Capital Projects

Quarterly Status Report 4th Quarter FY2016: April 1 – June 30, 2016

Prepared for the September 7, 2016 SamTrans Board Meeting

San Mateo County Transit District

San Mateo County Transit District

QUARTERLY CAPITAL PROGRAM STATUS REPORT Status Date: June 30, 2016

TABLE OF CONTENTS

Capital Program – Budget Status Summary ..................................................................... 1

Traffic Light Report ........................................................................................................... 3

Information Technology Projects: 21505 – Replace & Upgrade Servers & Out of Warranty Equipment Project .................. 5

Facilities / Construction Projects: 21111 – Bus Stop Improvement Project ........................................................................... 6

21232 - Bus Lift Overhaul Project ..................................................................................... 6

21503 – Replace Mobile Bus Lifts Project ........................................................................ 7

21237 - San Carlos Transit Center Project ....................................................................... 8

Safety and Security Projects: 21211 – Receptionist Area Security Improvement Project ............................................... 9

21310 - Central Office Access Control Improvements Project ........................................ 10

21411 – Install CCTV to enhance safety at Central & North & South Bases Project ...... 11

DBE Status Report .......................................................................................................... 12

Definition of Terms .......................................................................................................... 13

Performance Status (Traffic Light) Criteria ..................................................................... 15

This page is intentionally left blank.

FY2011 FY2012 FY2013 FY2014 FY2015 FY2016

1. Revenue Vehicles Replacement $603 $1,000 $31,363 $2,092 $48,193 $35,312

2. Revenue Vehicle Support $2,243 $1,117 $949 $1,431 $1,883 $1,421

3. Information Technology $2,326 $13,815 $5,010 $5,659 $1,938 $5,775

4. Development $1,000 $1,424 $1,165 $786 $894 $2,350

5. Facilities/Construction $652 $1,901 $445 $297 $804 $1,190

6. Safety and Security $0 $0 $1,990 $1,000 $1,370 $1,830

7. Contingency $1,800 $250 $250 $250 $250 $250

$8,624 $19,507 $41,172 $11,515 $55,332 $48,128

Total Audited Expenditures by FY (2) $14,480 $11,049 $10,466 $33,113 $32,859 (3) $20,113 (3)

Some of the major projects completed include, but are not limited to the following:

Brewster Depot Improvements Project

Revenue Collection System

South Base Bus Washer ProjectReplacement of ten 2005 El Dorado Cutaway VehiclesFire Alarm System UpgradeSafety and Risk Management Office Remodel Project

Comprehensive Operational Analysis ProjectEmergency Operation Center Relocation Project

Business Optimization ProgramRadio Backbone Upgrade Project

Total Board Approved Budget by FY (1)

SamTrans - Capital Program - Budget Status Summary

Programs

4th Quarter FY2016 - April 1 to June 30, 2016

All Costs in $1,000's

Replacement of 10 Paratransit Cutaway VansReplacement of 14 Paratransit Vans

(3) Expenditures shown for FY2015 and FY2016 have not been audited.

North Base Emergency Generator Upgrades ProjectReplacement of 135 Fixed Route Buses

South Base Generator Replacement Project

Network Maintenance and Technology Refresh ProjectTransit Fleet Vehicle 2010 California Air Resource Board (CARB) Regulation Project

Implementation of Hastus ATP, Minbus & GEO Scheduling and Operation Modules

Technology Refresh Projects

Replacement of 62 - 1998 Gillig BusesReplacement of 19 - 2007 Eldorado Cutaway Vans

Note: (1) The "Total Board Approved Budget by FY" reflects the annual budget approved by the SamTrans Board

(2) "Total Audited Expenditures by FY" reflects total cost expended in the fiscal year; funding source for the expenditures could be from prior fiscal years.

Unspent budget in a fiscal year will be carried forward to subsequent budget years. of Directors for each fiscal year. This authorizes the amount that could be spent on projects.

