CALL TO ORDER

2:05 p.m.

ROLL CALL

President Douglas S. Chan

Present

Vice President Gina M. Roccanova

Present

Commissioner Kate Favetti

Present

Commissioner Scott R. Heldfond

present

President Douglas S. Chan 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)

None.

APPROVAL OF MINUTES (Item No. 3)

Regular Meeting of November 16, 2015

Action:

Continued to the meeting of December 21, 2015.   (Vote of 4 to 0)

ANNOUNCEMENTS (Item No. 4)

Item #11, SEIU Local 1021 has withdrawn their appeal of the Personal Services Contract #4160-09/10 with the Department of Public Health.

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

Micki Callahan announced that the EEO Division communicated with the Executive Officer last week, of what they consider a long standing practice, to redact the names of individuals in the public viewing binder involved in an EEO appeal, where there are a lot of allegations which are not substantiated.  Especially when we feel by not doing so may invade the privacy of individuals which may affect them in ways that are not related to the case.  The appellant and the commissioners will have all the names but the public viewing binder will be keyed.  Commissioner Roccanova requested that some written guidelines be developed regarding the practice and that the Commission take a look at internal procedures as well. DHR will be working with the Executive Officer with input from the City Attorney’s Office.  President Chan suggested the Police Officer’s Bill of Rights may provide helpful tips.

EXECUTIVE OFFICER’S REPORT (Item No. 6)

The Mayor’s Office has given budget instructions requesting a 1.5% reduction for the next two (2) fiscal years.  This represents $12,487 the first year and $24,925 the second year.  Assistant Executive Officer and the Executive Officer will be working on preparing the appropriate budget documents.

Jennifer Bushman who has served as our Appeals Coordinator has taken a promotional opportunity with the Public Utilities Commission and will be missed, but we congratulate her on her new appointment.

Yesterday, the Department of Human Resources provided information which may affect our sick leave rules.  The recent State Kin Care Act which takes effect on January 1, 2016 allows individuals to take 6.5 days of sick leave without providing a physician notification.  This is contrary to our Rules which require an individual to complete a Request for Leave of Absence Form after five (5) consecutive days of absence.  It will also affect individuals on sick leave restriction beginning January 1, 2016.  The Executive Officer will be reviewing our Rules to make appropriate recommendations.

The “meet and greet” meetings conducted by the Executive Officer with five (5) large departments, Public Health, Municipal Transportation Agency, Airport, Public Utilities Commission, and Human Services Agency provided was not only an opportunity to reach out and meet department heads and managers, but also a chance to inform them of the flexibility built into our existing Rules.  In addition, it was an opportunity for the Executive Officer to offer himself as resource to assist them in achieving their goals and objectives in the future.   There seemed to be some misconception about the role our Civil Service Commission plays versus the functions found under the Department of Human Resources.  Training opportunities exist and departments will be following up with more specific requests.  Additional meetings are planned with more departments.   One comment received, “I appreciated your presentation yesterday at our Executive Team meeting.  It was helpful to understand the context of your work.  I’m glad you have taken the time to consider developing relationships – that’s really important and not many bother to do it.”

0401-15-8

Review of Request for Approval of Proposed Personal Services Contracts.

(Item No. 7)

PSC#

Department

Amount

Type of Service

Type of Approval

Duration

49414-15/16

General Services - City Admin

$800,000

This is a request to contract for after-hours, weekend and holiday emergency veterinary services on an as-needed basis. Department will pay only for work actually performed. The department is initiating a Request for Proposal (RFP) process for a one-year contract with four possible one-year extensions.

Regular

12/29/2020

40571-15/16

Assessor-Recorder

$1,800,000

The City and County of San Francisco collects more than $1.6 billion annually in business and real property tax revenue to fund critical public services, public schools and other San Francisco agencies. It takes three separate City Departments to assess and collect for business and property taxes. To conduct its core business, the Office of the Assessor-Recorder (ASR) uses a functionally obsolete IT system. The system tracks $180 billion in assessed real and business personal property value and manages ownership and property data on more than 200,000 parcels. The Office of the Treasurer and Tax Collector (TTX) and the Office to the Controller (CON) use a separate mainframe IT system for tax billing, tax collection, revenue certification and auditing. Both legacy systems are at the end of their useful life, are not integrated with other systems, and are not adaptable to meet new business needs and changes in the California Revenue and Taxation Code. The City’s 5-year Information Communication and Technology Plan for FY2016-2020 prioritizes the development and implementation of a new Property Assessment and Tax System(s). The City needs a clear understanding of its business, operational and functional requirements for a replacement system. In addition, the three departments need a roadmap for developing more efficient business processes and implementing a new system.

