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HomeMy WebLinkAboutApril 18, 19950 A G E N D A Arcadia City Council and f ~c�R'Oµ�g89'BOO Redevelopment Agency Meeting April 18, 1995 Regular Meeting: 7:00 p.m. INVOCATION Bishop James Corrigan, Church of Jesus Christ of Latter Day Saints PLEDGE OF ALLEGIANCE City Attorney Michael Miller ROLL CALL: Council Members Chang, Kuhn, Lojeski, Margett and Young SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS - REPORTSIANNOUNCEMENTS /STATEMENTS QUESTIONS FROM CITY COUNCIL /REDEVELOPMENT AGENCY REGARDING CLARIFICATION OF AGENDA ITEMS Margett re staff estimate $4.6 million improvements to Huntington Drive. ACTION All Present None for the MOTION: Read all Ordinances and Resolutions by title only and waive reading in full. Adopted 5 -0 TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE CITY COUNCIL (NON- PUBLIC HEARING) - (FIVE MINUTE TIME LIMIT PER PERSON) None MATTERS FROM ELECTED OFFICIALS City Council Reports/ Announcements /Statements /Future Agenda Items Kuhn & Chang congratu- lations to Margett re win in 59th Assembly District Primary Election. Kuhn, thanks to Library volunteers and staff for hard work on Library expansion project. Chang re April 18 School Board Election.. polls open to 8:00 p.m. Lojeski, distributed article in The Los Angeles Business Journal regarding race tracks and Santa Anita specifically. -1- AGENDA 4118195 PRESENTATIONS TO OUTGOING MAYOR t Presentation of Mayor's plaque by Mayor Pro Tem Dr. Sheng Chang / Presentation by Mark Harmsen for Congressman David Dreier Presentation by Mayor Pro Tem Dr. Sheng Chang for Governor Pete Wilson Presentation by Pat Myers for Senator Richard Mountjoy Presentation by Sarah Flores for Supervisor Michael Antonovich Presentation by Monty Lindsey for the Arcadia Chamber of Commerce Presentation by the Arcadia /Monrovia Soroptimist Club REMARKS by outgoing Mayor Mary B. Young REORGANIZATION of the City Council for 1995 -1996: City Clerk calls for election of Mayor Mayor calls for election of Mayor Pro Tem REMARKS and introductions by Mayor REMARKS and introductions by Mayor Pro Tem REMARKS and introductions by Council Members RECESS CITY COUNCIL MEETING OF THE ARCADIA REDEVELOPMENT AGENCY Kuhn, Lojeski & Chang nominated for Mayor. No one received major ity vote. Mayor Young continues.as Mayor. Nominations for Mayor & Mayor Pro tem continued to May 2nd Meeting ACTION ROLL CALL: Agency Members Chang, Kuhn, Lojeski, All Present Margett and Young -2- AGENDA 4/18/95 0 ARCADIA REDEVELOPMENT AGENCY CONSENT ITEMS (continued) ACTION 1. Minutes of the April 4, 1995 regular meeting. Approved 5 -0 2. Report and recommendation to appropriate Redevelopment Agency Approved 4 -0 with funds for and to reimburse the City for the Downtown 2000 Streetscape u n a s aining and Public Facilities Improvement Program construction costs (design and engineering services, construction, construction inspection, construction administration and construction staking services). ADJOURN to May 2, 1995 @ 7:00 p.m. RECONVENE CITY COUNCIL CONSENT ITEMS 1. Minutes of the April 4, 1995 regular meeting. 2. Report and recommendation for award of contracts to ASL Consulting Engineers, Inc. for construction staking services; to Sully Miller for construction of public improvements; to Willdan and Associates for construction inspection and material testing services; for payment to ASL Consulting Engineers, Inc., for additional services; and to appropriate $900,000 additional water funds for the Parallel Water Main Project on Huntington Drive from Second Avenue to Santa Anita in relation to the Downtown 2000 Streetscape and Public Facilities Improvement Program. ACTION Approved 5 -0 Approved 4 -0 with Kuhn abstaining 3. Recommendation to authorize the Mayor to execute an Amended Approved 5 -0 Cooperative Agreement between the City of Arcadia and Los Angeles County for the Orange Grove Avenue Improvement Project - Job. No. 565. -3- AGENDA 4118195 CITY MANAGER Consideration of Recommendation for Appointments to the Handicap Accessibility Appeals Board and Fire and Building Code Appeals Board. CITY ATTORNEY Ordinance No. 2037 - Adoption - Ordinance of the City of Arcadia, California, amending Section 