Civil Service Commission - January 22, 2018 - Minutes
MINUTES
Regular Meeting
January 22, 2018
2:00 p.m.
ROOM 400, CITY HALL
1 Dr. Carlton B. Goodlett Place
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CALL TO ORDER |
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2:03 p.m. |
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ROLL CALL |
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President Kate Favetti |
Present |
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Vice President F. X. Crowley |
Present |
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Commissioner Douglas S. Chan |
Present |
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Commissioner Scott R. Heldfond |
Present (Commissioner Heldfond left at 4:17 p.m. and returned at 4:18 p.m.) |
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President Kate Favetti presided. |
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REQUEST TO SPEAK ON ANY MATTER WITHIN THE JURISDICTION OF THE CIVIL SERVICE COMMISSION BUT NOT APPEARING ON TODAY’S AGENDA (Item No. 2) |
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None. |
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APPROVAL OF MINUTES (Item No. 3) |
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Regular Meeting of December 18, 2017. |
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Action: |
Adopted the minutes. (Vote of 4 to 0) |
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ANNOUNCEMENTS (Item No. 4) |
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Executive Officer, Michael Brown announced that Personal Services Contract Number 43327-17/18 has been withdrawn at the request of the Municipal Transportation Agency. |
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HUMAN RESOURCES DIRECTOR’S REPORT (Item No. 5) |
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Human Resources Director, Micki Callahan stated there were some questions that came up regarding a newspaper article having to do with the allegation that certain EMT (Emergency Medical Technician) and Paramedics lacked appropriate licensure in order to conduct their jobs. In the last two years, there has been a shortage in these positions. As a result, the Department of Human Resources (DHR) has adopted a new classification, H8 EMT Paramedic, for as-needed appointments. In this case, when DHR hired employees from an as-needed to a full-time appointment, their previous employer informed the licensing agency they were no longer working. This was a clerical error having to do with people advancing from as-needed to full-time position. |
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0391-17-1 |
EXECUTIVE OFFICER’S REPORT |
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Department’s Fiscal Years 2018-2019 and 2019-2020 Budget Preparation Schedule. |
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December 18, 2017: |
Directed Commission staff to prepare Fiscal Years 2018-19 and 2019-20 Budget Request to maintain adequate staffing levels to meet current service needs; continued to negotiate amounts; present Budget Request at the Commission meeting of January 22, 2018; incorporated changes made by the Commission up to the Budget Request submission deadline; and approved to submit the Fiscal Years 2018-19 and 2019-20 Budget Request to the Controller and the Office of the Mayor by February 21, 2018. (Vote of 5 to 0) |
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Speakers: |
Sandra Eng, Civil Service Commission |
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Action: |
Directed 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 2018-20 Budget Request; incorporate changes made by the Commission and submit the Fiscal Years 2018-20 Budget Request to the Controller and the Mayor by February 21, 2018. (Vote of 4 to 0) |
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0382-17-8 |
Review of Request for Approval of Proposed Personal Services Contracts. (Item No. 7) |
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PSC# |
Department |
Amount |
Type of Service |
Type of Approval |
Duration |
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47331-17/18 |
Assessor/Recorder |
$20,000,000 |
The project is a multi-phase, joint endeavor between the Office of the Assessor-Recorder (ASR), the Treasurer & Tax Collector (TTX), and Office of the Controller (CON) to secure and modernize the City’s property tax functions by replacing legacy systems that enable the assessment and collection of approximately $2.5 billion in annual property tax revenues. The departments currently maintain two separate legacy IT systems to perform these functions. The ASR plans to procure the following professional service(s):
The replacement of the City’s property assessment & tax system is one of the three major IT projects identified by the Information & Communication Technology (ICT) Plan for FY18-22. Anticipated Outcomes are:
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Regular |
12/25/2022 |
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PSC# |
Department |
Amount |
Type of Service |
Type of Approval |
Duration |
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44352-17/18 |
General Services Agency – City Administration |
$600,000 |
Vendor will provide a 21-seat shuttle bus, clean and in good condition, and an appropriately licensed driver, to shuttle City employees from 1650/1660 Mission Street to Mission street and 8th Street and Market Street (BART station). Vendor must meet insurance coverages required by the City. There will be three trips in the morning (from 6:25 AM to 8:35 PM) and four trips in the evening (4:15 PM to 6:15 PM). Provision of this shuttle bus service was required at the time the City purchased the buildings in 2007. The San Francisco Planning Commission required the shuttle bus as a traffic mitigation, as a condition of approval. It is memorialized in the escrow instructions for the purchase. |
