Civil Service Commission - December 1, 2014

MINUTES

Regular Meeting

December 1, 2014

2:00 p.m.

ROOM 400, CITY HALL

1 Dr. Carlton B. Goodlett Place

CALL TO ORDER

2:00 p.m.

ROLL CALL

President E. Dennis Normandy		Present
Vice President Douglas S. Chan		Present
Commissioner Kate Favetti		Present
Commissioner Scott R. Heldfond		Present (Missed items 1 thru 10; Arrived for item 11 at the beginning of Closed Session)
Commissioner Gina M. Roccanova		Present

REQUEST TO SPEAK ON ANY MATTER WITHIN THE JURISDICTION OF THE CIVIL SERVICE COMMISSION BUT NOT APPEARING ON TODAY’S AGENDA

None

APPROVAL OF MINUTES - Action Item

Special Meeting of November 17, 2014

Action:	Adopted the minutes. (Vote of 4 to 0)

Regular Meeting of November 17, 2014

Action:	Adopted the minutes. (Vote of 4 to 0)

	ANNOUNCEMENTS

	None.

	HUMAN RESOURCES DIRECTOR’S REPORT

0252-14-1	Department of Human Resources’ Report on Promotive-Only Announcements. (Item No. 5)

	Speakers:	Micki Callahan, Department of Human Resources

	Action:	Adopted the report. (Vote of 4 to 0)

	EXECUTIVE OFFICER’S REPORT (Item No. 6)

	None.

0253-14-8	Review of Request for Approval of Proposed Personal Services Contracts. (Item No. 7)

PSC#	Department	Amount	Type of Service	Type of Approval	Duration
40119-14/15	Airport Commission	$80,000,000	Design-Build services teams with specialty design experience at airports to provide design and construction of the Terminal 1 Redevelopment Program (T1Program) for the: Terminal 1 Center Renovation Project, New Boarding Area B Reconstruction, and Terminal 1 Baggage Handling System Projects. Work will include a full range of planning, programming, architectural design, engineering, and construction management services necessary to develop and construct the functional and conceptual aspects for the following elements: 1) new interior spaces; 2) construction of a program-wide common use Baggage Handling System; 3) relocation and/or installation of new Passenger Loading Bridges; 4) site work to include pavement grade modifications, installation of a garbage collection area, aircraft apron lighting, and Ground Services Equipment (GSE) charging stations; 5) installation of a new hydrant fueling facility, fueling pits, and ancillary systems and equipment; 6) modifications and/or relocations of utility, technology, and other systems; 7) passenger amenities; and 8) construction of temporary barricades, walls, and pedestrian corridors.	Regular	4/30/2020
45299-14/15	Children, Youth and Their Families	$350,000	The Department of Children, Youth and Their Families (DCYF) is seeking one or more consultants to provide technical assistance to conduct a mandated community needs assessment (C.N.A.) and services allocation plan (SAP). Starting in FY15/16 DCYF will be required to conduct an equity and resources analysis as part of its C.N.A. and SAP, which must include community input from all supervisorial districts. The equity and resource analysis will require technical expertise in quantitative methods of developing an equity analysis that represents the need for services based on existing needs and resources. It will also require expertise in conducting community focus groups to gather qualitative input from all supervisorial districts and analyzing the date to provide a representative assessment of the community-identified service needs for children, youth and family services.	Regular	12/31/2018

