SAFETY AND OPERATIONS

SAFETY AND OPERATIONS COMMITTEE F E B R U A R Y 2 5, 2 0 1 1

SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY ROSTER SAFETY AND OPERATIONS COMMITTEE COUNTY San Bernardino: 1 vote MEMBER Paul Eaton (Chair) Mayor City of Montclair Alternate (vacant) Riverside: 1 vote Orange: 1 vote Los Angeles: 1 vote Ron Roberts (Vice Chair) Mayor Pro Tem City of Temecula Carolyn V. Cavecche Mayor City of Orange Don Knabe Supervisor, 4 th District County of Los Angeles Ara Najarian Mayor City of Glendale Jaime de la Vega Deputy Mayor City of Los Angeles Robert T. Bartlett Appointed by Metro Ventura: 1 vote Brian Humphrey Commission Member VCTC 700 S. Flower Street, Suite 2600 Los Angeles, CA 90017-4101

SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY SAFETY AND OPERATIONS COMMITTEE FRIDAY, FEBRUARY 25, 2011, 10:00 A.M. LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY UNION STATION CONFERENCE ROOM ONE GATEWAY PLAZA, 3 rd FLOOR LOS ANGELES, CALIFORNIA 90012 AGENDA DESCRIPTIONS The agenda descriptions are intended to give notice to members of the public of a brief general description of items of business to be transacted or discussed. The posting of the recommended actions does not indicate what action will be taken. The Committee may take any action that it deems to be appropriate on the agenda item and is not limited in any way by the notice of the recommended action. The Chair reserves the right to discuss the items listed on the agenda in any order. A person with a disability may contact the Committee Secretary's office at (213) 452-0255 or via e-mail Brozowskik@scrra.net at least 72-hours before the scheduled meeting to request receipt of an agenda in an alternative format or to request disability-related accommodations, including auxiliary aids or services, in order to participate in the public meeting. Later requests will be accommodated to the extent feasible. SUPPORTING DOCUMENTATION The agenda, staff reports and supporting documentation are available from the Committee Secretary, located at 700 S. Flower, 26 th Floor, Los Angeles, CA 90017, and on the Metrolink website at www.metrolinktrains.com under the Committee Agenda link. PUBLIC COMMENTS ON AGENDA ITEMS Members of the public wishing to address the Committee members regarding any item appearing on the agenda, may do so by completing a Speaker s Form and submitting it to the Committee Secretary. Speakers will be recognized by the Chair at the time the agenda item is to be considered. When addressing the Committee, please state your name for the record. Please address the Committee as a whole through the Chair. Please note comments to individual Committee members or staff are not permitted when addressing the Committee. A speaker s comments shall be limited to three (3) minutes. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA Members of the public wishing to address the Committee members regarding any item not on the agenda, but within the subject matter jurisdiction of the Committee, will be taken under Item 12 (Public Comment), and will be subject to the same guidelines as noted above. 700 S. Flower Street, Suite 2600 Los Angeles, CA 90017-4101

Safety and Operations Committee Agenda Transmittal Date: February 18, 2011 Meeting Date: February 25, 2011 Page 2 1. Call to Order 2. Pledge of Allegiance REGULAR CALENDAR 3. Approval of Minutes January 28, 2011 Staff recommends the Safety and Operations Committee approve the minutes of the January 28, 2011 Committee Meeting. Page 1 4. Contract No. SP221-06 Flagging and Inspection Support Services Increase in Contract Funding Authorization J. L. Patterson & Associates, Inc. Continued flagging and inspection support services are required to protect the staff of third party contractors working around active mainline tracks. Staff recommends the Safety and Operations Committee recommend the Board to amend Contract No. SP221-06 for Flagging and Inspection Support Services with J.L. Patterson & Associates, Inc. (JLP) to extend the period of performance by twelve months from April 1, 2011 to March 31, 2012 and increase the contract funding authorization by $3,000,000. The new total not-to-exceed contract funding authorization will be $18,200,000. Page 23 5. Contract No. MS230-11 Janitorial Services-Recommendation to Award Executive Suite Services Inc. Contract services are needed to provide janitorial services for Southern California Regional Rail Authority s facilities and crew bases. Staff recommends the Safety and Operations Committee recommend the Board to authorize the Chief Executive Officer to award Contract No. MS230-11 Janitorial Services to Executive Suite Services, Inc. The requested contract is for three years with a single two-year option. The total not-toexceed contract funding authorization amount is $440,000 for the initial three-year term. This award is subject to resolution of any protest timely filed. Page 25 6. Contract No. MS231-11 Landscape Maintenance Services Recommendation to Award Mariposa Landscapes, Inc. Contract services are needed to provide landscape maintenance for Southern California Regional Rail Authority s facilities and layover sites. Staff recommends the Safety and Operations Committee recommend the Board to authorize the Chief Executive Officer to award Contract No. MS231-11 Landscape Maintenance Services to Mariposa Landscapes, Inc. The requested contract is for three years with a single two-year option. The total not-to-exceed contract funding authorization amount is $300,000 for the initial three-year term. This award is subject to resolution of any protest timely filed. Page 27

