third party project funding remains uncommitted and is available to be utilized for these contract activities. Projects handled through the CTO process are encumbered on a per project basis at the time the individual CTO is approved and issued, and there is no minimum amount of work guaranteed to any firm on the services bench. Prepared by: Darrell Maxey, Deputy Chief Operating Officer (PTC & Engineering) Sean Carpenter, Senior Contract & Compliance Administrator Lia McNeil-Kakaris, Assistant Director, Contracts and Procurement Gary Lettengarver Chief Operating Officer 18

26 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: October 16, 2015 MEETING DATE: October 23, 2015 ITEM 7 TO: FROM: SUBJECT: Board of Directors Arthur T. Leahy Delegate Authority to the Chief Executive Officer for the Purpose of Obtaining Financial Assistance Provided by the California Governor s Office of Emergency Services Issue The Authority is preparing to apply for funding it receives directly from the State of California under the $1 billion Proposition 1B California Transit System Safety, Security and Disaster Response Account Program. The funds are programmed annually and a condition of receiving the funds is a Board adoption of a resolution to delegate authority for execution of any actions necessary under this grant. The California Governor s Office of Emergency Services (Cal OES) administers this grant program which set aside $150 million of the $1 billion for commuter and intercity Amtrak operators. This year s resolution is for receipt of FY funds. Recommendation It is recommended that the Board adopt Resolution (Attachment 2) to authorize the Chief Executive Officer, who may delegate the Deputy Chief Executive Officer, to execute for and on behalf of the Authority, any actions necessary for the purpose of obtaining financial assistance provided by Cal OES. Alternatives The Board could elect to not delegate this signing authority, in which case the certification would be signed by the Chairman of the Board. Background The Board-approved FY budget includes a project to procure and install surveillance cameras at Metrolink stations (FY Budget book page 80, Exhibit 6.4, second line item). The cameras would be installed throughout the system (Attachment 1) and their configuration would be customized at each station to survey station platforms including the area around the fare collection equipment. Where surveillance cameras already exist, as is the case at 12 stations (primarily at Union Station and in Orange and Riverside Counties), the Authority will use these funds to supplement existing camera One Gateway Plaza, 12 th Floor, Los Angeles, CA

27 Delegate Authority to the Chief Executive Officer for the Purpose of Obtaining Financial Assistance Provided by the California Governor s Office of Emergency Services Transmittal Date: October 16, 2015 Meeting Date: October 23, 2015 Page 2 positions and to integrate with existing surveillance camera systems, thereby giving the Authority a surveillance mechanism for the entire system. Live video feeds will be archived for retrieval upon request. The schedule for implementation of this project (including procurement, equipment purchases, design, and installation) is anticipated to begin in late FY and take approximately two years. The total budget for this project is $5,800,000 and will be funded with the FY Proposition 1B California Transit System Safety, Security and Disaster Response Account Program funds. Budget Impact There is no budget impact from authorization of this resolution. No local match is required for these funds and the resolution will allow the Authority to receive the funds. Prepared by: Anne Louise Rice, Assistant Director, Grants Stuart Chuck, Assistant Director, Capital Construction and Rehabilitation Roderick Diaz, Director, Planning and Development Sam Joumblat, Chief Financial Officer Gary Lettengarver Chief Operating Officer Sam Joumblat Chief Financial Officer 20

28 ATTACHMENT 1 Station Inventory - Video Surveillance Systems Existing Station (alpha) Existing Camera System Management 1 Anaheim (ARTIC) Yes By City 2 Buena Park Yes By City 3 Camarillo Yes By City 4 Corona-North Main Yes By RCTC 5 Corona-West Yes By RCTC 6 Fullerton Yes By City 7 Irvine Yes By City 8 Oceanside Yes By City 9 Palmdale Yes By City 10 Pedley Yes By RCTC 11 Riverside-Downtown Yes By RCTC 12 Riverside-La Sierra Yes By RCTC 13 Santa Ana Yes By City 14 Tustin Yes By City 15 Ventura-East / Montalvo Yes By City 16 Anaheim Canyon No 17 Baldwin Park No 18 Burbank-Bob Hope Airport (VC Line) No 19 Burbank-Downtown No 20 Cal State LA No 21 Chatsworth No 22 Claremont No 23 Commerce No 24 Covina No 25 El Monte No 26 Fontana No 27 Glendale No 28 Industry No 29 Laguna Niguel/Mission Viejo No 30 Lancaster No 31 Montclair No 32 Montebello / Commerce No 33 Moorpark No 34 Newhall No 35 Northridge No 36 Norwalk/Santa Fe Springs No 37 Ontario-East No 38 Orange No 39 Oxnard No 40 Pomona-Downtown No 41 Pomona-North No 42 Rancho Cucamonga No 43 Rialto No 44 San Bernardino No 45 San Clemente No 46 San Clemente Pier No 47 San Juan Capistrano No 48 Santa Clarita No 49 Simi Valley No 50 Sun Valley No 51 Sylmar/San Fernando No 52 Upland No 53 Van Nuys No 54 Via Princessa No 55 Vincent Grade/Acton No 56 Los Angeles Union Station (LAUS) Yes, in some areas By Member (inside station) and Amtrak (platforms) Future Stations (alpha) 1 Riverside-Hunter Park Yes By RCTC 2 Moreno Valley / March Field Yes By RCTC 3 Perris-Downtown Yes By RCTC 4 Perris-South Yes By RCTC 5 Burbank-Bob Hope Airport (AV Line) No By LA Metro 6 Downtown San Bernardino Station No By SANBAG 7 Placentia No By City 21