PSC#	Department	Amount	Type of Service	Type of Approval	Duration
18087-14/15	District Attorney	$150,000	The District Attorney’s Office (SFDA) received a U.S. Department of Justice, Bureau of Justice Assistance Smart Prosecution Initiative grant in support of Predictive Analytics for Strategic Prosecution. The goal of the project is to ensure community safety by preventing and reducing crime through the creation, implementation, and establishment of a Crime Strategies Unit (CSU) to identify both violent and nonviolent chronic crime locations and chronic offenders in San Francisco. This grant requires SFDA to partner with an outside research firm (Justice & Security Strategies, Inc. – JSS) to identify and analyze the problem, validate the data, and identify chronic locations and chronic offenders. Together, CSU and JSS will develop a comprehensive predictive model for San Francisco, enabling SFDA to more effectively allocate resources, conduct investigations and prevent crime.	Regular	12/31/2016
46624-14/15	Public Health	$8,000,000	Healthcare reform and the San Francisco General Rebuild project have led to the need for specialized limited term projects for the Department of Public Health. The contractor(s) will provide as-needed project management, Clinical Nurse Informaticsts (CNI’s), technical services program support, and staffing services for specialized limited term projects and Department programs that will focus on a variety of new and existing information technology projects, system of care integration projects, facilities reprogramming, the San Francisco General rebuild project, bond and capital planning initiatives, and program and project support for innovative new and existing projects in the areas of delivery of services, telemedicine, patient experience and process improvement. Clinical Nurse Informaticsts and other specialists are needed to assist nursing with designing and integrating daily work activity with new technology in a safe and controlled environment. This is especially critical for technology in the rebuild. As needed CNIs are needed to fill the rebuild technology work design and to assist SFGH in building an internal CHI program to manage ongoing needs.	Regular	6/30/2019
47199-14/15	Environment	$5,000,000	Conduct technical assistance and consulting for City Departments engaged in developing building codes, financing programs, and the design, construction and operation of new buildings, major renovations, tenant improvements and existing buildings where subcontractors for specific areas of expertise are required; research, economic, technical and environmental analyses, energy modeling, green building, LEED (Leadership in Energy and Environmental Design) and GreenPoint Rated consulting, post-occupancy evaluation, policy and program design and implementation support.	Regular	5/31/2020
43303-14/15	Municipal Transportation Agency	$9,500,000	The Real Estate Consultants will provide specialized predevelopment investigative work to determine the feasibility of commercial retail space development within the Central Station Union Square-Market Street (UMS) Station site. This service would involve, but is not limited to the following: urban retail district market analysis/feasibility; business attraction and retention; site specific design concept plans; and, complementary underground cityscape deigns themes. The scope of work will focus on the UMS Concourse retail area, Chinatown Station and Plaza, but will also include the other two new subway stations to be built, certain parking garages and other potential retail facilities owned by the San Francisco Municipal Transportation Agency (SFMTA). A final proposal for underground retail implementation will be developed and presented to the SFMTA.	Regular	12/31/2018

PSC#	Department	Amount	Type of Service	Type of Approval	Duration
42414-14/15	Human Resources	$4,000,000	Vendor will provide a pharmacy benefit management program (“PBM”) that can meet the following requirements: first fill program; pharmacy cards program; home delivery/mail order fulfillment program; generic substitution program; compound and repackaged drug bill review program; plan for inclusion of a workers’ compensation-specific formulary with protocol for determination; pre-authorization process for prescriptions outside the standard formulary; eligibility/referrals protocol, including rules and workflow, e.g. how is eligibility determined, how are status changes handled, etc.; billing protocol, including rules, schedule, change requests and workflow, e.g. procedures if a claim is denied, etc.; proven outreach strategies and methods to support, maximize, and increase program awareness and penetration; a sufficiently large network that includes non-traditional pharmacy billers; effective strategies for managing third-party bills and program compliance, including clinical pharmacy services, with measurement and evaluation of outcomes; retrospective pharmacist and physician review services; and methods for identifying and addressing potential narcotic abuse.	Regular	12/31/2018
4098-11/12	Airport Commission	Current Approved Amount $125,000,000 Increase Amount Requested $60,000,000 New Total Amount Requested $185,000,000	The cost exceeds the forecast primarily by updated Federal Aviation Administration (FAA) requirements that increased the mechanical, electrical, and special systems infrastructure costs, and by recent upward pricing pressure reflective of the upturn in the economy. The structural design was also upgraded which almost doubled the structural construction costs. In addition, that Airport is enhancing some design elements originally in the scope of the project that were going to be part of the Terminal 1 program.	Modi- fication	Current Approved Duration 12/31/2018
44422-13/14	Airport Commission	Current Approved Amount $3,000,000 Increase Amount Requested $5,000,000 New Total Amount Requested $8,00,000	Contractor will provide architectural and engineering support services for facilities improvements at San Francisco International Airport (SFO), including but not limited to maintenance tasks in the schematic, design, development, and construction support phases. Contractor will be required to work on time sensitive tasks initiated through the Design, Construction and Technology Division’s Help Requests as approved by the Airport Deputy Director. A Contractor with airport expertise is needed to ensure proper and timely development and implementation of tasks.	Modi- fication	Current Approved Duration 12/31/2020
4008-12/13	City Planning	Current Approved Amount $100,000 Increase Amount Requested $30,000 New Total Amount Requested $130,000	The SFPUC applied for and was awarded a grant from the Environmental Protection Agency (EPA) in September 2010 to develop the Civic Center Sustainable District Plan (Plan) that will evaluate opportunities for sustainable management of water, wastewater, stormwater and energy resources within the District and develop projects and strategies that will result in measurable reductions in water, wastewater and power demands over time. The Planning Department will develop background documentation and a cultural landscape survey of the Civic Center History District. The existing designation materials do not fully document the important landscape features that, together with the buildings, comprise the character of the District. The documentation is intended to update and consolidate all background information regarding the District into one information source and identify all character defining features that contribute to its significance.	Modi- fication	Current Approved Duration 6/30/2015

