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20140924 - Agenda Packet - Board of Directors (BOD) - 14-26
SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 330 Distel Circle Los Altos, CA 94022 Wednesday, September 24, 2014 SPECIAL MEETING BEGINS AT 5:00 REGULAR MEETING BEGINS AT 7:00 A G E N D A 5:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT – STUDY SESSION ROLL CALL 1. Measure AA Bond Oversight Committee (R-14-111) Staff Contact: Jennifer Woodworth, District Clerk General Manager’s Recommendation: 1. Discuss and provide input to staff on the Measure AA Oversight Committee and the proposed guidelines, as recommended by the General Manager, regarding its formation, charges, and organization. 2. Provide input regarding the proposed guidelines for Committee membership requirements. ADJOURNMENT 7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT ORAL COMMUNICATIONS – PUBLIC ADOPTION OF AGENDA CONSENT CALENDAR 1. Approve Minutes of the September 10, 2014 Board Meeting 2. Approve Claims Report 3. Authorization to Purchase One Hybrid Vehicle (R-14-121) Meeting 14-26 Staff Contact: Michael Jurich, Support Services Supervisor General Manager’s Recommendation: Authorize the General Manager to execute a purchase contract with the State Department of General Services and associated contract dealers to purchase one hybrid vehicle not to exceed $30,000. 4. Partnership with the City of East Palo Alto to Apply for a Habitat Conservation Fund Program Grant for Cooley Landing Park (R-14-123) Staff Contact: Tina Hugg, Senior Planner General Manager’s Recommendation: Adopt a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District approving a grant application, prepared by the City of East Palo Alto, as applicant, for funds from the Habitat Conservation Fund Program to implement future phases of Cooley Landing Park. BOARD BUSINESS 5. Agreement to Install Water Infrastructure at the Russian Ridge Open Space Preserve (R- 14-119) Staff Contact: Clayton Koopmann, Resource Specialist I General Manager’s Recommendation: Authorize the General Manager to enter into an agreement with TKO General Engineering and Construction Inc. of Woodside, CA, for a total contract amount not to exceed $101,061, which includes the base bid of $87,879 and a fifteen percent contingency amount of $13,182, to install water infrastructure at the Russian Ridge Open Space Preserve. 6. Authorization to Reject All Bids Received August 12, 2014 for the Mount Umunhum Interim Radar Tower Repair Project located in Sierra Azul Open Space Preserve (R-14- 115) Staff Contact: Gina Coony, Open Space Planner III General Manager’s Recommendation: 1. Authorize the General Manager to reject all bids received to complete the Mount Umunhum Interim Radar Tower Repair Project at Sierra Azul Open Space Preserve. 2. Authorize staff to re-evaluate the Project scope and solicit new bids to complete the Mount Umunhum Interim Radar Tower Repair Project at Sierra Azul Open Space Preserve. 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 factual information; request staff to report back to the Board on a matter at a future meeting; or direct staff to place a matter on a future agenda. A. Committee Reports B. Staff Reports C. Director Reports ADJOURN TO CLOSED SESSION CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section 54956.8) Property: 1725 Stevens Canyon Road, Cupertino, CA 95014, Santa Clara County APN 351-16- 020 Agency Negotiator: Allen Ishibashi, Real Property Specialist Negotiating Party: Christopher Lysons Under Negotiation: Price and terms of payment ADJOURN MEETING TO ADDRESS THE BOARD: The President will invite public comment on agenda items at the time each item is considered by the Board of Directors. You may address the Board concerning other matters during Oral Communications. Each speaker will ordinarily be limited to three minutes. Alternately, you may comment to the Board by a written communication, which the Board appreciates. 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. 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 September 19, 2014, at the Administrative Offices of MROSD, 330 Distel Circle, Los Altos California, 94022. Agenda materials are also available on the District’s website at http://www.openspace.org. Signed this 19th day of September, 2014, at Los Altos, California. R-14-111 Meeting 14-26 September 24, 2014 STUDY SESSION ITEM 1 AGENDA ITEM Measure AA Bond Oversight Committee GENERAL MANAGER’S RECOMMENDATIONS 1. Discuss and provide input to staff on the Measure AA Bond Oversight Committee and the proposed guidelines, as recommended by the General Manager, regarding its formation, charges, and organization. 2. Provide input regarding the proposed guidelines for Committee membership requirements. SUMMARY On June 3, 2014, the voters in the Midpeninsula Regional Open Space District (District) passed Measure AA, approving a $300 million general obligation bond for thirty years. The ordinance that created the new tax includes a requirement for a bond oversight committee that is charged with reviewing the annual auditor’s report to verify conformity with the adopted expenditure plan. This report presents the General Manager’s recommendations regarding the Measure AA Bond Oversight Committee (Committee), including scope of responsibility, terms of office, meeting schedule, and the appointment and selection process for committee members. The Board is being asked to consider the General Manager’s recommendations and to provide input on the process as necessary. DISCUSSION Background The voters of the Midpeninsula Regional Open Space District passed Measure AA, a $300 million general obligation bond on June 3, 2014 (Ordinance 14-02). Section 3 of the attached Expenditure Plan includes the following language: An Independent Citizen Oversight Committee [Measure AA Bond Oversight Committee] will be formed to verify expenditures of bond proceeds. The Independent Citizen Oversight Committee will consist of seven at-large members, all of whom shall be District residents. The Citizen Oversight Committee will be selected by the Board and interviewed and approved in open session, and will be subject to the conflict of interest constraints of the California Political Reform Act. The responsibilities of the Committee include: R-14-111 Page 2 • Review Plan expenditures on an annual basis to verify conformity with the Expenditure Plan. • Review District’s Annual General Obligation Bond Audit and Annual Accountability Report and present the Committee’s findings to the Board at a public meeting. • Review any proposed amendments to the Expenditure Plan. Discussion This report presents the staff proposals for the structure and organization of the Measure AA Bond Oversight Committee based on the duties and requirements outlined in Ordinance 14-02. Specific topics covered are: • Lifespan of the Committee • Scope of Responsibility • Organizational Structure & Applicability of Existing District Policies and Practices • Meeting Schedule • Staff Support • Member Appointment & Selection Process Committee Lifespan: Staff recommends that the Committee be established on April 1, 2016 following a six month recruitment and selection process. The Committee would meet initially in spring 2016 for an orientation covering Committee responsibilities, including Brown Act and Conflict of Interest Code regulations and responsibilities outlined in Ordinance 14-02. With the first bond issuance scheduled for May 2015, the first Measure AA expenditure audit would occur during summer 2016, after which the Committee would conduct its first review of Measure AA expenditures. This first bond audit will include eligible funds spent on Measure AA projects prior to the first bond issuance, as authorized by Resolution 14-26. The Committee would sunset following the completion of all Measure AA projects and associated expenditures. The final year in which the bond tax is collected is projected to be Fiscal Year (FY) 2045-46; however, bond proceeds may not be completely spent until subsequent years. Upon completing its review of the final audit of expenditures the Committee would sunset. Scope of Responsibility: Staff recommends the Committee fulfill three areas of responsibility as authorized by Ordinance 14-02: • Review Plan expenditures on an annual basis to verify conformity with the Expenditure Plan. • Review District’s Annual General Obligation Bond Audit and Annual Accountability Report and present the Committee’s findings to the Board at a public meeting. • Review any proposed amendments to the Expenditure Plan. The Committee Chair shall report to the Board of Directors at a public meeting the results of its review of the District’s audit. The Committee shall not have authority to recommend, advise or direct any such matters that may fall under its responsibility to oversee or review. The Committee is not advisory to the Board of Directors and has no power to determine how General Fund monies are spent. The Board of Directors retains its authority to make such decisions and determinations. R-14-111 Page 3 Committee Composition: Ordinance 14-02 requires that the Committee consist of seven at- large members, all of whom shall be District residents. The Committee will be selected by the Board and interviewed and approved in open session, and will be subject to the conflict of interest constraints of the California Political Reform Act. Staff makes no recommendations regarding any required qualifications for Committee members, other than applicants with a strong and relevant financial background, especially in a governmental capacity, should be given strong consideration. Committee Member Terms of Office: Staff recommends the use of staggered terms of office to allow committee members to gain experience by serving multiple terms while balancing that goal with the opportunity for the membership of the Committee to change over time. Below are the proposed terms of office: Member Slots First Term Second Term Appointment Expiration Appointment Expiration 1, 3, 5, 7 April 2016 October 2020 November 2020 October 2024 2, 4, 6 April 2016 October 2018 November 2018 October 2022 The full term for each of the seats will be four years. The first term for seats 1, 3, 5, and 7 will serve from April 2016 to October 2020, and seats 2, 4, and 6 will serve