29 ATTACHMENT 2 RESOLUTION OF THE SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY Appendix D Governing Body Resolution FY Transit System Safety, Security and Disaster Response Account Program BE IT RESOLVED BY THE Board of Directors (Governing Body) OF THE _Southern California Regional Rail Authority THAT (Name of Applicant) Chief Executive Officer is hereby authorized to execute for and on behalf of the named applicant, a public entity established under the laws of the State of California, any actions necessary for the purpose of obtaining financial assistance provided by the California Governor s Office of Emergency Services (Cal OES). Passed and approved this day of Certification I, Kari Holman, duly appointed and (Name) Secretary of the Board of Directors (Title) (Governing Body) do hereby certify that the above is a true and correct copy of a resolution passed and approved by the Board of Directors of the _SCRRA on the (Governing body) (Name of Applicant) 23 rd day of October (Official Position) (Signature) FY California Governor s Office of Emergency Services 22

30 RESOLUTION SCRRA CERTIFICATION PASSED AND ADOPTED by the Governing Board of the Southern California Regional Rail Authority, this 23 rd day of October 2015 by the following vote: Ayes: Noes: Abstentions: Absent: SHAWN NELSON Chairman of the Board Southern California Regional Rail Authority Filed by: Approved as to Form Secretary of the Governing Board Don O. Del Rio General Counsel FY California Governor s Office of Emergency Services 23

31 RESOLUTION CERTIFICATE OF THE SECRETARY OF THE GOVERNING BOARD OF THE SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY I, Kari Holman, Secretary of the Governing Board of the Southern California Regional Rail Authority, do hereby certify that the foregoing is a full, true and correct copy of a Resolution duly adopted at a regular meeting of said Governing Board and duly and regularly and legally held at the regular meeting place thereof of the 23 rd day of October 2015 of which meeting all of the members of said Governing Board had due notice and at which members thereof were represented; that at said meeting said Resolution was introduced by Chairman Nelson and was thereupon, upon motion by, seconded by, adopted by the following vote: AYES: NOES: ABSENT: ABSTAINING: I do hereby further certify that I have carefully compared the same with the original minutes of said meeting on file and of record in my office and that said Resolution is full, true and correct copy of the original Resolution adopted at said meeting and entered in said minutes. That said Resolution has not been amended, modified or rescinded since the date of its adoption and the same is now in full force and effect. I do hereby further certify that an agenda of said meeting was posted at least 72 hours before said meeting a location in Los Angeles, California, freely accessible to members of the public and a brief general description of said resolution appeared on said agenda. WITNESS my hand and seal of the Governing Board of the Southern California Regional Rail Authority, this 23 rd day of October Secretary of the Governing Board Southern California Regional Rail Authority FY California Governor s Office of Emergency Services 24

32 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: October 16, 2015 MEETING DATE: October 23, 2015 ITEM 8 TO: FROM: SUBJECT: Board of Directors Arthur T. Leahy Changes to the Rehabilitation Project Delivery Methods and Budget Reprogramming Issue The purpose of this report is to provide an update to the Board on the Rehabilitation Program reprogramming efforts, outline the changes to internal processes, and discuss next steps. Recommendation The Board may receive and file this report. Background The Authority has an annual rehabilitation program that extends the useful life of existing capital assets through activities such as the replacement of worn ties and rail, replacement of worn or outdated signal system components, rehabilitation of tunnels, bridges and culverts, programmed rehabilitation of rolling stock components such as car door operators and heating/ventilation/air conditioning (HVAC), and midlife overhaul of rail cars and locomotives. Progress on projects is tracked through the Authority s Project Reporting System and schedules that are maintained by project management staff and the Program Management Office. Monthly meetings with project managers and department directors are held to review the progress of Authority s active projects. Staff also mandates quarterly project expenditure forecasts to estimate cash flow requirements. Staff previously presented this information to the Board at the July 24, 2015 meeting. This item is updated to reflect actual expenditures and commitments through September and identifies projects to be reprogrammed. The information was presented to the member agencies at the August 21, 2015 Metrolink Chief Executive Officers meeting, and at the August 25, 2015 workshop that included member agency Chief Executive Officers, Chief Financial Officers, and Technical Advisory Committee (TAC) members. The rehabilitation program budget totaled $130 million over the last five fiscal years (FY2011-FY2015). Currently, there are 117 active rehabilitation projects with a total budget One Gateway Plaza, 12 th Floor, Los Angeles, CA

33 Changes to the Rehabilitation Project Delivery Methods and Budget Reprogramming Transmittal Date: October 16, 2015 Meeting Date: October 23, 2015 Page 2 of $88 million. Rehabilitation projects are delivered primarily within the Operating Divisions of Engineering and Construction, Track and Structures, Communications and Signals, and Equipment. During this five year timeframe, the Authority has completed 81 rehabilitation projects totaling $42 million. Details of these expenditures are included in Attachments A and B. At this point, FY and FY rehabilitation projects are 99% expended; FY is 81% expended; FY is 33% expended; and FY is 0.8% expended. FY and prior projects are all in line with the Authority s current project completion targets, however, staff continues to work toward expediting FY and FY rehabilitation projects to reduce project backlogs and bring them to within the adopted expenditure guidelines by the end of Figure 1 provides an overview of expenditures on rehabilitation projects from 2011 to Figure 1. Rehabilitation Project Status for Fiscal Years 2011 through 2015 ($K) Fiscal Year Adjusted Budget Committed Amount Expended Amount Committed/ Budget Expended/ Budget FY ,793 15,794 15, % 99.84% FY ,575 11,500 11, % 98.64% FY ,371 23,005 21, % 80.53% FY ,426 15,083 9, % 33.24% FY ,918 2, % 0.77% Total FY2011 FY ,083 68,059 58, % 44.77% Prioritization for Rehabilitation Projects Changes to Internal Processes To ensure timely project delivery and to meet local, state and federal funding deadline requirements, the Authority has set specific guidelines for the internal management of rehabilitation program expenditures for all future projects. These expenditure measures will also be used to identify, in conjunction with the project reporting and scheduling systems, those projects that are not sufficiently progressing. Year 1 5% of budget is expended Year 2 40% of budget is expended Year 3 70% of budget is expended Year 4 100% of budget is expended 26