9273.1.10.1 of the Arcadia Municipal Code changing the hours for satellite wagering at Santa Anita Race Track (Text Amendment 95 -001). ADJOURN to May 2, 1995 @ 7:00 p.m. in memory of Herb Jones. ACTION Continued to May 2nd Meeting Councilmember Margett adjourned the meeting in memory of Herb Jones. The regular meeting adjourned at 7:48 p.m. to May 2, 1995 at 7:00 p.m. -4- AGENDA 4/18195 C .4 . /// . -ff 60 .rte Memorandum' ARCADIA RppR- Ti j April 18, 1995 TO: Mayor and City Council FROM: Rick Gomez, Deputy City Manager/ Development Services Directo Prepared By: Donna L. Butler, Community Development Admini SUBJECT: Continued Consideration of Recommendation for Appointments Handicap Accessibility Appeals Board and Fire and Building Code Board The City Council at its April 4 meeting continued its consideration of appointments to the Handicap Accessibility Appeals Board and the Fire and Building Code Appeals Board until tonight's meeting. Staff is recommending that this item be continued until May 2. The purpose of the April 4 continuance was to respond to questions from the City Council relating to membership eligibility and to determine if more applications might be generated. Since the April 4 meeting, additional names have been suggested of persons whom might be interested in participating on the Appeals Board. Letters of interest and citizen service resumes were sent to each person on April 12. There was not sufficient time to receive the resumes and process them before the Ap wril 18, 1995 meeting. It is recommended that this matter be continued to the City Council's May 2 meeting. Approved by: L-Rn� William R. Kelly, City Manager 0 h 2 Cl' LAHR IINIAGED �o tj April 18, 1995 Q� r Memorandum TO: Mayor and City Council FROM: Rick Gomez, Deputy City Manager /Development Director By: Mohammad R. Mostahkami, Assistant City Engineering Prepared By: David Services Engineer A. Spargo, Assistant Engineer SUBJECT: RECOMMENDATION TO AUTHORIZE THE MAYOR TO EXECUTE AN AMENDED COOPERATIVE AGREEMENT BETWEEN THE CITY OF ARCADIA AND LOS ANGELES COUNTY FOR THE ORANGE GROVE AVENUE IMPROVEMENT PROJECT JOB NO. 565 The proposed Orange Grove Avenue Improvement Project will reconstruct the 1.69 mile portion of Orange Grove Avenue from Michillinda Avenue to 300 feet west of Rodeo Road. The project will be administered by the Los Angeles County Public Works Department. The recommended City Council action would authorize the Mayor to execute an amended Cooperative Agreement between the City and Los Angeles County for the reconstruction of a portion of the roadway which now includes construction of a storm drain. This redesign results in a reduction of the City's cost; e.g., from $677,000 to $550,000 because the cost of design and engineering and ancillary street work in conjunction with the storm drain will be paid by Los Angeles County. Plans and specifications for this project have been developed by Los Angeles County with concurrence of the Cities of Arcadia and Sierra Madre. On May 3, 1994, the Arcadia City Council took the following actions: 1. Approved plans and specifications for the Orange Grove Avenue Improvement Project; 2. Adopted Resolution No. 5787 consenting to establishment of a portion of Orange Grove Avenue in the City of Arcadia to be part of the County system of highways for the purpose of roadway reconstruction; 3. Authorized execution of a Cooperative Agreement between the City of Arcadia and Los Angeles County; 4. Authorized staff to retain a certified arborist to ensure proper treatment of Arcadia's parkway trees by the contractor during construction. LASER IMAGED jY Mayor and City Council April 18, 1995 Page 2 Subsequently, due to a change in the scope of the proposed project, the previously approved Cooperative Agreement (Item 3) was not executed by the County. The revised project now includes construction of a storm drain system within Orange Grove Avenue from Lima Street westerly to Sunnyside Avenue entirely at the County's expense. All other aspects of the project remain unchanged as previously approved. The attached amended Cooperative Agreement reflects the addition of the storm drain system and the resultant fiscal savings. As detailed in the amended Cooperative