Regular |
12/15/2022 |
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48083-17/18 |
General Services Agency – City Administration |
$5,000,000 |
A Request for Qualifications (RFQ) will generate a list of firms qualified to perform as-needed relocation management services. These services will include assessment of old and new locations, development of a relocation plan and move strategy, inventory of furniture and equipment, identifying and mitigating potential risks to equipment and other special items, developing a move instruction guide for a department, supervising the move and decommissioning (closing down) facilities from which departments moved. Current plans include moves to new facilities for Animal Care and Control, 49 South Van Ness, and Fleet Management. Additionally, in early 2020, the Department of Public Works, Department of Building Inspection and Department of Health Environmental Services may move. Future moves out of the Hall of Justice are planned in the next few years. The firms will advise on how items should be moved. |
Regular |
11/20/2022 |
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47312-17/18 |
City Planning |
$10,000,000 |
The San Francisco Planning Department has determined the need to develop a new RFQ to select a pool of pre-qualified environmental, transportation, historic resources, and archeology review consultants to use on an as-needed basis. Projects developed will include the following, but are not limited to: environmental review of transportation impact studies, historic resource & archeology review. In addition, private development proposals will be required to use this as-needed pool to conduct independent environmental analysis, maintain better quality control, and follow the model used in most other jurisdictions. Inclusion in the pre-qualified pool are as follows: 1) enter into an independent contract with a private developer for environmental or transportation impact studies, Planning Railyard Alternatives, I-280 EIR, historic resource & archeology review which must be reviewed & finalized by Department staff or 2) enter into contracts with the City. |
Regular |
1/3/2021 |
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47383-17/18 |
Human Services |
$271,343 |
The contractor will develop a cohesive brand and external communications plan for the Department of Human Service to better identify the three distinct divisions (DAAS, HSA, and OECE) and the services each offers. In order to better engage stakeholders, shape public perception, and to provide quality human services, the contractor will provide the following service: - Facilitate interviews and focus groups |
Regular |
4/30/2019 |
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43327-17/18
Withdrawn at the request of MTA |
Municipal Transportation Agency |
$9,500,000 |
The contractor will provide as-needed technical assistance for Advanced Train Control System (ATCS) function, maintenance, testing, system performance, reliability, and safety certification. These as-needed consulting services are required to confirm that the ATCS is configured properly, has not been compromised or subjected to degradation, and is certified for revenue service. |
Regular |
12/31/2022 |
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PSC# |
Department |
Amount |
Type of Service |
Type of Approval |
Duration |
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42827-17/18 |
Mayor |
$1,000,000 |
The qualified firm will provide strategic planning and community engagement services, including survey and other data collection tool development, communications and outreach strategy development and execution, data, policy and research analysis, and report writing and compilation. |
Regular |
9/30/2022 |
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41347-17/18 |
Municipal Transportation Agency |
$9,900,000 |
The SFMTA (Agency) requires a knowledgeable, skilled and experienced consultant to train SFMTA employees in customer service, conflict de-escalation, and managing implicit bias. The consultant will also coach designated SFMTA staff in providing instruction and disseminating information in these subjects to future Agency employees. |
Regular |
6/30/2024 |
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46598-17/18 |
Treasurer/Tax Collector |
$20,000,000 |
The Offices of The Treasurer & Tax Collector (TTX) and the Controller's Office (CON) are seeking a vendor to provide design, development/configuration, installation, and implementation services to replace their legacy Property Tax Systems with a modern software solution. This is a multi-year project that that has been planned alongside and will be implemented in parallel with the Office of the Assessor-Recorder (ASR) project to replace their legacy property assessment system. Upon completion of implementation, training and knowledge transfer will be provided to City staff who will provide support services for the system. |
Regular |
6/30/2022 |
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49013-16/17 |
Department of Public Health |
Current Approved Amount $150,000 Increase Amount Requested $650,000 New Total Amount Requested $800,000 |
To perform annual physical inventory counts of pharmaceuticals in all pharmacy areas (inpatient pharmacy, satellite pharmacies, outpatient pharmacy, pharmacy warehouse and storeroom) of the Zuckerburg San Francisco General Hospital (ZSFGH). This includes physical counts of pharmaceuticals and generation of detailed price reports by specific pharmaceutical item and location.