34 Changes to the Rehabilitation Project Delivery Methods and Budget Reprogramming Transmittal Date: October 16, 2015 Meeting Date: October 23, 2015 Page 3 Projects that miss these targets will be reviewed in detail to determine the causes underlying the missed dates. Projects that show little or no progress will be evaluated for need, and a possible reallocation of the project budget to areas of higher priority. Beginning this year, staff will also implement a formal project screening phase to improve planning and delivery of rehabilitation projects. The project screening phase will be the beginning of the delivery process for any potential project. The purpose is to evaluate the need for a project that has been identified through a proposal submitted to Authority management. Proposed projects may result from an engineering analysis, planning studies, asset condition assessments, testing, obsolescence projections, phased replacement strategies, increased failure rates, measured and predicted rates of wear, wear limits, industry failure rates, and risk mitigation strategies. The major objective of the project screening phase is to effectively, efficiently, and consistently screen potential projects in accordance with the Rail Network Condition assessment policies adopted by the Board for network assets, and similar policies for rolling stock. A further objective is to produce proposals that are consistent with Authority policies, State and Federal regulatory requirements, and the maintenance of all assets in a State of Good Repair. Prioritization for Maintenance Activities The Authority s maintenance activities are established as part of the annual budget development process. At the beginning of each calendar year, the Authority prepares a Service Plan that is forwarded to the maintenance contractors. The Service Plan describes the maintenance services that the Authority desires during the coming fiscal year. The Service Plan plus those items mandated by the contract form the basis for the development of the maintenance budget. Needs are prioritized within each group of the Operations department (Communications & Signals, Track & Structures and Equipment) and approved by management. The actual expenditures and resources for specific purposes are made throughout the year based on pre-determined schedules (for regular maintenance work) and as needs arise (for unscheduled maintenance activities). Some of the methods or analysis used to establish annual maintenance activities are inspections and actions required by law or regulation, requirements for maintaining operating speeds, manufacturer s recommended maintenance intervals, trouble ticket reports, and extraordinary maintenance needs. Reprogramming Evaluation and Recommendations The same Operating Divisions that deliver the rehabilitation program also deliver the Positive Train Control (PTC) Program, Locomotive Procurement, New Capital Projects, and Third Party Projects. Due to limited staff resources, several rehabilitation projects 27

35 Changes to the Rehabilitation Project Delivery Methods and Budget Reprogramming Transmittal Date: October 16, 2015 Meeting Date: October 23, 2015 Page 4 have fallen behind schedule and will take additional time to complete. In addition, there are some active projects that are lower in priority than when first proposed. Similarly, the approach to some projects, such as the recent decision to purchase new locomotives instead of overhauling existing units, makes it prudent to reprogram previously funded projects. Staff has evaluated all rehabilitation projects and is proposing to reprogram some of the funds. For the FY and FY Rehabilitation program years, $0.3million and $2.0 million, respectively, of projects have been identified for reprogramming. For FY $17.1 million is recommended for reprogramming given a change in priorities. Staff is also reprogramming $3.9 million of FY Locomotive Overhaul funding. All reprogramming is done in accordance with the Authority s major priorities of Locomotive Procurement, Positive Train Control, and the highest priority of State of Good Repair projects. Attachment C presents a summary of Reprogramming recommendations by Project, Description and Subdivision. It is broken down into four sections. The first set of projects to be reprogrammed are system-wide projects. These projects are shared by all five member agencies in accordance with established funding formulas. The first section of projects will be reprogrammed to Locomotive Procurement, in order to have adequate funding and cash flow to exercise the Option for an additional 17 new F125 Tier 4 Locomotives. The second set of projects to be reprogrammed are Rehabilitation projects on the Valley and Ventura Subdivisions. These projects will be reprogrammed to Tunnel 25 and Tunnel 26 drainage projects to remove and replace fouled ballast and improve drainage in advance of a potential El Niño season of heavy rainfall. This will be an interim step until a complete removal and replacement of ties, ballast, sub-ballast, drainage, and tunnel lining can be done in The interim program will include removing much of the existing fouled (muddy) ballast with a production vacuum train and replacing with clean ballast. Removed ballast will be carefully disposed of at a site outside of the tunnel. Broken or non-functioning ties and fastening will be replaced, drainage pumps repaired, and drainage restored. The third set of projects to be reprogrammed are on the San Gabriel, Orange/Olive, and Valley Subdivisions. These projects will be reprogrammed to provide intrusion detection on critical Positive Train Control (PTC) communications facilities and improve reliability of communications at locations not directly connected to the Authority communication network. These projects are required to fill in the gaps of communications not provided by recent capital communication improvement projects in support of PTC. These new capital construction projects improved essential areas of communications and these reprogrammed projects will now link old and new networks. On the Valley subdivision, the project will provide redundant communications paths for PTC/Train Control information transmitted to the Metrolink Operations Center (MOC) and Dispatch Operations Center (DOC) and 28

36 Changes to the Rehabilitation Project Delivery Methods and Budget Reprogramming Transmittal Date: October 16, 2015 Meeting Date: October 23, 2015 Page 5 include the installation of Ethernet radios and equipment. On the Orange/Olive and San Gabriel subdivisions, these projects will provide remote notification of persons accessing critical PTC facilities (intrusion detection). In addition, communications nodes and power systems monitoring will be added to permit better response to potential failures. The fourth set of projects to be reprogrammed are on the Ventura Subdivision. These projects will provide a more stable PTC network of connectivity for control point (CP) Davis, as well as Very High Frequency (VHF) radio by installing a fiber optic infrastructure through Tunnel 26, terminating connectivity to the Multi-Protocol Label Switching (MPLS) network located at the Tunnel 27 Communications Shelter. The projects provide necessary communications paths for the train control network and future communications devices, in order to send information to the DOC and MOC. Figure 2 summarizes funds proposed for transfer to five major projects subdivided by Member Agency and lease revenues. Figure 2. Reprogrammed Project Funding by Member Agency ($K) Project Metro OCTA RCTC SANBAG VCTC Lease Total F125 Tier 4 Locomotives 7,414 5,116 2,704 3,724 1, ,536 Tunnel 25 Drainage Tunnel 26 Drainage PTC Communications ,125 PTC Tunnel 26 Fiber Total Reprogrammed 9,374 5,241 2,704 3,924 1, ,359 Next Steps Staff presented the rehabilitation budget reprogramming recommendations and presented them to the member agency staff including Chief Executive Officers, Chief Financial Officers and Technical Advisory Committee members at a workshop in August. As a follow up, staff will prepare memoranda memorializing the proposed changes and will obtain authorization from member agencies and other grantors, as required. Through the reevaluation of this program, staff has identified areas in which improvement may be made and has modified the processes used to nominate a rehabilitation project and to ensure accountability, timely progress, and the prudent use of member agency 29

