January 6, 2014 Regular Meeting

CALL TO ORDER

2:03 p.m.

ROLL CALL

President Scott R. Heldfond

Present

Vice President E. Dennis Normandy

Present

Commissioner Douglas S. Chan

Present

Commissioner Kate Favetti

Present

Commissioner Gina  M. Roccanova

Present

President Scott R. Heldfond presided.

REQUEST TO SPEAK ON ANY MATTER WITHIN THE JURISDICTION OF THE CIVIL SERVICE COMMISSION BUT NOT APPEARING ON TODAY’S AGENDA  (Item No. 2)

Marcus Campos indicated that he had missed the hearing on his appeal at the Civil Service Commission meeting of December 16, 2013 because the meeting notice was routed to his email spam account; therefore, he requested another opportunity to have his appeal heard.  Commissioner Favetti advised Mr. Campos to work with the Executive Officer to review possible reconsideration procedures.

Gabriela Cardona indicated that she had been released from probation fourteen days after her placement off of the Redevelopment-Only Priority Eligible List into a lower-level, lower-paying classification at the Department of Public Works.  She therefore requested to be placed back on the Redevelopment-Only Priority Eligible List. 

APPROVAL OF MINUTES  (Item No. 3)

Regular Meeting of December 16, 2013

Action:

Adopted the minutes.  (Vote 5 of 0)

ANNOUNCEMENTS  (Item No. 4)

Jennifer Johnston, Executive Officer, noted that the appellant on Agenda Item #12 (Paul Haynes) had requested a postponement, but that she wished to address the matter at the time that item is called. 

HUMAN RESOURCES DIRECTOR’S REPORT  (Item No. 5)

Micki Callahan, Human Resources Director, thanked those individuals who successfully completed the City’s mandatory sexual harassment prevention training, and noted that the training had received positive reviews.  Ms. Callahan reported that continuous testing for Police Officer started in November, that the Department of Human Resources (DHR) had received several thousand applications, and that the applicant pool is diverse.  She also reported that DHR has tested over 800 applicants thus far, and that DHR conducted a preliminary review and confirmed that there appears to be no adverse impact on the exam against any group.  Additionally, DHR has received 20 requests for a fee waiver and no one was rejected who provided supporting documentation of some kind.  Ms. Callahan concluded by indicating that DHR will report once more data is available.

EXECUTIVE OFFICER’S REPORT

0335-13-1

Update on the Fiscal Years 2014-15 and 2015-16 Civil Service Commission Budget Request.  (Item No. 6)

December 16, 2013:

Adopted the Report.  Directed Commission staff to prepare the Department’s Fiscal Years 2014-15 and 2015-16 Budget Request at anticipated (rather than at current) service and staff levels.

(Vote of 5 to 0)

Speakers:

Sandra Eng, Assistant Executive Officer

Action:

Directed the Executive Officer to: continue to negotiate with the Office of the Mayor and the Controller to ensure that the Commission’s budget sufficiently supports anticipated service and staff levels to continue its Charter mandated functions; finalize the Fiscal Years 2014-16 Budget Request; incorporate changes made by the Commission and submit the Fiscal Years 2014-16 Budget Request to the Controller and the Mayor by February 21, 2014. 

(Vote of 5 to 0)

0339-13-8

Review of Request for Approval of Proposed Personal Services Contracts. 
(Item No. 7)

PSC#

Department

Amount

Type of Service

Type of Approval

Duration

40973-13/14

Public Utilities Commission

$320,000

Contractor will upgrade SFPUC’s existing retail electric billing system from Utility Star Platinum (USP) to Utility Star Enterprise (USE) version and expand its functionality to include billing of water, wastewater, gas, steam services in addition to electric services.

Regular

6/30/2016

42392-13/14

Public Works

$3,500,000.

The prime consultant firm (or JV partners) shall provide construction management support services for the Moscone Expansion Project, a large and complex project, estimated at $500 million, with complex underground construction in occupied spaces. Services include construction administration, document control, construction scheduling, budgeting and cost estimating, building forensic investigation, and constructability review.

Regular

8/31/2018

42240-13/14

Fire Department

$1,750,000

Contractor will provide clinical quality assurance services for the Fire Department's Emergency Medical Services (EMS) Division and DEM Dispatch Division.