Scope of Change: To modify the current PSC to include access to a web based application which is an automated, web-based kit checking technology will allow the Pharmacy Department at Zuckerberg San Francisco General Hospital to safely and effectively manage kit/tray (“kits”) inventory. Kits provided by the department currently include: adult, pediatric, and neonatal crash cart trays, anesthesia/OR trays, anesthesia/OB trays, and intubation kits. These kits allow providers to have ready access to critical, life-saving medications when a patient is in cardiac arrest, undergoing a procedure in the operating room, or needing intubation to protect their airway in a variety of circumstances. Accuracy in filling these kits is essential, as the providers are treating the most emergent patient populations at these times and a medication error would most likely be fatal. |
Modification |
12/31/2022 |
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PSC# |
Department |
Amount |
Type of Service |
Type of Approval |
Duration |
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4033-11/12 |
Municipal Transportation Agency |
Current Approved Amount $2,425,000 Increase Amount Requested $705,000 New Total Amount Requested $3,130,000 |
Provide separate professional parking garage operational services for 13 parking facilities organized into three groups as follows: Group A – 6 Facilities (Civic Center, Lombard, Mission Bartlett, Performing Arts, and 16th & Hoff garages, and 7th & Harrison lot); Group B – 2 Facilities (Golden Gateway and St. Mary’s Square garages); Group C – 5 Facilities (SF General Hospital, Moscone Center, North Beach, Vallejo St., and Polk Bush garages). Services include: providing qualified and experienced parking personnel for cashiering, janitorial and security. The Operator shall provide oversight of all aspects of administrative functions including, but not limited to, collection, reconciliation and deposit of all parking and non-parking revenue; repair and maintenance of facilities and revenue control equipment; compliance with insurance and bond requirements; providing valet or valet-assist parking services during special events. The term is for six (6) years, thereafter on a month-to-month basis, not to exceed 36 months. The amount of $1,770,000 represents the compensation paid to the parking firms for providing professional operational services at the 13 garages. The $1,770,000 amount breaks down to approximately $590,000 ($72,000 per year, with a 5% increase starting in year four) for each of the three groups. Operating expenses, including parking taxes, are funded through gross parking revenue collected, but is not part of the compensation paid to the parking firm.
Scope Change: The modified PSC amount of $2,425,000 represents the compensation paid to the parking firms for providing professional operational services as the 13 approved facilities, plus compensation for the additional 3 facilities. |
Modification |
7/31/2019 |
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4088-11/12 |
Municipal Transportation Agency |
Current Approved Amount $34,000,000 Increase Amount Requested $5,967,320 New Total Amount Requested $39,967,320 |
The San Francisco Municipal Transportation Agency (SFMTA) is self-insured for Workers' Compensation (Workers' Comp) and existing claims are currently adjusted by a third party administrator (TPA). The contractor will provide claims adjusting and consulting services for existing and new claims for Workers' Comp benefits filed by SFMTA employees. Services include: claims review and compensability determination; payment of statutory benefits, medical providers and ancillary claims services; vendor management for bill review; investigative services; coordination of claims defense with the City Attorney; management of benefit delivery system; and data collection and management. |
Modification |
10/312022 |
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35183-17/18 |
Municipal Transportation Agency |
Current Approved Amount $98,000 Increase Amount Requested $152,000 New Total Amount Requested $250,000 |
The contractor will plan, coordinate, and conduct trainings and classes for two-week-long programs in San Francisco Unified School District (SFUSD) middle and high school grade levels. The contractor must also provide a bicycle fleet for use by the students in the classes. This service is being provided, in part, to address and accomplish goals set forth in “Chapter4: Education” of the San Francisco Bicycle Plan in offering bicycle education for children, youth, and adults. |
Modification |
12/31/2020 |
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4027-13/14 |
Department of Public Health |
Current Approved Amount $4,000,000 Increase Amount Requested $2,000,000 New Total Amount Requested $6,000,000 |
Contractor(s) will provide as-needed primary care physician services to persons living in San Francisco, including preventive, diagnostic, and related emergency care. Services will be provided at Department of Public Health sites and primary care community clinics.
