BOARD OF PORT COMMISSIONERS
REGULAR MEETING
WEDNESDAY – October 28, 2009
MINUTES
I. CALL TO ORDER
8:00 A.M.: Chairman Garcia, presiding
Commissioners Present: Commissioner Larry R. Aikins; Secretary Lorianna Kastrop; Vice Chairman, Richard S. Claire; and, Chairman, Ralph A. Garcia, Jr.
Commissioners Absent: Richard A. Dodge
Staff Present: Special Counsel to Port, Francois X. Sorba; Manager of Operations, Donald K. Snaman; Assistant Manager of Operations, Eric Napralla; Accounting Clerk, Linda Hawkins; and, Executive Assistant, Rita F. Artist
Commissioner Kastrop led the Pledge of Allegiance.
II. CLAIMS
A Motion to Approve Claims was made by Commissioner Aikins and it was seconded by Commissioner Kastrop. The motion passed by a unanimous voice vote of all Commissioners present. Commissioner Dodge was absent.
III. RESOLUTION
A. RESOLUTION APPROVING CONTRACT DOCUMENTS FOR REMOVAL/REPLACEMENT OF AST FUEL SYSTEM PROJECT AND AUTHORIZING AND DIRECTING ADVERTISEMENT FOR BIDS THEREFOR
Don Snaman, Manager of Operations, commented that the Port has a 1000 gallon above ground storage tank (AST), which is in need of replacement due to increases in Homeland Security regulatory requirements. The replacement cost of the tank will be covered under state grant funds. This item requests Board approval of the contract documents for the removal/replacement of the AST fuel system.
Eric Napralla, Assistant Manager of Operations, presented the staff report explaining that the Port utilizes a single wall, 1000 gallon AST to store unleaded fuel, which services Port/security vehicles, vessel, and miscellaneous maintenance and operations equipment. The scope of this project includes removal/disposal of existing tank and dispenser; modifications to existing tank pad and containment; installation of a new, double wall tank and a modernized dispenser; and, testing/calibration of new system. The funding for this project is from Proposition 1B Port Security Grant funds. Engineering and construction costs for this project will be covered by that grant.
Commissioner Aikins asked if the pumping system was part of the tank. Napralla described the system as being similar to that at a gas station with an electrical pump and dispensing system. Aikins asked if the Port’s existing electrical system will be replaced and is that part of the specifications. Napralla explained that the contract documents include all the electrical rewiring from the original electrical source necessary to hook up the new pump and tank.
Chairman Garcia asked how many gallons of fuel is used per month and inquired about security trucks being filled from that tank. Napralla responded that the usage is about 300 gallons of fuel per month. The Port pays a monthly fee to the security company for the security vehicle and monthly fuel consumption is deducted from that cost. Garcia asked if there was a cost savings by using the AST as opposed to buying gas at a local station. Napralla answered that purchasing in bulk quantity saved about $.35-$.40 per gallon. Snaman added that the security company also pays a 10% administrative fee for their usage of the fuel.
A Motion to Adopt was made by Commissioner Claire. It was seconded by Commissioner Aikins. The motion passed by a unanimous voice vote of all Commissioners present. Commissioner Dodge was absent.
IV. MOTION
A. MOTION APPROVING AND AUTHORIZING SIXTH AMENDMENT TO AGREEMENT FOR SECURITY PATROL SERVICES – (PRESTIGE PROTECTION; FORMERLY COMMAND SECURITY)
Don Snaman, Manager of Operations explained that Command Security, Inc. has provided security services for the Port since November 2002. Recently Dilmyl, Inc. dba Prestige Protection purchased the assets, equipment, and client accounts from Command including the rights to the Command Security Inc. business name. All of the security guards, site supervisors, and administrative staff have remained the same. The current agreement between Command Security and the Port is valid until September 2010. Port staff recommends approval of this amendment assigning the agreement to Prestige Protection.
A Motion to Approve was made by Commissioner Kastrop. It was seconded by Commissioner Aikins. The motion passed by a unanimous voice vote of all Commissioners present. Commissioner Dodge was absent.
