Capital Projects

Quarterly Status Report

1st Quarter FY2013: July 1 – September 30, 2012

Prepared for the December 12, 2012 SamTrans Board Meeting

San Mateo County Transit District

San Mateo County Transit District

QUARTERLY CAPITAL PROGRAM STATUS REPORT Status Date: September 30, 2012

TABLE OF CONTENTS

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

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

Revenue Vehicle Replacement Projects: 21200 – Replacement of (10) 2005 El Dorado Cutaways ................................................. 5

Information Technology Projects: 20815 – Business Optimization Program .......................................................................... 6

20816 – Business Continuity & Disaster Recovery Plan Implementation ......................... 7

20902 – Interactive Voice Response System ................................................................... 8

20925 / 20926 / 20927 – Hastus ATP, Minibus & GEO Modules ..................................... 9

21021 – Phone System Replacement .............................................................................. 9

21203 – Radio Backbone Upgrade Project ..................................................................... 10

21204 – Technology Refresh Project .............................................................................. 10

Facilities / Construction Projects: 20831 – South Base Bus Washer Project ....................................................................... 11

21111 – Bus Stop Improvement Project ......................................................................... 11

Safety and Security Projects: 21014 – Fire Alarm System Upgrade Project ................................................................. 12

21015 – Central Security Office Upgrade Project ........................................................... 12

21210 & 21312 – Safety and Risk Management Office Remodel Project ...................... 13

21211 – Receptionist Area Security Improvement Project ............................................. 13

21213 – Sequoia Station U/G Garage Security Improvement Project ............................ 14

DBE Status Report .......................................................................................................... 15

Definition of Terms .......................................................................................................... 16

Performance Status (Traffic Light) Criteria ..................................................................... 19

This page is intentionally left blank.

FY08 FY09 FY10 FY11 FY12 FY13

1. Revenue Vehicles Replacement $30,266 $21,879 $12,966 $603 $1,000 $31,363

2. Revenue Vehicle Support $8,256 $3,527 $1,288 $2,243 $1,117 $949

3. Information Technology $4,456 $3,947 $510 $2,326 $13,815 $5,010

4. Development $1,361 $2,217 $1,321 $1,000 $1,424 $1,165

5. Facilities/Construction $3,330 $2,782 $2,146 $652 $1,901 $445

6. Safety and Security $0 $0 $0 $0 $0 $1,990

7. Contingency $450 $450 $500 $1,800 $250 $250

$48,119 $34,802 $18,731 $8,624 $19,507 $41,172

Total Audited Expenditures by FY (2) $8,806 $11,092 $62,341 $14,480 $10,886 (3) $2,065 (3)

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

Paratransit BusesDistrict Phone System Replacement

Fix Route Buses Replacement Portable Radios Replacement

Brewster Depot Improvements Project

Revenue Collection System

(3) Expenditure shown for FY2012 and FY2013 through September 30, 2012 are unaudited.

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

(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.

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

Replacement of 10 Paratransit Cutaway VansReplacement of 14 Paratransit Vans

Park and Ride Lot Pavement Rehabilitation

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

Paratransit Vans

Total Board Approved Budget by FY (1)

SamTrans - Capital Program - Budget Status Summary

Programs

Q1 FY2013 - July 1 to September 30, 2012

All Costs in $1,000's

Page 1

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Page 2

July 1, 2012 - September 30, 2012 SamTrans Quarterly Report Active Capital Projects

PageQ4 FY12 Q1 FY13 Q4 FY12 Q1 FY13 Q4 FY12 Q1 FY13 Q4 FY12 Q1 FY13

(1) Revenue Vehicle Replacement Projects:

5

(2) Information Technology Projects:

6

7

8

9

9

10

10

(3) Facilities / Construction Projects:

11

N/A N/A N/A N/A 11

(4) Safety and Security Projects:

12

12

13

N/A N/A N/A N/A 13

N/A N/A N/A N/A 14

21200 - Replacement of (10) 2005 El Dorado Cutaways

21111 - Bus Stop Improvement Project

21203 - Radio Backbone Upgrade Project

BUDGET SCHEDULE FUNDING

21015 - Central Security Office Upgrade Project

21210 & 21312- Safety and Risk Management Office Remodel Project

21204 - Technology Refresh Project

20831 - South Base Bus Washer Project

20925 / 20926 /20927 - Hastus ATP, Minbus & GEO Modules

20902 - Interactive Voice Response (IVR) System

21211 - Receptionist Area Security Improvement Project

21213 - Sequoia Station U/G Garage Security Improvement Project

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.

21014 - Fire Alarm System Upgrade Project

20816 - Business Continuity & Disaster Recovery Plan Implementation Project

SCOPE

20815 - Business Optimization Program

21021 - Phone System Replacement

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Page 3

This page is intentionally left blank.