Regular

11/30/2020

40135-15/16

Municipal Transportation Agency

$200,000

The contractor will perform an economic feasibility analysis for the San Francisco Municipal Transportation Agency (SFMTA) Sustainable Streets Division (SSD), Long-Term Bicycle Parking Program. This study will provide forecasting and comprehensive analysis of details such as supply and demand, personnel planning and operating expenses, pricing and break-even analysis, and a capital and operating funded cash flow schedule associated with secure bicycle parking facilities at high demand transit stations. Demand for long-term bike parking continues to increase, however, the SFMTA is unable to provide sufficient bike parking opportunities to meet that demand.

Regular

12/31/2018

43147-15/16

Municipal Transportation Agency

$1,837,000

The consultant will implement a Digitization, Archiving, and Digital Documents Management System (DDMS) software for the San Francisco Municipal Transportation Agency (SFMTA). This project has four phases: Phase 1) The SFMTA, with contractor assistance, will determine naming conventions, filing protocol and security access levels for system use prior to installation; Phase 2) SFMTA will designate a unit to test DDMS functionality using criteria established in Phase 1; contractor will provide system access and operation training for designated SFMTA management and administrative staff within the test unit; Phase 3) Phases 1 and 2 will be expanded to a division within the SFMTA; Phase 4) Phases 1 and 2 will be expanded to the entire agency, resulting in a centralized electronic library of agency documents and information that can be accessed by existing agency staff as needed. In addition, the contractor will, in accordance with the agency’s document retention program, convert, shred or store the document backlog to the DDMS. The SFMTA estimates there are currently more than eight (8) million documents to be added to the DDMS.

Regular

1/31/2020

0401-15-8

Cont.

PSC#

Department

Amount

Type of Service

Type of Approval

Duration

41074-15/16

Treasurer/Tax Collector

$1,500,000

The proposed work includes hosting and supporting payment application IVR (Interactive Voice Response), Internet, and in person payment applications, as well as ensuring the security and privacy of all transaction-related data. The selected respondent(s) will also ensure 24 hours a day 7 days per week availability to the public through many City and County of San Francisco (CCSF) websites, physical locations, and IVR that will allow payments for property taxes, fees, licenses, reservations, and other goods or services using credit/debit cards or by E-Check. Complex programs and applications that address each department’s specific needs will be developed as part of this project.

Regular

12/31/2020

41559-15/16

Police Department

$170,000

The San Francisco Police Department (SFPD) Crime Laboratory's Forensic Biology Unit analyzes deoxyribonucleic acid (DNA) data generated from hundreds of crimes committed in the City and County of San Francisco per year. When the results of these analyses yield single, clear DNA profiles, interpretation is simple and straightforward. However, given the nature of the evidence the SFPD crime laboratory processes, the results of the DNA analyses frequently indicate that the DNA present is a mixture of more than one individual. To aid in the interpretation of mixed DNA profiles, the SFPD needs to purchase an expert system for complex DNA mixture analyses. The SFPD is seeking a qualified contractor to provide a software package, which includes installation and training, that allows for and standardizes the analyses of complex mixed profiles across analysts within the Forensic Biology Unit and to provide statistical support for the resulting interpretations. Training will include background information on mathematics/statistics on which software relies, equations used for analyses, operation of software, and interpretation of software results. The SFPD anticipates the grant funded contractual package will be fully implemented by December 30, 2017 and will likely purchase minimal additional software maintenance and industry upgrades using funding sources that will be determined in the next budget cycle.

Regular

12/31/2019

46372-15/16

Public Health

$4,607,000

This contract provides a web-based application for Laguna Honda Hospital (LHH), which enables several database-related tools used by both the Department of Public Health (DPH) and Department of Aging and Adult Services (DAAS). For LHH, this enables a streamlined discharge planning and access to community-based services through a housing placement system, a Social Worker progress notes tool, Administrator-On-Duty reports, a Direct Access to Housing client database, a SF Homeless Outreach Team placement tool, and a tool called Community Options and Resource Engagement (CORE) to enable the Department on Adult and Aging Services to pull data from LHH, DPH and Community Living Fund data sets to create an integrated client management data system, as well as local data collection for DAAS to meet State and federal reporting requirements, a single point-of-entry intake system used by Hospital Discharge Planners, LHH Social Workers, Adult Protective Services Social Workers, Office of Aging Meal Providers, Home Health Providers and other community providers, a DAAS Wait List Tool, a Transitional Care Program intake tool, and DAAS Quality Management tools.

Regular

12/31/2019

0401-15-8

Cont.

