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HomeMy WebLinkAboutOctober 17, 2006CITY Of ARCADIA CITY COUNCIUREDEVELOPMENT AGENCY REGULAR MEETING TUESDAY, OCTOBER 17, 2006 AGENDA 7:00 p.m. Location: City Council Chamber Conference Room, 240 W. Huntington Drive INVOCATION Reverend Charlie Wang, Lutheran Church of the Cross PLEDGE OF ALLEGIANCE ROLL CALL OF CITY COUNCIL/REDEVELOPMENT AGENCY MEMBERS: Roger Chandler, Mayor/Agency Chair Mickey Segal, Mayor Pro Tem/Agency Vice Chair Peter Amundson, CounciUAgency Member Bob Harbicht, Council/Agency Member John Wuo, Council/Agency Member SUPPLEMENTAL INFORMATION FROM CITY MANAGER/EXECUTIVE DIRECTOR REGARDING AGENDA ITEMS ' MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE THE READING IN FULL PRESENTATIONS AND PROCLAMATIONS a. Proclamation in honor of Red Ribbon Week. PUBLIC COMMENTS (5 minutes per person) Any person wishing to address the City Council/Redevelopment Agency during the Public Comments period is asked to complete a"Public Comments" card available in the Council Chamber Lobby. The completed form should be submitted to the City Clerk/Agency Secretary prior to the start of the 7:00 p.m. Open Session. In order to conduct a timely meeting, there will be a five (5) minute time limit per person. All comments are to be directed to the City Council/Redevelopment Agency and we ask that proper decorum be practiced during the meeting. State law prohibits the City Council/Redevelopment Agency from discussing topics or issues unless they appear on the posted Agenda. REPORTS FROM ELECTED OFFICIALS CONSENT CALENDAR All matters listed under the Consent Calendar are considered to be routine and all will be enacted by one roll call vote. There will be no separate discussion of these items unless members of the City Council/Redevelopment Agency request specific items be removed from the Consent Calendar for separate action. REDEVELOPMENT AGENCYITEMS: REGULAR MEETING MINUTES. OCTOBER 3 2006. Recommended Action: Approve ° CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES. OCTOBER 3. 2006. Recommended Action: Approve c. d. e. INC. IN THE AMOUNT OF $120 278. Recommended Action: Approve ADJOURNMENT The next Regular Meeting of the City Council/Redevelopment Agency will be November 7, 2006, at 6:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia. PURSUANT TO THE AMERICANS WITH DISABILITIES ACT, PERSONS WITH A DISABILITY WHO REQUIRE A DISABILITY-RELATED MODIFICATION OR ACCOMODATION IN ORDER TO PARTICIPATE IN A MEETING, INCLUDING AUXILIARY AIDS OR SERVICES, MAY REQUEST SUCH MODIFICATION OR ACCOMODATION FROM THE CITY CLERK AT (626) 574-5455. NOTIFICATION 48 HOURS PRIOR TO THE MEETING WILL ENABLE THE CITY TO MAKE REASONABLE ARRANGEMENTS TO ASSURE ACCESSIBILITY TO THE MEETING. PROGRAM, AND MUNICIPAL OPERATOR FUEL INCREASE MITIGATION PROGRAM. Recommended Action: Adopt Recommended Action: Adopt 14$ Q'048• Recommended Action: Approve CITY COUNCIL/REDEVELOPMENT AGENCY MEETING ANNOTATED AGENDA OCTOBER 17, 2006 MOTION TO EXCUSE MAYOR PRO TEM SEGAL AND COUNCIL MEMBER HARBICHT APPROVED 3-0 FROM TONIGHT'S MEETING. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES, OCTOBER 3, 2006. APPROVED 3-0 CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES, OCTOBER 3, 2006. APPROVED 3-0 c. RESOLUTION NO. 6538 ADOPTING MEMORANDA OF ADOPTED 3-0 UNDERSTANDINGS WITH THE LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY ACCEPTING PROPOSITION C DISCRETIONARY FUNDS FOR TRANSIT SECURITY, MUNICIPAL OPERATOR SERVICE IMPROVEMENT PROGRAM, AND MUNICIPAL OPERATOR FUEL INCREASE MITIGATION PROGRAM. d. RESOLUTION NO. 6539 AMENDING RESOLUTION NO. 5608 TABLED UNTIL RELATED TO LONGEVITY PAY AND RETIRED HEALTH FURTHER INSURANCE AND AUTHORIZE THE CITY MANAGER TO NOTICE IMPLEMENT LONGEVITY PAY AND PAID HEALTH FOR RETIREES' SPOUSES FOR CITY EMPLOYEES. e. PURCHASE OF JANITORIAL SUPPLIES FOR THE PUBLIC WORKS APPROVED 3-0 SERVICES DEPARTMENT'S WAREHOUSE FROM DELTA DISTRIBUTING, INC. IN THE AMOUNT OF $120,278. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT APPROVED 3-0 WITH PARSAM CONSTRUCTION, INC. FOR THE CONSTRUCTION OF A SECURITY WALL AT THE PECK WATER FACILITY IN THE AMOUNT OF $140,048. 48:0094 CITY COUNCIL/REDEVELOPMENT AGENCY REGULAR MEETING MINUTES TUESDAY, OCTOBER 17, 2006 CALL TO ORDER Mayor Roger Chandler called the meeting to order at 7:00 p.m. INVOCATION Reverend Charlie Wang, Lutheran Church of the Cross PLEDGE OF ALLEG~ANCE Sergeant Larry Horowitz, Arcadia Police Department ROLL CALL OF CITY COUNCIUREDEVELOPMENT AGENCY MEMBERS: PRESENT: Roger Chandler, Mayor/Agency Chair Peter Amundson, Council/Agency Member John Wuo, Council/Agency Member ABSENT: Mickey Segal, Mayor Pro TemlAgency Vice Chair Bob Harbicht, Council/Agency Member A motion was made by Council/Agency Member Wuo seconded by Council/Agency Member Amundson, and carried on roll call to excuse Mayor Pro Tem Segal and Council Member Harbicht from tonighYs meeting. SUPPLEMENTAL INFORMATION FROM CITY MANAGER/EXECUTIVE DIRECTOR REGARDING AGENDA ITEMS Bill Kelly, City Manager, introduced Lisa Mussenden, Interim Chief Deputy City Clerk/Records Manager. MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE THE READING IN FULL A motion was made by Council/Agency Member Amundson, seconded by Council/Agency Member Wuo, and carried on roll call vote to read all ordinances and resolutions by title only and waive the reading in full. PRESENTATIONS AND PROCLAMATIONS a. Proclamation in honor of Red Ribbon Week. Captain Randy Kirby and Sergeant Larry Horowitr accepted the proclamation. 10-17-2006 48:0095 PUBLIC COMMENTS Mei-Ling Kuo, an Arcadia resident, expressed concern with regard to the safety of skaters at the Bonita Skate Park and requested that a speed limit and no skate boarding sign be posted on Third Avenue. City Manager Kelly, will follow up on this matter. John Murphy, appeared to speak against the Westfield Corporation tactics regarding their proposed initiatives. He felt that the Westfield Corporation is spending too much money and trying to run the city. REPORTS FROM ELECTED OFFICIALS Gouncil Member Wuo noted two community events that he attended last week, the Crystal Ball and the Rancho Santa Anita brunch; he reminded everyone to attend the Charles and Ruth Gilb Arcadia Historical Museum 5th anniversary celebration on October 27th. Mr. Wuo u~ged parents to practice traffic safety and pay attention to the safety of their children and other drivers. Council Member Amundson noted that he attended the Methodist Hospital Crystal Ball; he encouraged residents to vote on November 7th Election; referred to an article in Pasadena Star News regarding Measures N& P and clarified that the Arcadia Redevelopment Agency does not intend to use eminent domain for Rod's Grill. Mayor Chandler attended the Methodist Hospital Crystal Ball honoring Charles and Ruth Gilb, he noted that this event received the largest amount of contributions in the history of Crystal Ball. City Clerk Barrows, welcomed Lisa Mussenden, Interim Chief Deputy City Clerk, and thanked Marina Simonian, Deputy City Clerk. Mr. Barrows reminded everyone to attend the Arcadia High School Homecoming football game on October 20, 2006. He also thanked the San Gabriel Valley Water District for "Water Fest 2006" which was held at Santa Anita County Park.on October 14, 2006. Steve Deitsch, City Attorney, read a letter recentfy composed by the City Attorney's Office addressed to the Newspapers Editors in order to clarify misinformation regarding the City Attorney's position on two ballot Measures N& P. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: REGULAR MEETING MINUTES. OCTOBER 3, 2Q06. Recommended Action: Approve CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES. OCTOBER 3. 