BOARD FACILITIES & LAND USE
PLANNING COMMITTEE
Peralta Community College District
APPROVED MINUTES – MARCH 07, 2008
Meeting of the Board’s Facilities & Land Use Planning Committee
Meeting Date:
Time:
Location:
Friday, March 07, 2008
3:00 pm to 5:00 pm
District Administrative Center, Department of General Services
Physical Plant Conference Room
333 E. 8th Street
Oakland, CA 94606
Committee Members:  Present (* Absent)
 Nicky Gonzalez Yuen, Trustee (Chairperson)
 Dr. William Riley, Trustee
 Helena Lengel, Local 1021 Steward - COA
 Dr. Sadiq B. Ikharo, Vice Chancellor of General Services
 Mark Sennette, Director of Capital Projects
 Rosemary Vazquez, Staff Service Specialist, DGS
 John Banisadr, Purchasing Compliance Manager
Presenters and Guests:
 Paul Johnson, Chevron Energy Solutions
 Tony Graciolett, PCCD - Maintenance
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Abel J. Guillén, Trustee
Joseph Bielanski, Academic Senate President, BCC
Shirley Coaston, Faculty Classified President
Greg Marro, Local 1021, Chief Steward, Officer
Jack Lin, Sustainability Consultant
Robert Beckwith, Director of Facilities &
Operations
Dr. Leslee Stradford, PCCD, Laney
Atheria Smith, SCALA
AGENDA ITEMS DISCUSSED
1. APPROVAL OF AGENDA ITEMS
Agenda was approved as presented.
2. APPROVAL OF MINUTES
January 11, 2008 meeting minutes were adopted as presented.
3. FACILITIES MASTER PLAN UPDATE
Dr. Ikharo gave an update pertaining to the Facilities Master Plan and Master Architect (WLC
Architects). Update included status of WLC’s contract, a brief summary of the scope of work
involved, the master plan schedule and master plan work tasks with estimated budgets. Total
master planning project budget totals $3,092,700. Approval to accept budget will be sent to
Board at the March 11, 2008 Board of Trustees meeting.
Under the agreement WLC will provide the following services at the fee indicated:
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Minutes of 3/07/08
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TASK
FEE
WLC Project Management
$ 332,800
Facility & Site Assessments
$ 414,586
Infrastructure Assessments
$ 316,000
Facility & Site Needs Analysis
$ 156,243
Infrastructure Analysis
$ 108,380
Site Use Plans
$ 144,050
Infrastructure Site Utility Plan
$ 95,000
Facility Program
$ 272,950
Program Needs – Scoping
$ 232,257
Final Master Plan
$ 222,000
Coordination w/ Other Agencies
$ 24,417
Community Participation
$ 50,500
Educational Program Analysis
$ 80,000
Service Allowances
$ 643,517
· Bridging Documents
· District Standards
· Conceptual Drawings
· Cost Level Estimates
· Educational Program Evaluation
District-Wide Master Plan Total
$3,092,700
WLC will be temporarily working from their offices but will eventually move to DGS to work
more closely with staff.
4. REPORT FROM MASTER ARCHITECT PLANNING SCOPE & TIMELINE
Dr. Ikharo spoke briefly relating to the Facilities Master Plan scope & timeline and distributed
materials to committee members, which included detailed breakdowns of the scope of work,
work plan compensation worksheet and master plan schedule gantt chart.
The scheduled projected timeline for completion will be four months for site and infrastructure
assessments and analysis and four months to prepare master plans and standards, for an eightmonth project duration. Bridging documents for individual projects will be provided up to the
specified dollar amount, in accordance with the project delivery schedule that will be developed
and approved by the District. Additional Educational Programming services can be provided to
complete the campus specific educations programs at an additional cost, as approved by the
District. Reported was followed by a question and answer session.
Trustee Yuen expressed how glad he is that this is happening; it represents a more sophisticated
approach. Shirley suggested that this information be disseminated to other shareholders. Trustee
Yuen suggested that these informational documents should also be shared with the Academic
Senate and District-wide Facilities Advisory Committee.