Agreement the total cost of the project (excluding the County's share) is estimated to be $1,053,000, which includes construction, engineering, inspection and contingencies. Arcadia's share of the project cost is $550,000, while Sierra Madre's share is $503,000. This project is in the approved Capital Improvement Program and sufficient funds are available for Arcadia's share from Gas Tax Funds. The cost of the project design (preliminary engineering) and the cost of the storm drain system will be paid by the County at an estimated cost of $722,000. It is recommended that the City Council approve the amended Cooperative Agreement between the City of Arcadia and the County of Los Angeles and authorize the Mayor to execute said agreement. Approved: A![ WILLIAM R. KELLY, City Manager RG:DAS:mlo DCy 3. —v7_ 6 L6„4y-d #.y �a i "'v e.VV Memorandum .,„ •�4Ponar80-,0 DATE: April 18, 1995 TO: Mayor and City Council FROM: Rick Gomez, Deputy City Manager/Development Services Director • By: U Peter Kinnahan, Economic Development Administrator ,Mohammad Mostahkami, Assistant City Engineer/Engineers g Eldon Davidson, Acting City Engineer/Water Manager RE: REPORT AND RECOMMENDATION FOR AWARD OF CONTRACTS TO ASL CONSULTING ENGINEERS, INC. FOR CONSTRUCTION STAKING . SERVICES; TO SULLY MILLER FOR CONSTRUCTION OF PUBLIC IMPROVEMENTS; TO WILLDAN AND ASSOCIATES FOR CONSTRUCTION INSPECTION AND MATERIAL TESTING SERVICES; FOR PAYMENT TO A SL CONSULTING ENGINEERS, INC. FOR ADDITIONAL SERVICES; AND TO APPROPRIATE ADDITIONAL WATER FUNDS FOR THE PARALLEL WATER MAIN PROJECT IN HUNTINGTON DRIVE FROM SECOND AVENUE TO SANTA ANITA IN RELATION TO THE DOWNTOWN 2000 STREETSCAPE AND PUBLIC FACILITIES IMPROVEMENT PROGRAM. SUMMARY In order to continue the Downtown 2000 Project, staff recommends that City Council award the following contracts as shown: = Construction Staking Services: ASL Consulting Engineers, Inc. - Construction of Public Improvements: Sully Miller Contracting Company - Construction Inspection and Material Testing Services: Willdan & Associates Staff is also recommending the appropriation of$56,233 from the Water Fund to provide 15% contingency for the Parallel Water Main project on Huntington Drive, and for authorization to pay Lawrence Moss and Associates (LMA) for additional services and coordination of plans and specifications done by ASL Consulting Engineers, Inc. DESCRIPTION Construction Staking Services In order for the construction contractor to locate the existing and proposed infrastructure for the Downtown 2000 project, the exact location of numerous improvements must be staked, eg. storm drain and water main pipes, lateral service lines, catch basins, hydrants, curbs, center- line ties, etc. LASER ! AGED } Downtown 2000 Page Two - April 18, 1995 Because the topography.for.the entire Downtown 2000 project has already been plotted by ASL Consulting Engineers, Inc. (ASL), and because of their familiarity with the construction plans'of all of the consultants, staff recommends that the City Council authorize a contract with ASL for $85,422 including a 15% contingency for the construction staking services. Construction of Public Improvements The City Council and Redevelopment Agency authorized the advertising of the Downtown 2000 project for bid on March 7, 1995. Staff advertised in the Pasadena Star News and the "Green Sheets", a standard trade publication. Five bids were received (see Summary of Bids, Attachment A). Staff has reviewed the bids, checked references, and other required submittals, and recommends that the City Council award the contract to the lowest bidder, Sully Miller Contracting Company, in the amount of$4,288,529.55. The total cost will be distributed as noted below. Huntington Drive Rehabilitation $ 495,039.00 Gas Tax Parallel Water Main $ 340,496.50 Water Fund Storm Drain and all other Public Improvements $3,452.994.05 Redevelopment Agency Sub-Total: $4,288,529.55 15% Contingency $ 643,280.00 Total $4,931,809.55 Construction Inspection and Material Testing Services In order to ensure that the improvements are constructed to City and other applicable Codes and standards and meet the requirements of the plans and specifications, the City requires the use of a full time