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HomeMy Public PortalAbout20180425 - Agenda Packet - Board of Directors (BOD) - 18-15 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle Los Altos, CA 94022 Wednesday, April 25, 2018 Special Meeting starts at 5:00 PM* Regular Meeting starts at 7:00 PM* A G E N D A 5:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT – CLOSED SESSION ROLL CALL 1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section 54956.8) Property: Santa Clara County APN(s): 562-23-007 Agency Negotiator: Allen Ishibashi, Sr. Real Property Agent Negotiating Party: Ismael Benhamida, Broker, Marcus & Millichap Under Negotiation: Purchase Terms ADJOURNMENT 6:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT – STUDY SESSION ROLL CALL 1. Project goals and delivery process for the Mount Umunhum Radar Tower Long-Term Repair Project at Sierra Azul Open Space Preserve (R-18-42) Staff Contact: Zachary Alexander, Capital Project Manager III, Engineering and Construction Department General Manager’s Recommendation: Review and amend or approve the project goals, project delivery process, and timeline for the Mount Umunhum Radar Tower Long-Term Repair Project. ADJOURNMENT 7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Meeting 18-15 Rev. 1/3/18 ORAL COMMUNICATIONS The Board President will invite public comment on items not on the agenda. Each speaker will ordinarily be limited to three minutes; however, the Brown Act (Open Meeting Law) does not allow action by the Board of Directors on items not on the agenda. If you wish to address the Board, please complete a speaker card and give it to the District Clerk. Individuals are limited to one appearance during this section. ADOPTION OF AGENDA SPECIAL ORDERS OF THE DAY  Introduction of staff o Felipe Nistal, Senior Capital Projects Manager CONSENT CALENDAR All items on the Consent Calendar may be approved without discussion by one motion. Board members, the General Manager, and members of the public may request that an item be removed from the Consent Calendar during consideration of the Consent Calendar. 1. Approve April 11, 2018 Minutes 2. Claims Report 3. Grant Agreement with the Santa Clara Valley Water District for the Webb Creek Bridge Replacement (R-18-38) Staff Contact: Melanie Askay, Grants Specialist General Manager’s Recommendation: Adopt a resolution confirming an application for the Safe, Clean Water Priority D3 Grant Program, affirming that sufficient funds are available to complete this work, and authorizing the General Manager to execute the grant agreement with the Santa Clara Valley Water District to receive $149,500 for replacement of Webb Creek Bridge. BOARD BUSINESS The President will invite public comment on agenda items at the time each item is considered by the Board of Directors. Each speaker will ordinarily be limited to three minutes. Alternately, you may comment to the Board by a written communication, which the Board appreciates. 4. Award of Contract to Graniterock Company for Construction of the Bear Creek Redwoods Public Access Project (R-18-39) Staff Contact: Matt Brunnings, Senior Capital Project Manager General Manager’s Recommendation: 1. Award a contract to Graniterock Company of Watsonville, California for a not-to-exceed base contract amount of $3,369,858. 2. Authorize a 15% construction contract contingency of $505,478 to be reserved for unanticipated issues, thus allowing the total contract amount not-to-exceed $3,875,336. 5. Contract Amendment for Design Services with Mills Design (R-18-41) Staff Contact: Peggy Gibbons, Public Affairs Specialist II General Manager’s Recommendation: Authorize the Acting General Manager to amend an on-call design services contract with Mills Design for an additional $50,001 for a not-to-exceed total of $100,000. Rev. 1/3/18 6. Award of Contracts for Fiber Optic Line installation and Ethernet Virtual Private Network Services with Comcast Business Inc. (R-18-40) Staff Contact: Garrett Dunwoody, Information Systems & Technology Manager General Manager’s Recommendation: 1. Authorize the General Manager to execute a contract with Comcast Business Inc., for the installation of fiber optic line to four office facilities for a base contract amount of $456,309 based upon the State of California CALNET 3 pricing. 2. Authorize the General Manager to execute a three-year service contract with Comcast Business Inc., for an Ethernet virtual private line (EVPL) for an annual not-to-exceed amount of $115,000, for a total contract amount of $345,000, based upon the State of California CALNET 3 pricing. INFORMATIONAL REPORTS – Reports on compensable meetings attended. Brief reports or announcements concerning activities of District Directors and staff; opportunity to refer public or Board questions to staff for information; request staff to report to the Board on a matter at a future meeting; or direct staff to place a matter on a future agenda. Items in this category are for discussion and direction to staff only. No final policy action will be taken by the Board. Committee Reports Staff Reports Director Reports ADJOURNMENT *Times are estimated and items may appear earlier or later than listed. Agenda is subject to change of order. In compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the District Clerk at (650) 691-1200. Notification 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to this meeting. Written materials relating to an item on this Agenda that are considered to be a public record and are distributed to Board members less than 72 hours prior to the meeting, will be available for public inspection at the District’s Administrative Office located at 330 Distel Circle, Los Altos, California 94022. CERTIFICATION OF POSTING OF AGENDA I, Jennifer Woodworth, District Clerk for the Midpeninsula Regional Open Space District (MROSD), declare that the foregoing agenda for the special and regular meetings of the MROSD Board of Directors was posted and available for review on April 20, 2018, at the Administrative Offices of MROSD, 330 Distel Circle, Los Altos California, 94022. The agenda and any additional written materials are also available on the District’s web site at http://www.openspace.org. Jennifer Woodworth, MMC District Clerk R-18-42 Meeting 18-15 April 25, 2018 STUDY SESSION AGENDA ITEM 1 AGENDA ITEM Project goals and delivery process for the Mount Umunhum Radar Tower Long-Term Repair Project at Sierra Azul Open Space Preserve ACTING GENERAL MANAGER’S RECOMMENDATIONS Review and amend or approve the project goals, project delivery process, and timeline for the Mount Umunhum Radar Tower Long-Term Repair Project. SUMMARY The Board of Directors (Board) budgeted $236,000 in Fiscal Year (FY) 2017-18 to complete the Mount Umunhum radar tower assessment to inform the subsequent design of the long-term repair plans for the structure. The purpose of the Mount Umunhum Radar Tower Long-Term Repair Project (Long-Term Repair Project) is to carry out Board policy to “Retain and Seal” the structure over the long term. On April 25, 2018, the Board will receive a presentation on the project history, emerging issues, proposed project goals, project delivery process, and timeline. The Board will have an opportunity to amend or approve the goals, the proposed project delivery process, and timeline. Approval of the project goals and delivery process will establish Board policy direction to finalize the Request for Proposals (RFP) to solicit engineering services for the tower assessment and development of long-term repair plans. BACKGROUND In 1986, the District acquired the former Almaden Air Force Station (Almaden AFS) and all of its remaining facilities on Mount Umunhum and Mount Thayer (86-20) with the intent to restore the area and provide public access. In December 2009, the United States Congress appropriated $3.2 million for the identification, evaluation, and remediation of hazardous materials and site cleanup at the former Almaden Air Force Station (AFS) site, which included abatement of the Mount Umunhum radar tower. In 2011, the United States Army Corp of Engineers completed the removal of at-risk and peeling lead-containing paint from the exterior of the radar tower, as well as removal of unstable lead-containing paint and other hazardous materials from the interior. Following the federally funded remediation project, Midpen completed site demolition and landform restoration at the former Almaden AFS site in 2014 (R-12-90). Through this work, Midpen restored many of the natural contours and removed all, but one structure from the mountaintop, leaving only the radar tower. R-18-42 Page 2 Recent History Interim Repair – January 2015 On January 28, 2015, the Board authorized short-term interim structural repairs to the radar tower prior to making a final decision on the future disposition of the structure. The Interim Repair Project included: repairs to the first floor caused by the Loma Prieta earthquake; sealing all first floor openings to prevent the public from entering the structure; and “collapse prevention” repairs required by the County of Santa Clara (County) to allow for public access to the exterior perimeter of the structure as part of the summit grand opening. The Interim Repair Project received final signoff and approval from the County in July 2016. With these Interim Repairs completed, Midpen was able to move forward with the summit improvements and open Mount Umunhum to the public in September 2017. The repairs were designed to be short-term and last at least five years pending a Board decision on the radar tower.   Retain and Seal – June 2016 On May 10, 2016, the County Board of Supervisors listed the radar tower on the County Heritage Resource Inventory. Given this action and implications on the future disposition of the radar tower, the General Manager recommended and the Board approve the Retain and Seal option for the structure on June 8, 2016. The Board-approved Retain and Seal decision results in the sealing and stabilization of the structure with no visitor access to the interior.   