Safety and Operations Committee Agenda Transmittal Date: February 18, 2011 Meeting Date: February 25, 2011 Page 3 7. Request for Authorization of Funding USC Veterbi School of Engineering System Safety Management Certification Program Metrolink wishes to partner with the University Of Southern California Viterbi School Of Engineering to create a world-class System Safety Management Certification Program that aligns with its core values and mission, and encompasses system safety education, training, curriculum development and can be shared throughout the rail industry. The Safety and Operations Committee recommends that the board authorize the Chief Executive Officer to execute a contract with University of Southern California Viterbi School of Engineering to develop a training program for railroad professionals in an amount not to exceed $300,000. Page 30 8. Board/Committee Look Ahead Staff will provide a six-month Look Ahead Calendar of items to be presented to the Committees and the Board. There is no written document. The Committee may receive and file this report. 9. System Safety Monthly Update Staff will provide an oral report on the year-over-year comparison of safety statistics relating to personal injuries, train accidents, rule violations, grade crossing, and trespasser incidents. There is no written document. The Committee may receive and file this report. 10. New Service Additions Staff will introduce new service options that are proposed to start on May 9, 2011. There is no written document. The Committee may receive and file this report. 11. Chief Executive Officer s Report Agency Update 12. Public Comment 13. Chair s Comments 14. Committee Member Comments (i.e., Announcements, Requests to Staff, Direction for Future Agenda Items) 15. Adjournment

SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY MINUTES OF THE SCRRA SAFETY AND OPERATIONS COMMITTEE JANUARY 28, 2011 ITEM 3 COMMITTEE MEMBERS IN ATTENDANCE SANBAG: PAUL EATON (Chair) (1 vote) LARRY McCALLON RCTC: -- (1 vote) OCTA: -- (1 vote) METRO: ARA NAJARIAN (1 vote) JAIME DE LA VEGA 1 ROBERT BARTLETT VCTC: (1 vote) BRIAN HUMPHREY STAFF : DENNIS MARZEC, Chief Operating Officer FRED JACKSON, Manager, System Safety TRUC MOORE, SCRRA Counsel OLGA YERO, Chief of Staff KARI BROZOWSKI, Board Secretary Meeting minutes are presented in a format that corresponds with the Safety and Operations Committee Meeting Agenda, which is incorporated by reference with these minutes. SCRRA Safety and Operations Committee meeting packets are available from the Metrolink Website (www.metrolinktrains.com) or by calling the Board Secretary at 213-452-0255. 1. Call to Order The January 28, 2011 meeting of the Safety and Operations Committee was called to order by Chair Eaton at 10:05 a.m. at the Los Angeles County Metropolitan Transportation Authority Union Station Conference Room, located at One Gateway Plaza, 3 rd Floor, Los Angeles, CA 90012. 2. Pledge of Allegiance 3. Public Comment At this time Chair Eaton inquired if any members of the public wished to address the Committee regarding any items not listed on the agenda, within the subject matter 1 Director De la Vega joined the meeting during discussion of Item 5. 700 S. Flower Street, Suite 2600 Los Angeles, CA 90017-4101 1

SCRRA Safety and Operations Committee Meeting Minutes January 28, 2011 Transmittal Date: February 18, 2011 Meeting Date: February 25, 2011 Page 2 jurisdiction of the Committee. There being no requests to speak, the Public Comment period was formally closed. The Chair announced the agenda would be taken out of order, as noted below. CONSENT CALENDAR 5. Evaluation Criteria Request for Proposal No. SP327-11 Call Box Maintenance Services and Procurement Director Humphrey requested to pull this item for discussion and suggested that, when procuring these services, staff keep in mind the continuous evolving technology and a short-term contract should be considered. Ms. Truc Moore, County Counsel, advised the Committee that all of the Agency s contracts contain a termination for convenience clause. Upon a motion by Director Humphrey, seconded by Director Bartlett, the Committee approved staff s recommendation. ACTION: The Safety and Operations Committee approved and recommends the Board approve the proposed evaluation criteria specifying a weighting of seventy percent (70%) technical qualifications and thirty percent (30%) for cost to provide call box maintenance services and procurement REGULAR CALENDAR 10. Proposed New Pomona Train Control and Operations Support Facility (TCOSF) and MOC Modifications Mr. Darrell Maxey, Director, Positive Train Control, Communications and Signals, explained the Board had previously directed staff to delay moving forward on two of three projects, including the new TCOSF and MOC modifications, until staff could explore other alternatives and could determine if the new TCOSF and MOC modifications could be performed under the allowable PTC Program budget. His presentation addressed other alternatives to TCOSF and MOC and emphasized the importance of providing resiliency and redundancy for and a hardened design for a railroad s dispatch and operations control center. Staff assessment of the PTC Program is that the new TCOSF and MOC can be built under the PTC Program budget and staff requested that the Committee approve moving forward expeditiously with new hardened TCOSF and MOC utilizing the design-build contact method. A copy of the PowerPoint is enclosed for reference (Attachment A). Chair Eaton asked for clarification on the anticipated completion date and Mr. Maxey noted expected completion is scheduled for late 2012. Director Najarian asked if the existing site (MOC) would be the secondary site, and Mr. Maxey confirmed that it would, noting the MOC would be retrofitted to be used as a secondary site. Directors Najarian and Humphreys expressed concerns with the close proximity of these two sites, noting that in a major debilitating incident it is likely that both 2