Scope Change: It is the intent of the Department to expand the current services to include as needed support of the Emergency Medical Services Disaster Medicine Fellowship and to support as needed services as a result of the implementation of the Electronic Health Record (EHR) system. |
Modification |
6/30/2026 |
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PSC# |
Department |
Amount |
Type of Service |
Type of Approval |
Duration |
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4129-11/12 |
Department of Public Health |
Current Approved Amount $801,600 Increase Amount Requested $50,000 New Total Amount Requested $851,600 |
The proposed work has three components. First, the Contractor will provide on-going 24/7/365 access for the application, and maintenance services for the comprehensive web-based database application, the Shared Youth Database, which is a customized database that creates matched records for children adolescent clients served by the Department of Public Health, San Francisco Human Services Agency, San Francisco Juvenile Probation Department and San Francisco Unified School District. This data base is used to identify opportunities for early intervention, care planning, practice improvement, and research. Second, the Contractor will complete building a data dashboard and associated reports using data obtained from Avatar, the behavioral health electronic health record. Third, the Contractor will build Clinical Reports, specifically ANSA (Adult Mental Health Outcome measure) reports that mirror those they previously built for CANS (Child/Youth outcome measure). The Data Dashboard and Clinical Reports components will involve the development of the reports, followed by training DPH IT staff to create similar new reports or modify existing reports using Crystal Reports. The training component is critical in that these reports require more complex programming than is typically done within Avatar and we are committed to building internal capacity to produce and maintain reports with the Avatar environment. |
Modification |
6/30/2020 |
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2000-07/08 |
Department of Public Health |
Current Approved Amount $12,500,000 Increase Amount Requested $12,000,000 New Total Amount Requested $24,500,000 |
Contractor(s) will provide fiscal and programmatic services for a variety of intermittent and as-needed community health, planning, support and service projects. Areas of service will include the promotion and support of childhood immunization projects, environmental health, asthma prevention, lead exposure prevention, diabetes prevention, smoking cessation, dental health programs, primary care promotion, and specialized health related training and research projects. Contractor(s) will also assist individuals and small organizations with the needed organizational and financial management skills essential to the effective delivery of these projects. The proposed PSC amount includes the value of the community planning, support and service projects, which may be funded through grants, work orders, or (limited) general funds. |
Modification |
Continuous |
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35555-16/17 |
Economic and Workforce Development |
Current Approved Amount $100,000 Increase Amount Requested $140,000 New Total Amount Requested $240,000 |
The Office of Economic and Workforce Development (OEWD) directs the City's Nonprofit Sustainability Initiative, which includes funding to plan and evaluate long-term partnerships such as program expansions or shared administrative staff. This Contractor will design a minimum of two workshops for nonprofit leaders to foster awareness of strategic restructuring options and will guide at least 20 nonprofits in strategic restructuring readiness assessments. The Contractor will additionally provide one-on-one consultation to nonprofits regarding strategic restructuring and will provide guidance and facilitation services to 10-15 nonprofits to begin exploration of new partnership structures. |
Modification |
12/31/2018 |
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Speakers: |
Rachel Cukierman from the Assessor-Recorder and Nihila Pai from the Treasurer & Tax Collector spoke on PSC #47331-17/18. |
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Joan Lubamersky from General Services Agency and John Updike from Real Estate spoke on PSC #44352-17/18. |
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Rob Malone & Rod Goree from the Municipal Transportation Agency spoke on PSC #4033-11/12. |
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Jacquie Hale from the Department of Public Health spoke on PSC #2000-07/08. |
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Cont. 0382-17-8 |
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Action: |
(Vote of 4 to 0) |
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0009-18-4 |
Appeal by Kerry Mann of the Department of Human Resources’ Decision to Deny her Protest of the H-22 Fire Lieutenant Performance Examination Administered on November 30, 2017. (Item No. 8) |
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Speakers: |
Jill Obrochta, Department of Human Resources |
