Civil Service Commission - January 4, 2016 - Agenda

Meeting Date:

January 4, 2016 - 3:00pm

Location:

City Hall, 1 Dr. Carlton B. Goodlett Place, Room 400

San Francisco, CA 94102

A.Commission Office

The Civil Service Commission office is located at, 25 Van Ness Avenue, Suite 720, San Francisco, CA 94102. The telephone number is (415) 252-3247. The fax number is (415) 252-3260. The email address is civilservice@sfgov.org and the web address is www.sfgov.org/civil_service/. Office hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday.

Policy Requiring Written Reports

It is the policy of the Civil Service Commission that except for appeals filed under Civil Service Commission Rule 111A Position-Based Testing, all items appearing on its agenda be supported by a written report prepared by Commission or departmental staff. All documents referred to in any Agenda Document are posted adjacent to the Agenda, or if more than one (1) page in length, available for public inspection and copying at the Civil Service Commission office. Reports from City and County personnel supporting agenda items are submitted in accordance with the procedures established by the Executive Officer. Reports not submitted according to procedures, in the format and quantity required, and by the deadline, will not be calendared.

Policy on Written Submissions by Appellants

All written material submitted by appellants to be considered by the Commission in support of an agenda item shall be submitted to the Commission office, no later than 5:00 p.m. on the fourth (4^th) business day preceding the Commission meeting for which the item is calendared (ordinarily, on Tuesday). An original and nine (9) copies on 8 1/2-inch X 11 inch paper, three-hole punched on left margin, and page numbered in the bottom center margin, shall be provided. Written material submitted for the Commission’s review becomes part of a public record and shall be open for public inspection.

Policy on Materials being Considered by the Commission

Copies of all staff reports and materials being considered by the Civil Service Commission are available for public view 72 hours prior to the Civil Service Commission meeting on the Civil Service Commission’s website at www.sfgov.org/Civil_Service, and in its office located at 25 Van Ness Avenue, Suite 720, San Francisco, CA 94102. If any materials related to an item on this agenda have been distributed to the Civil Service Commission after distribution of the agenda packet, those materials will be available for public inspection at the Civil Service Commission’s during normal office hours (8:00 a.m. to 5:00 p.m. Monday through Friday).

Policy and Procedure for Hearings to be Scheduled after 5:00 p.m. and Requests for Postponement

A request to hear an item after 5:00 p.m. should be directed to the Executive Officer as soon as possible following the receipt of notification of an upcoming hearing. Requests may be made by telephone at (415) 252-3247 and confirmed in writing or by fax at (415) 252-3260.

A request for a postponement (continuance) to delay an item to another meeting may be directed to the Commission
Executive Officer by telephone or in writing. Before acting, the Executive Officer may refer certain requests to another City official for recommendation. Telephone requests must be confirmed in writing prior to the meeting. Immediately following the “Announcement of Changes” portion of the agenda at the beginning of the meeting, the Commission will consider a request for a postponement that has been previously denied. Appeals filed under Civil Service Commission Rule 111A Position-Based Testing shall be considered on the date it is calendared for hearing except under extraordinary circumstances and upon mutual agreement between the appellant and the Department of Human Resources.

Policy and Procedure on Hearing Items Out of Order

Requests to hear items out of order are to be directed to the Commission President at the beginning of the agenda. The President will rule on each request. Such requests may be granted with mutual agreement among the affected parties.

Procedure for Commission Hearings

All Commission hearings on disputed matters shall conform to the following procedures: The Commission reserves the right to question each party during its presentation and, in its discretion, to modify any time allocations and requirements.

If a matter is severed from the Consent Agenda or the Ratification Agenda, presentation by the opponent will be for a maximum time limit of five (5) minutes and response by the departmental representative for a maximum time limit of five (5) minutes. Requests by the public to sever items from the [Consent Agenda or] Ratification Agenda must be provided with justification for the record.

For items on the Regular Agenda, presentation by the departmental representative for a maximum time of five (5) minutes and response by the opponent for a maximum time limit of five (5) minutes.