SCRRA Safety and Operations Committee Meeting Minutes January 28, 2011 Transmittal Date: February 18, 2011 Meeting Date: February 25, 2011 Page 3 facilities would be affected. Mr. Maxey noted that was a consideration, but staff felt there was enough separation between the facilities that a fire or such event would not impact the other site, and pointed out that another advantage in having the facilities close by is that it facilitates the quick movement of dispatchers between sites in the case of an event. Director De La Vega asked if the physical capacity of the new building would accommodate future growth of Metrolink operations, and Mr. Maxey confirmed that staying within the budget staff is comfortable that between the three buildings we would be able to accommodate growth to support current and future needs up to a 10-20 year level. ACTION: Upon a motion by Director Bartlett, seconded by Director Eaton, the Committee agreed with staff s recommendation to proceed with completing design documents and advertising new TCOSF and MOC modifications utilizing Design Build methodology as previously approved at the August 27, 2010 Board Meeting. A report will be submitted to the Board for consideration at its meeting on February 11, 2011. 6. Guardian Fleet Progress Report Mr. Dennis Marzec, Chief Operating Officer, updated the Committee on the progress on the resolution of previously discussed problems related to radios, leaks and toilets in the new Rotem vehicles, with this new equipment noting significant progress has been made and most items are anticipated to be corrected by the end of this month. Mr. Marzec also reported there are currently two coaches and two cabs in service, two coaches and 1 cab at the Central Maintenance Facility (CMF), Five additional cabs are expected to arrive this Sunday at CMF (projected in-service date of February 5, 2011), and thirteen cabs and eleven coaches are at the Eastern Maintenance Facility. He noted six cabs and six coaches are at the Port of Long Beach and seven cabs and six coaches ready to be shipped from Korea. The Committee received and filed this report. 7. On Time Performance Report Mr. Marzec reported on time performance averaged 96% for the month of January, with six consecutive months over 95%. Staff continues to evaluate the top systemic issues to reduce delays, such as mechanical failures, and looking at repetitive failures related to personnel. The Committee received and filed this report. 8. Safety Review 2009-2010 Mr. Fred Jackson, Manager, System Safety, reported on the year-over-year comparison of safety statistics relating to personal injuries, train accidents, rule violations, grade crossing, and trespasser incidents. A copy of the PowerPoint is enclosed for reference (Attachment B). The Committee may receive and file this report. 3

SCRRA Safety and Operations Committee Meeting Minutes January 28, 2011 Transmittal Date: February 18, 2011 Meeting Date: February 25, 2011 Page 4 9. Transportation Service Plan Group Report Mr. Marzec reported that the Transportation Service Plan group has been developing new service offerings, scheduled for detailed discussion with the Technical Advisory Committee at its scheduled meeting next Tuesday. The pilot express service offerings considered are: - San Bernardino to Los Angeles Union station express, with limited stops at Rancho Cucamonga and Covina - San Bernardino to Burbank Airport, bypassing Los Angeles Union Station, with limited stops at Rancho Cucamonga, Covina, Cal State, Glendale and Downtown Burbank. - Antelope Valley Line express to Los Angeles Union station is also being considered but further evaluation is needed to discuss which stops can be eliminated Mr. Marzec further noted that as a result of the express service, staff is also reviewing an increase of short turn-around service to Santa Clarita and Chatsworth. The goal is to have these service offerings and schedules in time for the May 6 timetable change. The Committee received and filed this report. Chairman Eaton welcomed Chair of the Board Richard Katz and Chief Executive Officer John Fenton, who had just joined the meeting. Chairman Katz commented that he is pleased to have the Committee meetings reinstated as these are important for the Board members to focus and have extended discussions on issues while the Board meetings allow the Board, as a whole, to focus on policy and strategy matters. Chairman Katz also introduced a proposal to combine the Technical Advisory Committee (TAC) and Board Committee meetings, and explained that having the TAC members expertise available at the Committees may be a benefit to the Committee members as they are subject-matter experts that would be available to answer questions and provide input at the same time. This would also result in a more efficient use of staff s time, given the number of meetings they have to prepare for, as well as timely and accurate communication of information between all groups. He further noted that the Member Agencies appoint a TAC representative to each of the Committees. Chair Eaton asked when this would go in effect and Chairman Katz stated he would like to start this for the February committees. Director Humphrey asked if this was going to be a trial program, and Chairman Katz confirmed this would serve as a trial, and noted he realizes some may not be comfortable with eliminating the TAC meetings but noted if this plan does not work, then the previous structure would be reinstated. 10. Review Committee Roles, Responsibilities and Proposed Mission Statement Mr. Fenton gave a presentation addressing the Committee s roles, responsibilities and proposed mission statement. He emphasized that it is important to have alignment and a clear vision on what Metrolink should become, noting one of the key 4

SCRRA Safety and Operations Committee Meeting Minutes - January 28, 2011 Transmittal Date: February 18, 2011 Meeting Date: February 25, 2011 Page 5 fundamentals is to provide simplicity and convenience to the passengers' lifestyle. He discussed how Southern Californians have many transportation choices - and for Metrolink to be the commute of choice, Metrolink must be the safest, the best value, on-time, connected to other transit providers, convenient, clean, good for the environment, a good communicator... a solution. His goals is to continue to drive efficiency, decrease in costs, the right business strategies and investments. Mr. Fenton also shared Metrolink's core values: Safety, People, Quality, Efficiency and Growth noting that staff will ask for guidance from the committees' members on how future board items, agendas, reports and educational pieces can align with Metrolink's values along a clear and strategic path. A copy of his presentation is attached for reference (Attachment C). 11. Chief Executive Officer's Report Agency Update: Mr. Fenton commented on his recent trip to Washington, DC, accompanied by Director Paul Glaab, Chair of the Legislative and Communications Committee. He noted Metrolink is at the national level as it relates to setting policy and Positive Train Control. He shared Metrolink's commitment to implementing PTC, and received very positive feedback on what Metrolink is doing and the role this Board has played at the national level in pushing PTC. 12. Board Member Comments Director Bartlett thanked Mr. Fenton for bringing change to this Agency and setting a sense of urgency. 13. ADJOURNMENT There being no further business for consideration, the meeting was adjourned at 11 :15 a.m.. Respectfully ~KI submitted by Board Secretary 5