Conservation Easement – December 2017 On December 6, 2017, the Board authorized the Quitclaim of a Cultural Conservation Easement (conservation easement) to protect and preserve the Mount Umunhum Summit in perpetuity. The conservation easement permits the following as it pertains to the radar tower and its future repairs: “To repair and maintain the Tower, consistent with the District’s approved Retain and Seal option and to any degree required by the County of Santa Clara, based on its general health and safety regulatory authority, or based on the structure’s status on the County’s Heritage Resource Inventory, or as needed in the District’s discretion for nature resource management, health and safety purposes, provided in all cases that the Tower is not expanded in footprint or height or use.” Current Remediation Project – February 2018 Following the first storm event in the winter of 2017, flakes of paint from the exterior of the radar tower were observed within the immediate vicinity surrounding the radar tower. Out of an abundance of caution to ensure public health and safety, staff immediately closed the area around the radar tower to public access. Simultaneously, Midpen hired Hazard Management Services, Inc., (HMS) in November 2017 to collect and test samples from the exterior of the radar tower. The collected samples contained low levels of lead, and one sample also contained trace amounts of asbestos. Soil samples collected adjacent to the radar tower, however, did not contain hazard levels for heavy metal contamination, including lead. Staff presented this new information to the Board in early 2018. On February 14, 2018, the Board authorized funding for the Mount Umunhum Radar Tower Exterior Remediation Project, and approved a contract with PARC Environmental to complete the removal of all remaining hazardous materials from the exterior four walls of the structure (R-18-18). Upon completion of the project, only clean and bare concrete and metal will remain on the exterior four faces of the R-18-42 Page 3 radar tower. The project is scheduled to be completed in June 2018. When the project is complete, the exterior perimeter of the radar tower will reopened to public access. DISCUSSION Long-term repairs of the radar tower will ensure the long-term stability of the structure, the continued safety of the public visiting the summit around the outside of the building, and the safety of staff who must enter the building, albeit infrequently, to address maintenance issues. Since completing the interim repairs in 2015, new issues have emerged that are requiring ongoing monitoring and maintenance. These new issues, which are planned to be evaluated as part of upcoming assessment, include:  Water intrusion;  Wildlife entry through small openings;  Remnant internal lead and asbestos contamination;  Concrete spalling; and,  Roof integrity. Retain and Seal Long-Term Repair – Project Purpose, Goals, and Delivery Process Project Purpose and Goals The purpose of the Long-Term Repair Project (Project) is to Retain and Seal the structure over the long term, with the repairs expected to last between 30 to 50 years. To proceed with the Project, a second structural assessment is needed. This second assessment will reevaluate the structure with the long-term stabilization goals in mind, and consider any changed conditions. Prior assessment information will be used to inform the second assessment. To establish a clear framework that will guide the second assessment and the development of subsequent repair recommendations, the following project goals are proposed for Board consideration:  Ensure safe visitor experience near and around the structure;  Minimize long-term maintenance;  Provide safe conditions for interior and exterior maintenance; and  Adhere to the Board’s decision to Retain and Seal the structure. Project Delivery Process (Design-Bid-Build) Following passage of Senate Bill 793 and effective January 1, 2018, Midpen has the option to pursue one of two project delivery methods: (1) Design-Build and (2) Design-Bid-Build. Staff has identified the pros and cons for each method and the Acting General Manager recommends the use of Design-Bid-Build for this project to maximize control over the design, project scope, and costs from start to finish. This project delivery approach also provides greater flexibility in responding to technical and political uncertainties that may warrant significant design modifications during design and construction. Long-Term Repair Project Approach Staff anticipates issuing a Request for Proposal (RFP) in May 2018. (See the tentative timetable below.) The project scope will require the consultant to review existing documents and perform tests and assessments on the radar tower. Findings from the assessments will be summarized in a R-18-42 Page 4 Basis of Design (BOD) report that includes recommended repairs, schematic plans, and cost estimates to complete the Long-Term Repair Project and meet the Board-approved project goals. Once the BOD is complete, the Board will receive a presentation of the repair recommendations, preliminary cost estimates, and outline next steps. Following Board approval of the proposed repairs in the BOD, the consultant will proceed with preparing construction documents and refining the cost estimates at each major design deliverable stage. The Acting General Manager will continue to update the Board through Bi-Weekly and Board Agenda FYI Memorandums. The Long-Term Repair Project will return to the Board one last time to consider an Award of Contract to construct the repairs. Task Tentative Date Issue Request For Proposal May 2018 Select Consultant July 2018 Provide Basis of Design (BOD) October,2018 Board Approval of the BOD December 2018 Prepare Long-Term Repair Plans and Secure Permits January thru August, 2019 Solicit Construction Bids and Board Approval of Award for Contract October 2019 Construction November 2019 FISCAL IMPACT The recommended action has no direct fiscal impact, but future implementation activities will have fiscal impacts. The Fiscal Year (FY) 2017-18 Action Plan and Budget includes sufficient funds to cover project costs through June 30. Additional funds are proposed in the upcoming FY2018-19 budget to complete the work. Project implementation costs are not eligible for Measure AA reimbursement. BOARD COMMITTEE REVIEW Given the level of Board interest, this item is coming to the full Board. PUBLIC NOTICE Public notice was provided as required by the Brown Act. Notices were also sent to interested parties on the Mount Umunhum mailing list. CEQA COMPLIANCE On August 30, 2010 the Board approved in the Initial Study/Mitigated Negative Declaration (IS/MND) for the Almaden Air Force Station Structure Abatement Project (R-10-102), which included an evaluation of potential repairs and work on the exterior of the radar tower. In addition, on October 17, 2012 the Board adopted the Mount Umunhum Environmental Restoration and Public Access Project Environmental Impact Report, which included an analysis of the Retain and Seal option for the radar tower. The Board also adopted an Addendum to the Environmental Impact Report for the Umunhum Environmental Restoration and Public Access Project prepared on December 9, 2015. Approving the Goals & Delivery Process of the Mount R-18-42 Page 5 Umunhum Radar Tower Long-Term Assessment & Repair Project is consistent with the IS/MND, EIR, Addendum, and repair work previously executed on the project site. No new significant environmental effects or substantial increase in the severity of previously identified effects would result from this project beyond what was analyzed in the existing CEQA documents.   NEXT STEPS Following Board approval of the project goals, delivery process, and timeline, staff will finalize and release the Request for Proposals (RFP) for professional structural engineering design services for the Mount Umunhum Radar Tower Long-Term Repair Project. Award of contract for the design firm is expected in Summer 2018, with the BOD completed in the Fall. Construction is planned to begin in Summer 2019. Responsible Department Head: Jason Lin, PE, Engineering and Construction Department Manager Prepared by: Zachary Alexander, Capital Project Manager III, Engineering and Construction Department April 11, 2018 Board Meeting 18-14 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle Los Altos, CA 94022 Wednesday, April 11, 2018 DRAFT MINUTES SPECIAL MEETING – CLOSED SESSION President Cyr called the special meeting of the Midpeninsula Regional Open Space District to order at 5:30 p.m. ROLL CALL Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, and Curt Riffle Members Absent: Yoriko Kishimoto and Pete Siemens Staff Present: Acting General Manager Ana Ruiz, Acting General Counsel Hilary Stevenson, Acting Assistant General Manager Christine Butterfield, Real Property Manager Mike Williams, Senior Real Property Specialist Allen Ishibashi Public comments opened at 5:30 p.m. No speakers present. Public comments closed at 5:30 p.m. 1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section 54956.8) Property: Santa Clara County APN(s): 562-23-007 Agency Negotiator: Allen Ishibashi, Sr. Real Property Agent Negotiating Party: Ismael Benhamida, Broker, Marcus & Millichap Under Negotiation: Purchase Terms Acting General Manager Ana Ruiz, Acting Assistant General Manager Christine Butterfield, Real Property Manager Mike Williams, and Senior Real Property Specialist Allen Ishibashi left the meeting at 6:12 p.m. Meeting 18-14 Page 2 2. PUBLIC EMPLOYEE PERFORMANCE EVALUATION. GOVERNMENT CODE SECTION 54957(B)(1) Title of Employee: Acting General Counsel ADJOURNMENT President Cyr adjourned the special meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 6:48 p.m. REGULAR MEETING President Cyr called the regular meeting of the Midpeninsula Regional Open Space District to order at 7:00 p.m. ROLL CALL Members Present: Jed Cyr, Cecily Harris, Larry Hassett, Pete Siemens, and Curt Riffle Members Absent: Yoriko Kishimoto and Pete Siemens Staff Present: Acting General Manager Ana Ruiz, Acting General Counsel Hilary Stevenson, Chief Financial Officer/Director of Administrative Services Stefan Jaskulak, Acting Assistant General Manager Christine Butterfield, District Clerk/Assistant to the General Manager Jennifer Woodworth, Real Property Manager Mike Williams, Senior Real Property Agent Allen Ishibashi, Grants Specialist Melanie Askay President Cyr appointed Director Hanko to act as Secretary Pro Tempore for the meeting. ORAL COMMUNICATIONS No speakers present. ADOPTION OF AGENDA Motion: Director Riffle moved, and Director Hassett seconded the motion to adopt the agenda. VOTE: 5-0-0 (Directors Kishimoto and Siemens absent) SPECIAL ORDERS OF THE DAY • Introduction of staff O Carmen Narayanan, Budget & Analysis Manager O Matt Anderson, Visitor Services Manager CONSENT CALENDAR Director Riffle pulled Item 4 from the consent calendar. Meeting 18-14 Page 3 Public comment opened at 7:12 p.m. No speakers present. Public comment closed at 7:12 p.m. Motion: Director Harris moved, and Director Riffle seconded the motion to approve the Consent Calendar, with the exception of item 4. VOTE: 5-0-0 (Directors Kishimoto and Siemens absent) 1. Approve March 28, 2018 Minutes 2. Claims Report 3. Award of Contract for Engineering and Design of Two New Trail Loops at La Honda Creek Open Space Preserve (R-18-37) Acting General Manager’s Recommendation: 1. Authorize the Acting General Manager to enter into a contract with Fall Creek Engineering for a base contract amount of $147,590. 