PSC#

Department

Amount

Type of Service

Type of Approval

Duration

46926-14/15

Airport Commission

Current Approved Amount

$6,000,000

Increase Amount Requested

$120,000,000

New Total Amount Requested

$126,000,000

Project Management Support (PMSS) and Design-Build (D/B) services are requested for the Airport’s Security Infrastructure Program (ASIP) at San Francisco International Airport (SFO). PMSS includes program planning, controls, reporting, scheduling, budgeting, document control and coordination and design management. D/B services include specialty engineering design, architecture, and construction services. The ASIP program will implement over five (5) years and includes replacement of access control system, addition of perimeter intrusion detection system, increase security camera coverage and upgrades to telecommunication fiber duct. This modification adds design-build services for design and construction of the (ASIP), including the access control systems, perimeter security systems, existing camera (CCTV) system upgrades, and airport-wide power/data infrastructure upgrades. The anticipated contract value for design-build services is $120,000,000 of which, $5,840,000 will be for design work and $114,160,000 will be for construction.

Modification

3/31/2021

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. This EIR will analyze proposed land use controls, changes to existing height districts, and area plan policies at the programmatic level. Primary environmental issues are expected to be land use and planning, aesthetics, cultural resources, transportation and circulation, air quality, wind, shadow, and open space/recreation.

Modification

12/31/2016

4070-09/10

General Services Agency - Technology

Current Approved Amount

$41,000,000

Increase Amount Requested

$0

New Total Amount Requested

$41,000,000

As needed, project specific services for a variety of highly specialized Telecommunications and Information Technology (IT) projects. Services will including system design, wireless analysis, business analysis, programming, configuration and training, software design, data and voice network architecture, 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 and telecommunications equipment.

Modification

6/30/2020

2003-08/09

Human Services Agency

Current Approved Amount

$160,000,000

Increase Amount Requested

$6,400,000

New Total Amount Requested

$166,400,000

Multiple contractors provide services listed above to low-income and homeless California Work Opportunity and Responsibility to Kids (CalWorks) families, or families of children involved in the child welfare system through partnerships with other state licensed providers, in-home providers in or outside of San Francisco County.

Modification

Continuous

2004-08/09

Human Services Agency

Current Approved Amount

$230,000,000

Increase Amount Requested

$9,200,000

New Total Amount Requested

$239,200,000

Services under this PSC include but are not limited to the following: supportive housing services including case management, money management, property management including pre-move in housing inspections and survey of conditions, rental subsidies and other support service to help individuals and families living in shelters, single resident occupancy hotels and transitional or permanent housing. Clients include recipients of Social Security Income, Personal Assisted Employment Services, California Wok Opportunity and Responsibility to Kids (CalWorks) and/or low-incomes. Seniors, younger adults with disabilities, and/or low-incomes.

Modification

Continuous

0401-15-8

Cont.

Speakers:

Joan Lubamersky and Virginia Donahue, General Services and Animal Care and Control spoke on PSC #49414-15/16.

Jacquie Hale, Department of Public Health, spoke on PSC #46372-15/16

Bella La, City Planning, spoke on PSC #4024-12/13

Jolie Gines, Department of Technology, spoke on PSC #4070-09/10

John Tsutakawa, Human Services Agency spoke on PSC #2003-08/09

Action:

1) Approved PSC #4024-12/13 with the condition to work with the Executive Officer to amend the form reflecting that the only reason for the modification is to increase duration and the amount of money only and not the scope of work.  (Vote of 4 to 0)

2) Adopted the report.  Approved the request for remaining proposed Personal Services Contracts; Notify the Office of the Controller and the Office of Contract Administration.  (Vote of 4 to 0)

0394-15-1

Municipal Transportation Agency’s Annual Report on Anticipated and Actual Numbers of “Promotive Only” Examinations.  (Item No. 8)

Speakers:

None.

Action:

Accepted the report.  (Vote of 4 to 0)

0395-15-1

Municipal Transportation Agency’s Report on Position Based Testing.  (Item No. 9)

Speakers:

None.

Action:

Accepted the report.  (Vote of 4 to 0)

0353-15-8

Review of Request for Approval of Proposed Personal Services Contract Number 4151-09/10 from the Department of Public Health.  (Item No. 10)

PSC#

Department

Amount

Type of Service

Type of Approval

Duration

4151-09/10

Public Health

Current Approved Amount

$150,074,786

Increase Amount Requested

$117,951,000

New Total Amount Requested

$268,025,786

Contract will provide: mental health outpatient; substance abuse outpatient services; and intensive case management/full-service partnership level-of-care to transitional age youth, adults and older adults. The contract will provide flexible, integrated and seamless services based on the level and type of needs of the client, and responding as clients change over time.

Modification

12/31/2017

November 16, 2015:

Postponed Personal Services Contract Number 4151-09/10 at the request of Department of Public Health and SEIU, Local 1021 to the next meeting of December 7, 2015.