Page 1

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Page 2

Apr 1, 2016 - Jun 30, 2016 SamTrans Quarterly ReportTRAFFIC LIGHT REPORT

Active Capital Projects

PageQ3 FY16 Q4 FY16 Q3 FY16 Q4 FY16 Q3 FY16 Q4 FY16 Q3 FY16 Q4 FY16

(1) Information Technology Projects:

21505 -5

(2) Facilities / Construction Projects:

21111 - Bus Stop Improvement Project 6

21232 - Bus Lift Overhaul Project 6

21503 - Replace Mobile Bus Lifts Project 7

21237 - San Carlos Transit Center Project 8

(3) Safety and Security Projects:

21211 - Receptionist Area Security Improvement Project 9

10

1121411 - Install CCTV to enhance safety at Central Project

FUNDING

The following projects represent a sub-set of the total Capital Program and have been selected for inclusion into the Quarterly Report due to project value, operational significance, and/or impact on customers.

SCOPE BUDGET

21310 - Central Office Access Control Improvements Project

SCHEDULE

Replace & Upgrade Servers & Out of Warranty Equipment Project

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ly R

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IES

/ CO

NST

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ON

PR

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(Con

tinue

d):

$1,1

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.0%

10/3

0/12

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12A

11/3

0/16

/03

/01/

1718

.8%

$6,2

01,0

00$6

,229

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$6,2

29,9

27$1

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Page 8

(a)

(b)

(c)

(d)

(e)

(f)(g

) = (e

) + (f

)(h

)(i)

= (j

) - (h

)(j)

(k) =

(g) -

(j)

(l) =

(h) /

(j)

(m)

(n)

(o)

Proj

ect

No.

Proj

ect N

ame

Scop

e /

Issu

es /

Key

Act

iviti

esA

ppro

ved

Fund

ing

Orig

inal

Bud

get

App

rove

d C

hang

esC

urre

nt B

udge

tEx

pend

ed +

A

ccru

al T

o D

ate

Estim

ate

to

Com

plet

eEs

timat

e at

C

ompl

etio

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rianc

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ompl

etio

n%

Exp

ende

d of

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t. Ph

ysic

al

% C

ompl

ete

Cur

rent

B

asel

ine

/ C

urre

nt

Star

t

Cur

rent

B

asel

ine

/ C

urre

nt

Fini

sh

Sam

Tran

s - M

ajor

Cap

ital P

roje

ct -

Qua

rter

ly R

epor

t - Q

4 FY

2016

Apr

01,

201

6 to

Jun

30,

201

6

Nex

t Qua

rter

: (1

) Com

plet

e th

e co

nstru

ctio

n ph

ase

and

proj

ect c

lose

-out

.

$1,1

15,0

00$0

$26,

701

$1,1

15,0

00$3

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00$8

15,0

00$1

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7/01

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2A93

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Rec

eptio

nist

Are

a S

ecur

ity

Impr

ovem

ents

P

roje

ct

Scop

e: T

he s

cope

of t

his

proj

ect i

s to

add

sec

urity

ca

mer

as a

nd a

bul

let p

roof

gla

ss e

nclo

sure

to th

e C

entra

l O

ffice

Rec

eptio

nist

are

a on

the

2nd

floor

. The

exi

stin

g w

all

in fr

ont o

f the

rece

ptio

nist

des

k w

ill b

e re

plac

ed b

y on

e ha

ving

ade

quat

e st

ruct

ural

cap

acity

to h

old

the

new

bul

let-

proo

f gla

ss a

nd s

teel

pla

tes.

Add

ition

al s

cope

incl

udes

: (1)

R

eloc

atio

n of

the

Reg

iona

l Tra

nsit

Car

d (R

TC) p

hoto

ID

mac

hine

from

the

wes

t sid

e of

the

elev

ator

s to

the

rece

ptio

nist

are

a; (2

) Con

duct

a C

rime

Pre

vent

ion

Thru

E

nviro

nmen

tal D

esig

n (C

PTE

D) s

tudy

; (3)

Impr

ove

acce

ss

arou

nd re

cept

ioni

st w

orks

pace

; (4)

Impr

ove

ergo

nom

ic o

f w

orks

pace

; and

(5) I

mpr

ove

HV

AC

, pow

er, a

nd c

ompu

ter

netw

ork

func

tions

.

Issu

es:

(1) P

roje

ct s

ched

ule

has

exte

nded

due

to th

e lo

nger

than

ex

pect

ed le

ad ti

mes

for m

ater

ial a

nd s

ecur

ity e

quip

men

t.