from April 2016 to October 2018. All subsequent terms will be for four years running from November through October. Committee Organization and use of Existing District Practices: The Committee will follow all relevant existing District practices in terms of organization and conduct. Specifically, that the Committee: • Shall choose a Chair and Vice-Chair • Shall operate in accordance with the Ralph M. Brown Act • Shall comply with all state and local mandated conflict of interest/economic interest disclosure requirements • Shall receive no compensation for their service on the Committee • Shall comply with all applicable District policies and procedures Committee Meeting Schedule: The District’s fiscal year currently ends on March 31 with the Annual Financial Audit typically completed by July each year. Staff recommends the Committee meet late each summer to review the Annual General Obligation Bond Audit and Accountability Report to verify District expenditures conform to the Expenditure Plan. The actual meeting schedule may vary from year to year depending on the audit preparation schedule. When necessary the Committee would meet to discuss any proposed amendments to the Expenditure Plan. These meeting may occur without regard to the budget cycle. All meetings of the Committee will be public and noticed in accordance with the Ralph M. Brown Act. Staff Support: Staff from the General Manager’s Office and the Administrative Services Department will have primary responsibility for supporting the Committee. Appointment and Selection of Committee Members: Staff recommends a robust recruitment and application process to solicit interested members of the public (a draft application is attached). All applications received by the deadline will be compiled by District staff and R-14-111 Page 4 provided to the Board of Directors. The Board will evaluate the applications, conduct interviews of top candidates, and appoint Committee members by the end of March 2016. Potential Advisory Body to Provide Input on Measure AA Projects At its August 28, 2014 study session, several Board members expressed interest in the Bond Oversight Committee performing an advisory function related to Measure AA projects. The Board has several options associated with creation of an advisory body as follows: 1. Choose to task the Bond Oversight Committee with an advisory role in addition to its oversight role regarding review of Measure AA expenditures and review of changes to the expenditure plan. 2. Form a separate advisory body, which can meet on a regular or as needed basis to provide input on Measure AA or other District projects (see attached memorandum regarding the potential ongoing role for the Vision Plan Community Advisory Committee). 3. Choose not to create an advisory body, but use its existing committee structure and related public notice and comment process to review and provide input to the full Board of Directors on Measure AA and other District projects. Members of the recently sunset Community Advisory Committee could provide ongoing input to staff in developing recommendations for Board committee consideration on an as needed basis. The Board may also wish to consider other options for creation of an advisory body not outlined in this report. FISCAL IMPACT Once the Committee is established, staff time to support the Committee and necessary supplies and materials may incur additional costs. These costs will be identified and incorporated into the Annual District Budget for approval by the Board. If the Board forms a separate advisory body or chooses to task the Bond Oversight Committee with an advisory role, a new staff position may be needed to provide administrative support to the body dependent on how often the body meets, the type of documents it reviews or produces, etc. BOARD COMMITTEE REVIEW Due to the important nature of this Committee, this report was brought to the full Board without prior Committee review to allow all Board members to weigh in. PUBLIC NOTICE Public notice was provided as required by the Brown Act. Staff has also created an interested party list of individuals who have expressed interest in the Committee. Direct notice of this agenda item was mailed to all on the interested party list in addition to those who are on the interested party list regarding the Measure AA Implementation process. Additional notice was provided to members of the District’s Community Advisory Committee. R-14-111 Page 5 CEQA COMPLIANCE This item is not a project subject to the California Environmental Quality Act. NEXT STEPS Following this study session, staff will return to the Board at later date with a resolution establishing the Measure AA Bond Oversight Committee and adopting its bylaws. Attachments 1. Draft Application for Measure AA Bond Oversight Committee 2. Memorandum regarding Potential Ongoing Role for Community Advisory Committee Responsible Department Head: Steve Abbors, General Manager Prepared by: Jennifer Woodworth, District Clerk APPLICATIONS DUE BY 12/1/2015 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT APPLICATION FOR MEASURE AA BOND OVERSIGHT COMMITTEE Please print or type Name: Address: Home Phone: Work Phone: Email Address: Cell Phone: Why do you want to serve on the Measure AA Bond Oversight Committee? Do you have any training, expertise or experience that you would like the Board to consider as they review your application for the Bond Oversight Committee? If you have served on other oversight committees or advisory boards/commissions please list and briefly describe your role: Please provide two references including name, address, phone number, and relationship: Please submit your application by email or mail to: Bond Oversight Committee c/o Jennifer Woodworth, District Clerk 330 Distel Circle Los Altos, CA 94022 jwoodworth@openspace.org Attachment 1 DATE: September 24, 2014 MEMO TO: Board of Directors THROUGH: Stephen E. Abbors, General Manager FROM: Kirk Lenington, Natural Resources Department SUBJECT: Potential Ongoing Role for Community Advisory Committee Background The District’s Vision Plan Project was initiated in August 2012, with a goal to engage the District’s partners, stakeholders, and the public in a process to determine a District-wide 40 year vision for land preservation, resource management, public recreation, and working lands. Critical to this process was the formation of a volunteer Community Advisory Committee (CAC) to participate in the Vision Plan as an important component of the overall strategy to meaningfully engage the public in the planning process and build support for the District. The CAC was discussed and formed through several Study Sessions conducted by the Board of Directors (R-12-100, R-12-117, R-12-119) before finally ratifying the finalized membership in February 2013 (R-13-32). The CAC met 10 times between its formation in February 2013 and its final meeting in March 2014, providing valuable feedback and diverse perspectives on the Vision Plan process and resulting work products. Discussion During its final meeting, the CAC brainstormed possible future roles for itself and its membership. The opinion expressed by the CAC was that the District would be better served by the creation of project-specific task forces or issue-specific advisory panels when necessary, rather than an ongoing permanent advisory body. The CAC pointed out that its function was largely that of a project-specific task force during the preparation of the Vision Plan, the purpose of which was clearly established at the outset. The CAC composition was based on the array of community interests and perspectives that were required to accomplish its assigned task. Members of the CAC provided some examples of issue-specific advisory committees that could be formed to provide feedback to the Board and staff. One example was a climate change mitigation advisory committee that could be created to simply serve as an "on-call" sounding board for the staff to convene from time to time to try out different policy or program ideas. The advisory committee would not need to have regular meetings and would not need to create a District action plan for addressing climate change. Furthermore, staff time would be minimized Attachment 2 because the advisory committee composition would be selected based on existing expertise and knowledge, therefore limiting the time required of staff to provide educational and background materials to the committee members. Many of the CAC members expressed their interest in potentially serving on future advisory committees that may be formed for either project-specific or issue-specific purposes. Some CAC members also expressed an interest in being considered for participation on the Bond Oversight Committee. Staff recommends the District evaluate the benefit of advisory committee on a case by case basis and convene advisory committees where such input and feedback would provide valuable input and feedback to the District. The composition of any voluntary advisory committee could be drawn from the CAC membership roster as a starting point. Attachment 2 September 10, 2014 Board Meeting 14-25 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Los Altos Youth Center 1 North San Antonio Road Los Altos, CA 94022 September 10, 2014 DRAFT MINUTES SPECIAL MEETING – STUDY SESSION CALL TO ORDER President Harris called the Special Meeting of the Midpeninsula Regional Open Space District Board of Directors to order at 5:02 p.m. ROLL CALL Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto, and Curt Riffle Members Absent: Pete Siemens Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz, General Counsel Sheryl Schaffner, Planning Manager Jane Mark, Senior Planner Tina Hugg, and District Clerk Jennifer Woodworth III. Prioritization Criteria for Measure AA Projects (R-14-114) Director Siemens arrived at 5:05 p.m. General Manager Steve Abbors and Assistant General Manager Ana Ruiz provided comments on Measure AA and previous Board meetings regarding Measure AA implementation. Ms. Ruiz introduced the facilitator Patrick Miller of 2M Associates. Mr. Miller summarized the agenda and goals of the Study Session to provide input to the Board of Directors regarding prioritization criteria and Board approval of prioritization for staff to apply to the Measure AA projects. Mr. Miller