37 Changes to the Rehabilitation Project Delivery Methods and Budget Reprogramming Transmittal Date: October 16, 2015 Meeting Date: October 23, 2015 Page 6 funds. Staff will also continue to keep our member agencies informed, and provide regular updates to the Board. Staff will return during the budget process with recommendations for FY rehabilitation projects and priorities. Budget Impact There is no impact as a result of this status report. Prepared by: Mary Lou Williams, Assistant Director, Program Management Office Greg Wong, Program Management Analyst II Gary Lettengarver Chief Operating Officer 30

38 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY FISCAL YEAR REHABILITATION PROJECT OVERVIEW ($K) Status through October 1, 2015 Attachment A % of FY11 Open Cancelled Closed Total Budget Adj Budget # Projects Original Budget $1,090 $526 $19,875 $21,491 Adjusted Budget (1) $1,090 $30 $14,674 $15,793 Commitments $1,091 $30 $14,674 $15, % % Expenditures $1,065 $30 $14,674 $15, % 99.84% % of FY12 Open Cancelled Closed Total Budget Adj Budget # Projects Original Budget $445 $50 $12,707 $13,201 Adjusted Budget (1) $445 $0 $11,130 $11,575 Commitments $370 $0 $11,130 $11, % 99.36% Expenditures $287 $0 $11,130 $11, % 98.64% % of FY13 Open Cancelled Closed Total Budget Adj Budget # Projects Original Budget $12,980 $947 $14,311 $28,238 Adjusted Budget (1) $12,980 $50 $13,342 $26,371 Commitments $9,613 $50 $13,342 $23, % 87.23% Expenditures $7,845 $50 $13,342 $21, % 80.53% % of FY14 Open Cancelled Closed Total Budget Adj Budget # Projects Original Budget $25,751 $1,246 $3,047 $30,044 Adjusted Budget (1) $25,751 $7 $2,668 $28,426 Commitments $12,408 $7 $2,668 $15, % 53.06% Expenditures $6,772 $7 $2,668 $9, % 33.24% % of FY15 Open Cancelled Closed Total Budget Adj Budget # Projects Original Budget $47,918 $0 $0 $47,918 Adjusted Budget (1) $47,918 $0 $0 $47,918 Commitments $2,676 $0 $0 $2, % 5.59% Expenditures $368 $0 $0 $ % 0.77% % of FY11-FY15 Open Cancelled Closed Total Budget Adj Budget # Projects Original Budget $88,183 $2,769 $49,941 $140,893 Adjusted Budget (1) $88,183 $86 $41,814 $130,083 Commitments $26,159 $86 $41,814 $68, % 52.32% Expenditures $16,337 $86 $41,814 $58, % 44.77% (1) The Adjusted Budget replaces the project budget with actual expenditures to reflect 100% of the budget being used. The difference between the Original Budget and Adjusted Budget values would represent an underrun or transfer out of the Rehab Budget. 10/13/2015 SCRRA PMO Board Attachments 31

39 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY FISCAL YEAR REHABILITATION PROJECTS ($K) Status through October 1, 2015 Attachment B Project Project Original Adjusted Committed Expended % Adj Budget Status Number Project Description Budget Budget To Date To Date Expended Fiscal Year ,491 15,793 15,794 15, % Fiscal Year ,201 11,575 11,500 11, % Fiscal Year ,238 26,371 23,005 21, % Fiscal Year ,044 28,426 15,083 9, % Fiscal Year ,918 47,918 2, % Total FY11 - FY15 140, ,083 68,059 58, % FISCAL YEAR PROJECTS Open Purchase and Install HBD/DED s 1,090 1,090 1,091 1, % Closed Track - Ventura (VCTC) Turnouts, Rail & Crossings % Closed Signal Programs - Ventura (VCTC) % Closed Track - Valley Turnouts, Rail & Crossings 2,264 2,515 2,515 2, % Closed Signal Programs - Valley % Closed Track - SG Turnouts, Rail & Crossings 2,244 2,114 2,114 2, % Closed Track - Orange Turnouts, Rail & Crossings % Closed Bridge Programs - Orange 1,522 1,278 1,278 1, % Closed Signal Programs - Orange % Closed Track - River Turnouts, Rail & Crossings 810 1,105 1,105 1, % Closed Terminal-Mission Signal Improvements % Closed Install 2,000lf rail mp482.1 crv39 trk 1&2 both sides % Closed System Surfacing % Closed Rail Grinding Program FY 10/ % Closed Track Geometry Program FY 10/ % Closed Implement new fra reqs for bridge/tunnell assessments % Closed FY11 TVM Rehab % Closed Augment On-Rail Equipment, System % Closed Communication Upgrades % Closed Radio Upgrades % Closed Passenger Emergency Communications Interface % Closed Car Pass-Through PEI % Closed Rail Car Reconfiguration for additional Bikes % Closed Locomotive Service Life Extension 5, % Cancelled Ventura County grade crossing rehab % Cancelled Marine Way Field Office Improvements % Cancelled Vehicle Procurement % Open 1 1,090 1,090 1,091 1, % Closed 23 19,875 14,674 14,674 14, % Cancelled % Total FY ,491 15,793 15,794 15, % 10/13/ of 10 SCRRA PMO Board Attachments 32