PSC#

Department

Amount

Type of Service

Type of Approval

Duration

33637-14/15

Department of Technology

Current Approved Amount

$100,000

Increase Amount Requested

$750,000

New Total Amount Requested

$850,000

Training for solutions and techniques for protecting, backing up and recovering physical server and virtual server files, applications, system images and remote offices and endpoint devices. These backup products provide features such as traditional backup to tape, backup to conventional disk or virtual tape library (VTL), date reduction, snapshot, heterogeneous replication, and continuous date protection (CDP). These solutions may be provided as software only, or as an integrated appliance that contains all or substantial components of the backup application, such as backup management server or a media server.

Modi-

fication

Current Approved Duration 5/31/18

	Speakers:	Brett Conner, Children, Youth and Their Families and Suzanne Choi, Department of Human Resources spoke on PSC #45299-14/15
		Jacquie Hale and Winona Mindolovich, Department of Public Health spoke on PSC #46624-14/15
		SinYee Poon, SEIU Local 1021 spoke on PSC #46624-14/15

	Action:	Approved PSC #45299-14/15 with the condition that the Department of Children, Youth and Their Families amend the PSC form to show that the unions were notified; the Commission directed the Department of Human Resources to fix the problem in the PSC database program and provide an explanation to the Commission. (Vote of 4 to 0) Approved PSC #46624-14/15 with the condition that the Department of Public Health amend the PSC form to show that the unions were notified and that training will be provided. (Vote of 4 to 0) Adopted the report. Approve the request for the remainder proposed Personal Services Contracts. (Vote of 4 to 0) Notify the Office of the Controller and the Office of Contract Administration. (Vote of 4 to 0)

0254-14-1	Annual Report on anticipated and actual numbers and classifications of “Promotive Only” examinations at the San Francisco Municipal Transportation Agency. (Item No. 8)

	Action:	Adopted the report. (Vote of 4 to 0)

0255-14-1	San Francisco Municipal Transportation Agency’s Report on Position-Based Testing. (Item No. 9)

	Speakers:	Clare Leung, Municipal Transportation Agency

	Action:	Adopted the report. (Vote of 4 to 0)

0216-14-5	Recommendation to Adopt Proposed Amendments to Civil Service Rule 412.30 Tenure of Eligible Lists; and Rule 412.31 Provision for Automatic Expiration of Eligible Lists. (Item No. 10)

	October 6, 2014:	Accepted the Acting Executive Officer’s report; directed the Acting Executive Officer to post the proposed Rule 412.30 and 412.31 for adoption following meet and confer with the affected labor union.

	October 20, 2014:	Partially accepted the staff report and adopted the amendments for the one year minimum duration to Civil Service Rules 412.30 Tenure of Eligible Lists and 412.31 Provision for Automatic Expiration of Eligibles Lists. However, the Commission continued to the next meeting of November 3, 2014 to further discuss reducing the maximum duration of the eligible list from four to three years. Note: Commissioner Favetti noted three reasons she dissented in reducing the maximum duration from four to three years: 1) MTA currently has the authority to establish three year lists; 2) limits the flexibility in the authority of the MTA’s Director; and (3) it is contrary to Citywide standards of eligible lists.

	November 3,2014:	Postponed to the next available meeting to allow Civil Service Commission staff to meet with the Municipal Transportation Agency to discuss maximum duration.