2. Authorize a 15% contingency of $22,138, to be expended only if necessary to cover unforeseen conditions, for a total not-to-exceed contract amount of $169,728. 4. Legislative Action Recommendations (R-18-34) Director Riffle requested clarification regarding the Midpen’s position on Senate Bill 1414. Acting General Manager Ana Ruiz reported Midpen did not initiate the legislation and is monitoring the legislation and may reexamine its position in the future as the legislation progresses. Director Riffle suggested Midpen may want to research legislative options for lowering the threshold for passage of special district tax measures from 66.7% to a majority and stated he could return with additional information at a future Board meeting. Motion: Director Riffle moved, and Director Harris seconded the motion to approve the recommended list of legislative actions for the 2018 state legislative session. VOTE: 5-0-0 (Directors Kishimoto and Siemens absent) BOARD BUSINESS 5. Report from the Bond Oversight Committee to the Board of Directors for the review period from July 1, 2016 to June 30, 2017 (R-18-36) Chief Financial Officer/Director of Administrative Services Stefan Jaskulak introduced Measure AA Bond Oversight Committee Chair Paul Betlem. Meeting 18-14 Page 4 Mr. Betlem presented the annual report that covered the review period from July 1, 2016 to June 30, 2017, including the process used by the Bond Oversight Committee (BOC) to select and review a representative group of Measure AA transactions. Mr. Betlem reported the BOC found that all transactions reviewed related to the Measure AA bond language. The Board members thanked the members of the BOC for their service and staff for following the parameters set by Measure AA. Public comments opened at 7:35 p.m. No speakers present. Public comments closed at 7:35 p.m. Motion: Director Riffle moved, and Director Hassett seconded the motion to accept the Measure AA Bond Oversight Committee report for FY2016-17 VOTE: 5-0-0 (Directors Kishimoto and Siemens absent) 6. Proposed purchase of the 23760 Alamitos Road, LLC Property as an addition to Sierra Azul Open Space Preserve located at 23760 Alamitos Road, San Jose in unincorporated Santa Clara County, Assessor’s Parcel Numbers 562-23-007 (R-18-35) Senior Real Property Agent Allen Ishibashi presented the staff report describing the location of the property, geographic features of the land, and improvements located on the property. Mr. Ishibashi described the reasons for purchase, including Alamitos Creek watershed protection and potential for additional public access to Midpen and Santa Clara County Open Space Authority preserves. Since 2017, Santa Clara County has pursued litigation against the current property owner related to health and building code violations. Mr. Ishibashi outlined the proposed schedule for demolition of the structures, timeline for the proposed acquisition, and the proposed terms and conditions of the purchase. President Cyr inquired regarding the maintenance costs for the bridge. Mr. Ishibashi explained Midpen may enter into a cost sharing agreement with Santa Clara County Open Space Authority to maintain the bridge. Public comments opened at 8:02 p.m. April Halberstadt commissioner on the Santa Clara County Historical Heritage Commission reported the Commission would like to review the results of any historical review of the structures before demolition. Additionally, Ms. Halberstadt inquired how long the septic tanks could be expected to leak. Acting Land and Facilities Manager Elaina Cuzick explained this cannot be determined at this time because staff does not know whether the septic tanks have been pumped. Mr. Ishibashi reported neither Midpen staff not the owner knows where all of the septic tanks are currently located. Mr. Ishibashi also reported staff is not currently pursuing a historic analysis of Meeting 18-14 Page 5 the property because Midpen staff has been informed by Santa Clara County staff that a historic analysis is not required for a demolition permit. Dennis Danielson spoke in favor of Midpen acquisition and cleanup of the Twin Creeks property. Dan O’Day, neighbor to the property, spoke regarding the history of the property, which was initially built by his grandfather in 1929 for summer use. Mr. O’Day explained the summer vacation cabins began to be rented year-round and eventually fell into disrepair. Finally, Mr. O’Day spoke in favor of Midpen purchasing the property to restore it. Public comments closed at 8:18 p.m. Motion: Director Riffle moved, and Director Hanko seconded the motion to: 1. Determine that the recommended actions are categorically exempt under the California Environmental Quality Act, as set out in the staff report. 2. Adopt a Resolution authorizing the purchase of the 23760 Alamitos Road, LLC property at a cost of $2,800,000 with corresponding authorization for a Fiscal Year 2017-18 budget increase of the same amount. 3. Adopt a Preliminary Use and Management Plan for the property, as set out in the staff report. 4. Withhold dedication of the 23760 Alamitos Road, LLC property as public open space. 5. Authorize the Acting General Manager to enter into a grant agreement with the Gordon and Betty Moore Foundation to receive $750,000 for property acquisition costs. VOTE: 5-0-0 (Directors Kishimoto and Siemens absent) INFORMATIONAL MEMORANDUM • Visitor Use Level Measurement Project • State budget request to support District purchase of San Jose Water Company land INFORMATIONAL REPORTS A. Committee Reports No Committee reports. B. Staff Reports No staff reports. C. Director Reports The Board members submitted their compensatory reports. Director Riffle requested the Legislative, Funding, and Public Affairs Committee consider a memorial bench for Vince Garrod. Director Riffle reported on a recent event held by Midpen regarding a mountain lion living in southern California that is in need of a wildlife crossing Meeting 18-14 Page 6 similar to the wildlife corridor proposed for Highway 17. Finally, Director Riffle reported on his participation in a panel to discuss urban parks. Director Hassett requested the Legislative, Funding, and Public Affairs Committee consider a memorial bench or trail named for Ruth Waldhauer. Director Harris reported she will be attending the Redwood City Chamber of Commerce Progress Seminar. President Cyr reported his attendance at a meeting of the Santa Clara Valley Water District’s Water Commission. ADJOURNMENT President Cyr adjourned the regular meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 8:37 p.m. ________________________________ Jennifer Woodworth, MMC District Clerk CLAIMS REPORT MEETING 18‐15 DATE 04‐25‐18 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check  Number Payment  Type Notes Vendor No. and Name Invoice Description Check Date   Payment  Amount  Wire Old Republic Title Company Escrow for Twin Creeks Land Acquisition 04/13/18 100,000.00 77752 11369 ‐ BANK OF THE WEST COMMERCIAL CARD USA Employee Credit Card Purchases 04/12/2018 79,529.78 $1,205.28 Office Supplies ‐ Coffee, Legal Pads, Envelopes, Paper 04/12/2018 $246.25 Envirocert Certification Fee, AA Batteries 04/12/2018 $1,978.95 Workshop Reg & CAFW Req to Amend Routine Maint Agmt 04/12/2018 $1,027.20 ‐ Trainings and Visitor Counter Project Tools 04/12/2018 $7,424.94 Fountain for CP, Trailbuilders Conf Fee, Solar Kits 04/12/2018 $8.00 SCU Parking Fee 04/12/2018 $27.99 Car Wash (P43)04/12/2018 $626.35 NCCIPMA Conf Lodging & Meal, Performance/Workplace Harra 04/12/2018 $12,774.38 District Fuel ($11,107.88), Raingear for FFO, Postage 04/12/2018 $63.77  Meeting Snacks for Fire Safe Council and Light Bulb (M39)04/12/2018 $1902.49  Shop Generator Repair, Batteries, Tool Key Ring Holder 04/12/2018 $1352.25 Web Forms + Hosting, Facebook Ads, SPDF Conf Travel 04/12/2018 $4,820.35 Mt. Um Trailer Rental, Institute of Cultural Affairs 04/12/2018 $460.56 Waste Management Plan Fee 04/12/2018 $1,616.07 BAOSC Conf Reg, Special Parks Forum Conf Expenses 04/12/2018 $98.09 Channel CB Radio (M22)04/12/2018 $2,179.37 Tyler Conference Travel & Reg, Budget Lunch Meeting 04/12/2018 $1,001.97 Rodent Control + Range Replacement at District Rental 04/12/2018 $880.88 Field Supplies ‐ Haz Mat Fees, Rake, Broom, Brackets 04/12/2018 $35.00 Elkhorn Slough Foundation Membership Fee 04/12/2018 $59.96  Small Tools ‐ Combo Wrench Set, Jab Saw, Pliers 04/12/2018 $1,808.19  Office Cable Tray, Air Compressor for Shop (FFO)04/12/2018 $107.80 Academy Rangers Dinner 04/12/2018 $823.54 Field Supplies ‐ Hammer Sets, Lg Clamp, Holesaw, Joist 04/12/2018 $728.27  NAI Membership & Webinar, Vet Bill Twix 04/12/2018 $90.06 Volunteer Supplies 04/12/2018 $2,786.99 Video Service Sub, Waterbottle Stock + Shipping 04/12/2018 $65.75 ICMA Webinar Training Meal 04/12/2018 $2,413.91 Field Supplies ‐ Traffic Control Srv @ BC, Bat Shed 04/12/2018 $226.03 Black Running Boards (A100)04/12/2018 $519.21 Field Supplies ‐ Canopy for Bat Sheds, Rubbish Disposal 04/12/2018 $986.16 Water Heater Parts, Bench, Gas Water Heater 04/12/2018 $648.47 BAOSC Workshop/Conf Reg Fees, Office Supp, Board Tour Lunch 04/12/2018 $2,497. 94 GIS Conference and Facilitation Training 04/12/2018 $840.34  Event Ctr Fire Water Tank Rings, HazMat Fee, Staple Gun 04/12/2018 $593.90 CSDA Conference Fee & Parking, CCLT Travel, BAOSC Park 04/12/2018 $125.00 IRWA Spring Conference Registration Fee 04/12/2018 $435.00 CAFR Review Fee 04/12/2018 $758.59  Mini Bulbs, Tape Measure, Caliper, Canycom Toter Parts,04/12/2018 $1,005.30 CA Parks Rec Society Conference Expenses 04/12/2018 $228.34 OST Skills Lunch + Office & Kitchen Supplies 04/12/2018 $141.06  Sunscreen for Field Staff 04/12/2018 $2,186.55 Recruit Post for IPM Coord. & Prepaid Commuter Cards 04/12/2018 $150.00 BAOSC Conference Registration Fee 04/12/2018 $287.59 ‐ Parking Fees, Hydration Station (CP), Oak Seam Binder 04/12/2018 $225.00 Los Altos Community FND Sponsorship ‐ Gardner Awards 04/12/2018 $308.65 Budget Webinar, Dock Station Table, Ruler, Waste Basket 04/12/2018 $2,089.43 Storage, Badges, Subscription, Supplies, Sponsorship 04/12/2018 $420.00  California Trails and Greenways Conference Registration 04/12/2018 $496.42 Trail Patrol Training Event Dep + Food for Volunteers 04/12/2018 $245.00 CA Society for Ecological Restoration Conference Reg 04/12/2018 $156.79 Field Supplies ‐ Terry Towels, Gate Hook, Lock 04/12/2018 $1,514.64  Electrical Cable (M221), ATV16 Srv, Plumbing Supp GP 04/12/2018 $303.60 Field Supplies ‐ Gloves, Water Cooler, Tape Measure 04/12/2018 $7.19 Water Bottles for Public Consumption 04/12/2018 $450.98  District Uniform Shorts & CA Trails & Greenways Conf 04/12/2018 $1,604.50 Hotel for Industrial Ergonomics Training, Red Cross Reg., Food & Refreshments for Training, Ergo Desk Supplies 04/12/2018 $285.09 Field Supplies ‐  Hose Reel, Paint Brush, Tool Box 04/12/2018 Finance has started to roll out electronic