Attachment A Metrolink s Proposed Train Control Facility Planning and Finance, Safety and Operations Committee Meetings January 28, 2011 1 Executive Summary The existing Railroad Operations Center in Pomona is deficient and does not meet current industry standards for earthquakes, building systems, redundancy, space, and security. Railroad Operations Facilities should have redundant systems located in two separate facilities. The proposed new Train Control and Operations Support Facility (TCOSF) in Pomona would be built to current hardened industry standards. MOC would also be hardened after TCOSF is built. 2 6 1

Attachment A Executive Summary TCOSF would become the primary facility and MOC the redundant d or backup facility. TCOSF site has been acquired and entitled. The BNSF Division Offices in San Bernardino are not hardened to current standards and do not meet Metrolink s requirements. Recommend we move to forward with TCOSF and MOC. Costs are included and will be absorbed in PTC Program Budget. 3 Proposed TCOSF and Existing MOC next to Existing Pomona Station, San Gab. Tracks, Fiber Backbone 4 7 2

Attachment A Train Control/PTC Operations Support Facility (TCOSF) and Maintenance Support Facility (MSF)- Project Sites 5 TCOSF Site at 2704 N. Garey, Pomona Conditional Use Permit Granted 6 8 3

Attachment A 3D View of Proposed TCOSF 2704 N. Garey, Pomona 25,000 sf two story bldg.- 100 + parking spaces 1 st Floor - TCOSF 9 4

Attachment A 2 nd Floor - TCOSF Recommended Committee Action 1. Staff to proceed with completing design documents and advertising i new TCOSF and MOC modifications utilizing Design Build methodology as previously approved at the August 27, 2010 Board Meeting. 2. Staff to develop and submit staff report to the full Board on February 11 incorporating the January 28 Committee action(s). 3. Staff to manage New TCOSF and MOC costs to remain within overall PTC Program budget. 10 10 5

Attachment A Additional Background and Timeline: 2008-2010 Staff determines need for improved centralized facilities. Includes new hardened Train Control Operations Support Facility (TCOSF) and hardening of existing MOC. Strategy - New Pomona TCOSF would be primary dispatch center and MOC retained as redundant hot-standby facility. New TCOSF and MOC modifications included in PTC Program. TCOSF site selected in Pomona, environmentally cleared. Board approves TCOSF property acquisition. Property acquired. All TCOSF Project entitlements obtained from City of Pomona. August 2010 Board Board directs staff to delay moving forward with TCOSF and MOC pending updated PTC Program cost estimates and funding plan and review of alternatives. 11 Five Reasons to Proceed with TCOSF and MOC First Reason - Existing MOC Deficiencies Seismically Vulnerable. Building design and construction (tilt-up concrete), adjacent buildings walls Deficient Building Systems electrical, air conditioning fire, smoke, power and communications. Inadequate Space and Security lacks space for current and future requirements. Can t control activities in adjacent buildings. Difficulty Performing MOC Modifications modifications to improve or harden MOC cannot be performed while the building is in 24/7 365 continuous operation. 12 11 6

Attachment A Second Reason Metrolink should have redundant dispatch/train control and PTC Systems housed in a separate hardened building. Separate Site and Redundant Systems - provides hotstandby in the event of train dispatch, PTC, power or communication system failure. Separate Site and Redundant Systems - provides operations continuity in the event primary train dispatch, PTC center is not accessible or has to be evacuated for hazardous conditions (e.g. Fire, hazmat, police action). Separate Site and Redundant System allows for commissioning, testing and training of all systems off line. Essentially all Private and Public Agency Railroads have separate redundant hot-standby train dispatch centers. 13 Third Reason - Railroad dispatch centers should be housed in facilities designed, built and maintained to high level essential facility or hardened standards. Highly resistant to seismic, fire, smoke, and security threats. Communications and power systems redundancy and path diversity. (Locate on SCRRA Fiber & Microwave backbone). Multiple independent physically isolated systems that provide multiple diverse paths for critical systems. Synchronized Primary (TCOSF) and secondary stand-by (MOC) facilities operated on hot-standby basis. s East and quick access between facilities (15 minute walk, TCOSF to MOC) Caltrans District Transportation Management Centers are hardened and built to essential facility standards. 14 12 7