For items on the Separations Agenda, presentation by the department followed by the employee or employee’s
representative shall be for a maximum time limit of ten (10) minutes for each party unless extended by the Commission.

Each presentation shall conform to the following:

Opening summary of case (brief overview);

Discussion of evidence;

Corroborating witnesses, if necessary; and

Closing remarks.

The Commission may allocate five (5) minutes for each side to rebut evidence presented by the other side.

Policy on Audio Recording of Commission Meetings

As provided in the San Francisco Sunshine Ordinance, all Commission meetings are audio recorded in digital form. These audio recordings of open sessions are available starting on the day after the Commission meeting on the Civil Service Commission website at www.sfgov.org/civil_service/.

Speaking before the Civil Service Commission

Speaker cards are not required. The Commission will take public comment on all items appearing on the agenda at the time the item is heard. The Commission will take public comment on matters not on the Agenda, but within the jurisdiction of the Commission during the “Requests to Speak” portion of the regular meeting. Maximum time will be three (3) minutes. A subsequent comment after the three (3) minute period is limited to one (1) minute. The timer shall be in operation during public comment. Upon any specific request by a Commissioner, time may be extended.

Policy on use of Cell Phones, Pagers and Similar Sound-Producing Electronic Devices at and During Public Meetings

The ringing 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.

Information on Disability Access

The Civil Service Commission normally meets in Room 400 (Fourth Floor) City Hall, 1 Dr. Carlton B. Goodlett Place. However, meetings not held in this room are conducted in the Civic Center area. City Hall is wheelchair accessible. The closest accessible BART station is the Civic Center, located 2 ½ blocks from City Hall. Accessible MUNI lines serving City Hall are 47 Van Ness Avenue, 9 San Bruno and 71 Haight/Noriega, as well as the METRO stations at Van Ness and Market and at Civic Center. For more information about MUNI accessible services, call (415) 923-6142. Accessible curbside parking has been designated at points in the vicinity of City Hall adjacent to Grove Street and Van Ness Avenue.

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 the Commission office to make arrangements for the accommodation. Late requests will be honored, if possible.

Individuals with severe allergies, environmental illness, multiple chemical sensitivity or related disabilities should call our ADA coordinator at (415) 252-3254 or (415) 252-3247 to discuss meeting accessibility. In order to assist the City’s efforts to accommodate such people, attendees at public meetings are reminded that other attendees may be sensitive to various chemical based products. Please help the City to accommodate these individuals.

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, or to obtain a free copy of the Sunshine Ordinance, contact Victor Young, Administrator of the Sunshine Ordinance Task Force, 1 Dr. Carlton B. Goodlett Place, Room 244, San Francisco, CA 94102-4689 at (415) 554-7724, by fax: (415) 554-7854, by e-mail: sotf@sfgov.org, or on the City’s website at www.sfgov.org/bdsupvrs/sunshine.

San Francisco Lobbyist Ordinance

Individuals and entities that influence or attempt to influence local legislative or administrative action may be required by the San Francisco Lobbyist Ordinance (San Francisco Campaign and Governmental Conduct Code Section 2.100) to
register and report lobbying activity. For more information about the Lobbyist Ordinance, please contact the San Francisco Ethics Commission at 25 Van Ness Ave., Suite 220, San Francisco, CA 94102, telephone (415) 252-3100,
fax (415) 252-3112 and web site http://www.sfgov.org/ethics/.

City and County of San Francisco

Civil Service Commission

Agenda for Regular Meeting

January 4, 2016

3:00 p.m.

ITEM NO.

(1)	CALL TO ORDER AND ROLL CALL

	President Douglas S. Chan
	Vice President Gina M. Roccanova
	Commissioner Kate Favetti
	Commissioner Scott R. Heldfond

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

(3)	APPROVAL OF MINUTES - Action Item

	Regular Meeting of December 21, 2015

	Recommendation:	Adopt the minutes.

(4)	ANNOUNCEMENTS

	Announcement of changes to the agenda.