Speakers:

Jacquie Hale and Edwin Batongbacal, Department of Public Health

Emma Gerould and Terran Meadows, SEIU Local 1021

Action:

SEIU 1021 and the Department of Public Health mutually agree to the following:

Conditionally approve PSC #4151-09/10 on the conditions that 1) DPH will continue ongoing engagement with Local 1021 to assess the extent to which this work may be performed by Civil Service classifications and to provide input on the upcoming RFP process; and 2) DPH will report back to the Civil Service Commission on progress in this regard in one year.  (Vote of 4 to 0)

0354-15-8

Review of Request for Approval of Proposed Personal Services Contract Number 4160-09/10 from the Department of Public Health.  (Item No. 11)

PSC#

Department

Amount

Type of Service

Type of Approval

Duration

4160-09/10

Public Health

Current Approved Amount

$32,497,542

Increase Amount Requested

$26,840,000

New Total Amount Requested

$59,337,542

The PEl project will provide prevention and early intervention programs designed to prevent the initial onset or worsening of mental illness among children, youth, their families, transitional age youth, adults and older adults who exhibit varying levels of risk of developing mental illness. The project will assist those at risk and train providers to better identify clients early and refer them to services. Programs include School Based Youth Centered Wellness; Screening, Planning and Supportive Services for Incarcerated Youth; Holistic Wellness Prevention in a Community Setting; Early Childhood Mental Health Consultation; Mental Health Consultation for Providers working with Youth at RISK or Involved with the Juvenile Justice System; Older Adult Behavioral Health Screening and Response; Early Intervention and Recovery for Young People with Early Psychosis; Transition Aged Youth Multi Service Center and Peer Outreach and Training.

Modification

12/31/2017

November 16, 2015:

Postponed Personal Services Contract Number 4160-09/10 at the request of Department of Public Health and SEIU, Local 1021 to the next meeting of December 7, 2015.

0354-15-8

Cont.

Speakers:

None.

Action:

Appeal by SEIU, Local 1021 was withdrawn.  Adopted the report and approved the request for proposed Personal Services Contract Number 4160-09/10; Notify the Office of the Controller and the Office of Contract Administration.  (Vote of 4 to 0)

0246-15-6

Appeal by Maria Perez Pacheco of the Human Resources Director’s Determination that there was Insufficient Evidence to Sustain her Allegations of Sexual Harassment and Retaliation.  EEO File No. 1841.  (Item No. 12)

Speakers:

Gina Altomare, Department of Human Resources

Anthony Isola and Maria Pacheco with Spanish speaking translator Maritza Suarez

Action:

Upheld the Human Resources Director’s decision and deny Maria Perez Pacheco’s appeal.  (Vote of 4 to 0)

CLOSED SESSION AGENDA

Public Comment on all matters pertaining to Item #14.  (Item No. 13)

None.

0402-15-1

Vote on whether to hold a closed session to consider the Performance Appraisal of the Executive Officer, Michael Brown pursuant to San Francisco Administrative Code Section 67.10 (b) and California Government Code Section 54957 (b) – Public Employee Performance Appraisal, Michael Brown, Executive Officer.

Action:

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

A)

PUBLIC EMPLOYEE PERFORMANCE APPRAISAL – (Discussion and Possible Action Item) California Government Code Section 54957 (b) and San Francisco Administrative Code Section 67.10 (B) – Performance Appraisal of Michael Brown, Executive Officer.

The Closed Session started at 3:38 p.m. in City Hall, Room 400.  The following individuals were present:

Douglas S. Chan, President, CSC

Gina M. Roccanova, Vice President, CSC

Kate Favetti, Commissioner

Scott R. Heldfond, commissioner

Michael Brown, Executive Officer, CSC

The Closed Session ended at 3:50 p.m.

Reconvened in open session at 3:51p.m.

A)

Vote to elect whether to disclose any or all discussions held in closed session (San Francisco Administrative Code Section 67.12 (a) (Action Item)

Action:

The Commission voted not to disclose its discussion on the item.
(Vote of 4 to 0)

COMMISSIONERS’ ANNOUNCEMENTS/REQUESTS (Item No. 16)

Commissioner Roccanova requested an annual report to the Commission on legal updates that may require Civil Service Commission update of rules or other actions under our jurisdiction.

Commissioner Heldfond would like a way to fix the continuous contract issue on the form to identify PSC’s when the contracts have been modified since it was first issued for example in 1969.

Commissioner Chan requested that with the advancement of technology, we should take a look at Rule 111.14, especially to determine the custody and security responsibility of data contained on an external drive now that it is being used by applicants during examinations when the applicants don’t have the ability to print their response.

The Executive Officer announced that the Civil Service Commission Holiday Luncheon is scheduled for December 14, 2015 at the Hayes Street Bar and Grill.

ADJOURNMENT (Item No. 17)

4:02 p.m.