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odifi

catio

ns to

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k sp

ace

wer

e ne

eded

to

addr

ess

ergo

nom

ic is

sues

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Key

Act

iviti

es:

Th

is Q

uart

er:

(1) C

ontin

ued

cons

truct

ion

at th

e C

entra

l Offi

ce in

clud

ing

mod

ifica

tions

to th

e w

ork

spac

e to

add

ress

erg

onom

ic

issu

es.

2121

1

SAFE

TY A

ND

SEC

UR

ITY

PRO

JEC

TS:

$1,1

15,0

0097

.6%

Page 9

(a)

(b)

(c)

(d)

(e)

(f)(g

) = (e

) + (f

)(h

)(i)

= (j

) - (h

)(j)

(k) =

(g) -

(j)

(l) =

(h) /

(j)

(m)

(n)

(o)

Proj

ect

No.

Proj

ect N

ame

Scop

e /

Issu

es /

Key

Act

iviti

esA

ppro

ved

Fund

ing

Orig

inal

Bud

get

App

rove

d C

hang

esC

urre

nt B

udge

tEx

pend

ed +

A

ccru

al T

o D

ate

Estim

ate

to

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plet

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timat

e at

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ompl

etio

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rianc

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etio

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ende

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t. Ph

ysic

al

% C

ompl

ete

Cur

rent

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asel

ine

/ C

urre

nt

Star

t

Cur

rent

B

asel

ine

/ C

urre

nt

Fini

sh

Sam

Tran

s - M

ajor

Cap

ital P

roje

ct -

Qua

rter

ly R

epor

t - Q

4 FY

2016

Apr

01,

201

6 to

Jun

30,

201

6

Scop

e: T

o im

prov

e se

curit

y of

the

Dis

trict

pro

perti

es a

t the

C

entra

l Offi

ce a

nd th

e N

orth

and

Sou

th b

us b

ases

.

Acc

ess

cont

rol a

t the

Dis

trict

Cen

tral O

ffice

in S

an C

arlo

s is

cur

rent

ly li

mite

d to

the

pres

ence

of S

ecur

ity G

uard

s in

th

e fir

st fl

oor l

obby

and

app

roxi

mat

ely

20 p

roxi

mity

car

d co

ntro

lled

door

lock

s (a

t var

ious

loca

tions

in th

is fi

ve le

vel

build

ing)

. Th

e pr

opos

ed im

prov

emen

ts w

ill in

crea

se th

e nu

mbe

r of c

ard

cont

rolle

d do

ors

(rou

ghly

dou

ble

the

curr

ent n

umbe

r), u

pgra

de th

e lo

bby

area

acc

ess

cont

rol

feat

ures

(with

new

wal

ls a

nd d

oors

), an

d im

prov

e th

e ov

eral

l sec

urity

of t

he b

uild

ing.

The

pro

ject

als

o in

clud

es

conv

ersi

on o

f the

key

ed lo

cks

syst

em a

t the

two

Dis

trict

bu

s ba

ses

to e

lect

roni

c/ca

rd a

cces

s co

ntro

l.

Issu

es:

(1) P

roje

ct s

ched

ule

was

ext

ende

d by

due

to th

e lo

nger

th

an e

xpec

ted

lead

tim

es fo

r mat

eria

l and

sec

urity

eq

uipm

ent d

eliv

ery.

Key

Act

iviti

es

This

Qua

rter

:(1

) Con

tinue

d th

e co

nstru

ctio

n ph

ase,

incl

udin

g co

mpl

etio

n of

gla

ss w

alls

inst

alla

tion

arou

nd th

e lo

bby

elev

ator

s.

Nex

t Qua

rter

: (1

) Com

plet

e th

e co

nstru

ctio

n ph

ase

and

proj

ect c

lose

-out

.

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TY A

ND

SEC

UR

ITY

PRO

JEC

TS (C

ontin

ued)

:

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25,0

00$8

7,82

8

Cen

tral o

ffice

A

cces

s C

ontro

l Im

prov

emen

ts

Pro

ject

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0$1

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$1,0

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75,0

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/01/

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00$1

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Page 10

(a)

(b)

(c)

(d)

(e)

(f)(g

) = (e

) + (f

)(h

)(i)

= (j

) - (h

)(j)

(k) =

(g) -

(j)

(l) =

(h) /

(j)

(m)

(n)

(o)

Proj

ect

No.

