SAN FRANCISCO AIRPORT COMMISSION MINUTES July 6, 2006 Special Meeting 9:00 A.M. Room 416 - City Hall #1 Dr. Carlton B. Goodlett Place (400 Van Ness Avenue) City and County of San Francisco GAVIN NEWSOM, MAYOR COMMISSIONERS LARRY MAZZOLA President MICHAEL S. STRUNSKY Vice President LINDA S. CRAYTON CARYL ITO ELEANOR JOHNS JOHN L. MARTIN Airport Director SAN FRANCISCO INTERNATIONAL AIRPORT SAN FRANCISCO, CALIFORNIA 94128
Minutes of the Airport Commission Special Meeting of July 6, 2006 CALENDAR AGENDA RESOLUTION SECTION ITEM TITLE NUMBER PAGE A. CALL TO ORDER: 3 B. ROLL CALL: 3 C. ADOPTION OF MINUTES: Regular meeting of June 20, 2006 06-0128 3 D. ITEMS INITIATED BY COMMISSIONERS: New Airport Parking Facility 3-4 Update on budget issues regarding the SFPD-Airport Bureau 4 E. ITEMS RELATING TO ADMINISTRATION, OPERATIONS & MAINTENANCE: 1. Request for Proposals for the Management and Operation of the Airport=s Public and Employee Parking Facilities 06-0129 5-6 F. CONSENT CALENDAR OF ROUTINE ADMINISTRATIVE MATTERS: 2. Modification No. 14 to the SFO Shuttle Bus Company Contract 06-0130 6 3. Authorization for a One-year Extension to the Agreement with San Mateo County to Subsidize Childcare Services 06-0131 6-7 4. Amendment to the Fiscal Year 2006/07 Airport Rates and Charges 06-0132 7 G. NEW BUSINESS: 7 H. CORRESPONDENCE: 8 I. CLOSED SESSION: Potential Litigation 8 J. ADJOURNMENT: 8 Minutes, July 6, 2006, Page 2
A. CALL TO ORDER: AIRPORT COMMISSION SPECIAL MEETING MINUTES July 6, 2006 The special meeting of the Airport Commission was called to order at 9:02 AM in Room 416, City Hall, San Francisco, CA. B. ROLL CALL: Present: Absent: Hon. Michael S. Strunsky, Vice President Hon. Linda S. Crayton Hon. Caryl Ito Hon. Eleanor Johns Hon. Larry Mazzola, President C. ADOPTION OF MINUTES: The minutes of the regular meeting of June 20, 2006 were adopted unanimously. No. 06-0128 D. ITEMS INITIATED BY COMMISSIONERS: Commissioner Ito asked for an update on budget issues regarding Police Department expenditures. Commissioner Ito also commended staff for the success of the long term parking garage. Mr. John Martin, Airport Director, said that the long term parking facility is already very successful. We will soon have a study on the AirTrain extension to long term parking. We are adding spaces to that facility at the ground level and relocating other parking functions... employee parking and rental car storage... in order to pick up more long term parking spaces. Commissioner Strunsky asked if we should be doing some advanced thinking on building another structure. Mr. Martin responded that we have plans for another structure but first we are looking to see how many employees we can relocate from that area and how many total spaces we can get for public parking there and avoid the cost of a new structure at this time. Minutes, July 6, 2006, Page 3
Commissioner Ito said that she has seen the full page Chronicle ads and asked if M- Line is doing outreach to the bi-lingual community. Mr. Martin responded that he did not know but would follow up. Mr. Martin said, regarding the Police issue, that the Airport, along with the SFPD, requested a Controller=s Audit of the Police function at the Airport some months ago. We recognize that our budgeted staffing level was probably above what was actually required. We have never fully staffed Police positions at the Airport. At one point we thought that our actual staffing level, which was far below the budget, was below what we really needed. The Controller=s Office verified that. Those positions in the budget that we did not need were removed, but we were below the desirable staffing level. The suggestion by members of the Board of Supervisors that we pull Police Officer positions from the Airport has been dropped. The City budget is moving forward and that issue is no longer on the table. Other avenues are being looked at to get more uniformed police officers on the street such as administrative and non-law enforcement positions, E. ITEMS RELATING TO ADMINISTRATION, OPERATIONS & MAINTENANCE: Item No. 1 was moved by Commissioner Crayton and seconded by Commissioner Ito. The vote to approve was unanimous. 