Regular

12/31/2017

40044-13/14

Treasurer/

Tax Collector

$500,000

Payment Card Industry (“PCI”) Council mandates that all merchant accepting debit and credit card payments are PCI compliant. PCI compliance means adherence to PCI Data Security Standard which covers secure handling, processing and/or storing of cardholder data. As City-wide banker, the Office of the Treasurer & Tax Collector (Treasurer) needs to engage a certified Payment Card Industry Professional (PCIP) as an expert in PCI compliance to assist the City in evaluating its compliance and re-mediating if individual departments are out of compliance. The PCIP will work with TTX and all city departments that accept credit card payments. They will educate personnel in each department about the necessity for PCI compliance, act as a technical resource and assist the departments in ensuring that their systems are PCI compliant each year.

Regular

6/30/2019

48592-13/14

Treasurer/

Tax collector

$5,000,000

The Office of the Treasurer and Tax Collector is seeking to procure licensed armored car and secure safe services to serve all departments citywide. These services include: 1) secure and efficient transportation of Citywide cash and check collections and deposits to bank. 2) deposit pickup from various citywide cash collection points, change order service and delivery, and emergency cash services. 3) providing secured vaults or safes in various department locations which departments can use to deposit their collections and when it is most advantageous.

Regular

6/30/2023

4059-13/14

Public Health

$250,000

Contractor will provide specialized sexual reassignment surgery (SRS) services (e.g., genital-related surgeries) which are not currently provided at San Francisco General Hospital for uninsured male-to-female and female-to-male transgender clients who are eligible for the Department's sliding scale and Healthy San Francisco programs.

Regular

12/31/2014

4060-13/14

City Planning

$600,000

To provide preparation, documentation clean-up, indexing and scanning of historical department documents into electronic format. Department documents include closed case dockets (i.e., project files for entitlements, decision documents, applications, etc), historical property files, area maps, Planning Commission, Historic Preservation Commission, and Variance Hearing documents (i.e. agendas, minutes, etc), off-site storage location documents, and resource and reference materials located in on-site libraries.  Approximately 2 million documents are located on-site, and 4,000 boxes of files are located off-site.

Regular

6/30/2016

4061-13/14

Municipal Transportation

Agency

$10,000,000

The consultant will implement a new Enterprise Asset Management System (EAMS) that will replace and consolidate the various disconnected legacy software systems currently used for asset and inventory management. The consultant team will supplement San Francisco Municipal Transportation Agency (SFMTA) staff performing tasks related to validating and migrating existing data into the EAMS; capturing and documenting asset management business practices; configuring the EAMS specifically for each work unit's practices; building software interfaces to systems sharing data with the EAMS; and training end users and information technology (IT) staff.

Regular

4/30/2017

4062-13/14

General Services Agency

$80,000,000

As-needed, project specific services for a variety of highly specialized information technology (IT) projects. Services will include business analysis, system design, programming, design, configuration and training, and will vary depending on the requirements that are developed by the requesting department. Services are to be provided in conjunction with the acquisition of new information technology equipment.

Regular

12/31/2018

4024-12/13

City Planning

Current Approved Amount

$1,800,000

Increase Amount Requested

$700,000

New Total Amount Requested

$2,500,000

The San Francisco Planning Department is seeking a consultant to assist the Department in the preparation, production, management and successful completion of environmental analysis, including an environmental impact report (“EIR”) and transportation impact study (“TIS”) and possibly other technical documentation for the Central Corridor Plan.

Modi-

fication

12/31/2015

4046-10/11

Public Works

Current Approved Amount

$4,200,000

Increase Amount Requested

$3,000,000

New Total Amount Requested

$7,200,000

The Consultant will provide as-needed hazardous materials surveys and work plans, third-party oversight, and industrial hygiene services on City projects involving the abatement of asbestos, lead and other hazardous materials on property owned, operated and/or maintained by the City and County of San Francisco. Services may also involve air and noise monitoring. DPW intends to award five (5) Master Agreements, each not-to-exceed $600,000 for these as-needed services.

Modi-

fication

10/2/2019

4098-10/11

Airport Commission

Current Approved Amount

$13,000,000

Increase Amount Requested

$9,500,000

New Total Amount Requested

$22,500,000

Early in the planning for the SFO RSA Program (“the Program”), staff underestimated the work and believed the work required by the Program could be accomplished with minimal outside assistance.  Now that the environmental assessment process is completed and the project became better defined and Federal Aviation Administration’s (FAA) has added additional tasks to the Program, staff recognizes that the demands have increased not only in the amount of work required, but also in its complexity.  The Airport is seeking increased technical expertise and support from the consultants to complete the design and increase construction management support services of the Program to support the Airport staff.  See attached document.