funds transfer (EFT) for accounts payable disbursements to reduce check  printing and mailing, increase payment security, and ensure quicker receipt by vendors page 1 of 3 CLAIMS REPORT MEETING 18‐15 DATE 04‐25‐18 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check  Number Payment  Type Notes Vendor No. and Name Invoice Description Check Date   Payment  Amount  Finance has started to roll out electronic funds transfer (EFT) for accounts payable disbursements to reduce check  printing and mailing, increase payment security, and ensure quicker receipt by vendors $83.50 Parking Fees +CCLT Sponsorships 04/12/2018 $1,999.04  AO Electrict Repair G‐F1, RM Permit Event Center 04/12/2018 $1,158.68 BAOSC Reg Fee, Lodging for CLWC Conference,04/12/2018 $934.09 RTV Motorcycle Repair & Bike Uniform Items 04/12/2018 $331.46  Portable Pressure Washer Replacement Pump 04/12/2018 $2,671.60 Windows 10 E3 True‐up, Internet + Cables (FFO)04/12/2018 $1,229.42 Job Postings for Planner I/II, Recruitment Meals & Supplies & framing staff picture for AO office 04/12/2018 $33.34  Volunteer Snacks 04/12/2018 $575.00 Docent/Volunteer Quartlery Meeting Supplies, NAI Webinar 04/12/2018 $71.13 Lunch Meeting with Craig Britton 04/12/2018 $358.90 Standing Desk, Books, PPE for Biomonitors, Wrist Support 04/12/2018 $1,623.60 Retreat Meals & Materials, BAOSC Conf, Facility Rental 04/12/2018 $108.64 Field Supplies ‐ Sand, Powerlock Tape Measure, Bucket 04/12/2018 77739 Check 11929 ‐ RALPH ANDERSEN & ASSOCIATES Visitor Services Manager Recruitment 04/11/2018 27,950.00 77717 Check 10723 ‐ CALLANDER ASSOCIATES Ravenswood Bay Trail Connection Design & Construction Management 04/11/2018 23,072.36 77775 Check 11617 ‐ MIG, INC.Professional Svs ‐  ADA Self‐Evaluation & Transition Plan 2/2018 & Red Barn Area Planning February 2018 04/18/2018 21,755.89 77765 Check 10546 ‐ ECOLOGICAL CONCERNS INC Riparian Invasive Removal ‐ BCR 04/18/2018 19,550.00 77727 Check 11593 ‐ H.T. HARVEY & ASSOCIATES Ravenswood Bay Trail Environ. Consulting & Alma College Bat Relocation & Habitat Replacement work thru 2/28/18 04/11/2018 15,945.93 77708 Check 11863 ‐ ALBION ENVIRONMENTAL INC Archaelogical Services February 2018 ‐ District Wide & BCR 04/11/2018 13,639.31 77774 Check 10190 ‐ METROMOBILE COMMUNICATIONS Radio for District Vehicle ‐ M224,M227, M228, M229, M330, M331 04/18/2018 12,152.74 77730 Check 10031 ‐ MILLS DESIGN 2018 Spring Newsletter,Measure AA, Green Bond Postcard, Photo Contest, Murrelet Display,Prop 68 Flyer,Map Mt. Um 04/11/2018 10,768.00 77754 Check 10180 ‐ PG & E Electricity & Gas Services 04/16/2018 10,147.51 77769 Check 11593 ‐ H.T. HARVEY & ASSOCIATES Ravenswood Bay Trail Environmental Consulting & Construction 04/18/2018 9,939.72 77722 Check 11445 ‐ CROSS LAND SURVEYING INC.Mt Um + PG&E Trail Road Easements 04/11/2018 9,424.00 77728 Check 11910 ‐ LEE & JONES‐TAYLOR PARTNERSHIP Cooley Landing Project Phase 1 04/11/2018 8,910.00 77759 Check 11876 ‐ CASCADIA CONSULTING GROUP, INC.Greenhouse Gas Emissions Inventory and Climate Action Plan 04/18/2018 7,147.50 77763 Check 11445 ‐ CROSS LAND SURVEYING INC.Dunham‐Bohlman Road  Conservation Survey 04/18/2018 4,997.00 77726 Check 10509 ‐ GEOCON CONSULTANTS INC Phase II assessment of abandoned oil tank facilities 04/11/2018 4,921.04 77707 Check 11772 ‐ AHERN RENTALS, INC.SR Roller Rental for Parking Lot Improvement 04/11/2018 4,858.68 77791 Check 11118 ‐ WEX BANK Fuel for District vehicles 04/18/2018 4,559.79 77764 Check 11699 ‐ DAKOTA PRESS Printing of Purisima Creek Redwoods and Ravenswood Brochures 04/18/2018 3,339.71 77713 Check 11430 ‐ BIOMAAS Bio On‐Call Swift Monitoring ‐ February 2018 and Mt. Um Trail Woodrat Nest Removal 04/11/2018 3,088.64 77724 Check 10585 ‐ FLEETCARE INTERNATIONAL INC 5K Service for 11 Vehicles & Window Regulator Replacement for P95 04/11/2018 2,829.50 77711 Check 11799 ‐ AZTEC LEASING, INC.Sharp Copier Lease ‐ 6 Machines 04/11/2018 2,326.06 77723 Check 10032 ‐ DEL REY BUILDING MAINTENANCE Janitorial Services (AO), Floor Cleaning (RSA) + Floor Clean SFO 04/11/2018 2,179.45 77773 Check 11770 ‐ HYDROSCIENCE ENGINEERS Fire & Potable Water System Design Project (BCR)04/18/2018 2,040.00 77746 Check 10447 ‐ SIMMS PLUMBING & WATER EQUIPMENT Repairs From PG&E Power Surge & Spring Box Clean Out at Toto Ranch 04/11/2018 2,020.96 77784 Check 10447 ‐ SIMMS PLUMBING & WATER EQUIPMENT Provided Drain Piping to Existing Line to Septic At Dyer House 04/18/2018 1,931.15 77709 Check 10128 ‐ AMERICAN TOWER CORPORATION Repeater Site Lease ‐ Coyote Peak 04/11/2018 1,876.00 77756 Check 11898 ‐ BAY AREA TREE SPECIALISTS Tree Prune & Remove (RSA‐DHF)04/18/2018 1,829.20 77762 Check 10024 ‐ CONSERVATION BY DESIGN Docent & Volunteer Program Structure Study 04/18/2018 1,500.00 77772 Check 10642 ‐ HMS INC Hendrys Creek Asbestos‐Lead Inspection 04/18/2018 1,445.00 77771 Check 10222 ‐ HERC RENTALS, INC.Dump Truck Rental (BCR)04/18/2018 1,414.79 77761 Check 10352 ‐ CMK AUTOMOTIVE INC A98 Oil Service & Tire Rotation, P105 Service / Repairs, A102 Routine Maintenance Service, P98 Service 04/18/2018 1,372.34 77737 Check 10180 ‐ PG & E Electricity & Gas ‐ 7 Locations 04/11/2018 1,332.85 77745 Check 10580 ‐ SHARP BUSINESS SYSTEMS Photocopying Fees for Maintenance Contract No. 64820 04/11/2018 1,263.43 77720 Check 10445 ‐ COMMUNICATION & CONTROL INC Repeater Site Lease 04/11/2018 1,172.00 53 EFT 10018 ‐ HARRIS, CECILY Reimbursement to Cecily Harris for Redwood City Progress Seminar 04/18/2018 1,170.70 77789 Check 10146 ‐ TIRES ON THE GO A99 ‐ Tire Repair, P104 ‐ New Tires 04/18/2018 1,078.08 77736 Check 11129 ‐ PETERSON TRUCKS INC.WT01, M23, M07, T25, T46 BIT Vehicle Inspection 04/11/2018 1,074.50 77749 Check 11037 ‐ US HEALTHWORKS MEDICAL GROUP PC Medical Services‐HR 04/11/2018 1,043.00 77755 Check 11722 ‐ ADLER TANK RENTALS LLC Water Tank Rental for Mt. Um Summit 04/18/2018 1,013.70 77710 Check 11048 ‐ ARC Alma College Parking Area  ‐ Printing & Binding Services 04/11/2018 974.94 49 EFT 10500 ‐ MCKIBBIN, BRENNON California Trails & Greenways Conference ‐ Lodging & Per Diem Reimbursement 04/11/2018 940.48 77767 Check 10187 ‐ GARDENLAND POWER EQUIPMENT Safety Equipment & Supplies 04/18/2018 886.76 77747 Check 10143 ‐ SUMMIT UNIFORMS Employee Uniform‐Summit concealable vest for new Ranger 04/11/2018 872.91 77706 Check 10120 ‐ ADT SECURITY SERVICES INC SFO Alarm 4/1/18 ‐ 6/30/18 04/11/2018 841.68 77790 Check 11037 ‐ US HEALTHWORKS MEDICAL GROUP PC Medical Services‐HR 04/18/2018 826.00 77768 Check 10325 ‐ GILROY MOTORCYCLE CENTER Repair For Honda Pioneer 04/18/2018 786.71 77781 Check 10176 ‐ RE BORRMANN'S STEEL CO Shop Materials (FFO)04/18/2018 646.95 page 2 of 3 CLAIMS REPORT MEETING 18‐15 DATE 04‐25‐18 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check  Number Payment  Type Notes Vendor No. and Name Invoice Description Check Date   Payment  Amount  Finance has started to roll out electronic funds transfer (EFT) for accounts payable disbursements to reduce check  printing and mailing, increase payment security, and ensure quicker receipt by vendors 77743 Check 10136 ‐ SAN JOSE WATER COMPANY Water Service (RSACP)04/11/2018 627.74 77758 Check 10170 ‐ CASCADE FIRE EQUIPMENT COMPANY Fire Gear For Staff Member ‐ Coat, Pant, Goggle 04/18/2018 548.84 77785 Check 11671 ‐ STATE WATER RESOURCES CONTROL BOARD Oljon Trail Application ID#496619 04/18/2018 442.00 77750 Check 11388 ‐ WAGNER & BONSIGNORE Bear Creek Redwoos Post 1914 Write Up/Mapping & Water Rights ‐ Mud Lake 04/11/2018 437.50 77780 Check 10261 ‐ PROTECTION ONE Alarm Services for FFO, AO, AO2, AO3, AO4 04/18/2018 434.29 77735 Check 11144 ‐ PENINSULA MOTOR SPORTS ATV6 Annual Service 04/11/2018 404.76 77766 Check 11151 ‐ FASTENAL COMPANY Personal Protection Equipment & Hardware 04/18/2018 403.14 77778 Check 10082 ‐ PATSONS MEDIA GROUP Rediform Booklet and Inserts 04/18/2018 402.97 77732 Check 10578 ‐ OLD REPUBLIC TITLE CO Property Inspection Guarantee Esc#0626030487 04/11/2018 400.00 77777 Check 10233 ‐ PACIFIC WATER SYSTEMS Water Filters (SAO & FO)04/18/2018 380.64 77770 Check 11475 ‐ HEBERT, AARON,Reimbursement for Salmonid Restoration Conference travel expense 04/18/2018 378.84 77782 Check 11932 ‐ Rocking K Custom Leather Hat bands for Ranger Hats 04/18/2018 372.00 77718 Check 10168 ‐ CINTAS Shop Towel Service (FFO & SFO)04/11/2018 352.66 77740 Check 10093 ‐ RENE HARDOY AO Gardening Services 04/11/2018 325.00 52 EFT 10237 ‐ WILLIAMS, MICHAEL Mileage Reimbursement 2/7/18‐3/27/18 & IRWA Luncheon 04/11/2018 322.57 77751 Check 11165 ‐ WOODHAMS ELECTRICAL Electrical Repairs at Big Dipper House 04/11/2018 300.00 77715 Check 11620 ‐ BURLINGAME HEATING & VENTILATION INC Heater Repair at 16995 Skyline Blvd, Woodside, Ca 94062 04/11/2018 297.50 77788 Check 10152 ‐ TADCO SUPPLY Janitorial Supplies (RSA)04/18/2018 297.44 77721 Check 10184 ‐ CONTINUING EDUCATION OF THE BAR One Subscription‐Practice Under CEQA 04/11/2018 277.66 77714 Check 10273 ‐ BRUCE BARTON PUMP SERVICE INC Replace Leaking Seal On Pressure Pump ‐ Mora 04/11/2018 277.59 77712 Check 11233 ‐ BAY AREA WATER TRUCKS Water Delivery to Burkhart 04/11/2018 275.00 77738 Check 10140 ‐ PINE CONE LUMBER CO INC Lumber Supplies (BCR)04/11/2018 272.12 77783 Check 10349 ‐ SHELTON ROOFING COMPANY INC Roof Repairs ‐ District Rental 16891 Stevens Canyon Rd, Cupertino, CA 04/18/2018 263.00 77741 Check 11526 ‐ REPUBLIC SERVICES Monthly Garbage Services (SFO)04/11/2018 249.25 54 EFT 11449 ‐ MARK, JANE Assn. of Environmental Professionals Conference 04/18/2018 248.25 77744 Check 11042 ‐ SANTA CLARA COUNTY‐OFFICE OF THE SHERIFF Live Scan Services‐February 2018 04/11/2018 224.00 77742 Check 10151 ‐ SAFETY KLEEN SYSTEMS INC Solvent Tank Service (FFO)04/11/2018 216.90 77733 Check 10233 ‐ PACIFIC WATER SYSTEMS Water Filter Supplies 04/11/2018 216.45 77787 Check 10107 ‐ SUNNYVALE FORD P83 Diagnose Intermittent Acceleration 04/18/2018 205.00 77760 Check 10014 ‐ CCOI GATE & FENCE Gate Service (SAO)04/18/2018 200.00 77719 Check 10352 ‐ CMK AUTOMOTIVE INC Maintenance & Repair Service (A98)04/11/2018 193.78 77729 Check 10260 ‐ LUND PEARSON MCLAUGHLIN Fire Sprinkler Inspection (AO)04/11/2018 140.00 50 EFT 11934 ‐ PERRY, CHRIS California Trails and Greenways Conference Per Diem 04/11/2018 121.00 77753 Check C/O Manatt, Phelps & Phillips, LLP Independent Consideration for Twin Creeks Purchase 04/12/2018 100.00 77757 Check 11261 ‐ CALIFORNIA COUNCIL OF LAND TRUSTS CCLT Conference ‐ Welcome Dinner 04/18/2018 65.00 77734 Check 10080 ‐ PALO ALTO MEDICAL FOUNDATION Medical Services‐HR 04/11/2018 63.00 51 EFT 11625 ‐ REITER, HEATHER Industrial Ergonomics Parking, Bridge Tolls, and Teaching EMR  3/26/18‐3/29/18 04/11/2018 54.88 77716 Check 10172 ‐ CALIFORNIA WATER SERVICE CO‐3525 Water Service ‐ (WH)04/11/2018 52.68 77776 Check 10670 ‐ O'REILLY AUTO PARTS P88 Auto Parts 04/18/2018 49.64 77731 Check 10160 ‐ OFFICE DEPOT CREDIT PLAN FFO Office Supplies ‐ Clips, Post‐it Notes, Highlighters 04/11/2018 47.27 77725 Check 10187 ‐ GARDENLAND POWER EQUIPMENT Safety Equipment ‐ Helmet 04/11/2018 39.22 48 EFT 10241 ‐ CARLSON, KERRY PRAC Professional Membership 04/11/2018 37.50 77786 Check 10143 ‐ SUMMIT UNIFORMS Employee Uniform Item ‐ Belt 04/18/2018 31.68 77779 Check 10180 ‐ PG & E Electricity at RSACP Restroom 04/18/2018 27.96 77748 Check 10107 ‐ SUNNYVALE FORD P84 Vehicle Part 04/11/2018 13.62 Grand Total 445,477.08$           *Annual Claims **Hawthorn Expenses CCIWS = Central California Invasive Weed Symposium MISAC = Municipal Information Systems Association of California BCR = Bear Creek Redwoods                LH = La Honda Creek                      PR = Pulgas Ridge                              SG = Saratoga Gap                                                        TC = Tunitas Creek CC = Coal Creek                                         LR = Long Ridge                               PC = Purisima Creek                         SA(U) = Sierra Azul (Mt Um)                                                      WH = Windy Hill ECM = El Corte de Madera                    LT = Los Trancos                              RSA = Rancho San Antonio              SR= Skyline Ridge                               AO2, 3, 4 = Administrative Office lease space ES = El Sereno                                            MR = Miramontes Ridge                RV = Ravenswood                             SCS = Stevens Creek Shoreline Nature                      FFO =  Foothills Field Office FH = Foothills                                             MB = Monte Bello                           RR = Russian Ridge                               TH = Teague Hill                                                            SFO = Skyline Field Office FO = Fremont Older                                  PIC= Picchetti Ranch                       SJH = St Joseph's Hill                        TW = Thornewood                                                        SAO = South Area Outpost RR/MIN = Russian Ridge ‐ Mindego Hill          PR = Pulgas Ridge              DHF = Dear Hollow Farm          OSP = Open Space Preserve           P## or M## = Patrol or Maintenance Vehicle page 3 of 3 Rev. 1/3/18 R-18-38 Meeting 18-15 April 25, 2018 AGENDA ITEM 3 AGENDA ITEM Grant Agreement with the Santa Clara Valley Water District for the Webb Creek Bridge Replacement ACTING GENERAL MANAGER’S RECOMMENDATION Adopt a resolution confirming an application for the Safe, Clean Water Priority D3 Grant Program, affirming that sufficient funds are available to complete this work, and authorizing the General Manager to execute the grant agreement with the Santa Clara Valley Water District to receive $149,500 for replacement of the Webb Creek Bridge. SUMMARY The Safe, Clean Water and Natural Flood Protection Program is a competitive 15-year grant program to ensure uninterrupted water resource services in Santa Clara County. Five priority funding areas are available and competitive grants are awarded through staggered application cycles. Midpeninsula Regional Open Space District (Midpen) staff applied for the Priority D3 New Access to Trails grant for replacement of the Webb Creek Bridge. On March 13, 2018, the Santa Clara Valley Water District (SCVWD) Board of Directors approved this grant application in the amount of $149,500 to fund the bridge replacement. Adoption of a resolution by the Board of Directors (Board) is required to meet the grant requirements and execute the grant agreement. DISCUSSION Santa Clara Valley Water District’s Measure B, the Safe, Clean Water and Natural Flood Protection Program, was approved by voters in 2012. This 15-year program was established to provide a long-term safe and reliable water supply within Santa Clara County. Under this program, the D3 New Access to Trails grant was formed to provide new access to creekside trails and open space within Santa Clara County. Projects eligible for funding must be located within Santa Clara County, create new public access where it did not previously exist, and establish either a new creekside trail or an important trail link to a creekside trail network. In this grant round a total of $571,000 in grants was available, with a maximum award of $200,000. Midpen staff submitted a grant application for the Webb Creek Bridge replacement in the most recent D3 Grant funding round, requesting $149,500 for construction costs. Webb Creek bisects the westside “Redwood Loop Trail” within Bear Creek Redwoods (BCR) Open Space Preserve. Replacing the existing bridge is necessary to safely open this trail to the public, as well as maintain safe access for patrol, maintenance and emergency vehicles given that the current bridge does not allow for vehicular access. The new bridge will be wider, longer, have drilled R-18-38 Page 2 reinforced concrete pier foundations and abutments, as well as a concrete deck and timber rails. Additionally, in Phase II of the BCR Preserve Plan, the Webb Creek Bridge will be part of a regional trail linkage, allowing access through BCR from the Los Gatos Creek Trail to the Skyline area. On March 13, 2018, the SCVWD Board of Directors approved funding for this project. Currently, Midpen has two other funding agreements with SCVWD. The first grant was awarded in 2016 for restoration of Hendry’s Creek, also through the D3 Grant Program, for a total of $484,650. Last June, SCVWD and Midpen entered into a Memorandum of Understanding (MOU) for invasive species removal at BCR. This MOU will provide $200,000 a year for five years to fund invasive species removal at BCR and other Midpen preserves. Grant Requirements Midpen must adhere to the grant agreement set forth by SCVWD, including completing the project within three years. Midpen is required to submit regular projects updates to SCVWD as part of grant reimbursement requests and will maintain proper financial accounting. In addition, Midpen will post signs acknowledging the source of the funds, publically acknowledge the funds in at least one newsletter or other news source, and invite SCVWD to participate in public ceremonies associated with the project. The attached resolution (Attachment 1) authorizes the Acting General Manager to sign the resolution certifying that sufficient funds are available to execute this project (as required by SCVWD) and to execute the grant agreement. FISCAL IMPACT The Safe, Clean Water Priority D3 grant will represent a positive fiscal impact for Midpen, for a total of $149,500, beginning in FY2018-19. Total project costs from FY2017-18 forward are estimated to be $610,600, of which SCVWD will contribute 25%. Midpen will contribute the remaining balance through its Measure AA funds. The following table outlines the MAA21-009 Webb Creek Bridge Replacement budget and costs-to-date. FY2016-17 FY2017-18 FY2018-19 Total MAA21-009 Budget $194,600 $424,000 $610,600 Prior-Year Spend: $66,014 $66,014 FY2017-18 Spent–to-Date (as of 4/11/18): $43,794 $0 $43,794 Encumbrances: $82,793 $0 $82,793 Budget Remaining: $68,013 $424,000 $492,013 Grant income from this agreement: $0 $149,500 $149,500 Amount Funded through MAA: $66,014 $194,500 $274,500 $342,513 BOARD COMMITTEE REVIEW This item was not previously reviewed by a Board Committee. R-18-38 Page 3 PUBLIC NOTICE Public notice was provided as required by the Brown Act. CEQA COMPLIANCE Submitting grant applications to secure funding is not subject to the California Environmental Quality Act. Replacement of the Webb Creek Bridge will be consistent with the Bear Creek Redwoods Preserve Plan EIR, which the Board certified on January 25, 2017 (R-17-15). NEXT STEPS With Board approval, Midpen will adopt the proposed resolution and execute the grant agreement. Near-term next steps for the project include: • Award a construction contract (April 25, 2018, separate Agenda Item) • Begin bridge replacement (June 2018) • Complete bridge replacement (November 2018) • Open the western side of BCR to public access (Spring 2019) Attachments: 1. Resolution verifying Midpen’s grant application for the Safe, Clean Water Priority D3 Grant Program Responsible Department Head: Stefan Jaskulak, CFO/Director of Administrative Services Jane Mark, AICP, Planning Manager Prepared by: Melanie Askay, Grants Specialist Gretchen Laustsen, Planner III Contact person: Melanie Askay, Grants Specialist Attachment 1 Resolutions/2018/R-18-___SCVWDGrant_WebbCreekBridge 1 RESOLUTION NO. 18-___ RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT APPROVING THE APPLICATION FOR GRANT FUNDS UNDER THE SAFE, CLEAN WATER AND NATURAL FLOOD PROTECTION PROGRAM OF 2012 AND AUTHORIZING THE GENERAL MANAGER TO EXECUTE THE GRANT AGREEMENT WHEREAS, the Santa Clara Valley Water District has enacted the 2018 Safe Clean Water Priority D3 Grant Program, which provides funds for cleanup, education, outreach and watershed stewardship activities; delegated the responsibility for the administration of the grant program, setting up necessary procedures; and WHEREAS, said procedures established by the Santa Clara Valley Water District require grant program funds; and WHEREAS, Midpeninsula Regional Open Space District (“MROSD”) will enter into a Grant Agreement with the Santa Clara Valley Water District; NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of Midpeninsula Regional Open Space District hereby: 1. Approves the submission of an Application for grant funds from Priority B7 of the Safe, Clean Water and Natural Flood Protection Program 2. Approves the acceptance of grant funds from Priority D3 of the Safe, Clean Water and Natural Flood Protection Program, upon approval of grant funding for the Project by appropriate authorities; 3. Certifies that MROSD has or will have sufficient funds to operate and maintain the Project(s); 4. Certifies that MROSD will review and agree to the Special Provisions, General Provisions, Financial Provisions and Insurance Requirements contained in the Agreement; and 5. Authorizes the General Manager or designee as agent to conduct all negotiations, execute and submit all documents including, but not limited to Applications, agreements, payment requests and so on, which may be necessary for the completion of the Project. PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional Open Space District on _____, 2018, at a regular meeting thereof, by the following roll call vote: * * * * * * * * * * * * * * * * * * * * AYES: NOES: ABSTAIN: ABSENT: Attachment 1 Resolutions/2018/R-18-___SCVWDGrant_WebbCreekBridge 2 ATTEST: APPROVED: Secretary Board of Directors President Board of Directors APPROVED AS TO FORM: General Counsel I, the District Clerk of the Midpeninsula Regional Open Space District, hereby certify that the above is a true and correct copy of a resolution duly adopted by the Board of Directors of the Midpeninsula Regional Open Space District by the above vote at a meeting thereof duly held and called on the above day. District Clerk R-18-39 Meeting 18-15 April 25, 2018 AGENDA ITEM 4 AGENDA ITEM Award of Contract to Graniterock Company for Construction of the Bear Creek Redwoods Public Access Project ACTING GENERAL MANAGER’S RECOMMENDATIONS 1. Award a contract to Graniterock Company of Watsonville, California for a not-to-exceed base contract amount of $3,369,858. 