Loading...
06 June 7, 1989 Budget & FinanceIP l RIVERSIU�E COUNTY TRANSPORTATION COMMISSION 053053 745 AGENDA BUDGET AND FINANCE COMMITTEE 12:00 P.M., Wednesday, June 7, 1989 14th Floor Conference Room 4080 Lemon Street, Riverside 1. Call to Order. a. Proposal for RCTC to Secure a Commercial Line of Credit for Interim Financing. 3. Policy to Authorize the Executive Director to Approve First $50,000 of Work Prior to Contract. 4. Proposal for Schiermeyer and Greene for Commuter Rail Consulting Support. 5. Proposed Bechtel Contract Amendment for 1989-90 Basic Services. 5. SAFE - Request for Approval to Contract for Additional Patent Attorney Services. 6. Proposal for RCTC Support to Caltrans for Project Development. 7. Security System for RCTC's New Offices. 8. Automation of the Commission's Accounting Process. 9. Adjournment. y • • AGENDA ITEM NO. 3 • • RIVERSIDE COUNTY TRANSPORTATION COMMISSION TO: FROM: SUBJECT: Riverside County Transportation Commission Jack Reagan, Executive Director Policy to Authorize Executive Director to Approve First $50,000 of Work Prior to Contract During our recent visit to the Santa Clara Traffic Authority, a number of techniques they use to expedite project development work were discussed. One such technique which would have immediate implications for RCTC's program is their policy to authorize the Executive Director to approve the first $50,000 of work by a selected consultant prior to formal action on a contract. We have already selected three engineering consulting firms to conduct final design of Route 91 in Riverside County. One of those firms and an additional firm have also been selected for final design of sections within Orange County. One contract for design has been awarded to Parsons Brinckerhoff. No contracts have yet been negotiated with NBS Lowry or RAWES & Associates. It would be desirable to have those firms begin some work. First, to become familiar enough with the conceptual design work performed by Parsons Brinckerhoff to enable them to prepare an appropriate proposal. Second, to prepare their proposals and negotiate terms with RCTC through Bechtel. RECOMMENDATION That RCTC adopt a policy to authorize approve patup--tis $50,000 of expenses by a to RCTC executing the final negotiated JR:nk the Executive Director to selected consultant prior contract. Agenda Item No. 13D June 7, 1989 • • AGENDA ITEM NO. 4 • • RIVERSIDE COUNTY TRANSPORTAt10N COMMISSION TO: Riverside County Transportation Commission FROM: Jack Reagan, Executive Director SUBJECT: Proposal for Schiermeyer and Greene for Commuter Rail Consulting Support In response to my request, Carl Schiermeyer and Sharon Greene have submitted the attached proposal for continuing consulting services in support of our commuter rail program. Schiermeyer and Greene prepared the initial Riverside to Orange County Commuter Rail plan for RCTC and the Orange County Transportation Commission (OCTC). Along with J.F. Davidson, they also conducted technical studies related to the San Jacinto branch line acquisition proposal. They have served RCTC well and I would prefer their continuing support as our principal rail consultants as we move towards implementation of our commuter rail program. The proposal lists a number of tasks. I have yet to negotiate the details of work which must be done within 1989-90; until some events unveil, such a general listing may be most appropriate. A great deal is happening related to rail planning within Southern California, and RCTC has not had the time or ability to participate to the extent I would like to occur. Both Carl Schiermeyer and Sharon Greene are active participants in rail planning activities within the region and would serve us well as communicators and representatives. A most important and immediate task relates to preparation of applications for RCTC to obtain our county minimum share of Article XIX funds from the California Transportation Commission. Also important is securing Amtrak service, which may also be a key to securing State funding. In my judgement, the $75 hourly rate quoted is reasonable for consultants of their caliber. The $72,000 proposed total is also within the 1989-90 budget for commuter rail consultant support, but is probably higher than I would support for now. I suggest a cap of $50,000, subject to possible revision as we further refine this proposed contract for general support services to one with more detailed cost estimates for tasks. This item will be brought before the Budget and Finance Committee for consideration prior to the RCTC meeting. Agenda Item No. 13H June 7, 1989 • • Page 2 RECOMMENDATION That RCTC authorize the Executive Director to execute an agreement with Schiermeyer and Greene for general consulting support for the Measure "A" commuter rail program. The hourly rate would be set at $75/hour plus expenses, with a total cap of $50,000 unless increased by subsequent amendment approved by RCTC. JR:nk Attachment S C S • Director IMME SCHIERMEYER CONSULTING SERVICES • 13339 (BR of URST •-ogramming May 20, 1989 TO INFO ACTION STREET, Sup vrl• FeLl Teiu vA►LEY, CA 92708 - P18 964-0200 eetery L -TS RIECEIVED :tw 2 3 Mr. Jack Reagan, Executive Director Riverside County Transportation Commission Riverside County 4075 Main Street, Suite 302 799nmisern Riverside, California 92501 RE: Proposal for Commuter Rail Consulting Services Dear Mr. Reagan: SCUMMBY= CONSULTING SERVICES and SNARON OMNE AND ASSOCIATES are pleased to submit the following proposal for consulting serv- ices. PROPOSAL FOR COMMUTER RAIL CONSULTING SERVICES 1. Overview With the passage of Measure A in November, the residents of Riverside County approved a wide range of transportation improve- ments, including the implementation of a new commuter rail line between Riverside