Attachment A Fourth Reason - Proceeding with new TCOSF is a better alternative than relocating to BNSF San Bernardino As an alternate to TCOSF, considered relocating dispatchers to BNSF Offices and Dispatch Center in San Bernardino. Relocation includes 6 SCRRA Dispatchers Pods + 2 Managers and redundant dispatch/ptc System. (No space for SCRRA support.) BNSF Division 35,000 sf headquarters building constructed in 1985, acquired in 2001. Building is not hardened to current essential facility standards. SCRRA and BNSF Dispatch/PTC systems are different. Pomona is 35 miles from BNSF San Bernardino. Replication of SCRRA Pomona communication network at BNSF San Bernardino estimated at several million dollars. Other issues Grant eligibility of locating in BNSF. Installation, lease and system upgrade costs may be operating as opposed to capital. 15 Fifth Reason Moving Forward with new TCOSF and MOC leverages existing investments and can be performed within the PTC Program budget. TCOSF site acquired and all Pomona entitlements t obtained. TCOSF (and MOC) will be located on SCRRA s fiber backbone and microwave network and can be linked for hot standby. TCOSF, MOC, the Maintenance Support Facility and Pomona Station are all within easy walking distance (campus setting) and will provide excellent synergies and easy access. New TCOSF combined with MOC will meet existing and future space requirements. Will result in reduced lease costs. New TCOSF and MOC at an estimated cost of $8.52 million can be built within existing PTC Program budget 16 13 8

ATTACHMENT B System Safety Department January 2011 Monthly Update Agencywide FRA Reportable Injuries 14 1

ATTACHMENT B Agencywide Injury Lost Time Total Grade Crossing Collisions 15 2

ATTACHMENT B Trespasser Incidents Suicides 16 3

ATTACHMENT C Metrolink Committees Core Values and Item Alignment Safety and Operations Committee January 28, 2011 Our Customers have choices Metrolink Customers have choices To be Southern Californian s commute of choice, Metrolink must be... Safe, the best value, on-time, connected to other transit providers, convenient, clean, good for the environment, a good communicator, a solution 2 17 1

ATTACHMENT C Discussion Topics Mission i Statementt t What are the Committee s vision and goals to achieve alignment toward Metrolink s values? What guidance can you provide to Metrolink staff toward board items, agendas, education to meet these goals? 3 Committee Mission Statement Safety and Operations Our mission is to provide leadership and guidance on all matters related to safety, planning and operations of Metrolink service that support the agency s overall mission to be Southern Californian s commute of choice. 4 18 2

ATTACHMENT C Safety People Quality Efficiencyi Growth Metrolink s Core Values 5 Metrolink s Core Values Safety Culture, compliance, state of good repair, innovation, technology, outreach programs, resiliency, education, training 6 19 3

ATTACHMENT C Metrolink s Core Values People Passengers, employees, Board, stakeholder partners, corporate partners, regulators, unions, contractor co workers, Electeds, grass roots groups, freight partners, member agencies, communities, future customers 7 Metrolink s Core Values Quality World class, exceptional customer service, operational excellence, outstanding performance, transparent, timely and accurate communication i, the quality touch 8 20 4

ATTACHMENT C Metrolink s Core Values Efficiency Best practices, consolidation, on time performance, service design, metrics driven, enterprise view, distribution channels 9 Metrolink s Core Values Growth Capital investment, sales and marketing, passenger retention, train slots, yield management, service design, joint partnerships, interconnectivity i i 10 21 5

ATTACHMENT C How do Board items align with Metrolink s values? Items that set policy require reporting provide educational value need approval Safety, service levels, funding Ridership, budgets, audits, regulatory reports Strategies, operational systems, regulations, funding scenarios, special projects Contracts, delegated authority agreements, policy updates and changes 11 Every Board action should align with a Metrolink core value, and the future path should be clear. For example: PTC Vendor Integrator Contract Core value Short-term goals Long-term goals Safety X X People X Quality X X Efficiency X X Growth X 12 22 6

SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: February 18, 2011 MEETING DATE: February 25, 2011 ITEM 4 TO: FROM: SUBJECT: Safety and Operations Committee Joseph Henderlong, Director, Strategic Souring, Contracts and Supply Contract No. SP221-06 Flagging and Inspection Support Services Increase in Contract Funding Authorization J. L. Patterson & Associates, Inc. (JLP) Issue Continued flagging and inspection support services are required to protect the staff of third party contractors working around active mainline tracks. Recommendation Staff recommends the Safety and Operations Committee recommend the Board to amend Contract No. SP221-06 for Flagging and Inspection Support Services with J.L. Patterson & Associates, Inc. (JLP) to extend the period of performance by twelve months from April 1, 2011 to March 31, 2012 due to voluntary rate reductions JLP agreed to institute, and increase the contract funding authorization by $3,000,000. The new total not-to-exceed contract funding authorization will be $18,200,000. Alternatives The Committee may: 1. Decline to approve the time extension and funding increase; or 2. Approve and reduce the funding requested. Background At the March 2006 meeting, the Board awarded competitively procured Contract No. SP221-06 for flagging and inspection support services to JLP for a contract term of three years with one two-year option which was exercised at the February 2008 Board meeting. The current contract term is April 1, 2006 through March 31, 2011 for a contract authorization amount of $15,200,000. The SCRRA Engineering and Construction Department manages and oversees a variety of ongoing field projects that require flagging and inspection support to protect the staff of third party contractors working around active mainline tracks. Use of the services is driven 700 S. Flower Street, Suite 2600 Los Angeles, CA 90017-4101 23

