Disability Access
The Small Firm Advisory Committee meeting will be held at the City of Fremont’s Chamber of Commerce located at 39488 Stevenson Place. The Conference Room is wheelchair accessible. The closest accessible BART station is on 2000 BART Way at the intersection of Civic Center Drive. Accessible bus lines serving this location are: AC Transit 215 and 217 bus lines.

The following services are available on request 48 hours prior to the meeting; except for Monday meetings, for which the deadline shall be 4:00 p.m. of the last business day of the preceding week: For American sign language interpreters or the use of a reader during a meeting, a sound enhancement system, and/or alternative formats of the agenda and minutes, please contact Iris Martin Lopez at (415) 554-3222 or our TTY at (415) 554-3488 to make arrangements for the accommodation. Late requests will be honored, if possible.

In order to assist the City's efforts to accommodate persons with severe allergies, environmental illnesses, multiple chemical sensitivity or related disabilities, attendees at public meetings are reminded that other attendees may be sensitive to various chemical based products. Please help the City accommodate these individuals. Individuals with chemical sensitivity or related disabilities should call our accessibility hotline at (415) 554-6060.

Lobbyist Registration and Reporting Requirements
Individuals and entities that influence or attempt to influence local legislative or administrative action may be required by the San Francisco Lobbyist Ordinance [SF Campaign & Governmental Conduct Code §2.100] to register and report lobbying activity. For more information about the Lobbyist Ordinance, please contact the San Francisco Ethics Commission at 30 Van Ness Avenue, Suite 3900, San Francisco, CA 94102; telephone (415) 581-2300; fax (415) 581-2317; web site at www.sfgov.org/ethics.

Know your rights under the Sunshine Ordinance
(Chapter 67 of the San Francisco Administrative Code)

Government’s duty is to serve the public, reaching its decisions in full view of the public. Commissions, boards, councils, and other agencies of the City and County exist to conduct the people’s business. This ordinance assures that deliberations are conducted before the people and that City operations are open to the people’s review. For more information on your rights under the Sunshine Ordinance or to report a violation of the ordinance, contact the Sunshine Ordinance Task Force, by mail to Adele Destro, Interim Administrator, Sunshine Ordinance Task Force, 1 Dr. Carlton B. Goodlett Place, Room 244 San Francisco, CA 94102-4683 at Phone No.: (415) 554-7724; Fax No.: (415) 554-7854; E-mail: sotf@sfgov.org.

The ringing of and use of cell phones, pagers and similar sound-producing electronic devices are prohibited at this meeting. Please be advised that the Chair may order the removal from the meeting room of any person(s) responsible for the ringing or use of a cell phone, pager, or other similar sound-producing electronic devices. 

1. Call to order – 10:45 a.m.

2. Roll Call – all members present.

3. Public Comment  - members of the public may address the Committee on matters that are within the committee’s jurisdiction and are not on today’s agenda .

* Mr. James Charles is interested in working with the SFPUC in the future.

4. Minutes – Approval will commence at the December 4, 2007 meeting.

5. Opening Remarks – Assistant General Manager, Harlan Kelly gave an overview of the Water System Improvement Program (WSIP).  Mr. Kelly discussed, the SFPUC implemented a $4.3 billion Water Infrastructure Program.  Currently, the WSIP is moving in 25% of design phase with large projects that will break ground in the water service territory region.  These large infrastructure projects under design are at risk and presently waiting for project environmental review to publish; some projects may need an additional adjustment in design.  The WSIP projects are to be completed before the next anticipated big earthquake.

Staff will be seeking advice from the Small Firm Advisory Committee members as projects move to the region, lots of construction will be done in these areas.  SFPUC has dedicated teams designing the projects in the regions which include pipelines, dam and tunnels.  In part with designing these project the SFPUC is sending out Request for Proposals (RFP) to on bid for Construction Management Firms. The RFP will assist staff with project program controls.  As of now, there are four firms assisting with the finalization of projects designs in the region.    Construction contracts for WSIP projects range in cost from $4.2 million to $39 million.