Page 4

(a)

(b)

(c)

(d)

(e)

(f)(g

) = (e

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= (j

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(h) /

(j)

(m)

(n)

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Proj

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sh

Sam

Tran

s - M

ajor

Cap

ital P

roje

ct -

Qua

rter

ly R

epor

t - Q

1 FY

2013

Jul

01,

201

2 to

Sep

30,

201

2

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e: T

he s

cope

of t

his

proj

ect i

s to

pur

chas

e an

d re

plac

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05 E

l Dor

ado

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away

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at

have

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es:

Ven

dor w

ill b

e pa

id a

fter a

ccep

tanc

e of

the

vehi

cles

.

Key

Act

iviti

es:

Th

is Q

uart

er:

(1) C

ompl

eted

pro

duct

ion

of p

ilot v

ehic

le.

(2) C

ontin

ued

prod

uctio

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cut

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Nex

t Qua

rter

:

(1) C

ompl

ete

prod

uctio

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cut

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Page 5

(a)

(b)

(c)

(d)

(e)

(f)(g

) = (e

) + (f

)(h

)(i)

= (j

) - (h

)(j)

(k) =

(g) -

(j)

(l) =

(h) /

(j)

(m)

(n)

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Proj

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No.

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ame

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e /

Issu

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Key

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Fund

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asel

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t

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asel

ine

/ C

urre

nt

Fini

sh

Sam

Tran

s - M

ajor

Cap

ital P

roje

ct -

Qua

rter

ly R

epor

t - Q

1 FY

2013

Jul

01,

201

2 to

Sep

30,

201

2

Scop

e: T

he s

cope

of t

his

proj

ect i

s to

re-e

ngin

eer

the

Dis

trict

's b

usin

ess

proc

esse

s, le

vera

ging

bes

t pr

actic

es a

nd r

e-im

plem

entin

g th

e fo

llow

ing

Peo

pleS

oft a

pplic

atio

ns: (

1) H

uman

Cap

ital

Man

agem

ent (

HC

M),

(2) F

inan

ce a

nd S

uppl

y C

hain

Man

agem

ent (

FSC

M),

and

(3) E

nter

pris

e P

erfo

rman

ce M

anag

emen

t (E

PM

). Th

e pr

ojec

t will

dr

ive

adop

tion

thro

ugh

effe

ctiv

e or

gani

zatio

n ch

ange

man

agem

ent

and

train

ing

of th

e D

istri

ct

Sta

ff to

ope

rate

opt

imal

ly in

the

new

env

ironm

ent.

The

busi

ness

are

as a

ffect

ed a

re F

inan

ce a

nd

Acc

ount

ing,

Con

tract

s an

d P

rocu

rem

ent,

Pro

ject

C

ostin

g, G

rant

s, C

apita

l Fin

ance

, Pla

nnin

g an

d B

udge

ting,

Hum

an R

esou

rces

, Pay

roll

and

Tim

e re

porti

ng. P

hase

1 w

as c

ompl

eted

suc

cess

fully

. B

ased

on

the

depl

oym

ent s

trate

gy, t

he D

istri

ct

appr

oved

the

all-i

n-on

e ap

proa

ch v

s. th

e ph

ased

ap

proa

ch th

at w

as o

rigin

ally

con

tract

ed. T

he

Cur

rent

Bud

get,

Est

imat

e at

Com

plet

ion,

and

S

ched

ule

incl

ude

Pha

ses

1 (P

lan

and

Pro

toty

pe)

and

2a (D

esig

n an

d B

uild

) onl

y.

Issu

es:

(1)T

he %

Com

plet

e is

cal

cula

ted

on P

hase

1 a

nd

Pha

se 2

a w

ork

only

. Pha

se 2

b w

ork

has

not b

een

auth

oriz

ed.

Key

Act

iviti

esTh

is Q

uart

er:

(1) A

ppro

ved

cont

ract

or's

bas

elin

e sc

hedu

le.

(2) C

ompl

eted

pro

cess

ing

of A

men

dmen

t 3 w

hich

in

clud

es L

egac

y sy

stem

sup

port,

Pha

se 2

b an

d H

ardw

are

supp

ort s

ervi

ces

for B

OP

.(3

) Con

duct

ed tw

o To

wn

Hal

l mee

tings

to

com

mun

icat

e th

e pr

ogra

m s

ched

ule.

(4) D

esig

n se

ssio

ns a

re in

pro

gres

s.(5

) Cha

nge

impa

ct a

sses

smen

t for

all

mod

ules

an

d re

view

of c

hang

e im

pact

with

sta

keho

lder

s ar

e in

pro

gres

s.(6

) Dev

elop

men

t of t

rain

ing

cour

se o

utlin

es a

nd

revi

ew w

ith s

take

hold

ers

are

in p

rogr

ess.