2006. Recommended Action: Approve 10-17-2006 48:0096 c. RESOLUTION NO. 6538 ADOPTING MEMORANDA OF UNDERSTANDINGS d. (This item was pulled from Consent Calendar for separate consideration). e. PURCHASE OF JANITORIAL SUPPLIES FOR THE PUBLIC WORKS SERVICES DEPARTMENT'S WAREHOUSE FROM DELTA DfSTRiBUTING INC. IN THE AMOUNT OF $120,278. Recommended Action: Approve Recommended Action: Approve A motion was made by Council/Agency Member Wuo, seconded by CouncillAgency Member Amundson, and carried on roll call vote to approve the Consent Calendar items 1-a. through 1-f with the exception of item 1-d. AYES: Wuo, Amundson, and Chandler NOES : None d. RESOLUTION NO. 6539 AMENDING RESOLUTION N0. 5608 RELATED TO LONGEVITY PAY AND RETIRED HEALTH INSURANCE AND AUTHORIZE THE CITY MANAGER TO IMPLEMENT LONGEVITY PAY AND PAID HEALTH FOR RETIREES' SPOUSES FOR CITY EMPLOYEES. Recommended Action: Adopt Council Member Amunsdon requested that this item be tabled until the next scheduled Regular Council Meeting on November 7, 2006, in order to allow all members of the Council to be present and cast their vote. Council Concurred. 10-17-2006 PROGRAM. Recommended Action: Adopt FOR RETIREES' SPOUSES FOR CITY EMPLOYEES. Recommended Action: Adopt 48:0097 ADJOURNMENT The meeting was adjourned at 7:40 p.m. The next Regular Meeting of the City Council/Redevelopment Agency will be November 7, 2006 at 6:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia. James H. Barrows. Citv Clerk ~ /~ ~~~~'"1't'n' ~ By: Lisa Mussenden Interim Chief Deputy City Clerk 4 10-17-2006 ~ ~ c:, ,oRp~~T~9' 0os S TAFF REP ORT Development Services Depariment DATE: October 17, 2006 TO: Mayor and City Council FROM: Don Penman, Assistant City ManagedDevelopment Services Director ~6 By: Martha Eros, Transportation Services OfficeR'ip~9~ SUBJECT: Resolution No. 6538 adoqtinq Memoranda of Understandinq with Service Imarovement Proqram, and Municipal Operator Fuel Increase Mitiqation Proaram. Recommendation: Adopt SUMMARY: Attached for City Council review and consideration is Resolution No. 6396 authorizing the Arcadia City Council to adopt Memoranda of Understanding (MOU) with the Los Angeles County Metropolitan Transportation Authority (LACMTA) to accept terms and conditions for receipt of funds for three Proposition C programs: Transit Security, $9,193; the Municipal Operators Service Improvement Program, $64,576; and the Municipal Operator Fuel Increase Mitigation Program, $22,282. The MOU will be valid for one fiscal year (July 1 2006-June 30, 2007), and Resolution No. 6538 will authorize the City Manager to submit a financial claim for each funding source. BACKGROUND The 1990 Proposition C ordinance is a countywide half-cent sales tax dedicated to pubiic transportation and transit service improvement. Funds are administered by the LACMTA and allocated based on five categories: 5% transit security, 10% Metrolink rail operations and facilities, 20% Local Return, 25% freeway/highway improvements, 40% discretionary funding. In addition to receiving its annual distribution of 20% Local Return funds, the City of Arcadia has received annual allocations of Transit Security and Discretionary funds based on a countywide formula allocation established by the LACMTA Board of Directors and the regional bus operators providing service throughout Los Angeles County. The formula is based on vehicle mileage expended and fare units generated by each transit operator. ~ ~Y'; ...~.i~= i ' .. ., .. ~'-Qc DISCUSSION On July 19, 2006; the LACMTA Board of Directors (Board) approved the FY2006-2007 Transit Fund Aliocations for the region, including Proposition C funds. A Memorandum of Understanding (MOU) between the LACMTA and local municipalities is required to ensure compliance and accountability of use of funds. Five percent of Proposition C revenues are set aside by the LACMTA for transit security activity, including use of local police to ensure the safety and protection of people and property onboard all transit systems in its jurisdiction. The MTA appropriated approximately $30.7 million in Transit Security funds in FY2006-2007, with Arcadia Transit receiving less than one-hundredth of 1% of the formula, or $9,193. The City of Arcadia has received an annual allocation of security funds since the program's inception in fiscal year 1999. The