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Kerry Mann, Appellant |
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Public Comment: |
Teresa Rutherford, SEIU Local 1021 stated it was unfair that the H-22 Fire Lieutenant Examination was held every (4) four years and not more often. |
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Action: |
Denied the appeal and adopted the report of the Department of Human Resources. (Vote of 4 to 0) |
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0124-17-1 |
Proposed Amendments to the Civil Service Commission’s Policy and Procedures on Exempt Appointments. (Item No. 9) |
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May 1, 2017: |
Postponed to the next Commission meeting of May 15, 2017 to allow the Executive Officer and DHR more time to discuss. |
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May 15, 2017: |
Postpone by mutual agreement between the Civil Service Commission and the Department of Human Resources to the meeting of June 5, 2017. |
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June 5, 2017: |
Adopted the Executive Officer’s report; directed the Executive Officer to post the proposed revisions to the Commission’s policy; and meet and discuss the proposed revisions with any interested stakeholders. |
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August 7, 2017: |
Continued to a future meeting to allow the Executive Officer and Deputy City Attorney more time to word smith the proposed amendments to the Civil Service Commission Policy and Procedures on Exempt Policy. |
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Speakers: |
Michael Brown, Executive Officer |
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Action: |
Accepted the amended language; directed the Executive Officer to post the proposed revisions to the Commission’s policy; and meet and discuss the proposed revisions with any interested stakeholders. (Vote of 4 to 0) |
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0389-17-1 |
Discussion on De-Identification in the Civil Service Hiring Process. (Item No. 10) |
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December 18, 2017: |
The Department of Human Resources has requested this item be postponed to the meeting of January 22, 2018. Commissioner Roccanova wanted to provide comments; therefore the matter was opened for discussion and comments. The item will be continued on January 22, 2018 as scheduled. |
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Speakers: |
John Kraus, Department of Human Resources |
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Jennifer Landgren, Department of Human Resources |
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Ted Yamasaki, Department of Human Resources |
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Anna Biasbas, Department of Human Resources |
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Vicki Carson, Department of Human Resources |
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Michael Brown, Civil Service Commission, Executive Officer |
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Public Comment: |
Lucia Granger believes that using outside panelist for face to face interviews would help to reduce implicit bias.
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Sunny Solis states democracy “fairness” dies in darkness. She believes transparency is a way to combat hiring managers. De-identification did not work in Australia for women. A way to combat discrimination is during the interview process not prior to that.
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Ana Quintanilla feels that there are a lot of issues with the current hiring process and believes de-identification will cause even more problems. DHR needs to be transparent with every step of the process otherwise de-identification will not work.
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Audrey Leong, SEIU Local 1021 Shop Steward, opposes de-identification in hiring and believes this is unfair. The civil service system should have public transparency. De-identification will give hiring managers opportunity to bully employees and hire their friends.
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Ellen Zhou, a Psychiatric Social Worker with the Department of Public Health, Union Shop Steward and Bargaining Team member with SEIU Local 1021 opposes de-identification and believes that we need transparency.
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Brenda Barros, a thirty-seven year employee at San Francisco General Hospital states there is a lot of discrimination that goes on in hiring. She is in support of de-identification, however, is aware of City departments having problems. A cultural change is necessary and department heads need to be clear on what is acceptable and not to avoid discriminatory in the hiring process.
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Alicia Leon, SEIU Local 1021 states I see on one side it’s positive, however as for the other side I have some questions. What percentage of employers is looking at the eligible list? One of the reports compares Whites against African Americans. I want to know what the percentage is for other minorities.