Proj

ect N

ame

Scop

e /

Issu

es /

Key

Act

iviti

esA

ppro

ved

Fund

ing

Orig

inal

Bud

get

App

rove

d C

hang

esC

urre

nt B

udge

tEx

pend

ed +

A

ccru

al T

o D

ate

Estim

ate

to

Com

plet

eEs

timat

e at

C

ompl

etio

nVa

rianc

e at

C

ompl

etio

n%

Exp

ende

d of

EA

CEs

t. Ph

ysic

al

% C

ompl

ete

Cur

rent

B

asel

ine

/ C

urre

nt

Star

t

Cur

rent

B

asel

ine

/ C

urre

nt

Fini

sh

Sam

Tran

s - M

ajor

Cap

ital P

roje

ct -

Qua

rter

ly R

epor

t - Q

4 FY

2016

Apr

01,

201

6 to

Jun

30,

201

6

Scop

e: T

his

proj

ect w

ould

add

Clo

sed

Circ

uit T

elev

isio

n (C

CTV

) cam

eras

and

sup

port

equi

pmen

t (re

cord

ers,

w

iring

, etc

.) to

the

Cen

tral O

ffice

in S

an C

arlo

s. T

his

loca

tion

will

nee

d ap

prox

imat

ely

20 c

amer

as a

dded

(whi

ch

will

be

dete

rmin

ed d

urin

g th

e de

sign

pro

cess

).

The

proj

ect w

ill in

clud

e a

secu

rity

cons

ulta

nt e

valu

atio

n of

th

e se

lect

ed D

istri

ct lo

catio

ns in

ord

er to

iden

tify

the

optim

al c

amer

a co

vera

ge, w

ith th

e in

tent

of m

axim

izin

g th

e se

curit

y be

nefit

of e

ach

new

cam

era.

Issu

es:

(1) P

roje

ct s

ched

ule

was

ext

ende

d du

e to

cha

nges

to th

e pr

ojec

t sco

pe w

hich

requ

ired

addi

tiona

l des

ign

time

and

appr

oval

of t

he c

hang

es fr

om th

e pr

ojec

t sta

keho

lder

s.

Key

Act

iviti

es

This

Qua

rter

: (1

) Con

tinue

d co

nstru

ctio

n ac

tiviti

es, i

nclu

ding

revi

ew o

f co

ntra

ctor

’s m

ater

ial s

ubm

ittal

s.

Nex

t Qua

rter

: (1

) Con

tinue

con

stru

ctio

n ac

tiviti

es, i

nclu

ding

est

ablis

hing

pr

ojec

t sch

edul

e an

d re

view

ing

of c

ontra

ctor

's s

ubm

ittal

s.

$12,

163,

511

$9,8

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,335

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979,

173

$184

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36.5

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07/0

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01

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1721

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$1,0

00,0

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,000

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,000

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Inst

all C

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to

enha

nce

safe

ty a

t C

entra

l Pro

ject

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35,3

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SAFE

TY A

ND

SEC

UR

ITY

PRO

JEC

TS (C

ontin

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:

Tota

l Sam

Tran

s - M

ajor

Cap

ital P

roje

cts

Page 11

Federalized Projects

Status Q3 FFY16

Amount of Contracts Awarded $4,171,771

Amount of Contracts Awarded to DBEs $486,000

Overall Annual Goal in % 1.0%

% DBE Attainment 11.6%

% Over/(Under) Goal 10.6%

*No Federalized Capital Projects were awarded during this period

As of: Q3 Federal Fiscal Year (FFY) 2016(From April 1, 2016 to June 30, 2016)

The following is a summary of SamTrans DBE Status:

San Mateo County Transit District

Disadvantaged Business Enterprise (DBE) Status Report

$4,171,771.00

$486,000.00 1.0%

11.6%

0.0%

2.0%

4.0%

6.0%

8.0%

10.0%

12.0%

14.0%

16.0%

18.0%

20.0%

$-

$500,000.00

$1,000,000.00

$1,500,000.00

$2,000,000.00

$2,500,000.00

$3,000,000.00

$3,500,000.00

$4,000,000.00

$4,500,000.00

Amount of ContractsAwarded To Date

Amount of DBEContract Awarded

To Date

Overall Annual DBEGoal in %

% DBE Attained ToDate

DBE Goals & Achievements in $ and %

$ %

SamTrans - Disadvantage Business Enterprise (DBE) Status 3rd Quarter - Federal Fiscal Year 2016

(Cumulative From April 1, 2016 to June 30, 2016)

Page 12

SamTrans

CAPITAL PROJECTS – Quarterly Status Report

Definition of Terms

Approved Changes – Changes to the original budget and/or transfers of budget from one segment code to another that have been approved by management and/or by the SamTrans Board of Directors.