1. Request-for-Proposals for the Management and Operation of the Airport=s Public and Employee Parking Facilities No. 06-0129 Resolution authorizing the issuance of a Requestfor-Proposals for the Management and Operation of the Airport=s Public and Employee Parking Facilities. Mr. Leo Fermin, Deputy Director, Business and Finance said that this item seeks Commission approval to commence a second Request for Proposals process for a parking management contractor. The previous RFP business terms, which the Commission approved, remain the same, with the exception of changing the scoring totals to add more weight to the dollar costs being proposed, and the oral interviews of the highest rated proposers. We are starting from the beginning, with an outreach to interested parties, advertising and distribution of the RFP. We will also form a new evaluation panel. We will conduct a pre-proposal conference to review the RFP, the business terms, the minimum qualifications, DBE goals, City requirements, and provide information on the parking operations at the Airport. Our target is to have a new contract awarded by the end of October, with the transition to the new contract effective with the expiration of the current contract on January 2, 2007. Commissioner Johns felt that the panel should consist of five people, not four. Minutes, July 6, 2006, Page 4
Commissioner Strunsky noted that there was nothing in the resolution that spoke to the size of the panel and assumed that it was an administrative issue. Mr. Fermin responded that it is. Commissioner Ito asked what was meant by the Acost of the proposal.@ Mr. Fermin responded that it is the annual cost to the Airport for operating the garages. Mr. Martin said that we will have five panelists to insure a clear majority vote. Commissioner Ito said that she was unclear as to who else was in the room last time... there were non-voting members present. There needs to be clarity as to their roles. Questions were raised to her after the process regarding the assumption that all attendees were raters. She did not think so. The panelists need to be clearly identified. She felt that the presence of staff to observe the process could be a problem. Mr. Martin said that we will make clear who is on the panel. Mr. Maerz responded that typically when others are in the room they are there to act as a resource for panel members in the event questions arise about technical issues associated with the proposals or about the operation. They are there strictly as a resource, not as participants. That was made clear the last time around. Commissioner Crayton asked if the panelists had been prepped regarding the technical specifications of the proposal. Mr. Maerz responded that there was quite a bit of preparation, however, since there are so many variables associated with the proposals not all questions can be anticipated. Questions may be triggered by discussion among the panelists or by something in a statement made by a proposer. Commissioner Crayton asked if we always have non-panelists in the room. Mr. Fermin responded that it depends on the evaluation process. Usually for many of our concession RFPs we do not have observers in the room. However, for something unusual we may have other persons present to serve as resources to answer questions as they arise. Commissioner Johns asked for the timeline for interviews. Mr. Fermin responded that we are scheduling the oral interviews for the second week of September. Specific dates have not been established. Commissioner Johns asked if the same questions are asked each proposer. Mr. Fermin responded that the same questions are asked of each proposer, Minutes, July 6, 2006, Page 5
however, a different set of questions will be asked this time. A list of the questions is placed in front of the proposers. We are going to request that panel members hold off scoring until all interviews are completed. All interviews will be conducted on the same day, as was done previously. Each interview runs approximately 1-3/4 hours. Commissioner Ito asked if the teams can bring in anyone they wish. Mr. Fermin responded that we requested that the teams bring in their proposed project manager and the management team to be assigned on-site at the Airport. Commissioner Crayton assumed that we are trying to get to a process where everyone understands all of the issues involved. Mr. Fermin responded that we are redoing the entire process and we are hoping that this process will be even more clear than the previous one. F. CONSENT CALENDAR OF ROUTINE ADMINISTRATIVE MATTERS: The Consent Calendar, Item Nos. 2 through 4, was moved by Commissioner Crayton and seconded by Commissioner Ito. The vote to approve was unanimous. 