and Orange County and the possible development of rail services between Riverside and Hemet. In the months since the election, the Santa Fe Railroad has of- fered to sell its rail line between Riverside and Hemet. In response, the Commission has undertaken a very serious evaluation of the feasibility of acquiring this valuable right of way for public transit purposes. At the same time that these acquisition discussions are taking place the Commission will be directing its attention towards the many tasks associated with moving from a concept of commuter rail between Riverside and Orange County to its full implementation. All the individual components of a commuter rail system will have to be more precisely defined and steps taken to advance the resolution of key issues. Finally, in addition to the myriad of tasks involved with com- muter rail development, the Commission continues to have interest in the development of an Amtrak intercity passenger station to serve the County. The tasks required to achieve this objective will be separate from those oriented to coaauter rail develop- aent. While all of the above efforts must proceed in an orderly, sys- tematic fashion, the County's new standing as an "Article XIX County" makes it immediately eligible to apply for guideway funds from the State Highway Account. Applications for such funds must be subaitted to Caltrans by the first of October. The County of Riverside's guaranteed, ainimua allocation for 1989-90 would have been $2.3 million. It is assumed that a siailar or higher amount will be available for the 1990-91 fiscal year. Thus, overlaying the variety of tasks associated with the County's rail program development, is the practical necessity to develop an early ac- tion capital program suitable for submission to the State for funding consideration. SCHIERNEYER CONSULTING SERVICES and SHARON GREENE AND ASSOCIATES propose to function as the Riverside County Transportation Commission's lead rail consultants. We will work with the Com- mission and staff in aoving each of the above referenced projects forward. While many of the tasks associated with implementing the proposed commuter rail program can be identified now, the ex- act pace at which each task will aove forward is less certain, as is the level of effort required to couplet* the task. Our firms will work with the Commission to focus resources on each of the major efforts, while at the same tiae ainiaizing costs. Listed below are soae of the key tasks on which we propose to as- sist the Commission. These tasks focus on the major work products that will be required in the coming year. Other tasks may also be identified as work proceeds. TASK ONE: DEFINITION OF COMMUTER RAIL CONCEPT The Riverside -Orange County Commuter Rail Service Feasibility Assessment concluded that a commuter rail service between River- side and Irvine was technically and financially feasible, albeit with potentially significant institutional obstacles, not the least of which is the position of the Santa Fe Railway, which op- poses use of its tracks for passenger service. The consultant team will work with the Commission and railroad to further define the proposed service and develop a specific proposal for railroad consideration. TASK TWO: INTERAGENCY COORDINATION ON COMMUTER RAIL MATTERS A significant finding of the initial feasibility study was the • option of extending this service into San Bernardino County. The full cost and policy implications of this option will have to be developed in coordination with that County. In addition, numerous commuter rail proposals are being studied, all of which must address issues common to the Riverside proposal. Such issues include equipment standardization and risk management strategies. The active commuter rail proposals include the following: Riverside to Orange County Orange County to Los Angeles Oceanside to San Diego Oxnard to Los Angeles San Bernardino to Los Angeles We propose to maintain an active liaison with the agencies charged with implementing the above services. Coordination will also be maintained with the Southern California Association of Governments and the LOSSAN Rail Corridor Agency. It will be quite important to fully understand the various interrelation- ships between these agencies,the Santa Fe Railway, Amtrak and other railroads, as well as with the State government itself. TASK THREE: DEVELOPMENT OF AN EARLY ACTION CAPITAL IMPROVEMENT PROGRAM In order to meet the objective of maximizing use of State Article XIX funds, the consultants will work with staff and the Califor- nia Transportation Commission to identify eligible projects. These projects could relate to the improvement of the San Jacinto branch, its purchase, projects on the San Bernardino Subdivision of the Santa Fe Railway, or the construction of the Amtrak sta- tion (if approval can be received from the railroad). TASK FOUR: GRANT APPLICATIONS The consultants will assist the staff in the preparation of a Transit Capital Improvement application for Article XIX funds. The consultants have prepared numerous such applications. TASK FIVE: ASSISTANCE ON ommormum OF ACQUISITION AGREEMENT The consultants will work with the project team involved in the potential acquisition of the San Jacinto branch. Aspects of the agreement related to the future ability of the Commission to operate passenger services will be closely reviewed and compared with other agreements. i • TASK SIR: PREPARATION OF TECHNICAL NOM PEOGRAMS As the Commission moves the commuter rail program forward there will inevitably be the need for more precise technical assessment of various aspects of the service. The consultants will assist the Commission in preparing task descriptions for such work and will be available to oversee and coordinate