Nex

t Qua

rter

:

(1) C

ontin

ue d

esig

n se

ssio

ns.

(2) C

ontin

ue c

hang

e im

pact

ass

essm

ent f

or a

ll m

odul

es a

nd re

view

s of

cha

nge

Impa

ct w

ith

stak

ehol

ders

.(3

) Con

tinue

dev

elop

men

t of t

rain

ing

cour

se

outli

nes

and

initi

ate

revi

ews

of tr

aini

ng c

ours

e ou

tline

s w

ith s

take

hold

ers.

(4) C

ontin

ue s

oftw

are

build

act

iviti

es.

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Page 6

(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

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pend

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ccru

al T

o D

ate

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ate

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plet

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e at

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etio

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ende

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t. Ph

ysic

al

% C

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ete

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rent

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asel

ine

/ C

urre

nt

Star

t

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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

1 FY

2013

Jul

01,

201

2 to

Sep

30,

201

2

Scop

e: T

he s

cope

of t

his

proj

ect i

s to

mov

e fo

rwar

d, im

plem

ent a

nd te

st th

e D

isas

ter R

ecov

ery

Pla

n pr

oced

ures

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plet

ed b

y B

ooz,

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n,

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ilton

dat

ed A

pril

17, 2

007.

Issu

es: P

roje

ct w

as d

elay

ed b

y tw

elve

mon

ths

due

to:

(1) D

elay

in p

repa

ratio

n of

Dat

a C

ente

r(Pow

er,

cool

ing,

Ser

ver c

abin

ets

and

data

com

mun

icat

ion)

fo

r the

Dis

aste

r Rec

over

y (D

R) e

quip

men

t.(2

) The

Req

uest

for P

ropo

sal (

RFP

) tha

t was

pl

anne

d to

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plet

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ix m

onth

s ag

o ha

s be

en

chan

ged

as th

e P

eopl

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t Sys

tem

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ourc

ed a

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pris

ed m

ajor

ity o

f the

DR

S

erve

r rep

licat

ion

plan

in th

e R

FP.

K

ey A

ctiv

ities

This

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rter

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cope

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ork

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elop

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r the

D

isas

ter R

ecov

ery

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) Pro

ject

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eing

re

view

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e D

istri

ct a

nd S

an J

oaqu

in R

egio

nal

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sit D

istri

ct (S

JRTD

).

Nex

t Qua

rter

: (1

) Mee

t with

SJR

TD a

nd L

egal

to a

nsw

er a

ny

ques

tions

and

con

cern

s re

gard

ing

the

scop

e of

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ork.

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INFO

RM

ATI

ON

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TS (C

ontin

ued)

:

Page 7

(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

1 FY

2013

Jul

01,

201

2 to

Sep

30,

201

2

Scop

e: Im

plem

ent a

n in

tera

ctiv

e vo

ice

resp

onse

sy

stem

for t

he D

istri

ct's

Red

i-Whe

els

prog

ram

to

auto

mat

ical

ly c

all p

asse

nger

s to

info

rm th

em o

f the

im

min

ent a

rriva

l of t

heir

pick

-up.

The

sys

tem

is

inte

nded

, in

part,

to re

duce

cus

tom

er n

o sh

ows,

ve

hicl

e re

turn

s an

d ve

hicl

e dw

ell t

imes

.

Issu

es:

1) E

ngho

use

has

com

plet

ed th

eir p

ortio

n of

the

syst

em to

a s

atis

fact

ory

leve

l, bu

t due

to in

terfa

ce

with

the

Trap

eze

softw

are

the

imm

inen

t arri

val

accu

racy

is n

ot a

t the

leve

l tha

t Sam

trans

wou

ld

like.

2) A

pur

chas

e or

der (

PO

) will

be

issu

ed to

Tra

peze

to

impr

ove

the

imm

inen

t arri

val a

ccur

acy.

S

ched

ule

com

plet

ion

will

be

upda

ted

whe

n th

e ne

w

PO

is is

sued

.

Key

Act

iviti

es

Th

is Q

uart

er:

(1) C

ontin

ued

troub

le s

hoot

ing

min

or is

sues

with

Tr

apez

e cu

stom

er s

ervi

ce d

epar

tmen

t.(2

) Beg

an p

rocu

rem

ent r

equi

sion

pro

cess

with

Tr

apez

e.(3

) Beg

an u

sing

the

IVR

sys

tem

to m

ake

"Nig

ht

Bef

ore

Arri

val"

calls

.

N

ext Q

uart

er:

1) C

ontin

ue p

rocu

rem

ent r

equi

sion

pro

cess

with

Tr

apez

e.