Contract No. SP221-06 Flagging and Inspection Support Services Transmittal Date: February 18, 2011 Meeting Date: February 25, 2011 Page 2 in large measure by other local agency, utility or other third party construction on or adjacent to the right-of-way. Flagging and inspection support ensures that all safety requirements are met in accordance with SCRRA standards, railroad engineering criteria, Federal Railroad Administration rules and regulations and California Public Utilities Commission clearance and other requirements to protect the Metrolink service. All work is authorized on an as-needed basis. JLP, in response to SCRRA s request for reduction of rates, offered a voluntary reduction of fourteen (14) percent to their existing rates. This substantial rate reduction will result in an estimated savings of approximately $420,000 over twelve months. In addition, JLP had voluntarily initiated a four (4) percent reduction since April 2010. For this reason, staff is recommending extending the period of performance and increasing the contract authority. Staff is currently in the process of evaluating our current contracts to define improved processes and opportunities for savings to ensure that contracts are aligned with procurement and business needs. JLP has provided satisfactory services under this contract. Staff requests the Board approve the 12-month time extension and the increase in contract funding authority in the amount of $3,000,000 for a total not-to-exceed contract amount of $18,200,000. This increase in contract funding authority is based on actual past expenditure rates projected forward with a small contingency. The majority of the work performed is recollectable from third parties. Budget Impact Funding for the flagging and inspection support services is included in the FY 2010-11 Renovation and Rehabilitation budget and will be requested in the FY 2011-12 Annual Budget Federal funds are provided under grants by the U.S. DOT Federal Transportation Administration. Prepared by: Lia McNeil-Kakaris, Manager, Strategic Sourcing and Contracts Joseph M. Henderlong, Director, Strategic Sourcing, Contracts and Supply 24

SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: February 18, 2011 MEETING DATE: February 25, 2011 ITEM 5 TO: FROM: Safety and Operations Committee Joseph Henderlong, Director, Strategic Sourcing, Contracts and Supply SUBJECT: Contract No. MS230-11 Janitorial Services Recommendation to Award Executive Suite Services Inc. Issue Contract services are needed to provide janitorial services for Southern California Regional Rail Authority s facilities and crew bases. Recommendation Staff recommends the Safety and Operations Committee recommend the Board to authorize the Chief Executive Officer to award Contract No. MS230-11 Janitorial Services to Executive Suite Services, Inc. The requested contract is for three years with a single two-year option. The total not-to-exceed contract funding authorization amount is $440,000 for the initial three-year term. This award is subject to resolution of any protest timely filed. Alternative The Committee may reject all proposals and direct staff to reissue a Request for Proposal (RFP). Background As the result of a previous competitive solicitation, the current contract, Contract No. MS 217-06 was awarded to Come Land Maintenance Company on November 18, 2005 by the Board. The contract term was for three years with a single two-year option. The contract was extended under the Purchasing Agent s authority and the contract currently ends on April 30, 2011. The contractor provides routine cleaning services for eighteen properties for SCRRA under this contract. The tasks vary from facility to facility and are performed in accordance with a schedule outlined in the scope of work. In December 2010, the Board approved the evaluation criteria for RFP No. MS230-11 Landscape Services at 60% for technical, and 40% for cost. SCRRA issued a Request for Proposal (RFP) on January 5, 2011. The solicitation was posted on the Metrolink website, advertised in publications in the five counties, and notices were sent directly to firms 700 S. Flower Street, Suite 2600 Los Angeles, CA 90017-4101 25

Contract No. MS230-11 Janitorial Services Transmittal Date: February 18, 2011 Meeting Date: February 25, 2011 Page 2 registered on the Metrolink website. Twenty-five firms requested the solicitation and six firms were represented at the pre-proposal conference held on January 12, 2011. Six proposals were received by the February 2, 2011 deadline from: Common Area Maintenance (CAM) Services, Coastal Building Service Inc., Come Land Maintenance Company, Executive Suite Services, Inc., Garcia Asset Management dba Empire Building & Environmental Services, and Macadi Cleaning Corporation. An evaluation team including staff members from the Authority s Engineering and Construction and Equipment Divisions, and an outside evaluator from the Riverside County Transportation Commission participated in the evaluation process. Technical proposals for all six firms were evaluated and scored. Two of the proposers, Executive Suite Service, Inc. and CAM Services, met or exceeded the pre-established minimum 42 point technical score to have cost proposals opened and scored. The two firms that met the minimum threshold for the technical score, Executive Suite Services, Inc. and CAM Services, advanced to the cost proposal stage. The evaluation team opened and reviewed the cost proposal for the two firms. The final technical and cost scores of the two firms are listed below: Firm Technical Cost Total Executive Suite Services, Inc. 43.0 30.7 73.7 CAM Services 43.0 22.7 65.7 Executive Suite Services, Inc., established in 1968, provides janitorial services. The firm has performed similar services for other government agencies including the California Department of Motor Vehicles, County of San Bernardino, and the United States Army. References contacted indicate that the firm has provided satisfactory services. Staff recommends awarding the contract to Executive Suite Services, Inc. Budget Impact Funding for janitorial services is included in the FY10-11 Operating budget. Additional amounts will be based on available approved budget funds in future fiscal years. Prepared by: Ramon Rosario, Facilities & Fleet Maintenance Manger Roslyn M. Lewis, Senior Contract Administrator Jennifer M. Sims, C.P.M., Manager, Contracts & Diversity 26

SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: February 18, 2011 MEETING DATE: February 25, 2011 ITEM 6 TO: FROM: SUBJECT: Safety and Operations Committee Joseph Henderlong, Director Strategic Sourcing, Contracts & Supply Contract No. MS231-11 Landscape Maintenance Services Recommendation to Award Mariposa Landscapes, Inc. Issue Contract services are needed to provide landscape maintenance for Southern California Regional Rail Authority s facilities and layover sites. Recommendation Staff recommends the Safety and Operations Committee recommend the Board to authorize the Chief Executive Officer to award Contract No. MS231-11 Landscape Maintenance Services to Mariposa Landscapes, Inc. The requested contract is for three years with a single two-year option. The total not-to-exceed contract funding authorization amount is $300,000 for the initial three-year term. This award is subject to resolution of any protest timely filed. Alternative The Committee may reject all proposals and direct staff to reissue a Request for Proposal (RFP). Background As the result of a previous competitive solicitation, the current contract, Contract No. MS 218-06 was awarded to Orozco Landscape and Tree Service on January 27, 2006. The contract term was for three years with a single two-year option. The contract was extended under the Purchasing Agent s authority without any increases to the contract amount and currently ends on April 30, 2011. The contractor provides two types of services for SCRRA under this contract. The first is landscape maintenance including, but not limited to: pruning, shaping and training of trees, shrubs and ground cover plants; removing and controlling weeds; controlling plant disease and pests; maintaining and repairing irrigation systems; removing trash and debris; and other maintenance required to maintain the sites in a safe, attractive and useable condition. The second service provided under this contract is for layover 700 S. Flower Street, Suite 2600 Los Angeles, CA 90017-4101 27

Contract No. MS231-11 Landscape Maintenance Services Transmittal Date: February 18, 2011 Meeting Date: February 25, 2011 Page 2 facilities cleanup. This service includes the removal of trash and debris, removal and controlling of weeds and brush, tree limbs and any other trash and vegetation that may accumulate on the property. Both services are performed at SCRRA facilities and layover sites in Los Angeles, Pomona, San Bernardino, Riverside, Lancaster, Montalvo, Oxnard and Moorpark. In December 2010, the Board approved the evaluation criteria for RFP No. MS231-11 Landscape Services at 60% for technical, and 40% for cost. SCRRA issued a Request for Proposal (RFP) on December 29, 2010. The solicitation was posted on the Metrolink website, advertised in publications in the five counties, and notices were sent directly to firms registered on the Metrolink website. Thirty-three firms requested the solicitation and fifteen firms were represented at the pre-proposal conference held on January 12, 2011. Seven proposals were received by the January 27, 2011 deadline from: Bennett Landscape, Mariposa Landscapes, Inc. Midori Gardens, Orozco Tree and Landscape and Tree Company, Toyo Landscaping Company, Summit View Landscape, and Westturf Landscape Management. An evaluation team including staff members from the Authority s Engineering and Construction and Equipment Divisions, and an outside evaluator from the Riverside County Transportation Commission participated in the evaluation process. Technical proposals for five of the firms were evaluated and scored. Two of the proposers, Mariposa Landscapes, Inc. and Midori Gardens, met or exceeded the pre-established minimum 42 point technical score to have cost proposals opened and scored. Summit View Landscape and Westturf Landscape Management proposals were found to be nonresponsive. The two firms meeting the minimum threshold for the technical score, Mariposa Landscape, Inc. and Midori Gardens advanced to the cost proposal stage. The evaluation team opened and reviewed the cost proposal for the two firms. The final technical and cost scores of the two firms are listed below: Firm Technical Cost Total Mariposa Landscapes 46.5 34.7 81.2 Midori Gardens 43.0 14.7 57.7 Mariposa Landscapes Inc. was established in 1997 provides landscape construction, hardscape construction, landscape maintenance, tree care and interior plantscape services. The firms have performed similar services for several municipalities including City of Rancho Mirage, City of Burbank, City of Rancho Cucamonga. References contacted indicate that the firm has provided satisfactory services. Staff recommends awarding the contract to Mariposa Landscape. 28

Contract No. MS231-11 Landscape Maintenance Services Transmittal Date: February 18, 2011 Meeting Date: February 25, 2011 Page 3 Budget Impact Funding for Landscape Maintenance Services is available in the FY10-11 OperatingBudget. Additional amounts will be based on available approved budget funds in future fiscal years. Prepared by: Ramon Rosario, Facilities & Fleet Maintenance Manger Roslyn M. Lewis, Senior Contract Administrator Jennifer M. Sims C.P.M., Manager, Contracts & Diversity 29

SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: FEBRUARY 18, 2011 MEETING DATE: FEBRUARY 25, 2011 ITEM 7 TO: FROM: SUBJECT: Issue Board of Directors Chief Executive Officer Request for Authorization of Funding University of Southern California (USC) Viterbi School of Engineering System Safety Management Certification Program Metrolink has established a relationship with the faculty and staff of the University of Southern California (USC) Viterbi School of Engineering with the hope of joining as partners to create a world-class rail-specific System Safety Management Certification Program. That program will enable Metrolink to be viewed as the national leader in standardizing safety leadership principles in the rail industry. This program will align with our core values and mission, and encompasses system safety education, training, curriculum development, and can eventually be shared throughout the rail industry. Participants will receive college credit for participation. Recommendation Staff recommends that the Safety and Operations Committee recommend that the Board authorize the Chief Executive Officer to execute a contract with USC Viterbi School of Engineering to develop a training and certification program for railroad professionals in an amount not to exceed $300,000, as an investment in advancing and sustaining Metrolink's safety performance to world-class levels. Staff further recommends that the Safety and Operations Committee recommend that the Board find that it is in the best interest of the Agency to pursue a sole source contract with USC. Alternative The Board may: 1. Modify the amount of funding authorization request, which would reduce the number of individuals to be trained, or 2. Deny this request. Background USC is internationally recognized as the leader in system safety development, having partnered with the United States Air Force (USAF) in the 1950s to develop a system safety curriculum for them. That effort, which started some six-decades ago, has now developed 700 S. Flower Street, Suite 2600 Los Angeles, CA 90017-4101 30