	Speakers:	Sandra Eng, Civil Service Commission
		Derek Kim, Municipal Transportation Agency
		Simon Wong, Transport Workers Union Local 200
		Gregg Pitts, Transport Workers Union Local 200

	Action:	Approved the remaining of the proposed amendment. (Vote of 3 to 1; Commissioner Favetti dissented.) Note: Commissioner Favetti dissented for the following reasons: 1. MTA currently has the authority to establish 3 year eligible lists; 2. MTA has the authority to establish exams immediately in anticipation of the expiration of an eligible list; 3. The request restricts the flexibility and authority of the MTA Director of Transportation; and 4. The request is inconsistent with citywide standards. Commissioner Favetti expressed that the one of the underlying principles in voter approved civil service reforms in 1991, 1993 and 1999 was to allow flexibility to the appointing officer, MTA Director and the Human Resources Director. The Rules currently allow the Director of Transportation to select from a minimum duration of 1 year and a maximum duration of 48 months for eligible lists. Commissioner Favetti reminded the Commissioners that in the past, MTA came forward to object to Position-Based Testing. After the Commission voted for Position-Based Testing for only the Miscellaneous Employees, MTA returned to the Commission to request Position-Based Testing because of the department’s need for flexibility.

0181-14-1	Filling the vacancy of the position of Executive Officer – Personnel Matter. (Item No. 11)

	A)	Public Comment on all matters pertaining to the Agenda item and the potential closed session.

		None.

	B)	Vote on whether to hold closed session pursuant to San Francisco Administrative Code Section 67.10 (b) and California Government Code Section 54957 (b) (1) - Public Employee Appointment – Executive Officer. – Action Item

		Action:	The Commission voted to conduct closed session. (Vote of 4 to 0)

		The Closed Session started at 2:43 p.m. in City Hall Room 400. The following individuals were present:

		E. Dennis Normandy, President, CSC
		Douglas Chan, Vice President, CSC
		Kate Favetti, Commissioner, CSC
		Scott Heldfond, Commissioner, CSC
		Gina Roccanova, Commissioner, CSC
		Sandra Eng, Civil Service Commission
		Lizzette Henríquez, Civil Service Commission
		Ted Yamasaki, Department of Human Resources

		1)	PERSONNEL MATTER - Public Employee Appointment – Executive Officer (Discussion and Possible Action Item) California Government Code Section 54957 (b) (1) and San Francisco Administrative Code Section 67.10 (b)

		Closed Session ended at 3:09 p.m.

	C)	Reconvened in open session at 3:10 p.m.
		1)	Vote to elect whether to disclose any or all discussions held in closed session. (San Francisco Administrative Code Section 67.12(a). (Action Item)
		2)	Disclosure of action taken in closed session pursuant to California Government Code Section 54957.1 (a) (5) and San Francisco Administrative Code Section 67.12(b) (4).

0181-14-1 Cont.
	August 22, 2014:	The Commission agreed on the following actions: Allocated a budget not to exceed $15,000 for a recruitment firm that will undertake the majority of the work under the joint direction of Ted Yamasaki and a Subcommittee/Task Force working together. Commissioner Favetti will assist Commission President Normandy in screening who to interview, with the agreement that as the process is shaped it will be reported to the Commission. And once the finalists are chosen, the Commission will conduct interviews. The Subcommittee and Mr. Yamasaki will determine the appropriate scope of the recruitment, with the initial preference being the Bay Area and then the State of California in light of concerns to limit costs, as a suggestion for the recruiter to consider. Request the Executive Officer to review interview questions, provide input on the selection process and regularly update the Civil Service Commission on the recruitment process at these meetings. Adopt the staff report subject to the above resolutions, and adopt recommendations 3, 4 and 5 of the Executive Officer’s staff report: the Subcommittee is to update the Executive Officer announcement, including amendments to the minimum and desirable qualifications with the advice of the recruiter to ensure a healthy pool of candidates; and schedule closed session hearings of the Commission when appropriate in recognition of the interest of confidentiality of applications and applicants.

	October 20, 2014:	The Commission voted not to disclose any and all discussions held in Closed Session.

	November 3, 2014:	The Commission voted not to disclose any and all discussions held in Closed Session.

	November 17, 2014:	The Commission voted not to disclose any and all discussions held in Closed Session.

	Action:	The Commission voted unanimously to select a candidate for the position of Executive Officer and will disclose name when negotiations are final. (Vote of 5 to 0)

		COMMISSIONERS’ ANNOUNCEMENTS/REQUESTS (Item No. 12)

		None.

		ADJOURNMENT (Item No. 13)

		3:12 p.m.

Civil Service Commission - December 1, 2014 - Meeting Minutes