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Inte

ract

ive

Voi

ce

Res

pons

e (IV

R)

Sys

tem

68.4

%$0

$3

50,0

00

96.4

%$1

10,6

94

$350

,000

INFO

RM

ATI

ON

TEC

HN

OLO

GY

PRO

JEC

TS (C

ontin

ued)

:

$350

,000

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

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

1 FY

2013

Jul

01,

201

2 to

Sep

30,

201

2

Scop

e: H

astu

s is

an

inte

grat

ed s

olut

ion

for t

rans

it sc

hedu

ling

and

oper

atio

n. T

his

proj

ect i

s to

im

plem

ent t

hree

mor

e m

odul

es to

the

syst

em:

ATP

, Min

bus

and

GE

O. A

ll of

whi

ch w

ill fu

rther

im

prov

e op

erat

ion

effic

ienc

y.

Issu

es:

A

dditi

onal

trai

ning

on

Min

bus

and

rela

ted

Cre

wO

pt

mod

ules

took

pla

ce in

Feb

ruar

y. R

efre

sher

tra

inin

g is

nee

ded

on th

e A

TP a

nd G

eo m

odul

es

and

will

be

held

afte

r the

pro

ject

is c

lose

d ou

t.

Key

Act

iviti

es

Th

is Q

uart

er:

(1) P

roce

ssed

fina

l Pay

men

t for

ATP

(2) C

ondu

cted

Min

ibus

and

Geo

trai

ning

.

Nex

t Qua

rter

: (1

) Clo

se-o

ut P

roje

ct.

Scop

e: T

his

proj

ect c

over

s th

e ob

ject

ive

anal

ysis

of

pos

sibl

e te

leph

ony

solu

tions

at t

he D

istri

ct th

at

is e

nter

ing

end

of s

uppo

rt da

te fr

om th

e ve

ndor

, C

isco

by

May

15,

201

1. C

urre

nt d

irect

ion

is to

go

out f

or fo

rmal

RFP

in c

onsi

dera

tion

of th

e D

istri

ct’s

cu

rrent

env

ironm

ent,

incl

udin

g its

abi

lity

to p

rovi

de

inte

rnal

sup

port,

its

futu

re te

leph

ony

need

s, a

nd it

s in

tern

al in

frast

ruct

ure

capa

city

.

The

orig

inal

sco

pe w

as a

men

ded

and

appr

oved

by

the

Tech

nica

l Wor

king

Gro

up (T

WG

) to

incl

ude

the

purc

hase

of n

ew IP

pho

ne h

ands

ets

by u

tiliz

ing

the

budg

et u

nder

run

of a

bout

$20

0K.

Issu

es: P

roje

ct w

as d

elay

ed b

y si

x m

onth

s as

th

ere

is n

o st

orag

e sp

ace

for t

he n

ewly

pur

chas

ed

IP p

hone

han

dset

s an

d th

eref

ore

the

proj

ect h

as to

be

com

plet

ed in

pha

ses.

Key

Act

iviti

es

Th

is Q

uart

er:

(1) C

ontin

ued

IP P

hone

repl

acem

ent.

(2) P

roce

ssed

requ

isiti

on fo

r the

nex

t bat

ch o

f IP

P

hone

s an

d ac

cess

orie

s.

Nex

t Qua

rter

: (1

) Dep

loy

addi

tiona

l IP

pho

nes.

98.0

%$6

36,0

00

$71,

300

$315

,260

$536

,351

$346

,968

$084

.3%

09/3

0/12

/12

/31/

12

11/0

1/09

/11

/01/

09A

07/0

1/10

/

07

/01/

10A

06/3

0/12

/12

/31/

12

75.4

%

Pho

ne S

yste

m

Rep

lace

men

t

$418

,268

99.0

%20

925

2092

620

927

Has

tus

ATP

, M

inbu

s an

d G

EO

m

odul

es

$636

,000

$636

,000

$0

$103

,008

$0$4

18,2

68

INFO

RM

ATI

ON

TEC

HN

OLO

GY

PRO

JEC

TS (C

ontin

ued)

:

$424

,268

2102

1$6

36,0

00$9

9,64

9

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

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

1 FY

2013

Jul

01,

201

2 to

Sep

30,

201

2

Scop

e: T

he s

cope

of t

he p

roje

ct is

: (1)

to m

eet t

he

FCC

nar

row

band

ing

man

date

(fro

m 2

5kH

z to

12

.5kH

z by

Dec

embe

r 31,

201

2); (

2) to

exp

and

the

data

and

voi

ce c

omm

unic

atio

ns c

apac

ity (p

rovi

de

adeq

uate

ban

dwid

th to

sup

port

curre

nt a

nd fu

ture

op

erat

ions

) and

(3) t

o re

plac

e ag

ing

and

unsu

ppor

ted

mis

sion

crit

ical

com

mun

icat

ions

eq

uipm

ent (

Rad

io a

nd A

utom

atic

Veh

icle

Loc

atio

n)

on th

e D

istri

ct b

us fl

eet.