5. CHEVRON ENERGY SOLUTION CONTRACT – SCOPE & TIMELINE
Jack Lin, along with Chevron representative Paul Johnson, reported as follows:
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a) Chevron’s contract (ICC) has been sent to the Chancellor for final review & approval.
b) A brief summary was given of the Chevron kick-off meeting held on March 6, 2008.
c) A written summary report of Energy Services for PCCD (provided by Chevron) was
distributed and discussed. Summary included a work summary, schedule of deliverables
(phase 1, 1.5 & 2), possible projects & project considerations, ESCO contract notes and
apprenticeship requirements.
d.) Chevron explained that there are incentives (specifically pertaining to solar panels) that
will expire at end of this year. Solar projects must be operational by the end of the year.
Chevron will prepare an action plan. Applications will need to be put on the fast track, in
order to meet incentive deadlines.
e.) Incentive plan will need to be presented to the District-wide Facilities Advisory
Committee and Board Facilities committee meetings for approval. Dr. Ikharo mentioned
that he also plans to present this information to the SMT members.
Report was followed by a question & answer session and discussions pertaining to solar power.
Dr. Ikharo reminded the committee members that Peralta has unused acres at Merritt College that
would be suitable, in the future, to house solar panels to be used to farm solar power for Peralta’s
use.
6. UPDATE ON SHORT TERM PROJECTS, PHASE 2
Director Sennette gave an update pertaining to the short term construction projects, phase 2,
which included a list of active projects at Laney and Merritt Colleges (COA was not available
for this meeting). He stated that the projects are making good progress and that a full team has
been assembled on each campus. He also reported that the current CM for short-term
construction projects will be replaced with Consolidated. Staff is working on addressing
outstanding issues. He also gave a progress report of the following projects:
Laney – Athletic Complex (Field House) Timeline:
 Conceptual plan has been completed;
 DBIA contract is with Legal for review;
 Project should take 14-15 months to complete
 Construction Manager for this project will be Consolidated.
Shirley Coaston requested an update pertaining to upgrading the women’s locker room,
located in the G Bldg. Director Sennette will follow-up and get back to her.
Laney – Beginner’s Inn (Culinary Kitchen Dining Room): Approval to accept the project
budget ($540,000) will be sent to Board at the March 11, 2008 Board of Trustee meeting.
COA – Side Walk Project: This project was completed ahead of schedule.
Trustee Yuen suggested that it would be a good idea to have General Services coordinates a tour
of the campus facilities so that interested Board members can see, first hand, the progress of
various capital projects
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7. IMPLEMENTATION OF BOARD SUSTAINABILITY POLICY – FOCUS ON
PURCHASING VENDOR & RECYCLING.
In view of the recent revised Board Policy requiring the District to implement environmental
sustainable policies, Manager Banisadr gave a report pertaining to the Purchasing Department
current and future plans to implement new sustainable purchasing policies and guidelines,
District-wide. He spoke briefly relating to what the Purchasing Department has done so far in
terms of the procurement of sustainable paper products, cleaning supplies, cleaning products and
computer re-use. Plans are to also incorporate new procedures in the quarterly training sessions
that purchasing staff conducts, District-wide.
Jack Lin distributed a list of recycling protocol equipment needs cost breakdown, for
informational purposes. Total equipment costs equal $248,718.18. Next step is to purchase
equipment. Jack will work with Dr. Ikharo for funding budget. Timeline to receive goods, after
purchase order has been dispatched, is (approx.):
Compactor(s)
Larger bins
Smaller bins
2 months
1 month
1-2 weeks
Trustee Yuen asked if there was any way to fast-track the timeline, at least for Merritt, so that
equipment can be visible for the April/2008 sustainable conference. Jack responded that this
may be doable. He will work with purchasing and Dr. Ikharo to expedite.