described the various criteria proposed by staff and opened the floor for Board questions and discussion. Director Riffle inquired if the proposed criteria will be applied at a portfolio or a project level. Meeting 14-25 Page 2 Ms. Ruiz explained that the criteria will be applied to individual projects within the portfolios because each portfolio has numerous projects within them. The Board members made suggestions for additional criteria to be included in the list. Extensive discussion ensued, and members of the public provided comments and asked questions regarding the prioritization criteria. The following members of the public submitted written comments regarding the prioritization criteria and regarding specific projects included in the Measure AA Expenditure Plan: Lori Burns, Saratoga Louise Wholey, Saratoga Alex Anderson, Mountain View Linda George, Saratoga Mike Buncic, Los Gatos Jeff Escallier, Los Gatos Marilyn Walter, Portola Valley Andrew Browne, Portola Valley The following modified criteria were presented to the Board for discussion and approval: Criterion Description Project Underway The action is in the middle of implementation and/or the action is an essential part of a multi-phase project that is currently underway Quick Implementation (2 years or less) High level of confidence regarding the ease and feasibility of implementation Need for Timely Action Loss of opportunity if timely action not taken Broad Geographic Distribution Inclusion allows for a wide geographic distribution of benefits and new facilities Diverse Public Benefit Inclusion provides benefit to two or more user groups (hikers, bicycles, horses, dogs, families, all-access) and/or underserved populations, greater access for limited mobility High Beneficial Impact for Public Use and Recreation The action would result in a significant, beneficial impact to public use and recreation High Beneficial Impact for Natural Resources The action would result in a significant, beneficial impact to natural resource values Partnership Opportunity Implementation action enhances or leverages opportunities for partnerships Mr. Miller asked the Board for comments or suggestions regarding weighting of criteria. The Board members and members of the public provided their suggestions regarding weighting of prioritization criteria. Extensive discussion ensued. The following members of the public submitted written comments regarding the weighting of prioritization criteria: Meeting 14-25 Page 3 Mike Buncic, Los Gatos Jeff Escallier, Los Gatos Lori Burns, Saratoga Alex Anderson, Mountain View Claudia Newbold, Menlo Park Linda George, Saratoga Motion: Director Siemens moved, and Director Hanko seconded the motion to divide the prioritization criteria into three tiers and to allow weighting of the criteria included in tiers 2 and 3. VOTE: 7-0-0 Motion: Director Siemens moved, and Director Hanko seconded the motion to score each criterion on a one to five scale reflecting how each project achieves the criterion with all criteria being weighted the same. Substitute Motion: Director Harris moved, and Director Cyr seconded a substitute motion to weight the criteria included in Tier 2 weighted as a 2 and the criteria included in Tier 3 weighted as a 1. VOTE on SUBSTITUTE MOTION: 6-1-0 (Director Kishimoto opposed.) Main motion fails due to passage of the substitute motion. Motion: Director Cyr moved, and Director Siemens seconded the motion to approve the Measure AA project prioritization criteria, as amended by the Board of Directors. VOTE: 7-0-0 Motion: Director Cyr moved, and Director Hanko seconded the motion to direct the General Manager to use the criteria to screen and prioritize Measure AA projects and develop a draft 5- year Measure AA project implementation schedule. VOTE: 7-0-0 IV. MEETING CONTINUED President Harris adjourned the Special Meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 7:28 p.m. REGULAR MEETING I. CALL TO ORDER President Harris called the Regular Meeting of the Midpeninsula Regional Open Space District Board of Directors to order at 7:40 p.m. Meeting 14-25 Page 4 II. ROLL CALL Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto, Curt Riffle, and Pete Siemens Members Absent: None Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz, Assistant General Manager Kevin Woodhouse, General Counsel Sheryl Schaffner, Planner II Zachary Alexander, Real Property Manager Mike Williams, and District Clerk Jennifer Woodworth III. ORAL COMMUNICATIONS Dave Schwarter, spoke in favor of increased access to District lands, especially at Mt. Umunhum. Yvonne Triess spoke in favor of building a nature center at the Hawthorn property. Ms. Ruiz explained that the District has received four proposals, which are currently being evaluated by staff. The submitted proposals and staff’s evaluations will be presented to the Planning and Natural Resources Committee and subsequently the Board of Directors at a future date. IV. ADOPTION OF AGENDA Motion: Director Cyr moved, and Director Riffle seconded the motion to adopt the agenda. VOTE: 7-0-0 V. CONSENT CALENDAR 1. Approve Minutes of the Special and Regular Board Meetings of August 28, 2014 2. Approve the Claims Report Director Riffle inquired if the Board could receive more information regarding claim 67476, water rights reporting. General Counsel explained that the District has engaged a consultant to look at state water rights laws and reporting. 3. Resolution Honoring the Bay Area Ridge Trail Council General Manager’s Recommendation: Adopt the resolution honoring and commending the Bay Area Ridge Trail Council on its 25th anniversary. 4. Appointment of Board Members to Measure AA Implementation Ad Hoc Committee (R-14-117) Meeting 14-25 Page 5 General Manager’s Recommendation: Approve the Board President’s appointment of Cecily Harris, Larry Hassett, and Yoriko Kishimoto to serve on the Measure AA Implementation Ad Hoc Committee. Public hearing opened at 7:49 p.m. No speakers present. Public hearing closed at 7:50 p.m. Motion: Director Siemens moved, and Director Cyr seconded the motion to approve the Consent Calendar. VOTE: 7-0-0 VI. BOARD BUSINESS 5. Award a Contract for the completion of the Silva Property Driveway Improvements Project in Russian Ridge Open Space Preserve (R-14-118) Planner II Zachary Alexander provided the staff report describing the project location, summarizing proposed elements of the projects, and the District’s obligations under the memorandum of understanding with Peninsula Open Space Trust. Public hearing opened at 7:57 p.m. No speakers were present. Public hearing closed at 7:57 p.m. Motion: Director Hassett moved, and Director Cyr seconded the motion to authorize the General Manager to enter into a contract with TKO General Engineering and Construction Inc., of La Honda, CA, for a not-to-exceed amount of $97,244, which includes the base bid amount of $84,560 and a 15% contingency amount of $12,684 to complete the Silva Property Driveway Improvements Project at Russian Ridge Open Space Preserve. VOTE: 7-0-0 VII. STAFF REPORTS Ms. Ruiz reported that staff is currently reviewing CEQA documents related to Ridge Vineyards and described the next steps in the project. General Manager Abbors reported that the mountain lion believed to be the one who attacked a visitor at Pichetti Ranch on Sunday has been killed, and the area will be reopened once confirmation has been received that it is the lion involved in the attack. Assistant General Manager Kevin Woodhouse provided a summary of events and an update on the recent trespass, damage, and water diversions without permission on the Hendrys Creek Meeting 14-25 Page 6 property. Real Property Manager Mike Williams further described and provided photographs of the illegal water lines installed and trespassing by Lupin Lodge residents, which occurred on the Hendrys Creek property. The Board agreed by consensus that the closed session scheduled to follow the regular meeting is no longer needed and canceled the closed session. VIII. DIRECTOR REPORTS The Board submitted their compensatory forms to the District Clerk. Director Hassett reported that he and Director Kishimoto met with the Mayor, several Council Members, and staff from the Town of Portola Valley regarding one of their trails. Several Board members provided comments on Saturday’s Volunteer Recognition Event. IX. ADJOURNMENT President Harris adjourned the Regular Meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 8:20 p.m. ________________________________ Jennifer Woodworth, CMC District Clerk Page 1 of 3 CLAIMS REPORT MEETING 14-26 DATE 09-24-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 67520 *10215 - CALPERS-FISCAL SERVICES DIVISION Customer ID 2857159579 09/05/2014 $116,807.27 67546 10662 - DAVID J POWERS & ASSOCIATES INC Ridge Vineyards Exchange Environmental Review Services 09/10/2014 $38,001.35 67551 10396 - GO NATIVE NURSERY LLC Treatment of Slender False Brome (TW)09/10/2014 $15,597.00 67586 *10216 - VALLEY OIL COMPANY Fuel for District Vehicles & Equipment 09/10/2014 $12,265.75 67537 10014 - CCOI GATE & FENCE Materials Aquisition for Automatic Gate - Bald Mtn (SAU)09/10/2014 $12,240.00 67583 10487 - TKO GENERAL ENGINEERING & CONSTRUCTION Pond DR05 Restoration - Move in & Dewatering Construction Tasks 09/10/2014 $9,025.00 67565 10265 - PRIORITY 1 Replacement of Light Bar on Patrol Vehicle - P85 09/10/2014 $7,493.28 L.E.D Lightbar & Controller - P103 09/10/2014 L.E.D Lightbar & Controller - P104 09/10/2014 L.E.D Lightbar & Controller - P105 09/10/2014 67587 10115 - VINCE FONTANA Reimbursement for Cattle Lost Due to Mountain Lions 09/10/2014 $4,872.00 67582 10307 - THE SIGN SHOP Signboard Frames for Skyline Preserves 09/10/2014 $4,584.88 67560 10925 - PAPE` MACHINERY Dozer Rental for Road Work on Various Preserves 09/10/2014 $4,567.50 67524 *10419 - THE LINCOLN NATIONAL LIFE INSURANCE COMPANY MPOSD-BL-490450 AD&D 09/05/2014 $4,565.17 MPOSD-BL-490450 LIFE 09/05/2014 MPOSD-BL-490450 LTD 09/05/2014 67539 10131 - CITY OF PALO ALTO Parking Citation - 2nd Level Review 09/10/2014 $3,509.00 Williamson Act for Non-Renewal of Rogers Property 09/10/2014 67538 11419 - CHARLES H. ADAMS MUNICIPAL DISCLOSURE Compliance Audit for MCDC Initiative 09/10/2014 $3,000.00 67578 11300 - STRATEGY RESEARCH INSTITUTE Consulting Services for August 2014 09/10/2014 $3,000.00 67548 11420 - DOUG EDWARDS Water Project at Tunitas Creek 09/10/2014 $2,490.00 67523 *10211 - PUBLIC POLICY ADVOCATES Legislative Advocacy Services 09/05/2014 $2,333.34 67588 *11118 - WEX BANK Fuel for District Vehicles 09/10/2014 $2,256.39 67575 10102 - SHUTE, MIHALY & WEINBERGER LLP Legal Fees for Ridge Vineyards Exchange CEQA 09/10/2014 $2,236.20 Legal fees for Henry's Creek Easements 09/10/2014 67545 10027 - CRESCO EQUIPMENT RENTALS Excavator Rental for Ancient Oaks Trail - 7/22-8/19 (RR)09/10/2014 $2,127.63 67581 11033 - THE CREATIVE GROUP Public Affair Assistant - E. Mello 09/10/2014 $2,084.13 67530 11396 - AGCO HAY LLC Reimbursement for Cattle Lost Due to Mountain Lions 09/10/2014 $1,920.00 67521 *10032 - DEL REY BUILDING MAINTENANCE Janitorial Services - August 2014 09/05/2014 $1,815.00 67552 10222 - HERTZ EQUIPMENT RENTAL INC Excavator Equipment Rental (GP)09/10/2014 $1,753.70 67533 *10128 - AMERICAN TOWER CORPORATION Repeater Site Lease-Coyote Peak 09/10/2014 $1,668.00 67522 *10212 - PINNACLE TOWERS INC Crown Site ID 871823 09/05/2014 $1,524.00 67559 10073 - NORMAL DATA Contacts Database Development 09/10/2014 $1,450.00 Insurance Database Work 09/10/2014 67525 *11003 - UNITED ADMINISTRATIVE SERVICES GLUG-45Y5 Basic 09/05/2014 $1,342.16 GLUG-45Y5 Supplemental 09/05/2014 67574 11075 - SANTA CLARA COUNTY - DEPT OF ENVIRONMENTAL HEALTH HazMat Fees (SFO)09/10/2014 $1,288.00 67563 *10180 - PG & E Electric - Ag Pump at Driscoll Ranch 09/10/2014 $1,207.02 Electric (RSA/CP)09/10/2014 Electric (Mora A&B / RSA)09/10/2014 Electric - Cabin at Driscoll Event Center 09/10/2014 Electric (Annex / RSA)09/10/2014 Electric (SR)09/10/2014 Electric (FO)09/10/2014 Page 2 of 3 CLAIMS REPORT MEETING 14-26 DATE 09-24-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount Electric for Gate (PCR)09/10/2014 Electric - Driscoll Event Center 09/10/2014 Electric (FFO)09/10/2014 1191 **10203 - WOODSIDE & PORTOLA PRIVATE PATROL Patrol Services - Hawthorn 09/10/2014 $1,200.00 67542 *10445 - COMMUNICATION & CONTROL INC Antenna Rental #1802 09/10/2014 $1,172.00 Utility Fee #1802 09/10/2014 67549 10169 - FOSTER BROTHERS SECURITY SYSTEMS Restroom Entry Lock (MB); Padlocks 09/10/2014 $1,167.19 67527 10160 - OFFICE DEPOT CREDIT PLAN Tissue, Paper, Calculator, Folders, Binders, Clipboards, Desk Tray, Dividers, Pens 09/08/2014 $1,009.17 67526 *10213 - VISION SERVICE PLAN-CA 00 106067 0010 09/05/2014 $980.67 67557 11412 - MAACO COLLISION REPAIR & AUTO PAINTING Vehicle Body Repairs - M35 09/10/2014 $971.76 67584 10403 - UNITED SITE SERVICES INC Sanitation Services (FO)09/10/2014 $745.52 Sanitation Services (SA)09/10/2014 67529 10004 - ACCOUNTEMPS Accounting Temp 09/10/2014 $700.60 67577 10585 - SOL'S MOBILE SERVICE BIT Inspection - M17 09/10/2014 $692.20 BIT Inspection - M26 09/10/2014 BIT Inspection - M02 09/10/2014 BIT Inspection - T07 09/10/2014 BIT Inspection - M29 09/10/2014 67580 10107 - SUNNYVALE FORD Vehicle Maintenance & Repairs - P99 09/10/2014 $628.77 Vehicle Maintenance & Repairs - P86 09/10/2014 67553 10123 - HOME DEPOT CREDIT SERVICES Field Supplies (FFO/SFO), Leaf Rakes, Electric Conduit Straps, Water Tank, Caution Tape, P 09/10/2014 $604.25 67534 10183 - BARRON PARK SUPPLY CO INC Plumbing Equipment (FFO)09/10/2014 $584.66 Plumbing Supplies (RSA/CP)09/10/2014 67571 10136 - SAN JOSE WATER COMPANY Water Service (RSA/CP)09/10/2014 $584.44 67535 11414 - CALIFORNIA MUNICIPAL STATISTICS Continuing Disclosure Contract 09/10/2014 $575.00 67540 10352 - CMK AUTOMOTIVE INC Vehicle Maintenance & Repairs - P80 09/10/2014 $520.89 Anti-Freeze Coolant - P50 09/10/2014 67572 11059 - SAN MATEO COUNTY HEALTH DEPT Water Testing - Rental Residences 09/10/2014 $436.00 67579 11417 - SUBDYNAMIC LOCATING SERVICES, INC.Utility Survey - Bald Mountain Staging Area (SAU)09/10/2014 $412.50 67554 10895 - INFANTE, LISA Santa Clara County Building Permit - Reimbursement Bald Mountain (SAU)09/10/2014 $395.93 67567 *10589 - RECOLOGY SOUTH BAY Garbage Service (RSA)09/10/2014 $393.93 67531 11170 - ALEXANDER ATKINS DESIGN, INC.Sierra Club Ads: Digital & Print 09/10/2014 $350.00 67561 10364 - PEARSON BUICK, PONTIAC, GMC Vehicle Repairs & Smog Inspection - M35 09/10/2014 $324.95 67550 10187 - GARDENLAND POWER EQUIPMENT Chainsaw Parts & Repairs 09/10/2014 $319.12 Equipment Parts (GP)09/10/2014 67564 10140 - PINE CONE LUMBER CO INC Lumber (BCR)09/10/2014 $311.15 67547 10032 - DEL REY BUILDING MAINTENANCE Janitorial Supplies (AO)09/10/2014 $280.84 67544 10185 - COSTCO Kitchen / Field Supplies (FFO)09/10/2014 $250.96 67543 10184 - CONTINUING EDUCATION OF THE BAR Subscription Auto Update CA RP Remedies/Damages UP14 09/10/2014 $196.02 67570 10182 - ROYAL BRASS INC Equipment Repair Parts for Bobcat (FFO)09/10/2014 $178.07 67556 11326 - LEXISNEXIS MATTHEW BENDER Subscription Print Service August 2014 09/10/2014 $178.00 67576 10680 - SILVERMAN, JOEL Reimbursement for Forestry & Engineer Supplies 09/10/2014 $173.11 67562 11129 - PETERSON TRUCKS INC.Vehicle Coolant 09/10/2014 $154.83 67558 10191 - MOUNTAIN VIEW GARDEN CENTER Sand (RSA/CP)09/10/2014 $148.78 Page 3 of 3 CLAIMS REPORT MEETING 14-26 DATE 09-24-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 67568 10194 - REED & GRAHAM INC Rice Straw Bales for Ancient Oaks Trail Construction (RR)09/10/2014 $130.50 67532 10380 - ALLIED WASTE SERVICES #925 Garbage Service - Rental Residence 09/10/2014 $120.34 67541 10385 - COASTAL SIERRA INC Internet Services (SFO)09/10/2014 $109.00 67566 *10261 - PROTECTION ONE Fire Inspection Monitoring (AO)09/10/2014 $66.85 67555 10119 - KWIK KEY LOCK & SAFE CO INC Keys (SFO)09/10/2014 $59.43 67528 *10810 - A T & T Nature Center Phone (SR)09/10/2014 $55.03 67536 10433 - CALIFORNIA SPECIAL DISTRICTS ASSOCIATION CSDA Conference Tour 09/10/2014 $45.00 67573 11007 - SANTA CLARA COUNTY Building Permit Record Search - Burton Property APN 562-20-023 09/10/2014 $40.00 67569 10256 - ROBERT'S HARDWARE Plumbing Repair Supplies (SFO)09/10/2014 $27.22 Plumbing Supplies - Rental Residence (MB)09/10/2014 67585 *10165 - UPS Shipping (AO)09/10/2014 $10.68 Grand Total $284,329.13 *Annual Claims **Hawthorn Expense BC = Bear Creek LH = La Honda Creek PR = Pulgas Ridge SG = Saratoga Gap TC = Tunitas Creek CC = Coal Creek LR = Long Ridge PC = Purisima Creek SA = Sierra Azul WH = Windy Hill ECdM = El Corte de Madera LT = Los Trancos RSA = Rancho San Antonio SR= Skyline Ridge AO = Administrative Office 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 PR = Picchetti Ranch SJH = St Joseph's Hill TW = Thornewood SAO = South Area Outpost RR/MIN = Russian Ridge - Mindego Hill GP = General Preserves Page 1 of 3 CLAIMS REPORT MEETING 14-26 DATE 09-24-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 67640 10487 - TKO GENERAL ENGINEERING & CONSTRUCTION Construction Progress Billing for Bald Mtn Parking Area (SAU)09/17/2014 $42,536.25 67608 11238 - CXT INCORPORATED Vault Toilet Delivery and Install to Bald Mtn Staging (SAU)09/17/2014 $42,237.86 67596 11418 - BARRERA'S BUILDERS Roof Replacement (AO)09/17/2014 $27,675.33 67623 10775 - NEW WORLD SYSTEMS IAFS Annual Software Service Maintenance - 9/1/14 - 8/31/15 09/17/2014 $27,000.00 67643 11369 - BANK OF THE WEST COMMERCIAL CARD USA $600.42 - Medical Supplies (SFO)09/17/2014 $12,549.52 $604.83 - Parts for Tools, Repair Items 09/17/2014 $618.06 - Ancient Oaks Trail Project, Shop Supplies 09/17/2014 $512.48 - Calif Invasive Plant Species Conference Fees, Chainsaw Fuel 09/17/2014 $943.99 - Event Supplies, Name Badges, CAPIO Membership 09/17/2014 $79.54 - Business Meals 09/17/2014 $4.99 - Replacement Camera Cord 09/17/2014 $275.00 - Training Class for A. Hebert - Environmental Compliance 09/17/2014 $147.25 - 12 Volt Jump Starter 09/17/2014 $72.40 - Office Supplies - HR 09/17/2014 $456.92 - Web Services 09/17/2014 $38.06 - CAC Recognition Sourvenirs, Office Supplies (AO)09/17/2014 $1,197.73 - Trucking services, postage, IRWA Conference Registration 09/17/2014 $1,012.29 - CLTA Conference Fees, Rental Residence Repairs 09/17/2014 $787.71 - NAI Conference Fees, Event Supplies 09/17/2014 $205.00 - Safety Program Supplies 09/17/2014 $130.00 - Volunteer Supplies & Equipment 09/17/2014 $67.95 - Name Tags, Newspaper Subscription 09/17/2014 $26.75 - Blades for Mower 09/17/2014 $225.81 - Google SvcsApps, DVD RW 09/17/2014 $545.49 - HR Supplies, Office Supplies (AO)09/17/2014 $418.20 - Uniform Supplies, Office Furntiure, Tools 09/17/2014 $50.00 - Staff Event 09/17/2014 $679.38 - CSDA Conference Fee, Webinar, BART Tickets 09/17/2014 $1019.53 - Office Chairs (SFO)09/17/2014 $50.97 - Car washes of three District vehicles 09/17/2014 $119.42 - Supplies, Parts 09/17/2014 $534.36 - Recruitment Advertising, Interview Expenses 09/17/2014 $68.11 - Business Meeting Expense 09/17/2014 $680.00 - CSDA Conference Fee, IHN Registration Fee 09/17/2014 $43.48 - External DVD Drive, Video Cable 09/17/2014 $36.21 - Docent Supplies 09/17/2014 $216.19 - Meals for Board Closed Sessions 09/17/2014 $81.00 - Training expense 09/17/2014 67610 10031 - DESIGN CONCEPTS Invite & Map for Bo Gimbal Event Dedication Ceremony 09/17/2014 $10,510.00 Brochure design/layout - Various Preserves 09/17/2014 Design/layout 2013-2014 Annual Report, Newsletter-Outdoor Activities 09/17/2014 Design/layout Wingding Banner 09/17/2014 Design/layout CSDA Award Application, Year Award 09/17/2014 Design/layout Donation Postcards 09/17/2014 Page 2 of 3 CLAIMS REPORT MEETING 14-26 DATE 09-24-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 67629 11241 - QUESTA ENGINEERING CORPORATION Harkins Bridge Engineering 09/17/2014 $7,097.33 67589 *10218 - EDD Unemployment Benefits - April 1 to June 30 2014 09/11/2014 $6,997.99 67625 *10180 - PG & E Electric (SR)09/17/2014 $6,576.25 Electric (AO2)09/17/2014 Electric (SFO)09/17/2014 Electric (AO)09/17/2014 Gas (AO)09/17/2014 67632 11005 - SAN MATEO COUNTY PLANNING & BUILDING DEPT Building Permit 5755 Alpine Rd (RR)09/17/2014 $5,600.92 67638 11421 - SWEET PEA'S CAFE & CATERING Volunteer Recognition Catering Event - Mt. Umunhum 9/13 09/17/2014 $3,480.40 67637 11300 - STRATEGY RESEARCH INSTITUTE Consulting Services for September 2014 09/17/2014 $3,000.00 67603 11171 - COMMUNICATION ADVANTAGE Consulting Services for August 2014 09/17/2014 $2,850.00 67604 10851 - CONLIN SUPPLY Fence Supplies for McDonald Ranch (LHC)09/17/2014 $2,534.40 67635 10489 - STETSON ENGINEERS INC