This

pro

ject

als

o la

ys th

e fra

mew

ork

for f

utur

e N

arro

wba

ndin

g m

igra

tion

(12.

5Khz

to 6

.325

kHz

in 2

017)

.

Issu

es: N

one.

Key

Act

iviti

es

Th

is Q

uart

er:

(1) F

inal

ized

Mem

oran

dum

of U

nder

stan

ding

(M

OU

) with

the

Cou

nty

of S

an M

ateo

to m

igra

te

from

12.

5Khz

to th

eir 7

00 M

Hz

radi

o sy

stem

.

(2) I

ssue

d th

e R

eque

st fo

r Pro

posa

l (R

FP) f

or

adve

rtise

men

t.(3

) Con

tinue

d to

neg

otia

te w

ith th

e C

ount

y of

San

M

ateo

on

the

MO

U fo

r the

700

MH

z ra

dio

syst

em.

Nex

t Qua

rter

: (1

) Rec

eive

and

resp

ond

to b

idde

r’s q

uest

ions

on

the

RFP

.(2

) Fin

aliz

e M

OU

with

the

Cou

nty.

Scop

e: T

his

proj

ect w

ill re

plac

e D

istri

ct's

ser

vers

, ne

twor

k ro

uter

s, s

witc

hes

and

othe

r app

lianc

es

that

are

at t

he e

nd o

f the

ir ex

pect

ed s

ervi

ce li

fe.

The

prop

osal

will

cov

er p

rocu

rem

ent o

f new

eq

uipm

ent t

o re

plac

e ol

d an

d ou

t of w

arra

nty

equi

pmen

t in

Cen

tral’s

Dat

a C

ente

r, N

orth

Bas

e,

Sou

th B

ase

and

Bre

wst

er a

s w

ell a

s pr

ofes

sion

al

serv

ices

for s

etup

and

con

figur

atio

n to

min

imiz

e op

erat

iona

l and

bus

ines

s im

pact

.

Issu

es: P

roje

ct w

as d

elay

ed b

y si

x m

onth

s as

a

resu

lt of

the

long

lead

tim

e fo

r new

bac

kup

equi

pmen

t and

the

exte

nded

tim

e ne

eded

for

Sys

tem

s an

d N

etw

ork

desi

gn.

Key

Act

iviti

es

Th

is Q

uart

er:

(1) C

ontin

ued

conf

igur

atio

n of

the

back

up s

yste

m.

(2) R

ecei

ved

Cis

co N

etw

ork

Cor

e E

quip

men

t. (3

) Com

plet

ed P

urch

ase

Ord

er fo

r cop

ier/p

rinte

r le

ase

paym

ent.

Nex

t Qua

rter

: (1

) Con

tinue

con

figur

atio

n of

the

back

up s

yste

m.

2120

4Te

chno

logy

R

efre

sh P

roje

ct$6

59,0

00$5

08,1

3307

/01/

11/

07/0

1/11

A$1

50,8

6706

/30/

12/

12/3

1/12

Rad

io B

ackb

one

Upg

rade

Pro

ject

$10,

700,

000

$10,

684,

567

$012

/31/

13/

03/3

1/14

$10,

542,

887

$10,

684,

567

1.3%

12.0

%

77.0

%$0

77.1

%

11/0

1/11

/

11

/01/

11A

$021

203

$141

,680

$659

,000

$10,

684,

567

$659

,000

$0$6

59,0

00

INFO

RM

ATI

ON

TEC

HN

OLO

GY

PRO

JEC

TS (C

ontin

ued)

:

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

1 FY

2013

Jul

01,

201

2 to

Sep

30,

201

2

Scop

e: T

his

proj

ect i

s to

repl

ace

Sou

th B

ase

bus

was

her e

quip

men

t whi

ch h

as re

ache

d th

e en

d of

its

use

ful l

ife.

Issu

es: D

esig

n sc

hedu

le w

as d

elay

ed b

y ab

out

five

mon

ths

due

to c

ontra

ctua

l iss

ues.

Key

Act

iviti

es

This

Qua

rter

:(1

) Iss

ued

prod

uctio

n sc

hedu

le.

(2) B

egan

dem

oliti

on o

f old

bus

was

her.

Nex

t Qua

rter

: (1

) Iss

ued

inst

alla

tion

sche

dule

.(2

) Ins

talle

d bu

s w

ashe

r.

