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CALLED TO ORDER at 4:31 p.m.

ROLL CALL:

Members Present:  Cortese, Mossar

Members Absent: Gonzales, La Poll, Yeager

A quorum was not present and a Committee of the Whole was declared.

PUBLIC PRESENTATIONS

There were no Public Presentations.

ORDERS OF THE DAY

Deferred the following Agenda Item to the December 18, 2003 TP&O Committee Meeting: Item #22., Transit Performance Measures.

The Committee of the Whole accepted the Orders of the Day.

CONSENT AGENDA

The Committee of the Whole deferred the Minutes of September 18, 2003.

The Committee of the Whole deferred the Minutes of October 16, 2003.

The Committee of the Whole approved the 2004 Transit Planning and Operations Committee Meeting Schedule.

The Committee of the Whole approved submitting a recommendation to the Board of Directors to authorize the General Manager to execute a contract with the lowest responsible bidder, Tron Construction, Inc., in the amount of $635,000, for construction of Noise Mitigation on the Vasona Light Rail Project.

The Committee of the Whole approved submitting a recommendation to the Board of Directors to authorize the General Manager to execute an amendment to the current contract with Orbital Sciences Corporation (Orbital) for the Advanced Communications System (ACS) to extend the term of the contract, at no additional cost, through December 31, 2005, as needed for project completion.

The Committee of the Whole approved submitting a recommendation to the Board of Directors to authorize the General Manager to execute a contract with San Jose Forklift (DBA Js Forklift), the lowest responsible and responsive bidder, for Floor Scrubbers and Vacuums preventive maintenance and repair at all VTA Maintenance Divisions.   The term of the contract is for three years with two one-year options in the amount of $121,465 per year for the first three years and $126,548 per year for option years four and five.  The total amount of the contract including materials and parts is $617,491 for the five-year period.

The Committee of the Whole approved submitting a recommendation to the Board of Directors to authorize the General Manager to execute a contract with Pacific Power Service Corporation for Emergency Generator, UPS (Uninterruptible Power Systems), and Switchgear preventive maintenance and repair at various VTA facilities.   The term of the contract is for three years with two one-year options in the amount of $166,534 for year one, $165,460 for year two, and $169,036 for year three.  Option year four is $173,132 and option year five is $174,328.  The total amount of the contract is $848,490 for the five-year period.

The Committee of the Whole approved submitting a recommendation to the Board of Directors to authorize the General Manager to execute a contract with Tri-City Maintenance, the lowest responsive and responsible bidder, for Janitorial Services and Supplies at VTA Operator facilities.  The term of the contract is for three years with two one-year options at a cost of $93,800 a year for each of the first three years.  Option years four and five are $96,464 and $99,208 respectively.  The total amount of the contract is $477,072 for the five-year period.

The Committee of the Whole received the Community Oriented Design Enhancements (CODE) Program Update October   - November 2003.

The Committee of the Whole received the Report on the Capitol Light Rail Project for the Month of October 2003.

The Committee of the Whole received the Report on the Tasman East Light Rail Project for the Month of October 2003.

The Committee of the Whole received the Report on the Vasona Light Rail Project for the Month of October 2003.

The Committee of the Whole received the Joint Powers Board Monthly Status Report.

The Committee of the Whole received the Committee for Transit Accessibility Report.

The Committee of the Whole received the Monthly Legislative Report.

REGULAR AGENDA

The Committee of the Whole approved submitting a recommendation to the Board of Directors to authorize the General Manager to execute a contract with Kingston Constructors, the lowest responsive bidder, in an amount of $3,149,450 for the fabrication, delivery, installation and testing of signal systems equipment for the Tamien to Lick Double Track Project.

Staff directed attention to the bid protest letter from the apparent low bidder, Balfour Beatty Rail Systems, Inc.

The Committee of the Whole submitted without a recommendation to the Board of Directors to adopt a Service Management Plan to formalize the methods and procedures used to design, develop, evaluate, and modify existing service and outline an overall service management strategy.

Expressed concern regarding the limited capability as an Agency to provide service to geographic areas of the County and noted VTA should be thinking long-range on how to address those needs.

Noted an opposition to the Service Management Plan and noted that the Plan was prepared in a vacuum and does not acknowledge the fact that VTA has obligations to provide service.