Annual Watermaster Services - Water User ID 45 09/17/2014 $1,711.39 67634 *10952 - SONIC.NET, INC.AO + FFO Internet Service for 10/2014 09/17/2014 $1,519.00 67615 10509 - GEOCON CONSULTANTS INC Geotechnical Services - Mt Um Bald Mtn Staging Area (SAU)09/17/2014 $1,462.50 67618 10642 - HMS INC Skyline Field Office Haz Mat Testing (SFO)09/17/2014 $1,305.00 Haz Materials Testing at McDonald (LHC)09/17/2014 67602 10352 - CMK AUTOMOTIVE INC Vehicle Maintenance & Repairs - M42/A90 09/17/2014 $1,046.82 67599 10840 - CALIFORNIA PENSION GROUP, LLC Consulting Services for August 2014 09/17/2014 $1,000.00 67621 10058 - LIEBERT CASSIDY WHITMORE Legal Services 09/17/2014 $880.50 67598 11386 - BOB MURRAY & ASSOCIATES Professional Services for District Recruitments 09/17/2014 $867.25 67614 10187 - GARDENLAND POWER EQUIPMENT Chainsaw Sharpening 09/17/2014 $725.91 Chainsaw Supplies 09/17/2014 New Chainsaw 09/17/2014 Shipping for Part (SA)09/17/2014 67636 10302 - STEVENS CREEK QUARRY INC Rock Material for Roadwork (SAK)09/17/2014 $679.18 Base Rock for Kennedy Trail Repairs (SA)09/17/2014 67639 10199 - TARGET SPECIALTY PRODUCTS Herbicide - Rental Residences 09/17/2014 $614.58 67592 11422 - KARL ZINSMAN Entertainment and Sound System Rental for VRE 09/12/2014 $600.00 67606 10540 - CRAFTSMEN PRINTING Printing of Donation Postcards (PCR/RR/MB)09/17/2014 $573.11 Printing of Business Cards 09/17/2014 67627 10090 - PRO-INSTALLERS Remove Fireplace Inserts & Venting at Saratoga Gap Cabins 09/17/2014 $550.00 67619 11424 - JAKOBS GARY Instructor for a CEQA Training for District Staff 09/17/2014 $500.00 67624 11425 - PARKER MIKE Instructor for a CEQA Training for District Staff 09/17/2014 $500.00 67611 11151 - FASTENAL COMPANY Equipment Supplies (FFO)09/17/2014 $492.38 67612 10169 - FOSTER BROTHERS SECURITY SYSTEMS Re-Key Padlocks, Key Tag Rack, Rings (SFO)09/17/2014 $466.99 Returned Key Tag Racks (SFO)09/17/2014 67594 10004 - ACCOUNTEMPS Accounting Temp 09/17/2014 $454.44 67607 11074 - CUPERTINO UNION SCHOOL DISTRICT Bus Transportation for "Spaces & Species" Summer Nature Day (SR)09/17/2014 $416.57 67628 *10261 - PROTECTION ONE Alarm Monitoring (AO)09/17/2014 $342.37 67600 *10454 - CALIFORNIA WATER SERVICE CO-949 Water Service (FFO)09/17/2014 $311.69 67590 11404 - AARON BLYTH Music Services for Volunteer Recognition Event 09/12/2014 $300.00 67641 10201 - TURF & INDUSTRIAL EQUIP CO Electric Cart Service & Repair 09/17/2014 $275.81 67626 10140 - PINE CONE LUMBER CO INC Sign Building Materials - Bald Mtn Staging (SAU)09/17/2014 $240.39 Page 3 of 3 CLAIMS REPORT MEETING 14-26 DATE 09-24-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 67616 11195 - GOODYEAR AUTO SERVICE CENTER Purchase of New Tire - P84 09/17/2014 $229.58 67591 11423 - DAMON WILLIAMS Music Services for Volunteer Recognition Event 09/12/2014 $200.00 67597 10011 - BILL'S TOWING SERVICE Vehicle Tow - M42 09/17/2014 $165.75 67631 10151 - SAFETY KLEEN SYSTEMS INC Solvent Tank Service (FFO)09/17/2014 $158.80 67601 11319 - CHANCE, MARIANNE Reimbursement for Uniform Items 09/17/2014 $152.52 67613 10168 - G & K SERVICES INC Shop Towel Service (FFO & SFO)09/17/2014 $131.61 67622 *10664 - MISSION TRAIL WASTE SYSTEMS Garbage (AO)09/17/2014 $120.16 67617 10343 - GRANITE ROCK COMPANY Base Rock for Ancient Oaks Trail (RR)09/17/2014 $91.47 67620 10051 - JIM DAVIS AUTOMOTIVE Smog Check - M119/P92 09/17/2014 $90.00 67595 *10294 - AMERIGAS-SAN JOSE Propane Tank Rental (FFO)09/17/2014 $70.69 67593 *10810 - A T & T FAX (FFO)09/17/2014 $64.62 67642 11176 - ZORO TOOLS Parts for Tools 09/17/2014 $49.16 67609 *11210 - DATA SAFE Shredding Service (AO)09/17/2014 $40.00 67633 11042 - SANTA CLARA COUNTY-OFFICE OF THE SHERIFF Live Scan Services July 2014 09/17/2014 $40.00 67630 10134 - RAYNE OF SAN JOSE Water Service (FO)09/17/2014 $26.25 67605 11180 - COPY FACTORY Proclamation/Resolution Printing 09/17/2014 $10.44 Grand Total $220,123.18 *Annual Claims BC = Bear Creek LH = La Honda Creek PR = Pulgas Ridge SG = Saratoga Gap TC = Tunitas Creek CC = Coal Creek LR = Long Ridge PC = Purisima Creek SA = Sierra Azul WH = Windy Hill ECdM = El Corte de Madera LT = Los Trancos RSA = Rancho San Antonio SR= Skyline Ridge AO = Administrative Office 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 PR = Picchetti Ranch SJH = St Joseph's Hill TW = Thornewood SAO = South Area Outpost RR/MIN = Russian Ridge - Mindego Hill GP = General Preserves R-14-121 Meeting 14-26 September 24, 2014 AGENDA ITEM 3 AGENDA ITEM Authorization to Purchase One Hybrid Vehicle GENERAL MANAGER’S RECOMMENDATION Authorize the General Manager to execute a purchase contract with the State Department of General Services and associated contract dealers to purchase one hybrid vehicle not to exceed $30,000. SUMMARY The Board approved $740,000 in the FY2014-15 budget for the purchase of capital equipment including the replacement of five (5) field vehicles and the addition of two Administrative Office vehicles assigned to the Real Property Department and the Volunteer Program Lead. All of the approved equipment and vehicles have been ordered. Due to cost savings of purchasing equipment and vehicles through the State of California Department of General Services, the District has unspent funds available in this year’s budget, which could be used to purchase one additional vehicle. The General Manager recommends purchasing a hybrid vehicle to be assigned to the Administrative office. DISCUSSION At the April 23, 2014 regular board meeting, the Board authorized purchasing of capital equipment for FY2014-15 (R-14-72). The funding for purchase of this equipment and vehicles was included in the FY2014-15 budget approved by the Board at the March 26, 2014 regular Board meeting. The purchase of a hybrid vehicle will be an economical and environmentally beneficial option for use by administrative staff. This vehicle will be available for frequent local trips which do not require a four-wheel drive truck or SUV. The addition of another shared vehicle will increase availability of administration vehicles which are frequently used for field projects. Staff has researched both electric and hybrid vehicles and recommends a plug - in hybrid as the best option due to range of travel and recharging times related to pure electric vehicles. In addition there are state and federal rebates available for the plug - in hybrid the District will qualify for. R-14-121 Page 2 FISCAL IMPACT Purchase of a hybrid vehicle will cost a not-to-exceed amount of $30,000. Sufficient funding remains in the approved FY2014-15 capital equipment budget for the purchase of this additional vehicle. BOARD COMMITTEE REVIEW There was no Committee review for this agenda item as it is an opportunity that was not anticipated in the budget and is time sensitive due to the timing of the State of California Department of General Services contract. PUBLIC NOTICE Public notice was provided as required by the Brown Act. CEQA COMPLIANCE No environmental review is required as the recommended action is not a project under the California Environmental Quality Act (CEQA). NEXT STEPS If approved by the board, staff will prepare a purchase order for this vehicle utilizing the State of California Department of General Services contract. Responsible Department Head: Michael Newburn, Operations Manager Prepared by: Michael Jurich, Support Services Supervisor R-14-123 Meeting 14-26 September 24, 2014 AGENDA ITEM 4 AGENDA ITEM Partnership with the City of East Palo Alto to Apply for a Habitat Conservation Fund Program Grant for Cooley Landing Park GENERAL MANAGER’S RECOMMENDATION Adopt a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District approving a grant application, prepared by the City of East Palo Alto, as applicant, for funds from the Habitat Conservation Fund Program to implement future phases of Cooley Landing Park. SUMMARY In February 2010, the Midpeninsula Regional Open Space District (District) Board of Directors (Board) authorized a Partnership Agreement with the City of East Palo Alto (City) for the Cooley Landing Area of Ravenswood Open Space Preserve (Preserve) with the goal of developing the site into a city park (R-10-29). The City completed Phase I in 2011 and opened Cooley Landing Park in 2012. In June 2012, the City was awarded a $5 million California Proposition 84 grant to construct Phases II through V of the Cooley Landing Vision Plan (Vision Plan). Since then, the City completed Phase II in early 2014, which included access road and parking lot upgrades, utilities installation, and re-seeding. The City then completed design and permitting plans for Phase III, which includes a proposed nature education center, has bid and awarded the project, and is now beginning construction. The City continues to seek additional funding sources for Phases IV and V of their Vision Plan, and seeks the District’s support in submitting an application to the Habitat Conservation Fund Program. The District has and will continue to provide Planning staff support to the City during the design of each Phase of work. DISCUSSION The Habitat Conservation Fund Program was established by the State of California to provide matching grants to local agencies for the acquisition of wildlife corridors and urban trails, nature interpretation programs, and other programs that bring urban residents into parks and wildlife areas. The grant program requires a non-state dollar-for-dollar match. Eligible match sources include local, federal, or private funds, or donated materials and services. Owners of property where HCF grant-funded projects are constructed are required to record a deed restriction or other recordable document restricting the future use of the property to parks and recreation R-14-123 Page 2 purposes. The attached Resolution authorizes the General Manager to execute a deed restriction or equivalent instrument after completion of the project. Given the location of the Cooley Landing property, its adjacency to bay water and restored baylands, its critical link to the regional Bay Trail, and the important wildlife viewshed that the property provides to the public, the General Manager recommends executing a deed restriction on the Cooley Landing property to protect the unique recreational opportunities and benefits that this site provides for the larger public. In addition, the Westbay