	Other announcements.

(5)	HUMAN RESOURCES DIRECTOR’S REPORT

(6)	EXECUTIVE OFFICER’S REPORT

	Fiscal Years 2016-17 and 2017-18 Mayor’s Budget Instructions and Department Budget Preparation Schedule. (File No. 0433-15-1) – Action Item

	December 21, 2015:	Direct Commission staff to prepare Fiscal Years 2016-17 and 2017-18 Budget Request to maintain adequate staffing levels to meet current service needs; continue to negotiate amounts; present Budget Request at the Commission meeting of January 4, 2016; incorporate changes made by the Commission up to the Budget Request submission deadline; and approve to submit the Fiscal Years 2016-17 and 2017-18 Budget Request to the Controller and the Office of the Mayor by February 22, 2016.

	Recommendation:	Direct 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 to continue its Charter mandated functions; finalize the Fiscal Years 2016-18 Budget Request; incorporate changes made by the Commission and submit the Fiscal Years 2016-18 Budget Request to the Controller and the Mayor by February 22, 2016.

RATIFICATION AGENDA

All matters on the Ratification Agenda are considered by the Civil Service Commission to be non-contested and will be acted upon by a single vote of the Commission. There will be no separate discussion on these items unless a request is made; in which event, the matter shall be removed from the Ratification Agenda and considered as a separate item. Each individual addressing the Commission will be limited to a maximum time limit of five minutes for all items severed from the Ratification Agenda.

(7)

Review of Request for Approval of Proposed Personal Services Contracts.

(File No. 0441-15-8) – Action Item

PSC#	Department	Amount	Type of Service	Type of Approval	Duration
48959-15/16	City Planning	$300,000	This analysis will support programs in the Mission and other neighborhoods where zoning controls were modified through the Eastern Neighborhoods and other recent re-zonings. In these areas other controls including height, bulk, open space, rear yard, and bedroom mix requirements determine the number of units that can be built on a site. The Planning department is seeking digital modeling, market study, and financial feasibility analysis work to identify opportunities for San Francisco’s local guidelines to encourage greater levels of affordable housing in all residential development projects in these areas.	Regular	12/31/2017

PSC#	Department	Amount	Type of Service	Type of Approval	Duration
41409-15/16	Municipal Transportation Agency	$9,500,000	The San Francisco Municipal Transportation Agency (SFMTA) recently established new standards for conducting public outreach and engagement on its capital projects and programs. The contractor must develop plans that improve the level of engagement and quality of public participation on SFMTA projects with the goal of improving both project delivery and stakeholder satisfaction. The contractor will provide specialized services to engage the public on transportation projects on an as-needed basis. This will include services such as, designing strategies and approaches that enable diverse, culturally competent public participation, arranging public events and meetings, facilitating focus groups, and compiling notes and records for follow-up and documentation.	Regular	1/31/2020
42155-15/16	Public Utilities Commission	$30,000,000	The proposed work consist of designing and building the Warnerville Substation Rehabilitation project entailing replacement of the transformers, circuit breakers, disconnect switches, relays, fencing and grounding. In the Design-Build (DB) method, the Contractor will be responsible for design and construction.	Regular	5/1/2018
45629-15/16	Public Utilities Commission	$229,447	In 2010, San Francisco Public Utilities Commission (SFPUC) launched its Automated Water Meter System by procuring the STAR Fixed Network Automatic Meter Reading System for which SFPUC expended more than $60,000,000 and which SFPUC intends to retain through at least 2015. A critical component of the STAR software and the 6 Tb data that it collects. Since 2010, both the software and the date collected by it have been housed on SFPUC servers and storage. For financial and practical reasons, it is in the interest of the SFPUC to move from hosting the STAR software and date on its own servers to those of Aclara by utilizing Aclara’s Software as a Service Services (“SaaS Services”), aka cloud-based/hosted solution). Those reasons include 23% cost savings over ten years; free software upgrades; 99% system uptime, and ability to more easily comply with disaster recovery requirements. In order to migrate the STAR software and the date it collects from SFPUC’s servers to those of Aclara’s cloud-based/hosted solution, Aclara must first perform certain technical services which will be completed over five phases over a period of less than 12 months, including, discovery and requirements gathering; infrastructure deployment and test preparation; testing and, finally, cutover from the existing system to the new one. (See attached statement of work for complete details). Although this will be a new, ten year contract with a not-to-exceed amount of $1,940,374, only $229,447 of the contract amount relates to actual professional services for which Civil Service Commission review is being requested. The remaining $1,710, 927 portion of the contract pertains to the cost of storing SFPUC’s STAR software and data on Aclara’s cloud servers (instead of those of SFPUC as is the case now) for which SFPUC will be charged an annual fee.	Regular	12/31/2016
44722-15/16	Municipal Transportation Agency	$1,000,000	The contractor(s) will provide the necessary foreign language translation and interpretation services, American Sign Language (ASL) Interpreters, oral interpretation, relay interpretation, and deaf/blind (tactile) interpretation services for the San Francisco Municipal Transportation Agency (SFMTA). The contractor(s) shall also provide court reporting services and furnish the appropriate equipment for meetings that require verbatim note taking. These services are required in order to meet the requirements of and comply with San Francisco’s Language Access Ordinance and the Title VI requirements of the Federal Transit Administration (FTA). The SFMTA is also expanding its efforts so as to be able to communicate with the city’s diverse population.	Regular	12/21/2018