MOTION
B. MOTION APPROVING AND AUTHORIZING EXECUTION OF AGREEMENT FOR MULTI-AGENCY MARITIME FACILITY PROJECT DESIGN/ENGINEERING, PERMITTING, BID SPECIFICATIONS, CONTRACT DOCUMENTS, AND CONSTRUCTION OVERSIGHT SERVICES – (MOFFATT & NICHOL)
Don Snaman, Manager of Operations, explained that in the 1980’s a small launch ramp was installed between Wharves 4 & 5 to be used by public agencies and the Sea Scouts. The boarding floats for that launch ramp need to be replaced due to normal wear and tear usage. In September 2009 the Port issued a Request for Proposals from engineering firms for alternative designs, engineering, permitting, bid specifications, contract documents, and construction oversight services for a Multi-Agency Maritime Facility. The new facility will serve as the South Bay’s primary waterside law enforcement platform for security and emergency response operations. Agencies that will utilize the facility include mutual aid partners such as Redwood City Police and Fire Departments, San Mateo County Sheriff, U.S. Coast Guard and Coast Guard Auxiliary.
The Port received two responses to the RFP and staff recommends that low bidder, Moffatt & Nichol, perform the design and engineering. If the agreement with Moffatt & Nichol is approved by the Port Commission, construction is expected to begin in the second quarter of 2010. The cost to complete this scope of work for the project is $95,788. This project is to be funded from State of California, Proposition 1B Port Security Grant funds.
Commissioner Kastrop expressed concern that the scope of work in the contract documents did not specify that the engineering consultant must develop a design that stays within budget. Snaman explained that items which may not be covered by the grant money may include minor project upgrades and appurtenances such as pedestals for the power and water. Commissioner Claire commented that Kastrop’s concern could be alleviated by the fact that the project could be rejected as designed and modifications could be requested. He stated that Port staff should make Commissioner Kastrop’s concerns very clear to Moffatt & Nichol. Claire commented that he would like to have a very functional facility and would like to see the alternatives above the value engineering.
A Motion to Approve was made by Commissioner Claire. It was seconded by Commissioner Kastrop. The motion passed by a unanimous voice vote of all Commissioners present. Commissioner Dodge was absent.
V. PRESENTATION/REPORT by Donald Snaman, Manager of Operations
Click here to view the Staff Agenda Sheet for this item
A. Quarterly Vessel and Tonnage Report (July 1, 2009-September 30, 2009)
Don Snaman reported that total tonnage for all commodities during the first quarter of FY10 was 222,811 metric tons. This was a decrease of 117,356 MT, or 34.5%, over last year’s first quarter. However, Port staff was very conservative in preparing the budget and are ahead of budget by about 30,000 tons. There were no cement shipments during the first quarter of FY10. Imported sand and aggregates were nearly 100,000 MT less than the same period in 2009 but are coming in about once a month. Gypsum is expected to come back slowly after the first of the year. Pabco Gypsum’s Newark wallboard plant has reopened on a limited basis and is projecting the next gypsum load after January 1st. Shredded scrap metal was very strong with 126,627 MT exported during the first quarter, which is 45,000 MT over the first quarter of 2009. Due to a surplus of shredded scrap metal in the Rocky Mountains and Midwest Regions, Sims Metal received 531 rail cars of shredded scrap during the first quarter of FY10. The domestic steel demand was down so it was more cost effective to load the scrap onto rail cars and export it through vessels here at the Port.
Commissioner Claire asked what time of day the rail cars are brought in to the Port. Snaman responded that typically they come in at night between 8:00 p.m. and 3:00 a.m. Commissioner Kastrop asked if Union Pacific has a schedule giving the estimated time of arrival of the rail cars. She said a significant amount of noise is caused by the rail cars braking and it may be helpful if the Port could notify people ahead of time. Snaman said he would ask Union Pacific if they have any advance scheduling available.
VI. PUBLIC COMMENT:
None
VII. MATTERS OF BOARD INTEREST:
Commissioner Kastrop commented that the Port and the Marine Science Institute (MSI) co-hosted the Chamber Mixer at MSI on October 21st at the MSI location. Commissioners Claire and Kastrop commented on the exceptional waterside view of the Port from the MSI location. Kastrop said she pointed out the dredger performing maintenance dredging in the Redwood City channel to Chamber members and received positive comments about the Port. Both Commissioners thanked Rita Artist and Port staff for their efforts in co-hosting the Mixer.
VIII. EXECUTIVE DIRECTOR'S REPORT:
None
IX. ADJOURNMENT
At 8:30 a.m. Chairman Garcia requested that the Commission adjourn to its next regularly scheduled Meeting of November 11, 2009.
A Motion to Adjourn was made by Commissioner Claire and it was seconded by Commissioner Kastrop. The motion passed by a unanimous voice vote of all Commissioners present. Commissioner Dodge was absent.
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