existing MOU expired June 30, 2006, and LACMTA counsel has issued a one-year MOU for FY20~6-2007. Forty percent of the Proposition C revenues are reserved by the LACMTA for discretionary uses such as bus and rail service improvement programs. The LACMTA Board approved policy and administrative procedures for the Municipal Operator Service Improvement Programs (MOSIP) in April 2001 for a five-year program. The MOU expired on June 30, 2006. Following discussions and negotiations between LACMTA staff and the Bus Operators Subcommittee (composed of 17 municipal transit operators, including Arcadia Transit}, the LACMTA Board extended the program one year, thus requiring a new MOU for FY2006-2007. Future extensions are not known at present. The LACMTA Board appropriated $17.4 million in Proposition C 40°fo Discretionary Funds for MOSIP, and Arcadia Transit will receive $64,576. LACMTA staff and the Bus Operator Subcommittee proposed a one-time only Fuel Increase Mitigation Program to help subsidize the financial burden experienced by the municipal transit operators, including MTA/Metro, as a result of the fuel crisis and escalated costs. On May 27, 2006, the LACMTA Board approved a one-time allocation of $6 million dollars using 40% Discretionary Funds for FY2~06-2007 to assist transit operators with this uncontrolled expenditure. A one-year MOU is required to receive the $22,282 allocated to Arcadia Transit. FISCAL IMPACT: In FY2006-2007, the City of Arcadia will receive a total of $96,051 in combined Proposition C Transit Security and Discretionary funds for the continued operation of the Arcadia Transit dial-a-ride program. This allocation represents approximately 6% of the total Arcadia Transit budget, which allows the system to operate with transit specific funds instead of General Fund monies. 2 t~::? M € .;f~ "_ . ~:'e~ RECOMMENDATION: THAT THE CITY COUNCIL ADOPT RESOLUTION NO. 6538 ADOPTING MEMORANDA OF UNDERSTANDING WITH THE LOS ANGELES COUNTY METROPOLITAN AUTHORITY ACCEPTING PROPOSITION C FUNDS FOR TRANSIT SECURITY, MUNICIPAL OPERATOR SERVICE IMPROVEMENT PROGRAM, AND MUNICIPAL OPERATOR FUEL INCREASE MITIGATION PROGRAM; AND AUTHORIZE THE CITY MANAGER TO EXECUTE CLAIMS AND NECESSARY DOCUMENTS TO RECEIVE OPERATING FUNDS FOR ARCADIA TRANSIT. Approved By: ~~~ William R. Kelly, City Manager Attachment: 1. Resolution No. 6538, Proposition C Funds 3 ~._=~;~<;~r~~.~~z::;- Faor:~ ,o-~;~os ..... t:} ~, RESOLLPI'ION NO. 6538 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, ADOPTING MEMORANDA OF UNDERSTANDING WITH THE LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY TO RECEIVE PROPOSITION C FUNDS FOR TRANSIT SECURITY, MUNICIPAL OPERATOR SERVICE IMPROVEMENT PROGRAM, AND MUNICIPAL OPERATOR FUEL INCREASE MITIGATION PROGRAM. WHEREAS, on November 6, 1990, the voters of the County of Los Angeles approved Proposition C, an ordinance establishing a one-half percent sales tax for public transit purposes, by a majority vote; and WHEREAS, the L,os Angeles County Metropolitan Transportation Authority ("LACMTA"), is the agency responsible for administering the tas revenue; and " WHEREAS, the LACMTA Board of Directors ("Board") approved the FY2006-2007 Transit Fund Allocations on July 27, 2006, for Los Angeles County using the countywide formula allocation process for transit operators to receive regional funds for transit services; and WHEREAS, the LACMTA Board appropriated $30.7 million in Proposition C 5% Transit Security funds for Fiscal Year 2006-2007; and WHEREAS, the Board appropriated $17.4 million in Proposition C 40% Discretionary funds far the Municipal Operators Service Improvement Program ("M03IP") for Fiscal Year 2006-2007; and WHEREAS, on May 25, 2006, the LACMTA Board approved a one-time appropriation of Proposition C 40% Discretionary funds for Fiscal Year 2006-2007 to mitigate the impact of increased fuel costs experienced by the municipal transit operators; and WHEREAS, the LACMTA Board appropriated $6 million in Proposition C 40% Discretionary funds for the Municipal Operator Fuel Increase ,Mitigation Program ("Fuel Mitigation") for Fiscal Year 2006-2007; and WHEREAS, the'City of Arcadia is an eligible operator and desires to receive the funds for the Arcadia Transit dial-a-ride system; and WHEREAS, the Arcadia City Council has adopted a budget for Arcadia Transit for Fiscal Year 2006-2007 evidencing the need for financial assistance; and WHEREAS, the project will further LACMTA's goal of improved transit services and increased quality of life for its constituents. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. The City Council approves and authorizes the Mayar to execute Memoranda of Understanding with the LACMTA, in the form and substance as on file in the Office of the City Clerk and as approved by the City Attorney, to accept Proposition C funds for Transit Security, MOSIP, and Fuel Mitigation for FY2006-2007. SECTION 2. The City Council authorizes and directs the City Manager or his/her designee to execute and file a claim with the LACMTA for local transportation funds in the amounts allocated by the countywide formula ailocation process, and to take any and all necessary further actions and execute any and all necessary documents in order to receive such funds. SECTION 3. The City Clerk shall certify to the adoption of this Resolution. Passed, approved and adopted this 17 th day of October 2006. ~Sf ~OGER Cl~ANDLER Mayor of the City of Arcadia ATTEST: I~I ~~~~~ ~e ~L~1!"i~~~G°~9g~ Ciry Clerk of the City of Arcadia APPROVED AS TO FORM: (' ~'I., "~.._ Y - ~<~ ~ ,~.~, City Attomey of the City of Arcadia ..~ STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS: CITY OF ARCADIA ) I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies that the foregoing ResolutionNo. 6538 was passed and adopted by the City Council of tY~e City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meeting of said Council held on the 17th day of October, 2006 and that said Resolution was adopted by the following vote, to wit: AYES: Council Member Amundson, Wuo and Chandler NOES: None ABSENT: Council Member Segal and Harbicht ISI JAMES He ~ARR~~S City Clerk of the City of Arcadia ., ~~- ~~ ~ ~,d, , , a ~ Ca~maa~qeCd~sr STA~~~ ~EPORT ~alice Department DATE: October 17, 2006 TO: Mayor and City Council FROM: Tracey L. Hause, Administcative Services Di By. Michael A. Casalou, Human Resources Adm~ r~~~ SUBJECT: Adoat Resolution No. 6539 and authorize the Citv Manaqer to im~lement Lonqevitv Pav and paid health for retirees' soouses for Citv emalovees Recommendation: Adopt SUMMARY Staff is recommending that the City Council adopt Resolution No. 6539 providing for Longevity Pay to current unrepresented employees and heafFh benefits for spouses of retirees. Staff is further recommending the City Manager execute side letter "agreements" to the current Memorandums of Understanding (consistent with past practices) with the four represented associations: Arcadia City Employees Association, Arcadia Public Works Employees Association, Arcadia Firefighters' Association and the Arcadia Police OffCecs' Association for the same benefds. BACKGROUND 5taff has had recent discussions with the City Councl re~rdu~g employee recruftment and retention issues. Considerable effort was in~aflyr focused on the Police Departmerrt, and then directed to the remainirtt} Cdy work force. Demographics were presented on the aging workforce, ~g distances were reviewed, where the City employees come from (int~, other agencies, private sector), and reasons for separation from Ciiy of Arcadia employment, as well as current and projected vacancies either through retiremertts, resignations anficipated or not 1 A~ffir m~h ~~;: ~e Cidy Council has author¢ed new 'uxer-tive ~o~art~ ~ax~ ~;:s,a~s for Police Officer reauitrnents, longevdy peay ~ naid he~adth far ~,~` ~s. Lortqe+rit~r Pav High tumover of C.ity ~nployees is costly to the organization. Productivity suffers when vacandes exist and training new employees also creates additiona! costs. Longevity Pay is being