the work of such con- sultants. TASK SEVER: ANTRAL STATION IMPLEMENTATION The consultants will work with the Santa Fe Railway and Amtrak to identify a location for a passenger station which is mutually ac- ceptable to all parties. Tasks associated with this effort in- clude a) site evaluation, b) required physical improvements, c) cost of improvements, d) financing plan and e) agency approvals. TASK RIONT: MISCELLANEOUS SERVICES The consultants agree to work with the Commission as it begins to assemble the key pieces which will permit the implementation of commuter rail. Tasks which might fall into this broad category include a) guidance on funding sources, b) technical support, and c) the development of Request for Proposals for specialized en- gineering services. ESTIMATED FEE Based upon our prior involvement with the Commission and our un- derstanding of its work program we estimate that the work as- sociated with the above tasks will require approximately $72,000, or an average of $6,000 monthly over the course of the next fis- cal year. This represents about two person weeks per month. We propose to provide services as noted above on a Time and Materials basis at $75 per hour, with associated expenses billed at cost. For tasks which involve a substantial amount of effort and lend themselves to a clearly defined scope of services, the consult- ants are prepared to submit a fixed price proposal, at the discretion of the Commission. Work performed under this contract will be initiated at the direction of the Commission's Executive Director. Thank you for the opportunity to submit this proposal. We would be pleased to meet with you to provide any additional information which you may require. Very truly yours, Carl H. Schiermeyer AGENDA ITEM N0. 5 • • RIVERSIDE COUNTY TRANSPORTATION COMMISSION TO: Riverside County Transportation Commission FROM: Jack Reagan, Executive Director SUBJECT: Proposed Bechtel Contract Amendment for 1989-90 Basic Services RCTC's approved 1989-90 Measure "A" Budget includes $550,000 for services to be provided by Bechtel Civil Inc. Attached is a proposed amendment to RCTC's existing contract with Bechtel, which is consistent with the proposed Measure "A" budget and work program. The total contract with Bechtel would now be $720,000 ($170,000 existing contract plus $550,000 additional work for 1989-90). The additional tasks are shown in bold print. This contract assumes that a total of five Bechtel staff would be housed at RCTC to provide the Measure "A" project and program management support needed by both RCTC and Caltrans. Although the Booz- Allen Phase II work (Performance Audit) is to address the issue of consultant vs. RCTC staff for Measure "A" project and program management, I believe this contract is appropriate for action at this time. Assuming RCTC decides to staff up rather than contract out such services, it would take time to recruit and implement an in-house service. A contract amendment with Bechtel would allow RCTC to proceed with the aggressive program we have committed to pursue. This item will be considered by the Budget and Finance Committee prior to the June 7, 1989 meeting. RECOMMENDATION That RCTC approve the amendment to the existing contract with Bechtel as proposed. JR:nk Attachment Agenda Item No. 13A June 7, 1989 • • Bechtel Civil, Inc. Engineers - Constructors Fifty Beale Street San Francisco, California Mail Address: P.O Boot 3965, San Francisco, CA 94119 May 30, 1989 Mr. Jack Reagan Executive Director Riverside County Transportation Commission 4075 Main Street, Suite 302 Riverside, California 92501 RECEIVED triAY 3 0 1989 Riverside County Transportation Commission SUBJECT: PROPOSAL TO PROVIDE ADDITIONAL PROJECT DEVELOPMENT MANAGEMENT SERVICES FOR THE RIVERSIDE COUNTY TRANSPORTATION COMMISSION MEASURE A TRANSPORTATION IMPROVEMENT PLAN Dear Jack: In response to your request, we are pleased to offer the services of Bechtel Civil, Inc. to provide additional Project Developmemnt Management Services (PDMS) for the Riverside County Transportation Commission Measure A Transportation Improvement Plan. These proposed additional services include setting up project schedule and control systems for Measure A; technical coordination and contract administration for the Route 86, Route 91 and 1989 STIP and Standby List projects; assisting ROTC in the development of implementation schedules and expenditure plans for the 1989 STIP and Standby List projects; assist RCTC in the development of an implementation plan for the Measure A circulation and economic development interchange improvement programs; assist RCTC in developing procedures for consultant selection and administration; assist RCTC in preparing RFQs and RFPs, evaluating and selecting consultants, and negotiating terms and conditions; and coordination with Caltrans to develop a team partnership in developing and delivering the Measure A highway projects. These proposed additional services are complementary to our existing agreement to provide support to the Commission to carry out its responsibilities contained in the Measure A legislation. It is our understanding that the additional services will involve providing additional full time PDMS personnel located in your offices in Riverside with additional part-time support from existing Bechtel offices. We have updated our estimate of personnel requirements and scope of services to cover these tasks. The duration of these services is for the July 1, 1989 to June 30, 1990 fiscal year. Enclosed please find revised copies of Appendices A, B, and C of our agreement reflecting these additional services. 