SFPUC has taken a Risk Assessment to identify awareness in designing the projects which are the following:
1) Escalation – Cost of Material Supplies.  Staff is waiting and watching the stock market for the cost of supplies;
2) Contracting initiative- With a taskforce, which has grown into a citywide group made up of 9 subcommittees that are currently looking at ways San Francisco can be more desirable for contractors.  On August 29, 2007, Mayor Gavin Newsom, issued an Executive Order to pay undisputed invoices within 15-days;
* Payment and Change Orders Subcommittee is developing an interactive robust online payment system, where primes can fill out their payment form electronically and will be able to identify sub-contractor payments.  As part of this new system the City will notify the sub-contractor of their payments;
* PayMode will be used on all future WSIP projects for payments.  PayMode transfers funds automatically into prime contractors’ checking accounts.  This payment system will also transfer funds into sub-contractors accounts.  Every transaction used by PayMode reflects the payment without using paper;
o Human Rights Commission Subcommittee is identifying local prime contractors business within the good faith efforts. Some prime contractors are upset because they meet the good faith goals and still have to go through the steps of efforts.  The Subcommittee is working to change back to the old efforts.  SFPUC is also looking at ways to improve these efforts by hosting future seminars or workshops. 
3) Outreach – SFPUC placed a national advertisement in Engineering News Record Magazine to attract more bidders.

Questions and Comments on AGM Harlan Kelly’s Opening Remarks

The Small Firm Advisory Committee Members made the following comments:
• Each member introduced themselves to Mr. Kelly
• Asked how staff is identifying the best bidders Mr. Kelly expressed that himself and Carol Isen are currently outreaching to Chamber of Commerces and Small Businesses within the water service territory to talk about the WSIP.  Mr. Kelly gave a suggestion to host a meet and greet with the prime and sub contractors at a future Small Firm Advisory Committee meeting.

Ms. Isen interjected that staff is currently identifying what is the best scope of work needed to attract the best contractors on the upcoming WSIP projects. Adding on that Mr. Kelly and herself created the Small Business Enterpprise program to allow contractors within the service territory the ability to bid on SFPUC projects in these areas.

• Inquired when the draft WSIP Environmental Review will be released?
All comments are due October 1, 2007.
Ms. Isen expressed, Parsons wrote a risk assessment to the Commission entailing the division of designs for the water supply projects; a Request for Proposals under these designs will role out in two phases with the water service region.  Added, the risk assessment helps the SFPUC open business to make it easier for prime contractors to bid on projects and have qualified sub-contractors.

Mr. Kelly expressed that a dedicated Construction Management Company will assist the SFPUC in managing the projects.  Currently, Parson and CH 2MHill have identified areas of risk and will be meeting internally.

• Committee members appreciate efforts to streamline contracts and have contact with the construction community.

• Expressed that the Small Firm Advisory Committee wants to be in active mode to bring guidance to the SFPUC staff.
Mr. Kelly stated, the Small Firm Advisory Committee members need to be recognized by the Commission. Staff will arrange this meeting in 2008.  He also told the Committee members to inform him if they would like him to present at future meetings.

6.   Director’s Report – Carol Isen, Director, Labor Relations and Community Programs (5 minutes)

• Ms. Isen introduced her staff to the Committee members:
o Iris Martin Lopez is liaison to the Small Firm Advisory Committee;
o Fei Liu is currently interning with the Labor Relations and Community Programs Group;
o Ardis Graham is heading up the jobs initiatives for the Project Labor Agreement;
o Hala Hijazi is over seeing outreach of the Small Business Program
o Lihmeei Leu is liaison to the Communications and Public Outreach Division