PSC#	Department	Amount	Type of Service	Type of Approval	Duration
41837-14/15	Public Health	$5,500,000	Contractor will provide fiscal intermediary services for the Black Infant Health program, an evidence-based intervention program designed to improve African American infant and maternal health. The contractor will assist the program with fiscal administration and reporting. Program services include prenatal and postpartum courses, classes on parenting, infant and maternal health and stress reduction, referrals to community resources for education, health care, mental health care, childcare, and housing, and community outreach to African American women of child-bearing age. The target population includes African American infants, pregnant women and lactating and new mothers.	Regular	6/30/2020
44383-15/16	Public Health	$5,000,000	The contractors will pick up and dispose of pharmaceutical and medical waste generated by Department of Public Health facilities (hospitals, clinics, satellite locations)	Regular	6/30/2020
46840-13/14	Airport Commission	Current Approved Amount $1,500,000 Increase Amount Requested $7,000,000 New Total Amount Requested $8,500,000	As-needed environmental consulting services are required for verification of compliance with environmental laws, regulations, and standards. The as-needed consulting services will assist the Airport to maintain compliance with environmental regulations in support of operations and maintenance functions and Capital Improvement Program (CIP) projects. Services will include: site investigation for contaminant characterization, planning and design of asbestos/lead abatement and demolition of Airport buildings, construction management and technical oversight of environmental remediation, air quality control permitting and monitoring services, and environmental database support services.	Modification	12/31/2021
33469-14/15	Department of Human Resources	Current Approved Amount $250,000 Increase Amount Requested $271,000 New Total Amount Requested $521,000	The City is seeking approval to enter into a contract with Year Up, a national nonprofit organization that provides urban young adults with the skills, experience, and support necessary to build professional careers in Information Technology (IT). The Year Up model includes an education component followed by a paid work internship for its participants. The City intends to offer the paid internships at the Department of Public Health (DPH) as a program pilot.	Modification	7/31/2016
4124-11/12	Department of Human Resources	Current Approved Amount $1,874,999 Increase Amount Requested $950,000 New Total Amount Requested $2,824,999	Contractor will provide services for software upgrades, ongoing software maintenance and support services and software hosting of the Workers’ Compensation Division’s (WCD) claims management web-based platform.	Modification	8/30/2017