12617 Sincerely, BECHTEL CIVIL, INC. 1411M Thomas R. Lammers anager Highway Projects MTM/ Enclosure: Revised Appendices A, B, and C to the existing agreement with the Riverside County Transportation Commission cc: Mark T. Massman (Bechtel -Riverside) Harry Blohm (Bechtel -Norwalk) Tom Bertken (Bechtel -San Jose) APPENDIX "A" TO THE AGREEMENT BETWEEN THE RIVERSIDE COUNTY TRANSPORTATION COMMISSION AND BECHTEL CIVIL, INC. $COPE Qg SERVICES 1.0 Assist Commission and Caltrans in defining the appropriate roles and responsibilities in project development and implementation for the Riverside County Transportation Commission Improvement Plan. This will involve review of the various approaches of existing sales tax authorities, discussions with Commission members, and negotiations with Caltrans. 2.0 Provide support to Commission for project management and contract administration for the Route 91 project design engineering. This would include assistance with final interview selection (November 16, 1988), working with Caltrans Districts 8 and 12 to negotiate work scope and cost (prior to January 1989), and monitoring work (project scope and timing) in Commission's and Orange County Transportation Commission's interest. 3.0 Support Commission with initiating the preliminary engineering, environmental studies, and design engineering (if applicable) for priority projects. This would include assistance to Commission and Caltrans to prepare RFP's and select consultants. Priority projects for which assistance would be provided are as follows: O 60/91/215 Interchange o Commuter rail, including more detailed work for the Riverside to Orange County service and preliminary study of the Riverside-Perris- Hemet/San Jacinto services. o Sanderson Avenue bridge (Route 79 project) and Route 74 widening in Perris. o Projects on CTC's 1988 STIP Appendix Standby List, (i.e., Balance of Route 86, Route 60 through Moreno Valley, and the balance of Route 79 from Beaumont to the Sanderson bridge). 4.0 Support Commission with developing a plan for implementing project development for the overall Improvement Plan. • 5.0 Support Commission with specific initial project development tasks for the Measure A program including: o Preparation of application for SB140 funding eligibility of Routes 86 and 91. o Preparation of applications for federal reimbursement under the provisions of the Advance Construction features of the 1987 Federal Aid Highway Act and SB1411. o Prepare a Study Report for the 60/91/215 Interchange. o Assist Commission with development of implementation for the economic development and circulation improvement interchange improvement programs. 6.9 Support Commission by developing an in-house project controls system including: o Implement project control system including engineering planning and control, cost control, CPM schedules, milestone reporting, computerised variance and exception reporting, and highlighting of problem areas. o In coordination with Caltrans and with their assistance, develop and implement a Measure A project cost control program using a trend analysis system. o In coordination with Caltrans and with their assistance, provide and early warning system of potential schedule delays and a basis for recommended actions to recover identified schedule slippage. Enable early identification of areas where Commission could provide technical staff assistance to recover identified schedule delays. o Develope a close working relationship with Caltrans Project Controls group to enhance the progress of Measure A projects and to enable Caltrans to better prioritise their work breakdown structure. 7.9 Support the Commission with additional Project Management and Administration functions including: A-2 • • o Through Commission staff, provide regular support to the Commission including preparation of studies, reports, public presentations, etc o Prepare Monthly Progress Report which records project progress, highlights problem areas, and forecasts overall program cost and schedule. o Prepare project procedures to describe the requirements and controls placed upon the Commission. Procedures will be developed to control costs, provide documentation, administer contracts, and govern other activities as necessary. 8.0 Support the Commission through project coordination with Caltrans as follows: o Assist the Commission in developing Commission/Caltrans Cooperative Agreements as required. Participate in modifying or consolidating existing agreements and developing new agreements. Negotiate with Caltrans, as requested by the Commission for engineering, right -of- way acquisition, and construction management agreements. o Work with Caltrans to develop baseline documents for Overall Project Control, including standards; prioritization of improvements; and project scope, budget, scbedule, and cash flow. o Assist Caltrans in developing workplans for engineering and right-of-way acquisition to meet schedule targets. Assist Caltrans in establishing engineering and production and performance goals. Develop a detailed current year forcast and a summary three year forecast for project development. Specify division of effort between Caltrans and private consultants. o in conjunction with Commission staff, meet regularly with Caltrans Management to coordinate on issues of policy, priority, resources, etc. related to successful implementation of the Measure A program. Note: Changes identified in this action from the original agreement are identified in bold characters. • • PLANNED STAFFING POSITIONS BECHTEL = DT= ESTABLISHED Bilan le OFFICES (San Francisco, San Jose, or Norwalk, CA) Bechtel will provide the services of the following staff in its established offices and in offices furnished by RCTC, supplemented by business trips to ROTC offices as required to complete the above scope of services through June 30, 1998. Total Estimated $ours, Project Engineer -Full Time 1888 Project Controls Engineer -Full Time 1818 Project Controls Engineer -Full Time 1288 Senior Highway Engineer -Full Time 1488 Data Technician -Full Time 1288 Management and Technical support for the above, of approximately 1288 man-hours. Notes: 1) Changes identified in this action from the original agreement are identified in bold characters. 