7. Discussion on SFPUC’s Regional Small Business Enterprise Certification Program and Contractor Outreach Efforts – Hala Hijazi, Manager Small Business Program
Ms. Hijazi displayed a packet entailing contractor outreach materials that is currently being disseminated at workshops and event.  Ms Hala explained further by:
• Labor Relations and Community Programs staff is continuing its ongoing efforts to certify contracts in the water service territory, 62 firms have been certified.
• Three Micro-Local Business Enterprise Consultants will assist Labor Relations and Community Programs staff with its regional contractor outreach efforts
• Creating a targeted small business outreach program to identify various contracting communities throughout the region
• Asked the Committee to email staff their contacts and lists

Questions and Comments on the Small Business Certification Program and Contractors Outreach Efforts
The Small Firm Advisory Committee made the following comments:
• Inquired if attendance is required pre-bid meetings are mandatory for prime contractors? 
Under 14B construction bids are mandatory; this is part of the good faith goal.
• Asked how to obtain a copy of SFPUC’s pre-bid schedule?
Ms. Isen expressed that risk analysis was done to time bids to minimized competition with other agencies.  Bid timing is done by the SFPUC’s Contracts Administration bureau. SFPUC staff will provide the Small Firm Advisory Committee with a detailed schedule after the Commission adopts the schedule later this fall.

8.    Discussion on local area disadvantaged hiring – Vitus Leung, Administrator, project Labor Agreement and Ardis Graham WSIP Regional Workforce Coordinator
Mr. Leung and Mr. Graham gave updates on local disadvantage local area hiring:
• SFPUC has done over 30% of local hiring through the City Build Program, this hiring process has prevailing wage requirement with 1 to 5 employments of apprentices.  This program will be done in the region.
• Labor Relations and Community Programs staff is outreaching to local areas high schools, ROP in Alameda County.  Staff is also meeting with the unions in Alameda County.
• Currently working with San Mateo County’s Project Build on future WSIP projects in this area.
• Staff has met with Stanislaus County’s ROP program.
• Held construction workshops in San Joaquin County.

Questions and Comments on the local areas disadvantaged hiring
The Small Firm Advisory Committee made the following comments:
• Marie McKenzie and Tom McGinley made recommendation through the Chair assist the SFPUC with meeting the Building Trades of San Mateo County and will look into hosting a future meeting for the SFPUC with the trade groups in this area.
• Moses de los Reyes was happy with SFPUC’s participation at Alameda County’s apprenticeship workshops.
• Small Firm Advisory Committee will dedicate themselves to assist staff with local area hiring.
Ms. Isen will look into creating a subcommittee of the Advisory Committee that will be providing advice on jobs within the region.
• Vitus Leung has met with Project Managers to comb through what is needed for each project to create a package for each license.  This will consist of contractors with C10 licenses to be certified under the WSIP Small Business Program.
• Labor Relations and Community Programs staff is also working with SFPUC’s Program Controls Group to identify what craft hours are needed for the WSIP.

9. Discussion and overview of the polices and procedures of Advisory Body 14B Small Firm Advisory Committee – Iris Martin Lopez
Ms. Martin Lopez gave an overview of the City and County of San Francisco’s Sunshine Taskforce policies and procedures.  The presentation covered the following areas:
• The Purpose of Public Meetings
• The Basics of Public Meetings
• Legislative or Policy Bodies
• Meetings (passive, non-meetings, seriatim, illegal)
• Notice and Agendas
• Public Comment (limits on comments)
• Rights of the Public

10. Discussion and possible action on how the Small Firm Advisory Committee can assist the SFPUC in moving forward with the regional Water System Improvement Program – Small Firm Advisory Committee (20 minutes)

11. Discussion and possible action on future agenda items for the remainder 2007 calendar year and 2008 – Small Firm Advisory Committee (10 minutes)

*** Due to time constraints items 10 and 11 have been postponed till the next Small Firm Advisory Committee on December 6, 2007.

12. Comments, suggestions and requests for future agenda items by members of the Small Firm Advisory Committee, staff and general public.
***List of Potential Future Agenda Items***
* Mentor Protégé Program
* Minutes from the June 27th and September 26th meeting
* Bids
* Bonding/Financial Assistance

13. Adjournment – 1:04 p.m.