OTHER ITEMS

The Committee of the Whole discussed a Fare Policy addressing both recovery ratio and pricing/structure goals for the Santa Clara Valley Transportation Authority.

Staff noted that the Congestion Management Program and Planning Committee forwarded a recommendation to the Administration and Finance Committee today indicating that the youth fares should be priced at 80-90 percent of the adult cash fares, which would be higher prices than the staff proposal, and that the senior/disabled fares should be 40-45 percent of the adult cash fares, which would be lower than the staff proposal.  Staff noted that the Administration and Finance Committee approved and forwarded the recommendation to the Board of Directors at their December 4, 2003 Meeting and noted that staff would provide a report reflecting the adult cash fares as the base fare and the youth at 80-90 percent and senior/disabled at 40-45 percent.

Queried if there was a discussion regarding how many youth rely on VTA to get to and from school.  Expressed concern regarding children of low-income families who rely on bus service to get to and from school and queried if there was a discussion regarding the economic impact.

The Committee of the Whole deferred the Transit Performance Measures.

The Committee of the Whole received the FY 2004-2013 Short Range Transit Plan (SRTP).

Staff noted that typically the deadline for VTA to submit a Board-approved Short Range Transit Plan (SRTP) to the Metropolitan Transportation Commission (MTC) is during the month of October.   Staff noted that because the Board of Directors is in the midst of discussions regarding financial strategies and currently in the process of developing transit priorities as a part of the VTP 2030 update, MTC has granted VTA an extension for its SRTP submittal until March 2004.  Staff noted that a draft SRTP would be forwarded to the Board of Directors at their February 2004 Meeting. 

Noted as of December 31, 2003, the Board of Directors composition would change and commented that it is most unfortunate that these decisions have been deferred to a time when those of us who have been working on them will no longer be able to participate.

The Committee of the Whole received the FY 2004 First Quarter Performance Report.

The Committee of the Whole reviewed the Committee Work Plan.

Committee Staff Report

There was no Committee Staff Report.

Chairperson's Report

There was no Chairperson's Report.

The Committee of the Whole determined the Consent Agenda for December 4, 2003 Board Meeting.

CONSENT: Item #7. Authorize the General Manager to execute a contract with the lowest responsible bidder, Tron Construction, Inc., in the amount of $635,000, for construction of Noise Mitigation on the Vasona Light Rail Project; Item #8. Authorize the General Manager to execute an amendment to the current contract with Orbital Sciences Corporation (Orbital) for the Advanced Communications System (ACS) to extend the term of the contract, at no additional cost, through December 31, 2005, as needed for project completion;Item #9. Authorize the General Manager to execute a contract with San Jose Forklift (DBA Js Forklift), the lowest responsible and responsive bidder, for Floor Scrubbers and Vacuums preventive maintenance and repair at all VTA Maintenance Divisions.  The term of the contract is for three years with two one-year options in the amount of $121,465 per year for the first three years and $126,548 per year for option years four and five.  The total amount of the contract including materials and parts is $617,491 for the five-year period; Item #10. Authorize the General Manager to execute a contract with Pacific Power Service Corporation for Emergency Generator, UPS (Uninterruptible Power Systems), and Switchgear preventive maintenance and repair at various VTA facilities.  The term of the contract is for three years with two one-year options in the amount of $166,534 for year one, $165,460 for year two, and $169,036 for year three.  Option year four is $173,132 and option year five is $174,328.  The total amount of the contract is $848,490 for the five-year period; Item #11. Authorize the General Manager to execute a contract with Tri-City Maintenance, the lowest responsive and responsible bidder, for Janitorial Services and Supplies at VTA Operator facilities.  The term of the contract is for three years with two one-year options at a cost of $93,800 a year for each of the first three years.  Option years four and five are $96,464 and $99,208 respectively.  The total amount of the contract is $477,072 for the five-year period; and Item #19. Authorize the General Manager to execute a contract with Kingston Constructors, the lowest responsive bidder, in an amount of $3,149,450 for the fabrication, delivery, installation and testing of signal systems equipment for the Tamien to Lick Double Track Project.

REGULAR: Item #20. Adopt a Service Management Plan to formalize the methods and procedures used to design, develop, evaluate and modify existing service and outline an overall service management strategy.

Announcements

There were no Announcements.

Adjourned at 5:00 p.m.