2) Full Time staff indicates dedicated staff located in Riverside. Corresponding starting times are July 1, 1989, October 1, 1989, and November 1, 1989. APPENDIX "B" TO THE AGREEMENT BETWEEN THE RIVERSIDE COUNTY TRANSPORTATION COMMISSION AND BECHTEL CIVIL, INC. 14ILESTONS SCHEDULE A. GENERAL 1. Schedule Qf Work: Bechtel shall conform with the schedule set forth herein, except as otherwise modified as provided in the Agreement. In the event the schedule of work is so modified, Bechtel will prepare a revised schedule to be substituted herein upon approval by the Commission. 2. Milestone Schedule: The Commission and Bechtel agree on the scope of work in Appendix "A" and its completion in accordance with the following schedule dates: plilestone Dates o Begin Program Services November 15, 1988 o Complete Project Development April 15, 1989 Management Implementation Plan for Selected Projects o Complete Strategic Plan Outline June 30, 1989 o Complete 60/91/215 Inter- June 5, 1989 change ROW study o Implement project controls September 30, 1989 System o Prepare draft interchange October 3/8 1989 Improvement program o Develope Project Reporting November 30, 1989 System o Complete Project Staffing January 30, 199/ Note: Changes identified in this action form the original agreement are idintified in bold characters. • • APPENDIX "C" TO AGREEMENT BETWEEN THE RIVERSIDE COUNTY TRANSPORTATION COMMISSION AND BECHTEL CIVIL, INC. COMPENSATION AND PAYMENT For the performance of the Services, Commission shall pay Bechtel, in the manner and at the times herein specified, Compensation in an amount equal to the suet of base salaries and wages tines a multiplier, plus Other Direct Costs as set forth in Section C. below. A. Base Salaries and Yaws Costs and related expenses incurred by Bechtel in accordance with its established personnel policies, including all salaries and wages of personnel engaged in the performance of or in support of the Services. B. Multiplier The multiplier to be applied against base salaries and wages to determine compensation shall ba as follows: a) For personnel assigned to the Program office in Riverside County, the multiplier shall be 2.185. b) The multiplier of 2.185 includes: (i) base salaries and wages; (ii) Bechtel•s established rate of thirty-seven percent (37.01) for payroll additives to cover all employee benefits and allowances for vacation, sick leave, holiday, and company portion of employee insurance and social and retirement benefits, all federal and state payroll taxes, premiums for public liability and property damage liability insurance, Yorkers• Compensation and Employers' Liability Insurance, and all other insurance premiums measured by payroll costs, and other contributions and benefits imposed by an applicable law and regulation; (iii) an allowance of forty-five percent (*St) of Items (i.) and (ii.) to cover the cost to Bechtel of maintaining and operating established offices; and (iv.) Bechtel•s fee of ten percent (10%) of Items (i.). (ii.). and (iii.). b) For personnel assigned in support of the Services the multiplier shall be 2.67. 1961U 12/12/88 SF C-1 The multiplier of 2.67 includes the same items as above except that the allowance for indirect cost is seventy-five percent (75%) in lieu of forty-five percent (45%) and the San Francisco payroll tax of one and six -tenths percent (1.6%) has been added. c) For the overtime portion of wages, the multiplier shall be the same as for straight time wages. C. Other Direct Costs and Rates All other costs and rates incurred in the performance of the Services including, but not limited to, such costs and rates as: 1. Costs incurred for travel, subsistence, relocation of personnel engaged in the performance of the Services. 2. The direct costs incurred by personnel assigned in support of the Services such as: a) The cost of all materials and supplies other than engineering supplies used or consumed in the performance of the Services. Engineering supplies used or consumed in the performance of the Services shall be reimbursed at Bechtel•s standard rate. b) All costs associated with models, reproduction of plans, specifications, reports, and other data, at Bechtel•s standard rates. c) Use of Bechtel Data Processing computers, including related operator time, and use of standard programs at Bechtel•s standard rates. All other computer programming or outside computer -related services at actual cost. d) Telephone costs for calls originating from offices equipped with Centrex Systems at Bechtel•s standard rate; all other communication costs reimbursable at cost to Bechtel. 3. A11 costs associated with consultants, subcontracts, and other outside services plus an amount equal to 101 of the costs, under this subparagraph 4., for fee. 4. All federal, state, and local taxes, and all excises and licenses, excepting only net income taxes. 