40 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY FISCAL YEAR REHABILITATION PROJECTS ($K) Status through October 1, 2015 Attachment B Project Project Original Adjusted Committed Expended % Adj Budget Status Number Project Description Budget Budget To Date To Date Expended FISCAL YEAR PROJECTS Open Ventura Sub Signal Rehab (LA County) % Open Upgrade NAS monitoring system and transition to MPLS system % Closed Data Warehousing and KPI Reporting 1, % Closed Rehab Grade Crossings on Ventura Subdivision % Closed Ventura Track Rehab % Closed Ventura Sub Comm Rehab (LA County) % Closed Valley Track Rehab % Closed Valley Comm Rehab % Closed San Gabriel Track Rehab % Closed San Gabriel Track Ratings (SB County) % Closed San Gabriel Signal Rehab % Closed San Gabriel Comm Rehab % Closed CIS Rehabilitation San Gabriel Subdivision % Closed Olive Signal Rehab % Closed Olive Comm Rehab % Closed Orange Structures Rehab % Closed Orange Signal Rehab % Closed San Clemente Comm Shelter Rehab % Closed Cesar Chavez Tunnel Rehab % Closed River Signal Rehab for PTC 1,500 1,468 1,468 1, % Closed River Comm Rehab % Closed Layover Yard Rehab % Closed LAUS Platform Lighting 2,069 2,345 2,345 2, % Closed Locomotive upgrade to narrow band radios % Closed Passenger car - spec for rail car midlife overhaul % Closed Locomotive Tier 4 Upgrade (30 units) % Cancelled TVM parts replacement % Open % Closed 24 12,707 11,130 11,130 11, % Cancelled % Total FY ,201 11,575 11,500 11, % FISCAL YEAR PROJECTS Open Upgrade/Replace Wayside Communications and Remote % Monitors - Ventura Subdivision (Ventura Co.) Open Rehab Woodman, Bernson & Raymer % Open Cable renewal, switch machine conversion and renewals % 10/13/ of 10 SCRRA PMO Board Attachments 33

41 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY FISCAL YEAR REHABILITATION PROJECTS ($K) Status through October 1, 2015 Attachment B Project Project Original Adjusted Committed Expended % Adj Budget Status Number Project Description Budget Budget To Date To Date Expended Open Upgrade/Replace Wayside Communications and Remote % Monitors - Ventura Subdivision (L.A. Co.) Open Rehab 4 M23A switches at CP Taylor % Open Transition Rails & Insulated Joints % Open Rehab Electrologic CP Marengo & CP Vista 1,252 1,252 1,152 1, % Open Upgrade/Replace Comm Equipment and Wayside Comm Sites % San Gabriel Sub Open Transition Rails & Insulated Joints. 3,246 3,246 2,333 1, % Open Rehab design analysis - San Juan Creek Bridge (Design Only) 1,019 1, % Open Rehab faded and damaged signage at 13 stations % Open Establish Comm Path Diversity at CP Locations % Open Upgrade Ground Power and Fuel Management System at CMF 1,507 1,507 1, % Open F550 Hyrail bucket trucks, renew brush truck generators % Open Install additional signal heads and signal equipment % Open SCRRA Fleet Plan % Closed Los Angeles Union Station CIS 4,437 4,455 4,455 4, % Closed CIS Rehabilitation Surfliner Stations % Closed Rehab Strathern % Closed Capacity ratings on bridges/culverts (5) % Closed Rehab/replace crossing gates, gate savers, predictors, batteries % and other equipment Closed ROW grading and tunnel vacuuming % Closed Rehab turnout at CP Saugus % Closed Determine capacity ratings on bridges/culverts % Closed Pasadena Subdivision Grade Crossing Rehab % Closed Rialto Industry Track Grade Crossing Rehabilitation % Closed Capacity Ratings on Bridges/Culverts, ROW Grading, & Hydrology % Design Closed Rehab electrologic CP Capistrano. 1,424 1,233 1,233 1, % Closed Transition Rails & Insulated Joints. Rehab turnouts % Closed Capacity Ratings on Bridges/Culverts, ROW Grading % Closed Battery replace CP Terminal & CP Mission % Closed Track Measurement Systems % Closed Data Warehouse Phase % Closed Disaster Recovery system % Closed FIS Phase 2 1,269 1,270 1,270 1, % Closed Melbourne Maintenance Support Facility % Closed System-wide Communications Rehab including Back Office % Improvements to Support Field Changes Closed Replacement of rubber-tire vehicles for field operations % 10/13/ of 10 SCRRA PMO Board Attachments 34

42 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY FISCAL YEAR REHABILITATION PROJECTS ($K) Status through October 1, 2015 Attachment B Project Project Original Adjusted Committed Expended % Adj Budget Status Number Project Description Budget Budget To Date To Date Expended Closed Replace rail car mover % Closed TVM Upgrades % Cancelled Overhaul of HVAC unit for Bombardier Cars % Cancelled Overhaul of Door Motors for Bombardier Cars % Cancelled Customer Relationship Management system % Cancelled Inventory Management Solution % Cancelled Enterprise project mgmt, tracking, scheduling solution % Open 16 12,980 12,980 9,613 7, % Closed 24 14,311 13,342 13,342 13, % Cancelled % Total FY ,238 26,371 23,005 21, % FISCAL YEAR PROJECTS Open CMS & PA System Rehabilitation at Montebello/Commerce & Norwalk/SF Springs. Integrate with back office server % Open Rehabilitate Wood Cross Ties on the Olive Subdivision % Open Communication System Upgrade from OC Sub to TCOSF or MOC % Open Signal & Equipment Rehabilitation on the Orange/Olive Sub % Open Rehabilitate Analysis/Design for Santiago Creek Bridge (MP 173.6) Orange Sub Open Rehabilitate Wood Cross-Ties on Orange Sub, Split FY12-13 and FY Open Rehabilitate Curves 17 (MT 1 & 2), 39, 40, 46 & 53 on Orange Sub. Open Rehabilitate CMS and PA Systems at High Priority Stations on Orange County line. Integrate with back office server % 2,728 2, % % % Open Rehabilitate /Replace/Add Crossing Gates/Gatesavers, % Predictors, Batteries, Other Crossing Equipment Open Pasadena Sub: Replace Timber Crossties % Open Rehabilitate Communication Systems San Gabriel Sub, Including % TCOSF and MOC Pathways. Open Rehabilitate CMS & PA at 4 Stations on the San Gabriel % Subdivision. Integrate with Back Office Server. Open FY14 San Gabriel Sub Signal Rehabilitation % Open Rehabilitate Curves at Various Locations on the San Gabriel Subdivision. 1,200 1, % 10/13/ of 10 SCRRA PMO Board Attachments 35