Request for Authorization of Funding USC Viterbi School of Engineering System Safety Management Certification Program Transmittal Date: February 18, 2011 Meeting Date: February 28, 2011 Page 2 into a comprehensive aviation safety curriculum at the USC Viterbi School of Engineering, where those in aviation can benefit from aviation safety and security courses. This curriculum has revolutionized aviation safety around the world. Today, the faculty at the USC Viterbi School of Engineering, the same group that would develop and teach Metrolink's proposed program, continue to be called upon to help diagnose safety issues in the most high-profile events, such as the recent Deep Water Horizon BP disaster in the Gulf of Mexico. Metrolink, like USAF some 60-years ago, is uniquely positioned to engage in a similar partnership with USC that will result in the development of an innovative and revolutionary safety curriculum in the surface transportation arena. The principles of safety leadership are the same, and this is an unprecedented opportunity befitting of Metrolink s role as a leader in transportation trends. It would also demonstrate to the public and our riders that Metrolink has and will continue to keep safety in the forefront. The program contemplated with USC would be wholly unique in the rail industry and would be the first of its kind. As such, Metrolink will pioneer a new and innovative level of safety. Metrolink (and likely the rail industry as a whole) would benefit from a consistent, standardized, safety certification program that ensures every Metrolink manager consistently follows and applies world-class safety leadership principles in our complicated high-risk urban environment, knows how to drive the right kind of safety performance through front-line engagement, and knows how to lead from the front to sustain top-safety results. This is especially critical as the technological advancements (such as PTC) create even higher levels of human-technology interface. The $300,000 recommended allocation to USC would finalize the partnership and provide the funds to proceed with detailed course development for a rail specific system safety curriculum. The funding would also provide course tuition for all Metrolink managers, including managers of its Contactors, who are engaged in the various critical aspects of Metrolink's commuter rail service, to participate and be safety certified over the rest of this year and in subsequent fiscal years. In addition to Metrolink employee tuition, the $300,000 also serves to reimburse USC for cadre time on course development, course formatting, course materials, and classroom delivery, the use of campus facilities/classrooms, dedicated faculty research and classroom instruction, student access to USC electronic resources, university administrative time in managing continuing college education credits for students, and other general support. We are assured that the funds cover USC's costs with little profit margin, given that USC recognizes that if the program is successful, it will attract others in the rail industry to enroll their employees in this program. The Rail System Safety Management Certification Program will be created and taught by faculty from the USC Viterbi School of Engineering (Industrial and Systems Engineering/Aviation Safety and Security Program). The faculty, should the Board approve the recommended award, would work closely with Metrolink to learn the particulars of the commuter rail system that Metrolink operates in, and thereafter design 31

Request for Authorization of Funding USC Viterbi School of Engineering System Safety Management Certification Program Transmittal Date: February 18, 2011 Meeting Date: February 28, 2011 Page 3 specific coursework and training that would focus on the following Curriculum Areas of Interest: Human Factors Safety Management Systems Phases of Safety Evolution (Awareness, Buy In, Engagement, Personal Commitment) Risk Identification and Data Analysis Cumulative Fatigue/ Alertness Programming/ Human Mental Workload In facilitating the development of specific curriculum and course outcomes, USC would organize a few focus groups with key field and safety managers. This will assist the faculty in being able to address current concerns and facilitate discussions and programming based on the focus group s findings. At this time, these focus groups are scheduled to be conducted in March 2011. The timeline for offering this course is contemplated to be over a 2 day period during May July, 2011. The course would run from 9:00 12:00 PM and 1:00 5:00 PM and would be held in state of the art facilities located at the Distance Education Network Studio on the USC campus. The course can then be made available to a live online audience outside of Los Angeles, and can be archived for future online viewing. The 2 Day course will be the first offering in a planned series of programs available to Metrolink employees and its contractors, and hopefully the railroad industry at large. Once the curriculum has been finalized and hours of instruction are set, USC will be able to determine the number of Continuing Education Units (CEU s) that can be granted by the University. At this time, they are estimating 1.4 CEUs, or 14 hours of education. Moving forward, the program can be further developed into additional on-campus courses held in state of the art facilities on the University of Southern California campus, located in downtown Los Angeles. Accessibility to the Los Angeles International Airport (LAX) and downtown hotels make attending courses on campus convenient for participants. In addition, future development of online courses may occur as well. These online courses delivered completely online (online/in person hybrid versions also available), enables interaction with the faculty and fellow participants, and allows employees from several sites to participate simultaneously. Staff recommends engaging in this partnership with USC. Staff also recommends, in accordance with Contract Administration and Procurement Policy CON-19, Sole Source and Non-Competitive Negotiated Procurements, that this Committee recommend to the Board at its next board meeting, that it is in the best interest of the Agency to pursue a sole source contract with USC because USC provides a depth of relevant experience in developing and teaching effective and critical system safety courses. This is evident from the work USC has done with the United States Air Force (USAF) in the 1950s to develop a system safety curriculum for them, that is now utilized by those in the aviation industry and has revolutionized aviation safety around the world. USC is world-renowned and is 32