4964U 12/12/SS SF C-2 • • 5. Any and all other direct costs and expenses not specifically set forth herein incurred by Bechtel incidental to the performance of the Services. All standard rates in subparagraph 2. of this Paragraph C. shall be subject to reasonable adjustment, to reflect increases or decreases in cost, in accordance with Bechtel's established policies and procedures. D. MannL And Times of payment On or as soon as practicable ofter the first day of each calendar month, Bechtel shall prepare and submit to the Commission an invoice covering Compensation earned during the previous calendar month. Commission shall pay to Bechtel the amount shown within thirty (30) days after receipt of the invoice. Amounts owed to Bechtel behond the payment terms provided for in this Agreement shall accrue interest each day such invoice is not paid at the lesser of (i) a rate equal to two percent (2%) above the prime lending rate quoted to substantial and responsible commercial borrowers on ninety -day loans by the Bank of America N.T. & S.A., San Francisco, California, each day such interest accrues or, (ii) the maximum rate permitted by applicable law. E. Limitation DI Costs The Maximum Compensation payable to Bechtel under this Agreement is $720,090. If, at any time, Bechtel has reason to believe that the total compensation payable for the performance of the Services will exceed the Maximum Compensation, Bechtel shall notify the Commission immediately in writing to that effect, indicating the estimated additional amount necessary to complete the Services. Any cost incurred by Bechtel in excess of the Maximum Compensation shall be at Bechtel's own risk. Bechtel shall have no obligation to perform any Services, the cost of which is in excess of the $720,000. Maximum Compensation, unless and until the costs and compensation of any such additional services are agreed upon by Bechtel and the Commission. Note: Changes identified in this action from the original agreement are identified in bold characters. TO: Riverside County Emergencies FROM: Hideo Sugita, Staff Service Authority for Freeway Analyst SUBJECT: Request for Approval to Contract for Additional Patent Attorney Services At the May 3, 1989 Riverside County SAFE Board meeting, the Executive Director was authorized to contract for the services of a patent attorney to conduct an initial review of the draft Request for Proposal (RFP) for the procurement of a motorist aid callbox system and to develop patent indemnification language for the RFP. This action was the result of recommendations from both the Riverside and San Bernardino County Counsels. It was decided, by staff, to enter into the patent counsel agreement one step at a time in order to not purchase more service than is required. The initial phase (Phase I) was approved by the SAFE Boards in May. The review of the draft RFP is completed and it identified five patents that the RFP may infringe. The patent attorney recommended the SAFEs not to release the RFP until these patent issues have been researched and proper action taken to avoid litigation. To get to this point in the process will require additional services on the part of the patent attorney. Phase II will be to complete an initial review of the five patents and compare them with the equipment specified in the draft RFP to establish which patents may be a litigation problem. The cost for this phase is $7,500. Phase III will include a much more detailed look at those patents identified in Phase II that have potentially significant litigation problems. This will entail obtaining the entire patent file histories from the patent office and reviewing all statements by the patent holder to the patent office, relative to the patent. These will be reviewed in terms of potentially significant infringement problems exist. It is anticipated that only one or two patents will require this level of analysis. The cost for each detailed patent review and analysis will be $2,000. Phase IV consists of a validation study of any patents identified in Phase III as being defensible by the patent holder and where infringement exists. Phase IV consists of research to determine if "prior art" exists. This review covers information not reviewed by the patent office. If this search discovers that "prior art" exists then it may be possible to obtain a ruling to render the existing patent invalid. The cost for the validity study is $4,000 per patent. It is expected that no more than two patents will undergo this level of analysis. IF a patent is found to be valid and defensible, then the SAFEs will either have to modify the specifications in the draft RFP or AGENDA ITEM No. 11 June 7, 1989 • • negotiate a license agreement with the patent holder. This would be the final phase for this effort. Listed below are the remaining phases to be conducted in the patent effort and the estimated cost for each: Phase Description, Low Cost High Cost II Brief Review $7,500 $7,500 III Detailed Review 0 $4,000 IV Validity 0 $8,000 Total $7,500 $19,000 In addition, since attorney fees do not include phone charges, printing costs, FAX machine costs, travel expenses, etc. staff recommends the inclusion of an additional cost of $500.00 (Riverside share) be in the not to exceed cost figure. The patent attorney, Bernie Rleinke of Laff, Whitesel, Conte & Saret estimates that this work could take as long as ninety days, but if information from the the patent office is produced in a timely fashion, the work could be completed within 30 to 60 days. As with the prior agreement, the cost for this service will be split between the Riverside And San Bernardino Counties SAFEs. RECOMMENDATION The Riverside County SAFE Board authorize the Executive Director to contract with the current SAFE patent attorney to conduct Phases II, III and IV at a cost to the Riverside County SAFE not to exceed $10,000. • • AGENDA ITEM N0. 