Modi-

fication

6/30/2016

4119-09/10

Public Health

Current Approved Amount

$9,500,000

Increase Amount Requested

$6,720,000

New Total Amount Requested

$16,220,000

The contractor will operate a highly specialized uncompensated care recovery program, enhancing Medi-Cal and other third party payer revenues. Under this program, the contractor assists the Department to help San Francisco General Hospital (SFGH) patients to become eligible for Medi-Cal, therefore substantially increasing Department revenues.  The population addressed is patients who the Department is not able to assist with eligibility through its regular procedures due to substance abuse, mental illness, homelessness, or other difficult-to-resolve situations. The contractor becomes the patient's authorized representative to aid and facilitate Medi-Cal eligibility and approval and appears on behalf of the patient at fair hearings and appeals, as necessary.

Modi-

fication

12/31/2018

Speakers:

Brook Mebrahtu, Department of Public Works, spoke on PSC #42392-13/14.

Pauline Marks, Office of the Treasurer & Tax Collector, spoke on PSC numbers 40044-13/14 and 48592-13/14.

Joan Lubamersky, Office of the City Administrator, and Patrick Rice, Office of Contract Administration, spoke on PSC #4062-13/14.

Jacquie Hale and Diana Guevara, Department of Public Health spoke on PSC #4119-09/10.

Action:

1)  Approved PSC #40044-13/14, with the condition that the Office of the Treasure & Tax Collector provides an update three (3) years after the contract is executed, on the status of its ability to bring the work in-house.  (Vote of 5 to 0)

2)  Approved PSC #48592-13/14, but for a contract term of five (5) years only.  (Vote of 5 to 0)

3)  Approved PSC #4062-13/14, with the proviso that the Office of Contract Administration consults with the City Attorney to ensure that joint employment entanglements are avoided, and to correct the submission ending date to 2019.  (Vote of 5 to 0)

4)  Approved PSC #4119-09/10, with the proviso that the Department of Public Health submits to the Executive Officer a letter from the City Attorney’s Office indicating that it will not be performing the work that is being contracted out.  (Vote of 5 to 0)

5)  Approved the request for all remaining PSCs (PSC numbers 40973-13/14, 42392-13/14, 42240-13/14, 4059-13/14, 4060-13/14, 4061-13/14, 4024-12/13, 4046-10/11, and 4098-10/11).  Adopted the report; notified the Office of the Controller and the Office of Contract Administration.  (Vote of 5 to 0)

REGULAR AGENDA

0341-13-8

Review of Request for Approval of Proposed Personal Services Contract Number

4056-13/14 from the San Francisco Public Library.  (Item No. 8)

PSC#

Department

Amount

Type of Service

Type of Approval

Duration

4056-13/14

Public Library

$1,100,000

BiblioCommons is a "Software as a Service" solution to deliver a "social discovery" experience and a much improved search to public library Catalog users. "Social discovery" allows users to comment on materials in the collection. BiblioCommons employees will review comments flagged by users and implement next steps, which may include notification and removal.

Regular

6/1/2020

December 16, 2013:

Postponed PSC #4056-13/14 to the meeting of January 6, 2014 so that the San Francisco Public Library can reevaluate its submission and work with the Executive Officer to address the questions and concerns raised by the Commission regarding training for City employees.  (Vote of 5 to 0)

Speakers:

Maureen Singleton, San Francisco Public Library

Laura Lent, San Francisco Public Library

Action:

Adopted the report; Approved request for PSC #4056-13/14.  Notified the Office of the Controller and the Office of Contract Administration.  (Vote of 5 to 0)

0342-13-8

Review of Request for Approval of Proposed Personal Services Contract Number

4057-13/14 from the Health Services System.  (Item No.9)

PSC#

Department

Amount

Type of Service

Type of Approval

Duration

4057-13/14

Health Service System

$2,250,000

As recommended by the San Francisco Board of Supervisors Budget Analyst, the Health Service System needs to develop centrally coordinated health promotion programs for employees and retirees. Health insurance for nearly 110, 000 employees, retirees and their families costs over $750 million annually. During 2013 rates and benefits negotiations, The Board of Supervisors and City labor leaders expressed a strong commitment to employee and retiree health and wellness programs as an integral part of a cost containment strategy. This includes building online tools to advance decision support and patient education, expanding in person outreach at events across departments, and promoting high levels of participation in preventive and condition management programs.