43 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY FISCAL YEAR REHABILITATION PROJECTS ($K) Status through October 1, 2015 Attachment B Project Project Original Adjusted Committed Expended % Adj Budget Status Number Project Description Budget Budget To Date To Date Expended Open Rehabilitate Communication Systems Valley Sub, Including TCOSF % and MOC Pathways. Open Improve Pedestrian Crossing at the Burbank Station % Open Fencing Installation MP 14.7 & MP 31. Vacuum Tunnels, ROW % Grading, Ditching & Fencing Open CMS & PA Systems Rehabilitation on the Antelope Valley Line % stations. Integrate with Back Office Server. Open Valley Sub Signal Rehab: 1 Electrologic Location and Other % Crossing Work Open Culvert/Bridge Design Analysis/Hydrology Studies/Plans for % Bridge Replacement Open Rail Replacement and Rehab Curves at Various Locations on 1,225 1, % Valley Sub Open Rehabilitate Communication Systems Ventura Sub (LA County), % Including TCOSF and MOC Pathways. Open Ventura Sub Signal Rehab (LA Co.) at High Priority Locations and % Replacement of 8 Crossings Open ROW Grading, Ditching and fencing Installation. Ventura Sub (LA % County) Open Rehabilitate Insulated Joint on the Ventura Subdivion in LA % County Open Replace Rail on Curve 130, (MT 2) on Ventura Sub ( LA County) % Open Rehabilitate Communication Systems Ventura Sub (Ventura Co), % Including TCOSF and MOC Pathways. Open Replace Light Fixtures and Ground Power Cables at Moorpark % Layover Open Ventura Sub - VN County Signal Rehabilitation 1,004 1, % Open Culvert/Bridge Replacement Report for Structures at MP % & Ventura Subdivision (VN Co) Open Rehabilitate Crossing at Tapo Street in Ventura County % Open Renew Comm Systems Along River Subdivision Including TCOSF, % MOC and LAUS Core Site. Open Fencing Installation near 9th Street on the River Subdivision % ROW Grading, Ditching & Fencing. Open River Sub Signal Rehabilitation % Open Renew/Replace Support Systems at MOC and TCOSF % Open Communication Systems Upgrade at TCOSF and MOC. 1,500 1,500 1, % Open Rehabilitate Drop Table and Wheel True Machine at CMF % Open Replace Fuel Tanker Truck % Open Fueling System Improvement % Open Electronic Ticketing System 1,600 1,600 1, % 10/13/ of 10 SCRRA PMO Board Attachments 36

44 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY FISCAL YEAR REHABILITATION PROJECTS ($K) Status through October 1, 2015 Attachment B Project Project Original Adjusted Committed Expended % Adj Budget Status Number Project Description Budget Budget To Date To Date Expended Open TAM Plan and System for FTA MAP-21 Compliance % Open Design/Analysis for Replacement of Current TVM System % Open System Signal: Replace Dwarf Signal Heads and Install Remote % Card Readers and Video Cameras Open Rubber Tire Vehicle Replacement (Non-Fed) - 3 Pool Vehicles % Open Rehabilitate Insulated Joints on Orange/Olive Sub % Open Rehabilitate Transition Rails & Insulated Joints on the San % Gabriel Subdivision Open Rehabilitate Insulated Joints and Replace Turnout on the River % Subdivision Open Lancaster Layover and Station Safety/Security Improvements % Open Rehabilitate Grade Crossing in Simi Valley % Open FY14 Track Measurement Systems % Closed Fencing Installation at San Clemente Park % Closed ROW Grading, Ditching and Fencing Installation Orange /Olive % Sub Closed Fencing Installation Fontana-Beech MP ROW Grading, % Ditching and Fencing. Closed Rehabilitate CMS System & PA System at the Northridge Station % Integrate with Back Office Server. Closed Rehabilitate CMS & PA Systems at 3 Ventura County Stations % Integrate with Back Office Server. Closed Melbourne C&S Material Relocation Program (MSF Phase 3) % Closed Business Intelligence Solution Data Warehouse % Closed FIS Phase % Closed Systemwide Rail Grinding and Ultrasonic Rail Testing % Closed Rubber Tire Vehicle Replacement (Fed) - (3) MoW Trucks, % (Approx 18) PTC Vehicles Cancelled Customer Information System Improvements % Cancelled FY14 HVAC System Rehab (12 Cars) % Cancelled FY 14 Car Door Operator Rehab (12 Cars) % Cancelled FY14 Traction Motor Overhaul % Cancelled Rehabilitate CMF West Access, Tail Track and Crossing % Open 50 25,751 25,751 12,408 6, % Closed 10 3,047 2,668 2,668 2, % Cancelled 5 1, % Total FY ,044 28,426 15,083 9, % 10/13/ of 10 SCRRA PMO Board Attachments 37