6 • RIVERSIDE COUNTY TRAN8PORTA110NtOMMISSION TO: Riverside County Transportation Commission FROM: Jack Reagan, Executive Director SUBJECT: Proposal for RCTC Support to Caltrans for Project Development It is anticipated that Caltrans District 8 may require at least thirty (30) engineering personnel people to provide oversight and direct support for Measure "A" highway projects. Our initial discussions with Ken Steele (Director) and Don Weaver (Deputy Director) have led to a commitment to complete at least all of the required environmental work as well as the design, right-of- way acquisition, and construction of all Measure "A" projects in the State Transportation Improvement Program (STIP), which total $179 million for our joint proposals which CTC is anticipated to approve. However, Caltrans District 8 recognizes that such a huge workload cannot be accomplished without RCTC's help. The concept for such project development assistance we are discussing with Caltrans involves our providing space, equipment, consultants, and contracts management. RCTC and Caltrans would keep track of RCTC expenses which would normally be borne by Caltrans and seek equivalent adjustments to Caltrans' financial participation, either by cash repayment or on the right-of-way acquisition and construction side of the project cost equation. The benefit of RCTC providing such project development support is that it will result in an accelerated program. RCTC's process for securing needed goods and professional services are much less cumbersome than those which Caltrans must follow. Caltrans must also depend on federal funding for much of their capital support program, and as a result are bound by federal requirements for project development tasks to be done in series rather than in tandem. Based upon the experience in Santa Clara County where the Traffic Authority provides such assistance to Caltrans District 4, as much as four years has been trimmed from the total project development and implementation schedule. To date, two types of assistance have been requested by Caltrans District 8 - office space and equipment and personnel support. Agenda Item No. 13G June 7, 1989 • • Page 2 Office Space and Eauipment As a result of discussions between Senator Robert Presley and Ken Steele, it is now proposed that Caltrans District 8 personnel assigned to support the Measure "A" program should be located in RCTC's offices. Although there is room for some Caltrans staff in our newly leased space, there is not enough room for all of the required engineering personnel. However, an additional 4,800 square feet is available in the same building which would meet their needs. The same terms negotiated by RCTC for our space would apply to the additional space. The lease rate would be $1.45 per foot per month for full service, insurance, and parking (approximately $7,500 per month total). Other prospective tenants have approached Coldwell Banker to negotiate leasing the space, but the agent has agreed to hold the property for us until June 8th. More specific information related to equipment needs must be developed before bringing that portion of the support proposal forward for consideration. Consultant Personnel Support for Environmental Studies Caltrans has an immediate need for four qualified environmental professionals for a four month period to adhere to their schedule for project development. Caltrans has not been able to secure "in house" personnel to conduct the work and has requested assistance from RCTC. Such assistance might be provided through an augmentation to the existing Bechtel contract. Current estimates for the support costs are $$180,000. A meeting of the Budget and Finance Committee prior to RCTC regular meeting is scheduled for consideration of the proposal to provide project development support to Caltrans. RECOMMENDATIONS 1. Authorize the Executive Director to execute a lease for the adjacent office space. Transfer $67,500 from the 1989-90 Measure "A" Contingency/Reserves to Office Lease (9 months) to cover the increased cost. 2. Authorize the Executive Director to execute an amendment to Bechtel's contract to provide an additional $180,000 for environmental support services to Caltrans. Transfer $180,000 from the 1989-90 Measure "A" Contingency/Reserves to Professional and Specialized Services to cover the increased cost. • • Page 3 3. Continue to negotiate with Caltrans to seek appropriate adjustments to State financial participation on the capital side of the Measure "A" projects to compensate for this and other project development support provided by RCTC. JR:nk • • AGENDA ITEM N0. 7 RIVERSIDE COUNIY TRANSPOR7At10NtOMM18810N June 7, 1989 TO: Budget and Finance Committee FROM: Jack Reagan, Executive Director SUBJECT: Security System for RCTC's New Offices As you are probably aware, our new offices, located at 3560 University Avenue, Suite 100, will be ready this month. At this time, the Commission should consider installing a security system to protect documents, office equipment and furniture from theft and vandalism. Although our landlord will be providing security to the building, it is not sufficient protection for our offices especially since it is located on the ground level. The security being provided by the landlord is limited to the front and back doors of the lobby to be opened at 8 a.m. and closed at 5 p.m. The contractor providing building security for the landlord is Honeywell, For this reason, we requested Honeywell to submit a proposal. Attached is a copy of Honeywell's proposal which includes three options: 1) direct sale option; 2) lease option; and, 3) zero - down lease option. The proposal also shows the type of protection being recommended for the office. In addition to installing the system and monitoring services, Honeywell provides a monthly report showing employees who are entering the premises after hours as well as record for arrival and departure. If the Committee determines that a security system should be provided for the offices, this item could be included in the Commission's July agenda. Since the security system is a part of the office, cost of the system and monthly monitoring service could be deducted from the office lease account. JR:nk Attachments • • Honeywell June 2, 1989 RIVERSIDE COUNTY TRANSPORTATION COMMISSION 4075 Main Street, Suite 302 Riverside, CA 92501 Attention: Mr. Jack Reagan Reference: HONEYWELL MONITORED SECURITY ALARM SYSTEM Project: New Offices (University Plaza) Dear Mr. Reagan: Thank you for the opportunity of working with you in regards to a HONEYWELL Security Protection System for your new offices in the University Plaza. The following covers HONEYWELL'S recommended protection system. INSTALL: (1) ONE HONEYWELL 5505 SECURITY ALARM CONTROL PANEL (1) ONE BACK-UP BATTERY (24 hour back-up power, in power loss situations) (1) ONE HONEYWELL 520 ENGLISH TEXT KEY PAD (individual passcode operation, (30) passcode combinations) (7) SEVEN HONEYWELL SINGLE DOOR CONTACTS (3) THREE HONEYWELL 774 INFRARED MOTION DETECTORS (protecting common hallways) (1) ONE INDOOR SIREN (mounted above ceiling tile, 100DB) HONEYWELL PROTECTION SERVICES HONEYWELL INC., 4585 ALLSTATE DRIVE, RIVERSIDE, CALIFORNIA 82501. TELEPHONE 714/781-0770 NATIONWIDE CENTRAL STATION SERVICES • • Honeywell Page 2 SYSTEM COST: (completely installed) DIRECT SALE OPTION: DIRECT SALE INSTALLATION: MONTHLY FOR MONITORING WITH "TRACKING" AND MONTHLY REPORTS: MONTHLY FOR MAINTENANCE: (Optional) LEASE OPTION: $2,950.00 $47.00 $27.00 LEASE INSTALLATION: $1,625.00 MONTHLY (Includes Monitoring, "Tracking W/Reports & Maintenance): $99.00 ZERO -DOWN LEASE OPTION: ZERO -DOWN LEASE INSTALLATION: 0.00 MONTHLY (Includes Monitoring, "Tracking W/Reports & Maintenance): $149.00 Honeywell to provide: Installation using low voltage, non -conduit wiring. Customer to provide: (1) 120 vac power outlet, (1) phone line and (1) phone jack (RJ31X) at panel. HONEYWELL PROTECTION SERVICES HONEYWELL INC., 4885 ALLSTATE DRIVE, RIVERSIDE, CALIFORNIA 82501, TELEPHONE 714/781-0770 NATIONWIDE CENTRAL STATION SERVICES • • Honeywell FEATURES / BENEFITS Page 3 ENGLISH TEXT HEY PAD - Helps guide you and your employees through system operation. Provides clear information on system status and prompt correct use. INDIVIDUAL PASSCODE ACCESS - Eliminates the accidental or unauthorized use of your system. "TRACKING" WITH REPORTS - Allows manager/director to monitor the after hour use of facility/system. Make employees accountable for after hour entry into facility. PERIMETER PROTECTION FUNCTION - Allows late night work, while perimeter door are armed and interior infrared motion detectors unarmed. CENTRAL STATION MONITORING - Rest assured that your facility is protected. HONEYWELL dispatches local authorities to respond to your emergencies. HONEYWELL PROTECTION SERVICES is a deeply committed leader in the field of commercial and residential building security products and services - yesterday, today and tomorrow. You can count on HONEYWELL and myself to provide solid counsel, quality technology and continuing service that will enhance your facility. When you invest in a HONEYWELL Security Alarm System, you're allying your self with a company that has long been respected for modern, reliable security systems, computers, avionics, and environmental controls for homes and commercial buildings. When you specify HONEYWELL you get outstanding equipment and service from a company that will be in business as long as you are. HONEYWELL PROTECTION SERVICES HONEYWELL INC., 4586 ALLSTATE DRIVE, RIVERSIDE, CAUFORNIA 92501, TELEPHONE 714/781-0770 NATIONWIDE CENTRAL STATION SERVICES • • Honeywell Page 4 We are certain that you will be pleased with the system that we have designed for you, as well as the quality of installation and service that HONEYWELL provides. Again, we would like to thank you for your time and consideration of HONEYWELL'S proposal. We look forward to the opportunity to serve you. HONEYWELL, Helping You Control Your World. Sincerely, Felix Gonzales Alarm Agent *RR022358 Business Security Consultant Calif. Lic. *LA000285 HONEYWELL PROTECTION SERVICES HONEYWELL INC., 4586 ALLSTATE DRIVE, RIVERSIDE, CALIFORNIA SUM, TELEPHONE T14/781-0770 NATIONWIDE CENTRAL STATION SERVICES f elftemminam *11/11M.... - r • .41 4.4„. • 4/ • t=, '1* - 4mik .1=•••• ..11.9r......111:1. €11 \ I _ V013313(1 NOIXOR anVRINI IOVIN00 100a TIONIS • •••••1.• 1 • 110013 aNnow- . eimm. mom. Miliiiiif Nang • -.mom To•gre NnIS 110011NI 1111 (Rd In '• Itmva Immo _ AGENDA ITEM #8 • RIVERSIAcOUNtY TMNSPOR?At10AOMM18810N June ?, 1989 TO: Budget and F ance Committee FROM: Jack Reag xecutive Director SUBJECT: Accounting System Automation The Commissions Performance Audit recommended that the accounting functions of the Commission should be automated. The County of Riverside installed a computer system, Automated Management System, last year to speed up voucher processing and payments. Turnaround time is still 10-15 days. They have another system to speed up the process to a 2-3 day turnaround and have invited the county departments and agencies such as the Commission to use. The Commission would have to purchase a software program called FOCUS , and a board for the computer. The cost of these items is $1450. In addition, there will be a charge from the county to install the lines needed to connect our computer with the county mainframe. We are not certain, at this point, that our current computers have enough capacity to run this program. However, we have budgeted $25,000 for additional computers that will be needed this year. Before we proceed with purchasing these computers we would make sure that at least one of the new computers would have the capacity needed to operate the accounting program. RECOMMENDATION: That the Committee recommend to the Commission that staff proceed with the purchase and installation of the necessary computer equipment to automate the accounting functions of the Commission as recommended in the Commissions Performance Audit.