2. Authorize a 15% construction contract contingency of $505,478 to be reserved for unanticipated issues, thus allowing the total contract amount not-to-exceed $3,875,336. SUMMARY The Bear Creek Redwoods Public Access Project (Project) will complete improvements to open the west side of Bear Creek Redwoods Open Space Preserve to public access. The scope of work includes parking lot construction, prefabricated vault toilet installation, bridge removal and replacement, roadway grading and rocking, trail/road slope and drainage repair, soldier pile retaining wall installation, and miscellaneous debris removal. A Request for Bids was issued on March 7, 2018. Midpeninsula Regional Open Space District (Midpen) received three bid proposals on April 10, 2018. Graniterock Company is the lowest responsive and responsible bidder. Therefore, the Acting General Manager recommends awarding a contract to Graniterock Company for a base amount of $3,369,858 and authorizing a 15% contingency amount of $505,478. Construction will span two fiscal years and sufficient funds for the contract are included in the current Fiscal Year 2017-18 Budget and the proposed Fiscal Year 2018-19 Budget. Work is scheduled to begin in May 2018 and be completed by November 2018. DISCUSSION Bear Creek Redwoods Open Space Preserve (Preserve) was established in 1999 with the purchase of two large properties from Peninsula Open Space Trust. Purchase of the former Holmes Lumber Company property in 2010 brought the Preserve to its current size of 1,432 acres and closed the gap in the southernmost and upper reaches near Summit Road. On January 25, 2017 and following a robust, multi-year public planning process, the Board of Directors (Board) approved the Bear Creek Redwoods Preserve Plan and certified the project’s Environmental Impact Report (R-17-15). The Preserve Plan is a long-term use and management plan for the Preserve that identifies phased implementation actions to protect and restore natural resources, manage cultural and historic resources, and provide opportunities for low-intensity public access and interpretation. Midpen has been working toward implementing Phase I actions, R-18-39 Page 2 which includes design and construction of a new parking area, formalizing a trail crossing across Bear Creek Road, and opening the west area of the Preserve to public access. As part of Phase I, the Planning and Natural Resources Committee reviewed and forwarded the schematic design of a new parking lot and trailhead to the full Board on March 28, 2017 (R-17- 39). At the regular meeting of October 25, 2017, the full Board confirmed the design for the Alma College Parking Area and Trail Crossing. The approved design includes the first formal public parking area for the Preserve as a gateway to open the west area to general public use. The design of the parking area was influenced by multiple site constraints, including the cultural landscape of the former Alma College site, line-of-sight issues along Bear Creek Road for the crossing and driveway locations, special-status species protections, and efforts to maximize parking to adequately meet the expected visitation levels. The layout of the new parking area and adjacent pathways attempts to recall the former grandeur and spatial relationships of the historic pathways and plantings. To ensure that the parking lot design complies with the intent of the Alma College Cultural Landscape Rehabilitation Plan, a cultural landscape specialist reviewed the parking area and landscape design for consistency with the National Park Service Standards and Guidelines for rehabilitation of cultural landscapes. Numerous site improvements are necessary to prepare and open the west area of the Preserve to public access. This includes replacement of the Webb Creek bridge. The new bridge will be wider, longer, have drilled reinforced concrete pier foundations and abutments, and a concrete deck and timber rails. The replacement of the bridge provides for safe patrol, maintenance, emergency, and visitor access. In addition, retaining wall work is needed to stabilize and repair an existing slip out on the main patrol and visitor access road in the Phase 1 area of the Preserve. The retaining wall will be 24 feet long by 11.5 feet tall, supported by steel beams set in drilled concrete piers. An existing culvert will be replaced and the roadway reshaped to improve drainage and prevent further erosion at this site. The remaining work will improve the main patrol and visitor access road through the Phase 1 area of the Preserve, and remove two empty steel fuel tanks. The road is 2.2 miles long, and the improvements include adding and repairing culverts, reshaping sections of the road, improving drainage, and repairing slope failures along its length. Base rock will also be placed on this road for its entire length to allow patrol access during all seasons. Additionally, a residential access road within the Preserve will receive general drainage and surface improvements as runoff currently concentrates down this road and increases the risk of erosion and impact to Bear Creek Road. In summary, the scope of work under the recommended contract encompasses the following:  Parking lot accommodating 50 parking spaces  A two-unit vault toilet restroom  17,000 square feet of new resin pathway around Upper Lake  At grade crossing on Bear Creek Road with pedestrian striping and flashing beacons for enhanced safety  Removal and replacement of the Webb Creek Bridge  24-foot long retaining wall R-18-39 Page 3  1,730 cubic yards of aggregate base rock on the main patrol and visitor access road  1,280 linear feet of new inboard ditch  Removal of two fuel tanks and other miscellaneous debris Public Notification Extensive public notification was provided throughout the lifetime of the project. Midpen hosted 19 public meetings to accept input on the Preserve Master Plan and the parking lot project. Midpen staff also mailed out 2,717 postcards and sent 401 emails to nearby residents prior to the April 25, 2018 meeting notifying them of the upcoming public access improvements and what to expect during construction. Additionally, Midpen installed signs at the top and bottom of Bear Creek Road to notify motorists of the upcoming construction project. Contractor Selection A Request for Bids was issued on March 7, 2018 and released to five builders’ exchanges. A legal notice was posted in the Santa Cruz Sentinel and the San Jose Mercury News, and an Invitation to Bid was posted on the Midpen website. Two pre-bid site walks were held. One on Thursday, March 15, 2018 and the other on Tuesday, March 20, 2018 with 13 contractors in attendance. Three bids were received on April 10, 2018 as listed below: Bidder Location Total Base Bid Percent +/- from Engineer’s Estimate ($3,000,000) Granite Rock Company Watsonville, CA $3,342,908 +12% Gordon N. Ball, Inc. Alamo, CA $3,546,450 +18% O.C. Jones & Sons, Inc. Berkeley, CA $3,842,115 +28% Upon review of the Bid Proposals and confirmation of the contractors' qualifications, the Acting General Manager recommends awarding the contract to Graniterock Company, as the lowest responsible bidder who submitted a responsive bid. The contract value of $3,369,858 includes the optional Add Alternate #1, which is for the installation of automatic gates at the entry to the parking lot. FISCAL IMPACT The proposed Fiscal Year (FY) 2017-18 Budget holds $1,781,936 for MAA #21-005 Bear Creek Redwoods Public Access Project and $194,600 for MAA #21-09 Webb Creek Bridge Replacement Project. There are sufficient funds in the proposed FY 2018-19 budget to cover the contract expenses that will cross over into the following fiscal year. As part of a separate Agenda Item at the same April 25, 2018 meeting, the Board will consider a resolution to accept grant funding from the Santa Clara Valley Water District to offset a portion of the construction costs for the Webb Creek Bridge Replacement Project. A 5-year Measure AA Project List was approved by the Board at their October 29, 2014 meeting and includes Portfolio #21, Bear Creek Redwoods: Public Recreation and Interpretive Projects” with a total portfolio allocation of $17.48 Million. Funds for this contract are coming from two key Action Plan Project budgets (MAA #21-005 and MAA #21-009). MAA #21-005 covers all construction associated with the parking area and trailhead, retaining wall, road and trail improvements, and fuel tank removal. MAA #21-009 covers all work associated with the Webb Creek bridge replacement. R-18-39 Page 4 MAA #21-005 FY2017-18 FY2018-19 Bear Creek Redwoods Public Access Improvements Budget $1,781,936 $3,156,728 Spent-to-Date (as of 4/11/2018): $286,133 Encumbrances: $236,334 Award of Contract (including 15% contingency): $500,000 $2,972,836 Budget Remaining (Proposed): $759,469 $183,892 MAA #21-009 FY2017-18 FY2018-19 Webb Creek Bridge Replacement Project Budget $194,600 $424,000 Spent-to-Date (as of 4/11/2018): $ 43,794 Encumbrances: $82,793 Award of Contract (including 15% contingency): $0 $402,500 Budget Remaining (Proposed): $68,013 $21,500 The following table outlines the Measure AA #021 Portfolio budget, costs-to-date, and the fiscal impact related to the Bear Creek Redwoods Public Access Project. MAA 021 Portfolio $17,478,000 Life-to-Date Spent (as of 4/11/2018): $2,097,752 Encumbrances: $1,093,924 Bear Creek Redwoods Public Access Project (includes 15% contingency): $3,472,836 Webb Creek Bridge Project (includes 15% contingency): $402,500 Portfolio Balance Remaining (Proposed): $10,410,988 BOARD COMMITTEE REVIEW The Planning and Natural Resources Committee reviewed the schematic design of the parking lot at their March 28, 2017 meeting (R-17-39). PUBLIC NOTICE Public notice of this Agenda Item was provided as required by the Brown Act. CEQA COMPLIANCE Awarding the bid and issuing a contract agreement to construct the Bear Creek Redwoods Public Access Project is consistent with the Bear Creek Redwoods Preserve Plan Environmental Impact Report, which the Board certified on January 25, 2017 (R-17-15). NEXT STEPS If approved, the Acting General Manager will enter into a contract with Graniterock Company. Final contract signature is subject to meeting all Midpen requirements, such as having all required insurance and bonding in place. Construction will begin May 2018 and be completed by November 2018. R-18-39 Page 5 Attachment 1. Project Site Map Responsible Department