2. Modification No. 14 to the SFO Shuttle Bus Company Contract No. 06-0130 Resolution approving Modification No. 14 to the SFO Shuttle Bus Company Contract adjusting the basic hourly and incremental billing rates for the period January 1, 2006 through December 31, 2006 and reconciliation of pension and health and welfare premiums for calendar year 2005. Commissioner Ito asked why we are having to pay after the fact. Mr. Tryg McCoy, Deputy Director, Operations and Security, explained that we do this every year. When we set the 2006 cost there was an estimated amount for pension and insurance benefits. These benefits are set before the actual invoices come in from the insurance and pension companies. Each year we go back and make the modifications. 3. Authorizing a One-Year Extension of the Agreement between the County of San Mateo and the City and County of San Francisco Subsidizing Childcare Services No. 06-0131 Resolution authorizing Modification No. 3 to extend the agreement to June 30, 2007 between the County of San Mateo and City and County of San Francisco, guaranteeing revenue for Childcare Minutes, July 6, 2006, Page 6
Services up to $250,000.00. Commissioner Ito asked what percentage of childcare is provided to employees. Mr. Fermin responded that out of 222 children, 41 are Airport children, with an additional 40 Airport children on waiting lists. They are at capacity for the specific schedules, slots and child category that they are in. This is no longer a slot-based formula but rather a budget created to subsidize using various approaches and methods for different types of services. Commissioner Ito asked if this is tied into some of our union contracts because this is above and beyond benefits that we give our employees. Mr. Fermin responded that this is not tied into union contracts. It is something the Airport has done on its own. Mr. Martin said that Palcare plans to expand its facility given the demand and we are in discussions with them about providing a share of the funding. We will likely return to the Commission at a later date for approval. Commissioner Johns asked why so many Airport children on the waiting list. Mr. Fermin said that we have a preferential priority enrollment for Airport children which gives our employees priority at certain time slots. There are different categories of childcare...infants, toddlers, and 3 years old to pre-school. For example, we may have a large number of employees waiting to get their infants into day care but the infant category may be full while other categories are open. Commissioner Ito asked if they have sick care. Mr. Martin responded that he was not sure. 4. Amendment to the Fiscal Year 2006/07 Airport Rates and Charges No. 06-0132 Resolution amending the FY 2006/07 Airport Rates and Charges correcting the Turn Fee Rate for Domestic Airlines operating in the International Terminal. G. NEW BUSINESS: This is the APublic Comment@ section of the calendar. Individuals may address the Commission on any topic within the jurisdiction of the Airport Commission for a period of up to three (3) minutes. Please fill out a ARequest to Speak@ form located on the table next to the speaker=s microphone, and submit it to the Commission Secretary. There were no requests from the public to speak. Minutes, July 6, 2006, Page 7
H. CORRESPONDENCE: There was no discussion by the Commission. I. CLOSED SESSION: The Airport Commission did not go into closed session. Discussion and vote pursuant to Sunshine Ordinance Section 67.11 on whether to conduct a Closed Session. The Airport Commission will go into closed session in accordance with Government Code Section 54956.9(b)(1) to confer with legal counsel regarding potential litigation. Discussion and vote pursuant to Brown Act Section 54957.1 and Sunshine Ordinance Section 67.12 on whether to disclose action taken or discussions held in Closed Session. J. ADJOURNMENT: There being no further calendared business before the Commission the meeting adjourned at 9:23 A.M. Jean Caramatti Commission Secretary Minutes, July 6, 2006, Page 8