45 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY FISCAL YEAR REHABILITATION PROJECTS ($K) Status through October 1, 2015 Attachment B Project Project Original Adjusted Committed Expended % Adj Budget Status Number Project Description Budget Budget To Date To Date Expended FISCAL YEAR PROJECTS Open Olive Sub Culvert & Bridge Rehab % Open Olive Subdivision Ground Penetrating Radar Testing % Open Orange & Olive Subdivision Communication System % Rehabilitation Open Orange Subdivision Signal Rehabilitation % Open Orange Subdivision ROW Grading, Ditching, & Hydrology Design % Open Orange Subdivision Culvert & Bridge Rehabilitation 5,600 5, % Open Orange Subdivision Bridge Repair and Slope Stabilization Design 1,324 1, % & Construction Open Orange Subdivision Ground Penetrating Radar % Open Orange Subdivision Tie Replacement % Open Pasadena Subdivision Signal Rehabilitation % Open Pasadena Subdivision Grade Crossing Rehab % Open Riverside Layover Facility Improvements 1,165 1, % Open San Gabriel Subdivision Communication System Rehabilitation % Open San Gabriel Subdivision Signal Rehabilitation 2,000 2, % Open San Gabriel Subdivision ROW Maintenance % Open San Gabriel Subdivision Ground Penetrating Radar % Open San Gabriel Subdivision Track Rehabilitation % Open Valley Subdivision Communication System Rehabilitation % Open Valley Subdivision Signal Rehabilitation % Open Valley Subdivision Bridge & Culvert Replacement - Design & 2,006 2, % Construction Open Valley Subdivision ROW Maintenance % Open Valley Subdivision Ground Penetrating Radar % Open Ventura Sub (LA Co) Communication System Rehabilitation % Open Ventura Sub (LA Co) Signal Rehabilitation % Open Ventura Sub (LA Co) Bridge Repair - Design & Construction % Open Ventura Subdivision (LA Co ROW Maintenance) % Open Ventura Subdivision (LA Co) Ground Penetrating Radar % Open Ventura Sub (Ven Co) Communication System Rehabilitation % Open Ventura Sub (Ven Co) Cable Replacement % 10/13/ of 10 SCRRA PMO Board Attachments 38

46 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY FISCAL YEAR REHABILITATION PROJECTS ($K) Status through October 1, 2015 Attachment B Project Project Original Adjusted Committed Expended % Adj Budget Status Number Project Description Budget Budget To Date To Date Expended Open Ventura Sub (Ven Co) Bridge Replacement - Design & 1,055 1, % Construction Open Ventura Subdivision (Ven Co) Ground Penetrating Radar % Open Rehabilitate Sequoia Street Crossing % Open River Subdivision Communication System Rehabilitation % Open River Subdivision Cable Replacement % Open River Subdivision ROW Maintenance % Open River Subdivision Ground Penetrating Radar % Open River Subdivision Rail Replacement % Open Rehab Rail & Ties on River Subdivision East Bank 3,409 3, % Open Upgrade Sanding System at CMF 2,200 2, % Open Financial Planning & Forecasting Solution - Phase 2 1,035 1, % Open PH/PHI Locomotive Overhaul 15,951 15, % Open Battery Change Out on Gen 3 Cars % Open Locomotive Component PM 1,800 1, % Open Gen 1 Rail Car Overhaul 1,202 1, % Open PTC Communication and Signal Systemwide Rehab 1,100 1, % Open Procure Lex-Ray System % Open Track Measurement & Testing % Open Systemwide Rail Grinding % Open 48 47,918 47,918 2, % Closed % Cancelled % Total FY ,918 47,918 2, % 10/13/ of 10 SCRRA PMO Board Attachments 39

47 Board Meeting - October 23, 2015 Reprogramming Recommendations Attachment C Systemwide Description Reason for Reprogramming Subdivision Remaining Reprogramming Action Start and Finish Dates FIS Phase 2 Phase 2 project did not move forward Systemwide $779,454 F125 Tier 4 Locomotive Procurement - 2nd 20 July 2016 through March Loco Overhaul Change in Agency Direction - Loco Overhaul to New Purchase Systemwide $15,889,865 F125 Tier 4 Locomotive Procurement - 2nd 20 July 2016 through March XXX FY 16 Loco Overhaul Change in Agency Direction - Loco Overhaul to New Purchase Systemwide $3,867,158 F125 Tier 4 Locomotive Procurement - 2nd 20 July 2016 through March 2018 $20,536,477 Reprogam to F125 Tier 4 Locomotive Procurement County Projects Burbank Crossings Crossing Flasher project did not move forward for two years - project needed additional funding Comm Rehab Comm Rehab projects did not move forward as project teams focused on PTC implementation Valley Valley $300,000 Tunnel 25 Drainage - to remove and replace fouled ballast and improve drainage $200,000 Tunnel 25 Drainage - to remove and replace fouled ballast and improve drainage $500,000 Reprogram to Tunnel 25 Drainage Fall 2015 Fall Comm Rehab Comm Rehab projects did not move forward as project teams focused on PTC implementation Comm Rehab Comm Rehab projects did not move forward as project teams focused on PTC implementation Ven-LA Ven-Ven $330,000 Tunnel 26 Drainage - to remove and replace fouled ballast and improve drainage $300,000 Tunnel 26 Drainage - to remove and replace fouled ballast and improve drainage $630,000 Reprogram to Tunnel 26 Drainage October 2015 through March 2016 Fall Comm Rehab Comm Rehab projects did not move forward as project teams focused on PTC implementation Comm Rehab Comm Rehab projects did not move forward as project teams focused on PTC implementation Comm Rehab Comm Rehab projects did not move forward as project teams focused on PTC implementation Comm Rehab Comm Rehab projects did not move forward as project teams focused on PTC implementation San Gabriel $500,000 Procure and Install Comm Systems Remote Monitoring and Access Control - provides remote notification to critical PTC communications. Ora/Olive $125,000 Procure and Install Comm Systems Remote Monitoring and Access Control - provides remote notification to critical PTC communications. Valley $330,000 Procure and Install Ethernet radios for Train Control - improves reliability to locations without a backhaul network. Valley $170,000 Procure and Install Ethernet radios for Train Control - improves reliability to locations without a backhaul network. $1,125,000 Reprogram to PTC Communications November 2015 through May 2016 November 2015 through May 2016 October 2015 through March 2016 October 2015 through March Comm Rehab Comm Rehab projects did not move forward as project teams focused on PTC implementation Comm Rehab Comm Rehab projects did not move forward as project teams focused on PTC implementation Comm Rehab Comm Rehab projects did not move forward as project teams focused on PTC implementation Ven-LA Ven-Ven Ven-Ven $330,000 Install Tunnel 26 Fiber Backhaul - improves fiber network through tunnel. $100,000 Install Tunnel 26 Fiber Backhaul - improves fiber network through tunnel. $138,000 Install Tunnel 26 Fiber Backhaul - improves fiber network through tunnel. $568,000 Reprogram to PTC Tunnel 26 Fiber November 2015 through May 2016 November 2015 through May 2016 November 2015 through May 2016 Total Reprogramming 23,359,477 10/13/2015 SCRRA PMO Board Attachments 40