Also distributed were maps of the colleges (Laney, Merritt & COA) identifying areas where
recycling compactor bins could be located. There is currently a demo compactor at Merritt, for
testing purposes, to study how much waste is compressed and would there be a cost savings as a
result. Jack will give another report once data is collected.
8. DGS – AGENDA ITEMS FOR THE 11/13/07 BOARD OF TRUSTEES MEETING
Dr. Ikharo led a discussion, answered questions and provided clarification relating to the DGS
agenda items for the 03/11/08 Board of Trustees meeting.
9. CALTRANS CONSTRUCTION – LANEY PARKING ISSUES
Dr. Ikharo began by giving a brief historical background of CalTrans’ 880 Retrofit projects and
its impact on the Laney parking lot area. As a result of CaltTrans’ project, Laney will
temporarily lose approximately 175-200 parking spaces during the duration of the project
(estimated to take a 5-year period to complete). Tony Graciolett also gave a brief summary of
the impact and encroachment on Laney’s main parking lot. He also provided right-of –way
maps, Laney parking lot layout maps and a map of CalTrans and CalTrans’ surveyors proposed
areas to be fenced off, which he explained showed some discrepancies.
The parking under the freeway was temporarily blocked off in Feb/2008, per CalTrans’ request,
to conduct a job walk by contractors bidding on the project. However, sometime in May 2008
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(DTD), CaltTrans plans to fence off the entire project construction area. Also provided was a
“Google” map (for better visual purposes) of the Laney Parking Lot with a red line indicating
CaltTrans’ proposed area where they plan to erect a fence. Furthermore, CalTrans plans include
the proposed demolition of two off-ramps (5th & Embarcadero and Oak St.).
A meeting has been arranged between DGS staff and CalTrans so that CalTrans can define their
construction encroachment into the main parking lot area for the five years of construction.
Discussions on parking lot compensation and possible migration solutions will also be addressed
at this meeting. Meeting is scheduled for March 12, 2008.
Dr. Ikharo stated that the District is considering various options to reduce the impact, such as:
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Working with the City of Oakland to utilize parking spaces at the Kaiser Convention
Center on 10th Street;
Utilizing the additional 145 parking spaces that are part of the Laney Athletic Field
Complex project, when completed.
Due to time constraints, Trustee Yuen suggested that continuation discussions of this topic be
revisited at a later date.
10. WATERLESS URINALS
Director Beckwith gave a status report relating to the eight waterless urinals currently being used
on a trial bases. The intent is to test three different types of waterless urinals to determine how
they work, what would be the water savings and maintenance support to clean these units. He
also led a discussion relating to the cost justifications and benefits. Director Beckwith also
mentioned that HR is expecting a grievance from Local 39 regarding the maintenance of these
units (may not be in custodian’s job description). Report was followed by a question and answer
session. Director Beckwith will give another update once trail period is over and more data is
collected.
11. CONSTRUCTION PROJECT CHANGE ORDER POLICY REVIEW – STAFF
PROPOSAL
Director Sennette spoke relating to a proposed revised Change Order form that was created, in an
effort to avoid duplication-of-effort pertaining to change orders. Samples of the current version
and the revised version were distributed. He explained that the current form the District is using
is not considered an acceptable form by DSA. The revised form has basically the same
information; however, the current version has some added features and a new format, which was
presented to DSA for there review and approval. Director Sennette stated that DSA has agreed
that with the new revisions, this would be an acceptable document to submit to DSA. Director
Sennette requested approval to use the revised version as a standard Change Order form. Revise
formed received favorable reviews form this committee members. Dr. Ikharo stated that he will
present this revised form to the Trustee Gullasa (Policy Review Committee) before form can be
accepted as standard. Once accepted, form can then be made available for future construction
projects change orders.
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NEXT MEETING DATE & TIME
Next meeting is scheduled for Friday, April 11, 2008 from 4 pm to 6:00 pm, Physical Plant
conference room.
Meeting Adjourned