Regular

6/30/2018

December 16, 2013:

Postponed PSC #4057-13/14 to the meeting of January 6, 2014 so that the Health Service System can obtain clarification as to the legal advice the department received from the Deputy City Attorney.  (Vote of 5 to 0)

Speakers:

Pamela Levin, San Francisco Health Service System

Paul Zarefsky, City Attorney’s Office

Recommendation:

Adopted the report; Approved the request for PSC #4057-13/14, with the proviso that the Civil Service Commission action will not interfere with the jurisdiction or fiduciary duties of the Health Service Board, and that the two Commissions work together to define each other’s role at in the future.  Notified the Office of the Controller and the Office of Contract Administration. 

(Vote of 5 to 0)

0343-13-8

Review of Request for Approval of Proposed Personal Services Contract Number

4103-09/10 from the San Francisco Police Department.  (Item No. 10)

PSC#

Department

Amount

Type of Service

Type of Approval

Duration

4103-09/10

Police

Current Approved Amount

$210,000

Increase Amount Requested

$34,000

New Total Amount Requested

$244,000

To provide Court Reporting Services and Transcription as needed for Disciplinary Hearings and Police Commission Meetings, along with the transcription of tapes from interviews done with the Police Departments Management Control Division and other investigative units within the Police Department.

Modi-

fication

6/30/2016

December 16, 2013:

Postponed PSC #4103-09/10 to the meeting of January 6, 2014 so that the San Francisco Police Department can notify SEIU, Local 1021.  (Vote of 5 to 0)

Speakers:

Joseph Valdez, San Francisco Police Department

Action:

Approved the San Francisco Police Department’s request to postpone consideration of PSC #4103-09/10 to a future meeting date.  (Vote 5 to 0)

0340-13-8

Review of Request for Approval of Proposed Personal Services Contract Number 4135-12/13 from the San Francisco Municipal Transportation Agency – Omit Posting. 

(Item No. 11)

PSC#

Department

Amount

Type of Service

Type of Approval

Duration

4135-12/13

Municipal Transportation Agency

Current Approved Amount

$350,000

Increase Amount Requested

$750,000

New Total Amount Requested

$1,100,000

The San Francisco Municipal Transportation Agency (SFMTA) recently adopted a six-year Strategic Plan (2012-2018). The SFMTA seeks a consultant to analyze, and help identify and implement systems and processes, and an organizational culture and framework that directly results in improved performance in achieving the Agency's Strategic Plan goals.

Modi-

fication

3/31/17

Speakers:

Alicia John-Baptiste, San Francisco Municipal Transportation Agency

Action:

Adopted the report; Approved request for PSC #4135-12/13.  Notified the Office of the Controller and the Office of Contract Administration.  (Vote of 5 to 0)

0236-13-6

Appeal by Paul Haynes of the Human Resources Director’s Determination of Insufficient Evidence to Sustain his Complaint of Discrimination, EEO File #1691. 

(Item No. 12)

October 21, 2013:

No action taken (postponed to the meeting of January 6, 2014 at the request of the appellant).

Note:

On Friday, January 3, 2014 (one business day before the meeting), the appellant (Paul Haynes) requested that his appeal be postponed for a second time to a meeting in June 2014 (a six-month delay).  The Executive Officer made several attempts to contact Mr. Haynes by phone and email to obtain more information regarding the reason(s) for his second last-minute request for a postponement, his reason(s) for requesting such a lengthy delay, and whether Mr. Haynes would for some reason be precluded from attending the meeting.  However, Mr. Haynes provided no further information and failed to appear.  The Department of Human Resources noted that it took great efforts to prepare again for the meeting and to ensure again that requisite representatives attended the meeting, including high-level managers.

Speakers:

Linda Simon, Department of Human Resources

Diana Garcia, Department of Human Resources

Action:

1)  Denied Paul Haynes’ request for postponement.  (Vote of 5 to 0)

2)  Adopted the report.  Sustained the decision of the Human Resources Director; denied the appeal by Paul Haynes.  (Vote of 5 to 0) 

COMMISSIONERS’ ANNOUNCEMENTS/REQUESTS  (Item No. 13)

Commissioner Roccanova requested the Department of Human Resources and Civil Service Commission staff to follow up with Gabriela Cardona on her request to be placed back on the Priority Eligible List, and to provide the Commission with a report on the status of Ms. Cardona’s request.  Commissioner Favetti also requested the Executive Officer to work with Marcos Campos on his request for reconsideration.

ADJOURNMENT  (Item No. 14)

3:25 p.m.