Scop

e: T

his

proj

ect w

ill u

pgra

de a

nd re

plac

e bu

s st

op a

men

ities

and

enh

ance

bus

sto

p si

te

infra

stru

ctur

e re

sulti

ng in

a d

ecre

ase

in re

pair

and

amen

ity re

plac

emen

t cos

ts a

nd a

n in

crea

se in

rid

ersh

ip b

y pr

ovid

ing

patro

ns s

afe,

cle

an a

nd

attra

ctiv

e bu

s st

op fa

cilit

ies.

Th

e sc

ope

incl

udes

pro

cure

men

t of n

ew,

upgr

aded

, bus

sto

p be

nche

s an

d tra

sh c

ans.

The

im

prov

ed m

odel

s w

ill b

e co

mpr

ised

of p

owde

r co

ated

ste

el to

with

stan

d ha

rsh

wea

ther

con

ditio

ns

and

vand

alis

m. B

oth

amen

ities

will

be

bolte

d to

a

conc

rete

sur

face

for s

tabi

lity.

Issu

es: N

one.

Key

Act

iviti

es

This

Qua

rter

:(1

) Beg

an p

roje

ct d

evel

opm

ent.

Nex

t Qua

rter

: (1

) Dev

elop

con

tract

ual t

echn

ical

spe

cific

atio

ns.

$246

,084

$00.

0%1.

0%01

/17/

12/

01/1

7/12

A

FAC

ILIT

IES

/ CO

NST

RU

CTI

ON

PR

OJE

CTS

:

2111

1B

us S

top

Impr

ovem

ent

Pro

ject

$246

,084

Sou

th B

ase

Bus

W

ashe

r$6

70,0

03

$246

,084

8.8%

04/3

0/14

/ 04

/30/

14$2

46,0

84

07/0

1/08

/09

/01/

08A

06/3

0/12

/ 11

/30/

12$2

00,0

00$5

9,07

0$6

10,9

30$6

70,0

00$6

70,0

008.

8%$0

2083

1

$0$2

46,0

84$0

$470

,000

Page 11

(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

1 FY

2013

Jul

01,

201

2 to

Sep

30,

201

2

Scop

e: T

his

proj

ect w

ill c

ompl

etel

y re

plac

e th

e fir

e al

arm

sys

tem

s at

the

Dis

trict

Hea

dqua

rter i

n S

an

Car

los

and

the

two

bus

base

s in

San

Car

los

and

Sou

th S

an F

ranc

isco

(“S

outh

Bas

e” a

nd “N

orth

B

ase”

). A

ll th

ree

alar

m s

yste

ms

are

the

orig

inal

on

es b

uilt

in th

e 70

’s a

nd 8

0’s,

and

they

are

now

at

the

end

of th

e “u

sefu

l life

”. In

clud

ed in

the

proj

ect

will

be

repl

acem

ent o

f the

mai

n fir

e al

arm

con

trol

pane

ls a

nd a

ll co

nnec

ted

com

pone

nts

(hor

ns,

stro

bes

and

pull

stat

ions

).

Issu

es: R

estri

ctio

ns o

n ou

tsid

e fu

ndin

g w

ill re

quire

ca

refu

l atte

ntio

n to

the

proj

ect s

ched

ule

(thro

ugh

desi

gn, p

rocu

rem

ent a

nd c

onst

ruct

ion

phas

es).

Key

Act

iviti

es

This

Qua

rter

:(1

) Iss

ued

Not

ice

to P

roce

ed (N

TP) t

o co

nstru

ctio

n co

ntra

ctor

(Van

den

Bos

Ele

ctric

) and

beg

an

subm

ittal

s pr

oces

s.

Nex

t Qua

rter

: (1

) Rev

iew

sub

mitt

als

and

auth

oriz

e or

derin

g of

m

ater

ials

for c

onst

ruct

ion.

Scop

e: T

his

proj

ect w

ill re

conf

igur

e an

d up

grad

e th

e C

entra

l Offi

ce S

ecur

ity C

ontro

l Roo

m to

im

plem

ent m

easu

res

of th

e D

istri

ct’s

Sys

tem

S

ecur

ity P

rogr

am P

lan.

Cur

rent

ly, c

onfig

urat

ion

and

limite

d te

chno

logi

cal c

apab

ilitie

s in

the

Con

trol

Roo

m im

pede

effe

ctiv

e m

onito

ring

and

resp

onse

du

e to

a la

ck o

f tec

hnol

ogic

al in

tegr

atio

n an

d up

date

s. T

he p

ropo

sed

impr

ovem

ents

will

el

imin

ate

thes

e sh

ortc

omin

gs a

nd a

lso

allo

w fo

r fu

ture

exp

ansi

ons

and

new

tech

nolo

gy.