recommended to recognize and award employees for tenure with the C~y, which provides for stability in operations. Staff is proposing tfie benefit be imp(emented effective December 1, 2006, based on the following formula: Completed Years of Service Amount 5 - 9 Years $1,000 10 -14 Years $1,500 15 Years and beyond $2,~00 Cash longevity payments will be made once a year between December 1 and December 10 to employees on the payroll as of December 1. The foregoing amounts shall be subject to applicable payroll deductions. Paid Health for Retirees' Health Insurance Currentiy, eligble employees retiring from the City who have 1000 hours of sick leave (1500 hours of sick leave for employees represented by the Arcadia Firefighters' Association) are eiigible to receive reimbursement for their health insurance monthly premium until they qualify for Medicare coverage. Staff is recommending we also provide reimbursement for their spouse's health insurance rrwnthly premium. Requirements for eligibility for employees remain the same and there are provisions recommended for spouses' coverage. FISCAL IMPACT Lonqevitv Pav Based on the curtent demographics of City employees, it is estimated the cost of providing Longevity Pay will be $331,500 annually. This cost could vary sligh8y when demographics change, but it is not anticipated costs will increase substantially m the next three to five years. Paid Health for Re~rees' Health Insurance 2 i Initially, the annuaf cost oi ths ~ oould be minimal as there wouid ordy be a limited number of parti~~.. ~'~.~ today, the annual premium for paid health for a r~r~ees' ~~d be approximately $5,000 annuatly_ Within the next 5 years, 97 ~,artll either be past retirement age or near retirement age (50 y~ars o6dj. As~urung an average of 10 employees retire annual over the ne~d 5 years ~d ~+ ~ qualify for the benefrt and they have a spouse, the annual costs are ~_ 2006-07 FY 5 ~0.000 2007-08 FY $100,000 2008-09 FY $150,000 2009-10 FY $ 200,000 2010-11 FY S 250,000 This is an annuai average of $150,000 in toda~s dollars. RECOMMENDATION It is recommended the City Council adopt Resolution No. 6539 and authorize the City Manager to implement Longevity Pay and paid health for retirees' spouses for City employees. Approved: ~ William R. Keily, City Manager 1. ~, :::.;,„~, ~m~aley~otw°S`• STAFF REPORT Public Works Services Department DATE: October 17, 2006 TO: FROM: SUBJECT: SUMMARY: The City warehouse maintains an annual revolving inventory of janitorial supplies used by all City departments for various City facilities. Bids were solicited on September 14, 2006 for the purchase of janitorial supplies and other sundry items stocked by the warehouse. Based on last year's usage, it is estimated that~the warehouse will process over $100,000 in orders for next fiscal year. Staff recommends that the City Council approve the purchase of janitorial supplies for the Public Works Services DepartmenYs Warehouse from Delta Distributing, Inc., in the amount of $120,278.00. DISCUSSION: The warehouse is responsible for purchasing and distributing all janitorial supplies for City's facilities. It is essential that the warehouse maintain adequate on-hand inventory items to prevent interruption to these vital services. Most items used in conjunction with janitorial services and facilities maintenance needs are considered a revolving inventory item, and must be replenished to continue smooth day-to-day operations of the various City facilities. Page 1 of 2 Mayor and City Council Pat Malloy, Public Works Services Dir ctor ~ Mayor and City Council October 17, 2006 Bids were solicited and bid packages were distributed to interested vendors. The contract cost is based on fast year's purchases and additiona! quantity of inventory items needed to adequately stock the warehouse. Two (2) bids were received and opened by the City Clerk on September 14, 2006 with the following results: BIDDER LOCATION BID AMOUNT Delta Distributing Arcadia $12~,278 Alliance Distributing Monrovia $134,778 Sanitary