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Oumar Fall, Field Representative of SEIU Local 102,1 states he is in support of de-identification however questions if it eliminates discrimination. Face to face is not going away. He has been a victim of this process in France. The City needs to address the [lack] of diversity throughout the City. The main issue is that it is your responsibility to look at what the demographic is. Minorities and Blacks are going down.
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Theresa Rutherford, SEIU Local 1021, appreciates the City is trying to address the issue of implicit bias. Implicit bias is extremely pervasive. It is damaging to our society and community. While this is the beginning, we need to look at the entire process.
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John Chiarienza, Business Agency Local 38 Plumber, states my main problem is with the transparency. It seems fair that one could see where you are on the eligible list and know if you were going to get an interview or not. By hiding the ball my members feel like the ball is going to be hidden from them. If there is not a list and you cannot see where you scored.
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Richard Frattarelli, Assistant HR Director for the San Francisco Airport states he is in support of de-identification as a concept presented by DHR. We have done some analysis of our processes and have done a trial study on the de-identification and we are still looking at the analysis in terms of where it might have made an impact. It is a tool that we can and should use but it will not fix the whole problem.
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Ron Weigelt, Human Resources Director of Department of Public Health (DPH), states at DPH, we require hiring managers to go through the process prior to the interviewing. We use an implicit bias video which they watch. In that video there is an example of the Boston Symphony Orchestra. They conducted a new technique where they blind hire. De-identification helps us with our implicit bias work. I think this is a step in the right direction.
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Dellfinia Hardy states this is a good tool but questions how will this be implemented for clinics like the Jail Help Services. How will the checks and balances be made to ensure managers do not practice nepotism and favoritism? She asks how de-identification is going to help increase diversity in the hiring processes.
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David Valdeolivar believes this is a serious component in 2018. The racism, nepotism, and favoritism are happening, particularly at the Human Services Agency, Department of Public Health and San Francisco Airport. It is a challenging time on our society and in the City and County of San Francisco. It is important that all of us work together to put the best plan in place. The hiring practice needs to change and we need to find a solution that is going to work for all the parties. The argument to eliminate posting of the eligible list makes no sense.
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Jane Drobot, a permanent civil service worker of twenty-years, questions how one can hire the first person off the list without de-identifying them. I also believe there should be someone who can counter balance this process; someone not in DHR.
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Osha Ashworth, Electrical Workers Local 6 Business Representative, shared similar concerns that have been raised, mainly on transparency and accountability. She is not sure if the studies that are being referenced were conducted in the private or public sector. Another concern is that hiring managers can manipulate the process when a candidate approaches the hiring manager and provides them their ranking.
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Cheryl Thornton, works for a community clinic with DPH. She opposes de-identification and believes you will not be able to fix these problems in the darkness. A lot of time people are fed the test so they can test high on the eligible list.
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Luenna Kim, Director of Human Resources of HSA, believes that having an open discussion on these critical issues are important so that we can have a fair merit-based hiring process. For the past several years, HSA has been making strides to improve the hiring process. Despite our efforts, I know the perception remains around the lack of fairness about hiring at HAS, so I think we need to keep improving. Training is important but you also have to improve the process. De-identification will not solve all of our problems but is a critical and necessary step. HSA supports this effort.
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Mirna Palma, Exams Manager at HSA for almost four years states, I support de-identification. I think by continuing to set filters ahead of screening applications and removal of names, addresses and schools this process will aid in the misconception of nepotism and favoritism.
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Kin Gee Director of Human Resources with Recreation and Park Department thanks Micki Callahan and DHR staff for coordinating the work on the City wide hiring modernization project, as well as de-identification. Rec and Park is supportive of the de-identification initiative. In the past couple of years, Rec & Park has worked on their own equity initiative. To date we have over a hundred of our managers and supervisors trained on implicit bias. We have also become a member of the government alliance of race and equity. |
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Action: |
Discussions to continue during a future scheduled meeting. |
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COMMISSIONERS’ ANNOUNCEMENTS/REQUESTS (Item No. 11) |
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None. |
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ADJOURNMENT (Item No. 12) |
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4:20 p.m. |