Issu

es: P

roje

ct m

ust b

e co

mpl

eted

and

all

invo

ices

pai

d by

3/3

1/20

13 to

fully

util

ize

the

Tran

sit S

ecur

ity G

rant

Pro

gram

(TS

GP

) fun

d.

Res

trict

ions

on

outs

ide

fund

ing

will

requ

ire c

aref

ul

atte

ntio

n to

the

proj

ect s

ched

ule

(thro

ugh

desi

gn,

proc

urem

ent a

nd c

onst

ruct

ion

phas

es).

Key

Act

iviti

es

This

Qua

rter

:(1

) Iss

ued

Not

ice

to P

roce

ed (N

TP) t

o “s

yste

ms

inte

grat

ion”

(CM

AS

) con

tract

or (S

iem

ens

Indu

stry

) an

d be

gan

subm

ittal

s pr

oces

s.

(2) I

ssue

d N

TP to

con

stru

ctio

n co

ntra

ctor

(FE

C

ontro

ls C

orp)

and

beg

an s

ubm

ittal

s pr

oces

s.

Nex

t Qua

rter

: (1

) Rev

iew

sub

mitt

als

and

auth

oriz

e or

derin

g of

m

ater

ials

for c

onst

ruct

ion.

04/0

1/11

/04

/01/

11A

2101

5C

entra

l Sec

urity

O

ffice

Upg

rade

$1,3

00,0

00$1

,300

,000

SAFE

TY A

ND

SEC

UR

ITY

PRO

JEC

TS:

03/3

0/13

/ 03

/30/

13

$510

,569

$789

,431

$1,3

00,0

00$0

04/0

1/11

/04

/01/

11A

03/3

0/13

/ 03

/30/

13

$901

,172

$018

.1%

$1,1

00,0

00$1

98,8

28

39.3

%55

.0%

55.0

%21

014

Fire

Ala

rm

Sys

tem

Upg

rade

$0$1

,300

,000

$1,1

00,0

00$0

$1,1

00,0

00$1

,100

,000

Page 12

(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

1 FY

2013

Jul

01,

201

2 to

Sep

30,

201

2

Scop

e: T

his

proj

ect w

ill re

conf

igur

e th

e cu

rrent

of

fice

spac

e in

Saf

ety

and

Ris

k M

anag

emen

t offi

ce

and

wou

ld a

dd c

ubic

le w

alls

and

oth

er

mis

cella

neou

s up

grad

es to

the

Tran

sit P

olic

e of

fice

(Cen

tral O

ffice

, 2nd

Flo

or).

The

se

impr

ovem

ents

wou

ld p

rovi

de fo

r mor

e ef

ficie

nt a

nd

effe

ctiv

e us

e of

the

area

s.

Issu

es: T

he fu

ndin

g fo

r the

pro

ject

has

bee

n re

duce

d fro

m $

320K

to $

195K

. The

$19

5K

com

pris

es o

f 2 p

arts

(Pro

ject

212

10 fo

r $15

2.5K

an

d P

roje

ct 2

1312

(Tra

nsit

Pol

ice

Offi

ce) f

or

$42.

5K).

This

will

be

track

ed u

nder

one

pro

ject

as

the

Tran

sit P

olic

e of

fice

wor

k ha

s be

en c

ompl

eted

.

Key

Act

iviti

es

This

Qua

rter

:(1

) Com

plet

ed in

stal

latio

n of

impr

ovem

ents

in

Tran

sit P

olic

e O

ffice

. (2

) Con

tinue

d pl

anni

ng fo

r rel

ocat

ion

of o

pera

tions

in

affe

cted

offi

ces

(incl

udin

g th

e R

isk

Man

agem

ent

Offi

ces)

.

Nex

t Qua

rter

: (1

) Com

plet

e in

stal

latio

n of

impr

ovem

ents

in

Tran

sit P

olic

e R

isk

Man

agem

ent O

ffice

s.

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 offi

ce R

ecep

tioni

st a

rea

on th

e 2n

d flo

or.

The

exis

ting

wal

l in

front

of t

he re

cept

ioni

st d

esk

will

be

repl

aced

by

one

havi

ng a

dequ

ate

stru

ctur

al

capa

city

to h

old

the

new

bul

let-p

roof

gla

ss a

nd

stee

l pla

tes.

Issu

es: N

one.

Key

Act

iviti

es

This

Qua

rter

:(1

) Rev

ised

Pro

ject

Wor

kpla

n to

refle

ct a

dditi

onal

S

cope

of W

ork

requ

este

d by

sta

keho

lder

s.

Nex

t Qua

rter

: (1

) Ini

tiate

pro

ject

dev

elop

men

t act

iviti

es, i

nlcu

ding

co

nsul

tant

sel

ectio

n an

d W

ork

Dire

ctiv

e pr

epar

atio

n.