Supply Irwindale NO RESPONSE Staff recommends that the City Council approve the purchase of janitorial supplies for the Public Works Services Department's Warehouse from Delfa Distributing, Inc., in the amount of $120,278.00. FISCAL IMPACT: Sufficient funds are available in the 2006-07 operating budget to cover the cost of this acquisition. RECOMMENDATION: Approve the purchase of janitorial supplies for the Public Works Services Department's Warehouse from Delta Distributing, Inc., in the amount of $120,278.00. Approved by: ~"""--""="_~ William R. Kelly, City Manager PM:JB:MA:dw Page 2 of 2 ._ l„ ~~n~ 1 ,_......,.. ..,..,,.,,., ~meaityo~N°er STAFF REPORT Public Works Services Department DATE: October 17, 2006 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Direc or Prepared by: Lubomir Tomaier, Principal Civii ngi eer Mark Rynkiewicz, Associate Civil Engineer SUBJECT: SUMMARY The chain link fence around Peck Road Water Plant has been identified by the water system vulnerability study as substandard. The Homeland Security Administration Grant Program has allotted a$54,000 grant for security improvements associated with this water facility. A masonry block wall with electronic access gates will improve security for this plant to a level equivalent to other City water facilities. Staff recommends that the City Council award a contract in the amount of $140,048.00 to Parsam Construction Inc., for the Security Wall at Peck Water Facility. DISCUSSION The Public Works Services Department is responsible for the maintenance, security, and operation of Peck Road Water Plant. This Plant is an essential water pumping facility with a well capacity flow rate of approximately 3,400 gallons per minute. A water system vulnerability study has been conducted for all City water facilities. The study has determined that the security systems around Peck Road Water Plant are inadequate. The best solution to improve security around Peck Road Plant is to construct a 700 foot long, 8-foot tall masonry' block wall around the perimeter of the facility. Steel electronically operated access gates will be included in the work as part of the improvement. ~_ Page 1 of 2 Recommendation: Approve Mayor and City Council October 17, 2006 Notices Inviting Bids were published in the adjudicated paper and bid packages were distributed to area contractors. The following six (6) bids were received on October 2, 2006: Bidder Location Bid Amount Parsam Construction Inc. JMA Construction Co. Fleming Environmental EC Construction Co. SOL Construction Inc. 4-Con Engineering Inc. Glendale, CA Chatsworth, CA Buena Park, CA South EI Monte, CA Riverside, CA Riverside, CA $140,048.00 $196.600.00 $238,967.00 $257,472.80 $282,296.00 $294,900.00 Staff has reviewed the bid documents for content and has investigated the contractor's background and recent projects for competency. It is stafFs opinion that Parsam Construction Inc. can satisfactorily perform the work required and recommends that the City Council award a contract in the amount of $140,048.00 to Parsam Construction Inc. for the Security Wall at Peck Water Facility. ENVIRONMENTAL ANALYSIS This project is categorically exempt per Section 15302 (c) replacement from the requirements of the California Environmental Quality Act. FISCAL IMPACT Funds in the amount of $147,000 were budgeted in the 2006/2007 Capital Improvement Program. Project is partially funded by the Homeland Security Administration Grant Program that allotted $54,000 for security improvements at this water faciliry. To qualify for the grant the work must be completed by the end of this year. RECOMMENDATIONS Award a contract to Parsam Construction Inc. in the amount of $140,048.00 for the Peck Road Plant Security Wall project 2. Waive any informalities in the bid or bidding process. 3. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved: ~'""._'^'" J William R. Keliy, City Manager PM:MR:dw Attachment: Location Map Page 2 of 2 - ~-~ ATTACHMENT A PROJECT LOCATION MAP ~ PROJECT LOCATION p~,;