Head: Jason Lin, Engineering & Construction Department Manager Prepared by: Matt Brunnings, Senior Capital Project Manager, Engineering & Construction Department Graphics prepared by: Jamie Hawk, GIS Analyst !P !P !P !P !P !P !P !P !P !P !P !P !P !P !P !P !P !P !P !P !P "S "S "S "S "S "S "S "S == Construct Parking Lot Construct Retaining Wall Remove Fuel Tanks Replace Bridge @ Webb Creek ^_ Briggs Cr e e k A l d e r c r o f t C reek B r i g g s C reek Dyer Cr e e k C o l l i n s C r e e k W e b b C r e e k Alma College Road B e a r C r e e k R o a d ÄÆ17 ÄÆ17 2 0 0 0 1 0 0 0 14 0 0 120 0 2 2 0 0 1 8 0 0 20 0 0 18 0 0 16 0 0 80 0 18 0 0 1600 160 0 1400 1000 8 0 0 8 0 0 1400 BEAR CREEK REDWOODS OPEN SPACE PRESERVE EL SERENO OPEN SPACE PRESERVE BC01 BC14 BC06 BC10 BC07 BC12 BC05 BC03 BC11 BC02 BC08 BC04 BC09 BC15 BC13 Midpeninsula Regional Open Space District (MROSD) February 2018 Bear Creek Redwoods Public Access Project Pa t h : G : \ P r o j e c t s \ B e a r _ C r e e k _ R e d w o o d s \ P r e s e r v e P l a n \ I m p l e m e n t a t i o n \ B C _ C o n s t r u c t i o n P r o j e c t s _ R F P _ 2 0 1 8 0 2 1 3 . m x d Cr e a t e d B y : j h a w k 0 0.250.125 MilesI While the District strives to use the best available digital data, these data do not represent a legal survey and are merely a graphic illustration of geographic features. SIERRA AZUL OPEN SPACE PRESERVE ÄÆ9 ÄÆ17 ÄÆ35 Campbell Saratoga Los Gatos San Jose Area of Detail Existing Paved Road Existing Unpaved Road Existing Trail Existing Unmaintained Road Improve Existing Road / Trail for Increased Use !P Gate "S Existing Bridge/Puncheon =Abandoned Fuel Tank Attachment 1 R-18-41 Meeting 18-15 April 25, 2018 AGENDA ITEM 5 AGENDA ITEM Contract Amendment for Design Services with Mills Design ACTING GENERAL MANAGER’S RECOMMENDATION Authorize the Acting General Manager to amend an on-call design services contract with Mills Design for an additional $50,001 for a not-to-exceed total of $100,000. SUMMARY Midpeninsula Regional Open Space District (Midpen) utilizes design services to produce a wide variety of collateral materials, including the Views quarterly newsletter, financial reports, brochures, maps, postcards, and fact sheets. In an effort to maximize flexibility, efficiency, guarantee competitive pricing, and create opportunities for multiple firms to provide design services, Public Affairs staff issued a Request for Qualifications and Proposals (RFQP) in June 2016. In July 2016, Midpen entered into three on-call contracts under the General Manager’s authority, including one with Mills Design. A recent April 2018 audit of these design contracts revealed that payments made to Mills Design exceeded the General Manager’s authority. The Acting General Manager and staff immediately moved to add a recommended contract amendment to the next available Board Meeting, hence the genesis of this Agenda Item. The Acting General Manager recommends awarding Mills Design a contract amendment for an additional $50,001, for a not-to-exceed total of $100,000. This amount covers services previously rendered from July 2016 to the present, as well as the Spring 2018 Open Space Views Newsletter, which goes out to print by May 4, 2018, and the design layout for the Fiscal Year 2018-19 Budget and Action Plan Report, which will be made available to the Board and public in July 2018. BACKGROUND Section IV of the Board of Directors’ (Board) Public Contract Bidding, Vendor, and Professional Consultant Selection, and Purchasing Policy allows Midpen to award on-call contracts on open purchase orders with vendors who supply routine services, supplies, materials, or labor to Midpen on a regular basis throughout the fiscal year. Such contracts can be extended for up to four years to secure pricing and/or assure continuity of service so long as the vendor is meeting Midpen needs and contract pricing remains competitive. On June 22, 2016, in compliance with this policy, the Public Affairs Department issued an RFQP for on-call design services for a period of one year, with the opportunity to extend for an R-18-41 Page 2 additional two years, for a total not-to-exceed three years. Midpen received nine proposals. Three firms (including Mills Design) were determined to be the best fit for Midpen and were contracted under the General Manager’s authority. DISCUSSION An audit of Midpen design contracts conducted in early April 2018 revealed that payments made to Mills Design exceeded the General Manager’s authority. The overage was due to the commissioning of design services to lay out several new products, including: financial reports during Fiscal Year 2016-17 (i.e. Action Plan & Budget Book and Measure AA Bond Accountability Report), as well as collateral material related to the expansion of public access at two new Preserve areas (Mount Umunhum and Lower La Honda Creek). To commission this work, staff entered into two new contracts under $25,000 each with Mills Design. Although this work involved new design projects, staff incorrectly issued the contracts as general on-call services contracts (as done in 2016), rather than as contracts with specific scopes of work. As a result, the sum of the contracts exceeded the General Manager’s authority. In response to this issue, Public Affairs staff have been retrained on the contracting process and policies. This same retraining will be provided for other departments. Moreover, Finance and Procurement are evaluating potential protocols that can be put in place as part of the contracting approval process to alert staff of a potential issue before a contract is fully executed. Finally, an audit of all Midpen on-call contracts is currently underway to confirm that no other similar issue exists with other on-call contracts. Staff will issue a new RFQP to solicit design services to address upcoming Midpen needs in May 2018. Recommended new contracts identified through this solicitation process will be brought to the Board for approval in summer 2018. FISCAL IMPACT There are sufficient funds in the approved FY2017-18 budget to cover the recommended contract amendment and the anticipated costs of design services through June 30. BOARD COMMITTEE REVIEW No Board Committee previously reviewed this item. PUBLIC NOTICE Public notice was provided as required by the Brown Act. NEXT STEPS Pending Board approval, the Acting General Manager will direct staff to amend the contract with Mills Design for an additional $50,001 for a not-to-exceed total of $100,000 through end of FY 2017-18. A Request for Proposals and Qualifications for Design Services will be issued in May 2018. R-18-41 Page 3 Responsible Department Head: Cydney Bieber, Acting Public Affairs Manager Prepared by: Peggy Gibbons, Public Affairs Specialist II R-18-40 Meeting 18-15 April 25, 2018 AGENDA ITEM 6 AGENDA ITEM Award of Contracts for Fiber Optic Line installation and Ethernet Virtual Private Network Services with Comcast Business Inc. ACTING GENERAL MANAGER’S RECOMMENDATIONS 1. Authorize the General Manager to execute a contract with Comcast Business Inc., for the installation of fiber optic line to four office facilities for a base contract amount of $456,309 based upon the State of California CALNET 3 pricing. 2. Authorize the General Manager to execute a three-year service contract with Comcast Business Inc., for an Ethernet virtual private line (EVPL) for an annual not-to-exceed amount of $115,000, for a total contract amount of $345,000, based upon the State of California CALNET 3 pricing. SUMMARY Network connectivity is an increasingly critical infrastructure element to all Midpeninsula Regional Open Space District (Midpen) offices, particularly between the Administrative Office and Field Offices. Communication software and other technology, such as SharePoint and Skype, are essential to support reliable and robust information exchange between Midpen offices. The current outdated, and in some cases nonexistent, connectivity infrastructure severely hampers the use of this technology. Additionally, Midpen recently invested in two new data management systems, enterprise GIS and the work order and asset management system, which require high speed, high quality communication infrastructure to function. The recommended contracts with Comcast will upgrade the existing connectivity infrastructure and provide the services needed to maintain and operate the new infrastructure. The proposed Fiscal Year 2018- 19 budget includes sufficient funds for the installation of the new fiber optic line and the first year of network services and support. DISCUSSION Current Issues with Midpen Internet Services All Midpen field offices currently run on consumer grade internet. This was largely due to the prior premium cost for new technology and the unavailability of business-grade internet access in remote locations where Midpen field offices are located. Midpen phone systems, remote file access, and other critical communication and business operations technology rely on network services to function. The current network bandwidth limitations directly affect phone (voice over IP or VOIP), email, and video conferencing services. R-18-40 Page 2 As a result, since the beginning of 2016, there have been over 100 helpdesk tickets related to connectivity issues at the Foothills Field Office (FFO) alone. The nature of these helpdesk tickets indicate that the existing network, phone, and internet services are affecting the ability for employees to work uninterrupted and unimpeded by connectivity issues. For example, FFO has a maximum internet connection of 24 Mbps (megabyte per second – a measure of burst speed), which is similar to what most people receive in their home. While this bandwidth is adequate for one (1) to four (4) users, it is not sufficient to support an office staff of 160 (or more including seasonal staff). Creation of an Ethernet Virtual Private Line (EVPL) Current network service levels vary by Midpen office. This is due to the availability of service in remote locations, which varies by provider. Updating the network connectivity between offices would significantly increase internet services and speed to all Midpen offices. An upgrade can be accomplished via an Ethernet virtual private network (EVPL), which can centralize network services and internet access through the Administrative Office (AO). Based on discussions with the vendor, the service can be readily transferred to the new 5050 El Camino building then the Administration Office is relocated into the new office building. Two components are required to create an EVPL. The first being the installation of fiber optic line and the second being the installation of all applicable switches at the three field offices: Skyline Field Office, Foothill Field Office, and the new South Area Office at Cristich Road (installation at Cristich slated 18 months out