Community Associates property purchased in 1980 that surrounds and portions of which are part of Cooley Landing Park is dedicated. The City is also required to execute a deed restriction on their parcel. If approved by the City Council on Tuesday, September 23, City staff will apply for a grant in the amount of $200,000, which is the maximum possible award, to fund future site work at Cooley Landing Park as follows (Exhibit B): 1. Create and/or install interpretive elements along the park trails 2. Install lighting along the access road 3. Install park amenities such as seating and picnic tables 4. Construct an outdoor classroom for educational activities Applications are due no later than 5:00 p.m. on October 1, 2014. The State Office of Grants Administration will notify applicants of a project award before July 1, 2015. Because Cooley Landing spans City and District property, Resolutions of Support are required from both the District Board and the East Palo Alto City Council. If awarded, the City must commit to providing a local match, excluding State funds, in the same amount as the grant. City staff is currently proposing that the match funding be allocated from the City’s Capital Reserve, if the grant is awarded, while they continue to explore other sources for matching funds. District staff anticipates future discussions with City staff regarding the District’s role in providing matching funds related to future interpretive facilities or features. FISCAL IMPACT Future phases of Cooley Landing are currently being financed by City funds and City-obtained grants. If successful, the City’s submission of this grant application will require expenditure of funds. Currently, the City’s Capital Reserve is identified as providing the required matching funds. However, the District may be asked in the future to consider funding portions of Phase IV and V. Any such request would be evaluated by the District and a recommendation made that would be forwarded first to the Planning and Natural Resources Committee for review, and then brought to the full Board for consideration. BOARD COMMITTEE REVIEW This item was not previously reviewed by a Committee and instead has been brought directly to the full Board due to the time sensitive nature of the City’s grant application deadline of October 1, 2014. PUBLIC NOTICE Public notice was provided as required by the Brown Act. R-14-123 Page 3 CEQA COMPLIANCE In accordance with CEQA, a Mitigated Negative Declaration for the Cooley Landing Vision Plan was certified by the City Council on February 15, 2011. No further CEQA review is required. NEXT STEPS Upon City Council and District Board approval of the respective Resolutions, City staff will submit a grant application to the HCF Program. Design and implementation for project phases funded by an HCF grant would follow completion of Phase III (the nature education center) in Spring 2015. City staff will continue to pursue alternative funding sources. Attachment 1. Cooley Landing Area 2. Cooley Landing Vision Plan 3. Resolution approving a grant application, prepared by the City of East Palo Alto, as applicant, for funds from the Habitat Conservation Fund Program to implement future phases of Cooley Landing Park Responsible Department Head: Jane Mark, AICP, Planning Department Prepared by: Tina Hugg, Senior Planner, Planning Department Graphics prepared by: Attachment 1: Galli Basson, Planner I Attachment 2: Callander Associates, Consultant to City of East Palo Alto Ravenswood Open Space Preserve Ci t y o f M e n l o P a r k Ci t y o f M e n l o P a r k City of E a s t P a l o A l t o City of M e n l o P a r k City of M e n l o P a r k Ci t y o f E a s t P a l o A l t o Ci t y o f E a s t P a l o A l t o Area A S a n F r a n c i s c o B a y Area AArea B City of E a s t P a l o A l t o Ravenswood Open Space Preserve City of M e n l o P a r k City of E a s t P a l o A l t o Palo Alto Baylands 063-590-060063-590-060 096-230-130096-230-130 096-230-150096-230-150 063-580-090063-580-090 096-230-140096-230-140 063-590-030063-590-030 063-590-040063-590-040 063-122-030063-122-030 063-121-400063-121-400 096-230-140096-230-140 0 125 25062.5 Feet Cooley Landing Area, Ravenswood Open Space Preserve Produced by Midpeninsula Regional Open Space District, December 2009 Fi l e : G : \ P r o j e c t s \ R a v e n s w o o d \ C o o l e y L a n d i n g \ A r e a A _ A r e a B . m x d MROSD Property Parcel Boundary Area A Area B City Boundary B a y R o a d C o o l e y L a n d i n g Attachment 1 PHASING PLAN - FOR REFERENCE ONLY Bay Road/2 Ravenswood Open Space Preserve Owned by MROSD; City of Menlo Park Jurisdiction (partially dedicated to Ravenswo (parte dedicada a ra Existing Pedestrian !Bridge Puente peatonal existence Bay Trail Owned by MROSD; City of East Palo Alto Jurisdiction Access Road Secured Access Gate Puertas de Acceso Segura Security Lighting with Non -Glare Fixture, Typ. lluminacidn de Seguridad con Pantalla Anti-reffectiva Baylands Nature Preserve Owned by City of Palo Alto; City of East Palo Alt© Jurisdiction Phase 2: Bay Road Improvements Regrade and pave access road 10 east end of parking to Pave and expand parking lot Improved multi -use trail alongside access road Utilities infrastructure to east end of parking lot (water, sewer, electrical) Security lighting to east end of parking lot Secondary Unpaved Trail — Camino Secundario sin Pavimento Main Paved Trail (Approx. 1/3 mile) Camino Principal Pavimentado (aprox 1/3 de milla) Existing Parking Open Space Preserve and Bay Trail visitors) Estacionamiento Existentes venswood Open Space Preserve y Bay•Traii) MROSD Expanded - Parking (7 stalls) Estacionamiento Ampliado Existing Tree, Typ. Arbol existence 1 y",- {'- Gravel ParkinglArea (2o stalls) il Area de Estacionaiftt 1 11 Wetland ,t Pa ntano s/l omedales Phase 3: Vehicle Access & Building Reuse Parking, pave turnaround and drop off area, overflow parking Extension of access road Utilities connections and expansion (water, sewer, electrical) Building reuse - Interpretive master plan and design Indoor exhibits Entry plaza Restroom and trash enclosure Phase 5: Trails and Interpretive Areas Secondary unpaved trails Seating areas Viewing and interpretive areas (including historical dredge exhibit) 1 Viewing and interpretive Area Area de Vistas y R©tulos fnterpretativos Turnaround and Parking — Area de Retorno de Carros ravel Stall Sati g Area f Zona de asientos City of Menlo Pa . .•ast Palo -Grass Overflow PaTking,Area_ v, Mowee or Event r�i y'erF Menlo,�er-IF ��,,�'^t�.= Phase 6 Parking Expansion (evaluate need Y ' prior to installation) (2. -tabs} Split -Rail Fencing S Enclosu ,'(4) Accessible Stalls Open Meadow Pr.do Abierto Phase 1: Remediation and Public Access Multi -use trail loop through site Demolition and site clean up for entire site Rough grading, import fill, fill in dredge pit for entire site Reseed grasslands and meadow area for entire site Utilities infastructure east of parking lot (water, sewer, electrical conduit) En ry Plaza and Gathering Area Plaza de Entrada y Area para Reuniones e •� NE wok Plcnlc Tables �^ f (Mesas de PicnifIb .r 0 Phase 4: Outdoor Classroom & Picnic Area - Outdoor classroom area - Picnic area - Extension of pathways. Bike Racks Porta- V Phase 6: Viewing Piers and Additional Parking - Viewing piers Parking along south side of drop-off circle if necessary A Picnic Mesas Boat House Building Edificio de Casa de Bole Historical Dredge Interpretive Area and Windbreak Area lnterpretativo de Dragado Histdrica y Cortavientos Ert Owned by MROSD; City of Menlo Park Jurisdiction 1 Overlook Puesto de Observacibn NAM Restored Tidal Marsh • I?antano de Marea Restaurado .q, tdoor Class la al Aire Libre Tables le Picnic Viewing Pier Muelle de Observacic Flexible Use Zone ▪ (exhibits, events, etc. Zona de use flexible ",,,._(exposiciones, eventuo, Cw.i 1 1 16 um mil i � Family Water Owned by MROSD; Access Area City of Menlo Park Area del acceso del ague pare las families Jurisdiction I— Cantilevered Overlook/ Fishing Pier Vista Voladizo / Muelle de Pesca ti 00m N.T.S Attachment 3 Resolutions/2014/14-___Cooley Landing HCF Grant 1 RESOLUTION NO. 14-__ RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT APPROVING THE CITY OF EAST PALO ALTO’S APPLICATION FOR GRANT FUNDS FROM THE HABITAT CONSERVATION FUND PROGRAM WHEREAS, the people of the State of California have enacted the California Wildlife Protection Act of 1990, which provides funds to the State of California for grants to local agencies to acquire, enhance, restore or develop facilities for public recreation and fish and wildlife habitat protection purposes; and WHEREAS, the State Department of Parks and Recreation has been delegated the responsibility for the administration of the Habitat Conservation Fund (HCF) Program, setting up necessary procedures governing project application under the HCF Program; and WHEREAS, said procedures established by the State Department of Parks and Recreation require the applicant to certify by resolution the approval of application(s) before submission of said application(s) to the State; and WHEREAS, the applicant, the City of East Palo Alto (“City”), will enter into a contract with the State of California to complete certain phases of the Cooley Landing project(s), which is partially situated on District property; and WHEREAS, because Cooley Landing spans City and District property, resolutions of support are required from both the Board of Directors of the District and the East Palo Alto City Council approving the City’s application for grant funds. NOW THEREFORE, be it resolved that the Board of Directors of the Midpeninsula Regional Open Space District does hereby: 1. Approve the filing of an application for the Habitat Conservation Fund Program by the City of East Palo Alto for Cooley Landing Park, which is partially situated on land belonging to the Midpeninsula Regional Open Space District; and 2. Certify that the applicant has reviewed, understands and agrees to the provisions contained in the contract shown in the grant administration guide; and 3. Delegate the authority to the District’s General Manager to conduct all negotiations, and execute and submit all documents, including, but not limited to, applications, agreements, amendments, deed restrictions or equivalent recordable documents limiting the