Approved Funding – The amount of funding that has been approved by the SMCTD Board for the execution of the project.

Current Budget – The current budget reflects the original budget plus approved changes or internal budget transfers which has been approved by the program manager and/or the project manager.

Expended % of EAC – This is the % of Money Spent (Not Physical Progress) as compare to the EAC.

Estimate at Completion (EAC) – The forecasted final cost of the project.

Estimate to Complete – Forecast of the cost to complete the remaining work, including anticipated and pending changes.

Estimated Physical % Complete – An estimation of the physical work completed as compared to the budgeted work expressed in %.

Expended + Accrual to Date – The cumulative project costs that have been recorded through the current reporting period in PeopleSoft + accrual cost of the work performed that has not been recorded in PeopleSoft.

Issues – Exceptions / concerns as identified for information or further actions.

Key Activities - Identifies key activities being undertaken for the project for the current month and identifies the work anticipated for the next month.

Original Budget – Budget as originally approved by senior management for execution of the approved scope of work.

Original Start / Current Start – The original planned start date and the current or actual start date of the project.

Original Finish / Current Finish – The original planned completion date and the current forecasted completion date of the project.

Page 13

SamTrans

CAPITAL PROJECTS – Quarterly Status Report

Scope - A concise description of the work elements to be performed and delivered by the project.

Variance at Completion (VAC) – Difference between the Current Budget and the Estimate at Completion. A positive value reflects potential underrun, whereas a negative amount indicates possible overun.

Page 14

San Mateo County Transit District SamTrans - Capital Programs Quarterly Status Report

Performance Status (Traffic Light) Criteria

SECTIONS On Target (GREEN)

Moderate Risk(YELLOW)

High Risk(RED)

1. SCOPE

(a) Scope is consistent with Budget or Funding.

(a) Scope is NOT consistent with Budget or Funding.

(a) Significant scope changes / significant deviations from the original plan.

(b) Scope is consistent with other projects.

(b) Scope appears to be in conflict with another project.

(b) Current Budget forecast exceeds current approved budget by more than 10%.

(c) Scope change has been mitigated.

(c) Scope changes have been proposed.

(d) Current Budget forecast exceeds the current approved budget by 5% to 10%.

2. BUDGET(a) Estimate at Completion forecast is within plus /minus 5% of the Current Approved Budget.

(a) Estimate at Completion forecast exceeds Current Approved Budget between 5% to 10%.

(a) Estimate at Completion forecast exceeds Current Approved Budget by more than 10%.

3. SCHEDULE

(a) Project milestones / critical path are within plus/minus two months of the current baseline schedule.

(a) Project milestones / critical path show slippage. Project is more than two to six months behind the current baseline schedule.

(a) Project milestones / critical path show slippage more than two consecutive months.

(b) Physical progress during the report period is consistent with incurred expenditures.

(b) No physical progress during the report period, but expenditures have been incurred.

(b) Forecast project completion date is later than the current baseline scheduled completion date by more than six months.

(c) Schedule has been defined.

(c) Detailed baseline schedule NOT finalized.

(c) Schedule NOT defined for two consecutive months.

4. FUNDING

(a) Expenditure is consistent with Available Funding.

(a) Expenditure reaches 80% of Available Funding, where remaining funding is NOT yet available.

(a) Expenditure reaches 90% of Available Funding, where remaining funding is NOT yet available.

(b) All funding has been secured or available for scheduled work.

(b) NOT all funding is secured or available for scheduled work.

(b) No funding is secured or available for scheduled work.

Note: Schedule variance for (a) Purchase of maintenance equipment; (b) Purchase of major bus components; (c) Maintenance of facilities; and (d) Upgrading of computer systems will not be monitored, as schedules for these types of projects are only a reflection of the year that funding has been allocated.

Page 15