from the contract date). The EVPL will create a gigabyte-based connection between all offices. The internet connection out of the AO will be at 200 Mbps with a redundant and second internet service provider at 100 Mbps. In essence, Midpen would create a dedicated “hub and spoke” between the Administrative Office and each field office that increases inter-office access to files and systems. This will also allow Midpen to centralize its information technology security and disaster recovery/planning practices. Alignment with the Information Technology (IT) Master Plan The proposed connectivity upgrade addresses the following three IT needs as identified in the 2015 IT Master Plan: • Increase Internet/Network Bandwidth • IT Infrastructure Consolidation • IT Security and Disaster Recovery/Planning Increase Internet/Network Bandwidth The IT Master Plan recommends taking steps to increase internet bandwidth. Increased internet bandwidth and high availability networks are increasingly important to an organization’s daily function. The proposed connectivity improvements provide additional bandwidth during peak internet usage and provide resiliency when disasters occur. IT Infrastructure Consolidation A variety of network devices (firewalls and switches), servers, and desktop computing are maintained at Midpen field offices. Implementation of an EVPL will consolidate most of this infrastructure and improve remote device support. For example, staff from the Information Systems and Technology (IST) Department will be able to provide desktop and print management support to field staff without having to drive to remote offices. This will reduce the total hours to resolution and reduce mileage on fleet vehicles. Additionally, IST R-18-40 Page 3 will be able to implement Virtual Desktop Infrastructure (VDI) to provide field staff with a uniform user interface experience regardless of which computer/office they log into, which will help offset future replacement costs of field office technology due to reducing the total amount of devices that need to be replaced. IT Security and Disaster Recovery/Planning Recently, IST staff initiated the first offsite data backup. To date, Midpen has backed up approximately 40% of its data offsite. At this time, field offices rely on different servers due to poor network connectivity, and as a result, the majority of field data is not backed up to specifications outlined in the IT Master Plan. Implementation of an EVPL will consolidate IT infrastructure at the field offices to allow proper backup of all files, thereby supporting uniform delivery of security and disaster recovery services. In this way, the EVPL aligns with the goals of the business continuity and disaster recovery plan, which begins in Fiscal Year 2018-19. Purchasing Process and Vendor Selection Pricing is derived from the State of California CALNET3 Contract. The California Department of Technology (CDT) service offerings available through the CALNET Contract are primarily designed to meet State agency purchasing requirements. These services, however, may be purchased by qualified non-state agencies, including federal and local government agencies such as cities, counties, schools, libraries, and special districts. Comcast is considered a category 2-7 managed internet service provider under the current CALNET Contract, and the pricing provided to the State via CALNET is being extended to Midpen. FISCAL IMPACT The installation of fiber optic line was initially projected to cost $500,000 in Fiscal Year (FY) 2017-18 and $1,300,000 in FY2018-19 based upon preliminary engineering studies conducted by AT&T in 2016, for total projected cost of $1.8 million. After reaching out to Comcast Business to solicit other approaches that meet Midpen needs, total capital cost projections dropped to under $875,000. Accordingly, a Quarter 3 budget adjustment will be recommended to reduce the IST capital budget for FY2017-18 by $500,000, which the Board will review on May 9, 2018. The proposed FY2018-19 budget under Fund 40 (General Fund – Capital) includes $875,000 for the Field Office Connectivity project for the installation of the fiber optic line, and the consolidation and reconfiguration of Midpen technology. General Fund 40 – Capital Budget FY2017-18 FY2018-19 Total Original Budget $500,000 $1,300,000 $1,800,000 Amended Budget $0 $875,000 $875,000 Spent–to-Date (as of 05/09/2018): $0 $0 $0 Encumbrances: $0 $0 $0 Field Office Internet Upgrade Project Costs: $0 $456,309 $456,309 Budget Remaining (Proposed difference from the Amended Budget): $0 $418,961 $418,691 The proposed General Fund 10 – Operating Budget for FY2018-19 will include $115,000 to fund the first year of the recommended three-year service contract. The net cost would be about $93,000 since this service will replace some existing service costs incurred by Midpen. This R-18-40 Page 4 same amount will be included in the FY2019-20 and FY2020-21 budgets to fund the remaining two years. This will be an on-going service cost. In general, the cost of network and internet services tend to decrease over time, therefore, future on-going costs are expected to decrease in the out years. In future years, Midpen may be able to continue leveraging the CALNET State Contract to negotiate pricing for these services. The recommended contracts are not funded by Measure AA. BOARD COMMITTEE REVIEW This item was not previously reviewed by a Board committee. PUBLIC NOTICE Public notice was provided as required by the Brown Act. CEQA COMPLIANCE The installation of optical fiber and related telecommunications equipment on existing utility structures on Midpen property is categorically exempt under Article 19 of the California Environmental Quality Act (CEQA) Guidelines as follows: Section 15302 – Replacement or Reconstruction: Class 2 exemptions consist of construction and location of limited numbers of new, small facilities or structures; installation of small new equipment and facilities in small structures; and the conversion of existing small structures from one use to another where only minor modifications are made in the exterior of the structure. The proposed project involves the replacement or reconstruction of existing conduit and/or overhead utility lines, and installation of new, small equipment at existing Midpen facilities. Section 15303 – New Construction or Conversion of Small Structures: Class 3 exemptions consist of operation, repair, maintenance, or minor alteration of existing public and private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that previous existing. The proposed project involves the construction and location of limited new, small underground utility facilities, and installation of fiber optic cable in those facilities as well as on existing overhead utility poles. New underground facilities would be installed along existing rights-of-way, in previously disturbed areas near Midpen facilities, and/or within easements held by Comcast. Section 15304 – Minor Alterations to Land: Class 4 exemptions consist of minor public or private alterations in the condition of land, water, and/or vegetation, which do not involve removal of healthy, mature, scenic trees except for forestry or agricultural purposes. The project includes trenching and backfilling in previously disturbed areas to access and/or install conduit for new fiber optic cable. The surface will be restored following disturbance. There will be no grading in any waterway, wetland, scenic area, or area of sever geologic hazard. NEXT STEPS Pending Board approval, the Acting General Manager will enter into a contract with Comcast to perform construction over a 120 day window for fiber line installation at the AO and R-18-40 Page 5 Skyline/Foothills Field Offices, and an 18-month window for the new South Area Office at Cristich. Additionally, Midpen staff will be reaching out to our partner agencies affected by this project to notify them of the effort and projected project timelines. Responsible Department Head: Stefan Jaskulak, Chief Financial Officer Prepared by: Garrett Dunwoody, IST Manager, Information Systems & Technology Department From:Jennifer Woodworth Bcc:BOARD; Ana Ruiz; Stefan Jaskulak; Christine Butterfield; Brian Malone Subject:Board Questions Re: 4/25/18 Agenda Date:Wednesday, April 25, 2018 10:56:39 AM Good morning all, Please finds the responses below in blue to questions submitted regarding tonight’s agenda items. Please let me know if you have any further questions. Thanks! Jen Director Riffle Question regarding Check 77752 ---- $7,424.94 for Fountain for CP, Trailbuilders Conf Fee, Solar Kits ---- what is ‘Fountain for CP’? This specific item is for the replacement of a water fountain at Rancho San Antonio County Park, which Midpen manages under a Memorandum of Agreement. This fountain meets County-required specifications and is similar to other fountains located in the park. Director Cyr Claim 77752 “$4,820.35 Mt. Um Trailer Rental, Institute of Cultural Affairs” – 4,000 for trailer rental? Is this per year or month? The Mt. Um Trailer Rental is a monthly fee of $514.90. The line item total also includes: Institute of Cultural Affairs Training Expenses - $2,600.00; Association of Environmental Professionals Conference Fee - $545; and Bay Area Open Space Council Conference Fees - $600. The Mt. Um Trailer is expected to be removed from the site in June, following completion of the tower abatement project. Claim 77755 “Water Tank Rental for Mt. Um Summit” – 1+K for water tank rental. Is this per month? The Adler Tank Rental is a monthly fee (3/1/18 - 3/31/18) fee, which includes tax (930.00 + 83.70 = $1,013.70). A water tank is required to be located on site by Santa Clara County for fire suppression purposes per the temporary Mt. Um Work Trailer permit. This water tank will also be removed in June, following completion of the tower abatement project. Please explain the “100 helpdesk tickets” referenced in report R-18-40. The District has a help desk ticketing system. This system allows end users to submit tickets for issues they are having with their computer or other District technology. The system allows IST to track the status of these tickets and analyze the type of issues we are seeing in the user base. The reference in the report is addressing a trend we see in users reporting poor network connectivity at field offices and mostly at the FFO. Jennifer Woodworth, MMC District Clerk/ Assistant to the General Manager jwoodworth@openspace.org Midpeninsula Regional Open Space District 330 Distel Circle, Los Altos, CA 94022 P: (650) 691-1200 - F: (650) 691-0485 E-mail correspondence with the Midpeninsula Regional Open Space District (and attachments, if any) may be subject to the California Public Records Act, and as such may therefore be subject to public disclosure unless otherwise exempt under the Act.