future use of the property to park and recreation purposes, and any other documents as may be necessary for the completion of the project; and 4. Agree to comply with all applicable federal, state and local laws, ordinances, rules, regulations and guidelines. * * * * * * * * * * * * * * * * * * * * * * * ** * * * * * * ** * * * * * * ** * * * * * * * PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional Open Space District on _____, 2014, at a Regular Meeting thereof, by the following vote: AYES: NOES: ABSTAIN: ABSENT: 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-14-119 Meeting 14-25 September 24, 2014 AGENDA ITEM 5 AGENDA ITEM Agreement to Install Water Infrastructure at the Russian Ridge Open Space Preserve GENERAL MANAGER’S RECOMMENDATION Authorize the General Manager to enter into an agreement with TKO General Engineering and Construction Inc. of Woodside, CA, for a total contract amount not to exceed $101,061, which includes the base bid of $87,879 and a fifteen percent contingency amount of $13,182, to install water infrastructure at the Russian Ridge Open Space Preserve. SUMMARY The Request for Bids for the Mindego Water Infrastructure Project was originally released on July 14, 2014. The Midpeninsula Regional Open Space District (District) completed the bid process on Friday August 1, 2014 with TKO General Engineering and Construction Inc. of Woodside, CA as the apparent low bidder. The Mindego Hill property, acquired by the District in 2008, was historically grazed by the former landowner. Upon acquisition of the property, the District temporarily discontinued livestock grazing to work on control of invasive plant species and to reduce risks to natural resources as a result of the limited livestock infrastructure. However, the District made a commitment to the San Mateo County Farm Bureau that livestock grazing would commence on the Mindego Hill property prior to the Mindego Hill Trail opening to public access. The property is located within critical habitat for the federally listed California red-legged frog (CRLF) and San Francisco garter snake (SFGS). The presence of both species has been documented in Mindego Lake and Kneudler Lake as well as upland habitats. Installation of the water system will provide drinking water for livestock and wildlife on areas of the property where water is not currently available and will allow the grassland vegetation to be managed through rotational grazing for the benefit of both CRLF and SFGS. The project will include installation of a solar powered water pumping station at a developed spring, two (2) water storage tanks, approximately 11,000 feet of pipe, and six (6) new water troughs. DISCUSSION Background The Mindego Water Infrastructure Project is located in the Mindego Ranch portion of the Russian Ridge Open Space Preserve (Preserve), southeast of the Town of La Honda (See Attachment 1, Project Location). The project objective is to develop a livestock water system that will provide water for livestock and wildlife on portions of the property where water is not currently available. Installation of the water system will allow the District to reintroduce R-14-119 Page 2 livestock grazing to the property, utilize the livestock to manage vegetation to enhance habitat for CRLF and SFGS, and allow the grazing operator to rotate cattle between pastures, providing greater capacity to manage natural resources and protect water quality in Mindego Creek, within the San Gregorio Creek Watershed. The District made a commitment to the San Mateo County Farm Bureau that livestock grazing would commence on the Mindego Hill property prior to the Mindego Hill Trail opening to public access. Furthermore, the District also made commitments to the Cuesta La Honda Guild community to manage the cattle grazing in a manner that protects their water intake located downstream of the Preserve. This commitment requires cattle to be restricted from portions of the property draining to their water intake during the winter months. The project specifications utilize water from an existing water source (developed spring) to pump water to two (2) 5,000 gallon water storage tanks, Tank-A and Tank-B, which will feed the new water troughs via gravity flow. Approximately 11,000 linear feet of new, buried pipe will be installed to supply the tanks and troughs (Attachment 2, Project Aerial Map). Work will include improvements to the existing spring (if necessary) and design and installation of one (1) solar-powered water delivery system to provide water to the storage tanks, including installation of pipe and associated plumbing components. Storage Tank-A will then distribute water to four (4) concrete livestock watering troughs and Tank-B will distribute water to two (2) concrete livestock watering troughs. Watering troughs will be leveled and partially buried (approximately 1/3 underground and 2/3 above ground level). Trough installation will include all plumbing components, and wildlife escape ramps. Project construction is scheduled for October- November 2014. The water troughs will allow the grazing operator to rotate cattle between pastures on the property to enhance habitat value and protect water quality. The new water troughs will also promote greater livestock distribution so livestock do not rely solely on ponds for water and will ensure that grasslands are grazed more evenly. Partially burying the water troughs in the ground will minimize aesthetic impacts and allow small calves and wildlife to drink. Contractor Selection The bid package was sent to four (4) contractors as well as released to five (5) builders’ exchanges. A legal notice was also posted in the Half Moon Bay Review and San Jose Mercury News, and an Invitation to Bid was posted on the District website. A pre-bid meeting was held on July 22, 2014. Eight (8) contractors attended the pre-bid tour. Sealed bids were due on Friday, August 1, 2014, and three (3) bids were received as shown below, with TKO announced as the apparent low bidder: Bidder Location Base Bid Percent Difference from Base Bid Estimate of $105,000 1. TKO General Engineering and Construction Inc. Woodside, CA $87,878.70 83.69% 2. Freitas Rangeland Improvements Livermore, CA $117,701.00 112.11% 3. JDB & Sons Construction San Francisco, CA $197,200.00 187.81% R-14-119 Page 3 Evaluation of the bids revealed that the apparent low bidder, TKO, presented a complete and responsive bid package. Therefore, it is recommended that the contract for water infrastructure installation be awarded to TKO for a total not-to-exceed amount of $101,061, which includes a bid amount of $87,878.70 plus a 15% contingency amount of $13,182.30. This amount is within the FY2014-15 Natural Resources Department budget of $150,000 for implementation of this Project. See the anticipated Project budget breakdown in Table 1, below: Table 1. Mindego Water Infrastructure installation Cost Breakdown: Base Bid Labor and Materials: Install solar powered water pumping station, two 5,000 gallon water storage tanks, approximately 11,000 linear feet of pipe, and six 4’x10’ concrete water troughs. $87,878.70 Contingency (Unanticipated additional costs) Labor and Materials: Address any unanticipated issues as directed by the project manager (such as: install additional pipe and restoration of access points) $13,182.30 TOTAL $101,061.00 The 15% contingency is due to this project carrying a risk of encountering unanticipated underground conditions and other unforeseen circumstances that may be encountered during installation of pipe, such as rerouting planned pipe due to rock or other unsuitable soils and topography, and restoration of temporary roads or trails used to access the construction site. FISCAL IMPACT Award of contract will result in a not-to-exceed contract amount of $101,061 being awarded to TKO General Construction and Engineering Inc. for the Project. This amount is within the $150,000 budgeted in the Natural Resources Department for this project in the FY2014-15 budget and approved by the District’s Board of Directors in March of 2014. BOARD COMMITTEE REVIEW This project was included in the FY2014-15 Action Plan and Budget, which was reviewed by the Action Plan and Budget Committee and recommended to the full Board in late February, 2014. PUBLIC NOTICE Public notice was provided as required by the Brown Act. Additional notification was sent to the Coastal Protection Area mailing list and neighbors and interested parties for the Mindego Property. CEQA COMPLIANCE Awarding the bid and issuing a contract for construction of the Mindego Water Infrastructure Project is consistent with the Mitigated Negative Declaration and Mitigation Monitoring Program for the Mindego Ranch Use and Management Plan Amendment, approved by the Board on January 22, 2014 (R-14-21). R-14-119 Page 4 NEXT STEPS If approved by the Board, the General Manager will enter into a contract with TKO to perform construction services for the Mindego Water Infrastructure Project. Final contract signature is subject to meeting all District requirements, such as having all required insurance and bonding in place. The project is scheduled to begin in October and be completed by November 2014. Project construction may be extended due to rain, which would make portions of the construction area inaccessible to the construction equipment. In this event, construction could resume following sufficient dry period of time (typically 1 or 2 weeks), or resume in the spring 2015 in order to meet the timeline for the grazing lease and trail opening in summer of 2015. Upon completion of necessary livestock infrastructure improvements on the property, including the water system, a corral, and fence improvements, a formal Request for Proposals (RFP) will be issued to select a qualified grazing tenant for the property. Reintroduction of livestock grazing is anticipated to occur in the summer of 2015 with public access anticipated to commence shortly thereafter. Attachments: 1. Project Location 2. Project Aerial Map Responsible Department Manager: Kirk Lenington, Natural Resources Manager Prepared by: Clayton Koopmann, Resource Specialist I 35 35 Mindego R an ch Alpine Road Russia n Ridge Open S pace Preser ve Skyline Rid ge Open Spa ce Pre serve Wind y Hill Op en Spa ce Pre serve La Ho nda CreekOpen S pace Preser ve Sa