Rec

eptio

nist

Are

a S

ecur

ity

Impr

ovem

ents

Saf

ety

and

Ris

k M

anag

emen

t O

ffice

Rem

odel

P

roje

ct

$125

,505

$0

2121

1$3

95,0

00$0

1.2%

2.0%

7/01

/12

/7/

01/1

2A

6/30

/14

/6/

30/1

4$3

95,0

00$3

00,0

00$0

$395

,000

$4,7

41$3

90,2

59

2121

0

&

21

312

$320

,000

$195

,000

SAFE

TY A

ND

SEC

UR

ITY

PRO

JEC

TS: (

Con

tinue

d):

07/0

1/11

/07

/01/

11A

03/3

1/13

/ 03

/31/

13$6

9,49

560

.0%

35.6

%$1

95,0

00$1

95,0

00($

125,

000)

Page 13

(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

1 FY

2013

Jul

01,

201

2 to

Sep

30,

201

2

Scop

e: T

he o

bjec

tive

of th

is p

roje

ct is

to re

duce

va

ndal

ism

and

crim

e at

the

Seq

uoia

Sta

tion

Und

ergr

ound

Par

king

Fac

ility

.

The

proj

ect w

ill s

tart

with

a s

ecur

ity e

valu

atio

n by

a

qual

ified

con

sulta

nt.

Pro

ject

ele

men

ts to

be

cons

ider

ed w

ill in

clud

e C

CTV

cam

eras

, ala

rm

syst

ems,

and

oth

er c

omm

unic

atio

n im

prov

emen

ts.

Follo

win

g th

is e

valu

atio

n an

d ap

prov

al o

f des

ign

conc

epts

, the

con

sulta

nt w

ill le

ad th

e de

sign

pha

se

and

prep

are

cons

truct

ion

impr

ovem

ent p

lans

and

sp

ecs

for c

ompe

titiv

e bi

ds. C

onst

ruct

ion

will

be

the

final

pha

se o

f the

pro

ject

. It

is a

ntic

ipat

ed th

at

cons

truct

ion

activ

ities

wou

ld n

ot re

quire

tem

pora

ry

clos

ure

of th

e pa

rkin

g fa

cilit

y.

Issu

es:

It ap

pear

s th

at u

se o

f an

open

Fed

eral

co

ntra

ct ("

US

Com

mun

ities

") w

ill b

e po

ssib

le fo

r th

is p

roje

ct.

This

will

nee

d to

be

appr

oved

by

the

Con

tract

s &

Pro

cure

men

t dep

artm

ent.

Key

Act

iviti

es

This

Qua

rter

:(1

) Con

tract

s &

Pro

cure

men

t dep

artm

ent

disc

usse

d op

tions

for c

ontra

ctin

g w

ith L

egal

de

partm

ent.

Nex

t Qua

rter

: (1

) Fin

aliz

e co

ntra

ctin

g ap

proa

ch, s

elec

t ap

prop

riate

des

igne

r/con

tract

or a

nd b

egin

des

ign

proc

ess.

$37,

302,

367

$29,

901,

929

$525

,241

$30,

522,

170

$10,

184,

268

$20,

337,

902

$30,

522,

170

$033

.4%

45.8

%To

tal S

amTr

ans

- Maj

or C

apita

l Pro

ject

s

Seq

uoia

Sta

tion

U/G

Gar

age

Sec

urity

Im

prov

emen

ts

Pro

ject

$950

,000

$950

,000

$0$9

50,0

00

SAFE

TY A

ND

SEC

UR

ITY

PRO

JEC

TS: (

Con

tinue

d):

07/0

1/12

/07

/01/

12A

10/3

1/13

/ 10

/31/

13$0

$950

,000

$950

,000

$00.

0%1.

0%21

213

Page 14

Status Q4 FFY12

Amount of Contracts Awarded $322,104

Amount of Contracts Awarded to DBEs $2,000

Overall Annual Goal in % 0.0%

% DBE Attainment 0.6%

% Over/(Under) Goal 0.6%

As of: Q4 Federal Fiscal Year (FFY) 2012(From October 1, 2011 through September 30, 2012)

The following is a summary of DBE Status for SamTrans:

San Mateo County Transit District

Disadvantaged Business Enterprise (DBE) Status Report

$322,104

$2,000 0.0% 0.6%0.0%

2.0%

4.0%

6.0%

8.0%

10.0%

12.0%

14.0%

16.0%

18.0%

20.0%

$0

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

$350,000

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 Federal Fiscal Year 2012

(Cumulative From October 1, 2011 to September 30, 2012)

Page 15

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 16

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 17

This page is intentionally left blank.

Page 18

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 19