48 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: October 16, 2015 MEETING DATE: October 23, 2015 ITEM 9 TO: FROM: SUBJECT: Board of Directors Arthur T. Leahy The Pulse of Metrolink Issue Staff is providing an update on Metrolink s on-time performance. Recommendation The Board may receive and file this report. Background On-time performance remains one of the most important service quality aspects for our riders. Staff reports on-time performance on a monthly basis to the Board. All trains are monitored and are determined to be on-time if its arrival time at the destination station does not exceed six minutes from the scheduled time. On-time performance is reported as a system-wide percentage of all scheduled trains. Discussion General On-Time Performance During the first quarter (July-September) of FY16 system-wide on-time performance was 87.1%, as compared to 93.6% during the same period of the prior year (Figure 1). August experienced the lowest on-time performance during this three-month period with 85.0% of trains being on-time. Performance improved in September 2015 and, although still short of a 92.7% on-time performance rating from a year earlier, September s performance marked the end of five consecutive months of declining on-time performance. One Gateway Plaza, 12 th Floor, Los Angeles, CA

49 The Pulse of Metrolink Transmittal Date: October16, 2015 Meeting Date: October 23, 2015 Page 2 Figure 1. System wide On Time Performance 100% 98% 96% 94% 92% 90% 88% 86% 84% 82% 80% 94.9% Systemwide On Time Performance 87.0% OTP 2014 OTP % 92.7% 85.0% 89.4% July August September The improvement in September is partially due to Metrolink s success in reducing the number of delays caused by mechanical problems. The number of mechanical incidents were reduced from 27 in July 2015 to 18 and 17 in August and September respectively, well below the threshold of 20 mechanical incidents (Figure 2). Also the number of trains affected was kept at or near the goal: an improvement from 55 affected trains during July 2015 to 40 and 41 trains in August and September, respectively. Figure 2. Trains Delayed Due to Mechanical Failures A significant delay factor during the first quarter has been PTC-related delays. During July and August this has resulted in more than 150 delays per month. Without PTC related delays Metrolink on-time performance during September would have reached 91.2% 42

50 The Pulse of Metrolink Transmittal Date: October16, 2015 Meeting Date: October 23, 2015 Page 3 (Figure 3). Without delays related to both PTC and mechanical issues, on-time performance would have reached 94.2%. Figure 3. OTP and Adjusted OTP Station-by-Station On-Time Performance This section responds to a request by members of the Board for a report of more detailed station-by-station on-time performance. Metrolink on-time performance is primarily measured based on the trains arrival time at the final (terminal) station. This is consistent with other commuter rail agencies around the country and follows the recommended practice published by the American Public Transportation Association (APTA) Standards Development Program. There are situations when a train may arrive late at intermediate stations but is able to recover time before reaching the final station. In this case the train is reported as being on-time even though some riders arrived late to their destination. Measuring on-time arrivals at intermediate stations as may capture this phenomenon. Currently, staff is developing a method to automate the reporting of station-by-station ontime performance using PTC data. For this report, in order to calculate Metrolink s on-time performance at intermediate stations and to estimate the actual impact of train delays on customers, staff manually entered records prepared by the conductors of arrival times at stations and calculated on-time performance for all trains on one line, the Antelope Valley Line, for a one-week period (August 3-7, 2015). Results indicate differences in on-time performance between stations. Inbound trains gradually decline in on-time performance 43

51 The Pulse of Metrolink Transmittal Date: October16, 2015 Meeting Date: October 23, 2015 Page 4 as they travel towards Union Station (Figure 4). Ninety-six percent of inbound trains arrived on-time at their first station stop in Palmdale. But as delays increase along the line only 56% of trains are still on-time by the time they reach Glendale. Yet, sufficient schedule time allows 88% of trains to arrive on-time at Union Station. Figure 4. Inbound Antelope Valley Line On Time Performance at Stations A similar picture emerges for outbound trains (departing Union Station and traveling towards Lancaster). Just 36% of trains arrive on-time at Vincent Grade and Palmdale. Yet, with the schedule allowing for generous travel time between Palmdale and Lancaster 89% of trains arrive on-time at their final destination at Lancaster (Figure 5). This situation is likely compounded by the lack of double-track rail which allows for more operating flexibility and trains to catch up to their schedule with less delay to other trains. 44

52 The Pulse of Metrolink Transmittal Date: October16, 2015 Meeting Date: October 23, 2015 Page 5 Figure 5. Outbound Antelope Valley Line On Time Performance at Stations Next Steps Staff is evaluating different data sources for calculating station-to-station on-time performance. This includes an assessment of PTC data, as mentioned previously, as well as data generated by Automatic Passenger Counters (APC), which are currently tested in a pilot project. Staff is also evaluating appropriate goals for intermediate station on-time performance, given there are no industry standards. Improving intermediate station ontime performance could require additional recovery time to be built into schedules, which may affect end-to-end running times. Staff will return to the Board with an update and recommendations at a future Board meeting. Budget Impact There is no impact as a result of this status report. Prepared by: R.T. McCarthy, Deputy Chief Operating Officer, Operations and Compliance Kimberly Yu, Deputy Chief Operating Officer, Planning and Project Delivery Robert Turnauckas, Chief Marketing and Communications Officer Roderick Diaz, Director, Planning and Development 45