m M cDonaldCounty Park Stevens Cre ekCounty Pa rk Monte Be lloOpen Spa ce Pre serve Rancho S an A nton ioOpen Spa ce P rese rve Pa lo A ltoFoothills P ark 84 StevensCreek A d o b e C reek MindegoCreek L o s T r ancos C reek Hamms P e t e r s C r e e k H a l e C r e e k C o rte M a deraCreek A l p i n e Creek S w i s s Creek R o d g ersGulch LaHond a C reek W e e k s Creek L a n g l e y C r e e k W o o druf f C r e e k CoalCreek WestForkAdobe C r e e k Tarwater Creek Damiani Creek Perma n e n t e Creek Indian Cabin Creek Ra p l e y C re ek Mindego Creek PetersCreekAlpineCreek WoodruffCreek PetersCre e k L a H o n da C r e e k Midpenin s ul a Reg io na lOpen Space D is tr ict At t a ch m en t 1 : Pro je c t L o ca t i on September, 2014 Path: G:\Projects\Russian_Ridge\Mind egoHill\GrazingO perations\MindegoRanch_Boar dRepor t_Ar eaMap. mx d Created By: mchilds 0 21Miles (MROS D)Othe r Pr otect e d O pe n S p aceor Park La n ds MRO SD C on ser v ationor Ag ri cul tur al Ea s em e nt M RO SD Pr ese rv e s Pr ivate Pr op er ty Whi le th e Distr ic t strive s to use the b est av ailab le d igital d ata, th is d ata d oe s no t r ep r ese nt a legal sur ve y and is merel y a gra ph ic illu stratio n o f ge ograp hi c f eatu res. Water s h ed L a nd 280 Othe r P ub l ic Age nc y Land Tr ust Min de go Ra n ch Page M i l l Road La Hond a MindegoLake Knuedler Lake Trough B2Trough B2 Trough B1Trough B1 Tank BTank B SpringSpring Tank ATank A Trough A1Trough A1 Trough A2Trough A2 Trough A3Trough A3 Trough A4Trough A4 Mindego Hill Mindego Hill Trail (Proposed)Trail (Proposed) Russian Ridge Russian Ridge Open Space PreserveOpen Space Preserve Midpeninsula RegionalOpen Space District June, 2014 Pa t h : G : \ P r o j e c t s \ R u s s i a n _ R i d g e \ M i n d e g o H i l l \ G r a z i n g O p e r a t i o n s \ P r o p o s e d I m p r o v e m e n t s t o M i n d e g o R a n c h W a t e r S y s t e m . m x d Cr e a t e d B y : m c h i l d s 0 0.250.125Miles (MROSD) While the District strives to use the best available digital data, this data does not represent a legal survey and is merely a graphic illustration of geographic features. Palo Alto Redwood City Area ofDetail 280 Perenial Stream Proposed Mindego Hill Trail Intermittent Stream Water Line (Proposed) Trough (Proposed) Water Tank (Proposed) Water Tank (Existing) Proposed Improvements to Mindego Ranch Cattle Water System 35 82 101 85 M indego Creek B i g S p ring Rodgers G ulc h Mindego Ranch BoundarySpring (Existing) 84 Mindego Hill Trail Existing Trail Unmaintained Road Width Unpaved Road Attachment 2 R-14-115 Meeting 14-26 September 24, 2014 AGENDA ITEM 6 AGENDA ITEM Authorization to Reject All Bids Received August 12, 2014 for the Mount Umunhum Interim Radar Tower Repair Project located in Sierra Azul Open Space Preserve GENERAL MANAGER’S RECOMMENDATIONS 1. Authorize the General Manager to reject all bids received to complete the Mount Umunhum Interim Radar Tower Repair Project at Sierra Azul Open Space Preserve. 2. Authorize the General Manager to re-evaluate the Project scope and solicit new bids to complete the Mount Umunhum Interim Radar Tower Repair Project at Sierra Azul Open Space Preserve. SUMMARY The purpose of the Mount Umunhum Interim Radar Tower Repair Project (Project) is to complete structural and safety repairs and improvements to facilitate public access around the exterior base of the structure. The Project consists of code-required repairs to bring the structure up to “collapse prevention”, as well as safety improvements, including sealing of all exterior wall openings, sealing of all interior floor and shaft openings, and replacement and upgrades to roof and stair railings. After completing the Request for Bids process, two bids were received on August 12, 2014. The apparent low bid was 158% higher than the amount budgeted. The General Manager therefore recommends rejecting all bids, re-evaluating the project scope, revising bid documents, and soliciting new bids to complete the project. DISCUSSION Background In 1986, the Midpeninsula Regional Open Space District (District) acquired the former Almaden Air Force Station located at the summit of Mount Umunhum as an addition to Sierra Azul Open Space Preserve (R-86-20). The Mount Umunhum Environmental Restoration and Public Access Project (Public Access Project), which was approved by the Board in 2012, included an evaluation for the long-term use and management of the Radar Tower (R-12-59, R-12-91). Following a robust public outreach process, the Board approved implementation of Interim Action A: Near-term repairs and securing of the structure while considering external partnerships (R-12-104). In May 2013, the Board awarded a contract to Grossmann Design Group to prepare the contract documents for the Project (R-13-52). R-14-115 Page 2 Bidding Process The Request for Bids was issued on July 15, 2014, and was sent to contractors, subcontractors and consultants who had requested to be notified of the project, as well as five (5) builders’ exchanges. Legal notices were posted in the San Jose Mercury News and San Francisco Chronicle. The Invitation to Bid was also posted on the District website. A mandatory pre-bid meeting and site tour was held at the Project site on July 22, 2014 and was attended by seven (7) contractors. A second tour was conducted, at the request of several bidders, and was attended by eleven (11) contractors and subcontractors. Sealed bids were due on August 12, 2014, and two (2) bids were received and opened with the results as follows: Bidder Location Total Bid Percent Difference from Engineer’s Estimate of $300,000 1. Joseph Murphy Construction Livermore, CA 763,425 +153% 2. R.C. Benson & Sons Mountain View CA 1,013,100 +238% Upon review of the Bid Proposals, staff determined that the bid from R.C. Benson & Sons was non-responsive because the bidder had not completed pricing for several of the alternate bid items. Therefore, only the bid by Joseph Murphy Construction was deemed responsive. Bid Analysis Staff evaluated the bid submitted by Joseph Murphy Construction to determine what factors contributed to the substantially high bid. The Project estimate had been initially prepared in 2010, updated in 2012, and adjusted to 2014 cost escalation. From approximately 2010 through 2012, escalation was relatively flat. Recently, escalation has spiked dramatically higher than anticipated due to a robust construction market. Other factors that contributed to the high bid are the remoteness of the site, the lack of available utilities, and the relatively small size of the project. The District estimate did not take into account the difficulty in bringing concrete to the site, the special inspections required, the lack of water on site, and the requirement to complete spot abatement of lead paint where new repair work is completed. In addition, two necessary scope items were added after the original cost estimate was prepared: a) cleaning the structure interior of rodent droppings and dead birds; and b) removing two catch basins and a storm drain pipe. Proposed Re-Bid Staff is evaluating opportunities for Project scope reduction with the architect and structural engineer. Potential scope modifications, which would provide cost-savings may include: • Reducing the first floor concrete infill to just the openings on the east side where the most severe earthquake damage has occurred and where concrete is structurally required; infilling all other first floor openings with galvanized sheet metal panels; • Where deemed feasible, leaving all existing openings already filled with metal intact and not replacing with new sheet metal; • Removing the clean-up scope from the scope of work; proposals can be obtained directly from rodent control companies to complete this work separately; • Removing the catch basin & storm drain work from the scope of work; work can be completed at a later date with either District crews or as a component of the future summit restoration project; R-14-115 Page 3 • Re-evaluating the special inspection requirements to determine if the scope can be reduced or the design modified to limit the number of special inspections; • Assessing the completion of spot abatement of lead paint under a separate contract directly with the District. These potential scope modifications will be further evaluated to determine which combination, and what other modifications, are most appropriate for the Project without compromising the goals of the interim repair. The Project goals are to complete near-term repairs that secure and stabilize the structure to provide members of the community who are interested in preserving the radar tower an opportunity within five years (as of the 2012 Board action) to seek partnerships and to develop viable preservation options for the radar tower before the Board makes a final long-term decision on the radar tower (refer also to attached Board Resolution). In addition, staff will assess the impacts of proposed scope reductions on the overall project cost, including costs for re-design, cost for additional regulatory reviews, and the cost of schedule delay associated with completing the scope reductions and re-issuing the bid package. Project scope modifications will be reviewed and approved by the General Manager prior to reissuing the Request for Bids. FISCAL IMPACT Rejection of bids results in no fiscal impact to the District’s capital budget. BOARD COMMITTEE REVIEW This item was not previously reviewed by a Committee. As noted above, the full Board approved the completion of interim repairs for the radar tower in 2012. PUBLIC NOTICE Public notice of this Agenda Item was provided per the Brown Act. No additional notice is required. CEQA COMPLIANCE On June 12, 2012 (R-12-59), the Board approved the adoption of a Final Environmental Impact Report for the Mount Umunhum Environmental Restoration and Public Access Project, which included an environmental analysis of the radar tower interim repairs. NEXT STEPS Upon approval by the Board of Directors, the General Manager will reject all bids and direct staff to proceed with scope reductions and re-bid the Project. Attachments 1. Board Resolution 12-40 Responsible Department Head: Jane Mark, AICP, Planning Manager Prepared by: Gina Coony, Open Space Planner III Attachment 1 Attachment 1 Attachment 1