PSC#

Department

Amount

Type of Service

Type of Approval

Duration

2006-08/09

Human Services – DSS

Current Approved Amount

$25,415,000

Increase Amount Requested

$1,016,600

New Total Amount Requested

$26,431,600

Services in support of the Agency include the following legal services such as process service, arbitration, Fair Hearing Officer services, and other specialized legal services not provided by the City Attorney, courier service, fiscal intermediary, credit checks, equipment maintenance and repairs, property management services, on- demand and supplemental translation and interpretation services, media and communications services including outreach to targeted populations served by the Agency, grant writing, program planning and evaluation, technical writing, environmental and industrial assessment services including ergonomics, mediation and dispute resolutions services, substance abuse compliance monitoring testing and paternity testing, criminal background checks, security services, population surveys, management information services, time study information system, business process mapping, one time document imaging conversion projects for archiving and transition to paperless system technology solutions for agency operations, off hours transportation services and specialized transportation including health and safety transportation and shuttle service.

Modification

Continuous

Recommendation:

Adopt the report. Approve the request for proposed Personal Services Contracts; Notify the Office of the Controller and the Office of Contract Administration.

	REGULAR AGENDA

	Copies of all staff reports and materials being considered by the Civil Service Commission are available for public view 72 hours prior to the Civil Service Commission meeting and are located in the Civil Service Commission office at 25 Van Ness Avenue, Suite 720, San Francisco, CA 94102.

(8)		Report on Continuous Testing Pilot Rules 211 and 311. (File No. 0442-15-1) – Action Item

		Recommendation:	Adopt the report.

CLOSED SESSION AGENDA

(9)	Public comment on all matters pertaining to Items #11, 13 and 15 (which involve one closed session matter).

(10)	Public comment on all matters pertaining to Items #12, 14 and 16 (which involve a second closed session matter).

(11)	Vote on whether to hold Item #13 in Closed Session—Action Item. Basis for Closed Session: Personnel Matter – Evaluation of Employee (Cal. Gov. Code § 54957(b)(1); S.F. Admin. Code § 67.10(b); S.F. Charter § 10.101); Peace Officer Personnel Record Confidentiality (Cal. Penal Code §§ 832.5, 832.7, 832.8)

(12)	Vote on whether to hold Item #14 in Closed Session—Action Item. Basis for Closed Session: Personnel Matter – Public Employment Appointment/Hiring – Positions in City Government (Cal. Gov. Code § 54957(b)(1); S.F. Admin. Code § 67.10(b); S.F. Charter §§ 10.100, 10.101)

(13)		Closed Session – Appeal of the Human Resources Director’s Determination of Insufficient Evidence to Sustain a Peace Officer’s Allegations of Harassment/Hostile Work Environment Due to Race, EEO File No. 1846. (File No. 0326-15-6) – Action Item

		December 21, 2015:	Postponed to the meeting of January 4, 2016.

(14)		Closed Session – Request for Hearing by Former City Employee on the Former Employee’s Future Employment Restrictions with the City and County of San Francisco. (File No. 0308-15-7) – Action Item

		Reconvene in Open Session.

(15)		Vote on whether to elect to disclose any or all discussions held on Item #13 in Closed Session (S.F. Admin. Code § 67.12(a)) – Action Item

		Disclosure of action taken in closed session (Cal. Gov. Code §54957.1(a)(5); S.F. Admin. Code § 67.12(b)(4))

	(16)	Vote on whether to elect to disclose any or all discussions held on Item #14 in Closed Session (S.F. Admin. Code § 67.12(a)) – Action Item

		Disclosure of action taken in closed session (Cal. Gov. Code §54957.1(a)(5); S.F. Admin. Code §67.12(b)(4)).

	SPECIAL ORDER OF BUSINESS – 5:00 p.m.

	(17)	Review of Public Comments from the November 16, 2015 Meeting with Additional Input from Sin Yee Poon, SEIU Local 1021 Representative for Possible Civil Service Commission Action. (File No. 0443-15-1)

		Recommendation:	Accept the Executive Officer’s report and provide further direction.

(18)		COMMISSIONERS’ ANNOUNCEMENTS/REQUESTS

	(19)	ADJOURNMENT

Civil Service Commission - January 4, 2016 - Agenda

A.Commission Office

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