experienced and competent inspector. The size and complexity of this project is beyond the capability of City forces. Staff recommends that the City Council award a contract to the most qualified consultant Willdan and Associates in the amount of$108,100 including 15% contingency. Additional Services by ASL Consulting Engineers, Inc. Due to revisions to the plans and specifications brought about by comments from the Gas Company, the City of Monrovia, as well as the complexity and size of the 125 page plans and 350 page specifications prepared in segments for the formal bid process has required additional coordination and analysis by ASL. Staff recommends that the City Council authorize payment of$70,000 to LMA for payment to ASL for their additional coordinating and engineering services. FISCAL IMPACT The following costs include a 15% contingency , the cost for construction staking and inspection along with ASL's additional services as set forth previously. } Downtown 2000 Page Three April 18, 1995 Gas Tax Fund: $ 591,794.85 Water Fund: $ 425,371.00 Redevelopment Agency $4,178,165.15 Total $5,195,331.00 This project was estimated to cost $5,630,000 and sufficient funds are available in this fiscal year in the appropriate accounts. Staff is not able at this time to clearly allocate expenditures to Lighting Maintenance District C. This will be done at the conclusion of the project. Staff estimates the Lighting District's share of the total costs at $40,000. These will be offset against the Agency's expenditures. The City itself will not be paying for these costs. All costs will be passed through and paid by the respective funds as shown above. RECOMMENDATION 1. That the City Council award a contract in the amount of$85,422 which includes 15% contingency to ASL Consulting Engineers, Inc. for construction staking services as set forth above, and authorize the City Manager-to execute a contract subject to approval of the City Attorney as to form. 2. That the City Council award a contract in the amount of$4,931,809.55 which includes 15% contingency to Sully Miller for construction of the Downtown 2000 Streetscape and Public Facilities Improvement Program as set forth above, and authorize the City Manager and City Clerk to execute a contract subject to approval of the City Attorney as to form. 3. That the City Council approve a contract in the amount of$108,100 which includes 15% contingency to Willdan and Associates for construction inspection and compaction testing services as set forth above, and authorize the City Manager to execute a contract subject to approval of the City Attorney as to form. 4. That the City Council authorize compensation to Lawrence R. Moss &Associates of $70,000 for payment to ASL Consulting Engineers, Inc. for additional professional engineering services. 5. That the City Council appropriate $56,232 in Water Funds for the Parallel Water Main Project on Huntington Drive from Second Avenue to Santa Anita. Approved: William R. Kelly, City Manager Attachment City of Arcadia Bid Summary For: Downtown 2000 Streetscape Project ' BIDS OPENED: April 6, 1995 11:00 am • ...< Bidders.:.... Gentry Bros. Inc Sully Miller Laird Construction Griffith Co. Excel Paving • -. ❑ Bidders Bond ❑ Bidders Bond ❑ Bidder's Bond U Bidders Bond U Bidder's Bond O Other Bond Type: U Other Bond T U Other Bond Type:_________ U Other Bond Type: ❑ Other Bond Type: Total Base Bid . . $4,203,774.25 $3,996,969.55 $4,201,130.00 $4,489,714.75 $4,569,710.96 Alternate Bid Item 2 . Total Bid $63,000.00 $34,660.00 $67,350.00 $51,935.00 $123,606.45 Alternate Bid Item 3 Total Bid. $22,000.00 $21,000.00 $18,030.00 $21,700.00 $20,000.00 Alternate Bid Item 4 - • Total Bid $51,000.00 $47,500.00 $24,300.00 ' $91,800.00 $45,000.00 Alternate Bid Item 5 Total Bid $55,000.00 $53,900.00 $41,500.00 $55,080.00 • $51,000.00 Alternate Bid Item 6 Total Bid $27,000.00_ $26,500.00 $8,690.00 $75,800.00 (i,.---Th $24,500.00 'Alternate Bid Item 7 Total Bid • $240,000.00 $108,000.00 $108,000.00 $134,000.00 $200,000.00 Total of Alternate Bid Items $458,000.00 $291,560.00 $267,870.00 . $430,315:00 $464,106.45 Grand Total $4,661,774.25 $4,288,529.55 $4,469,000.00 $4,920,029.75 $5,033,8.17.41 T . , GI 80 — 41/e.f9' #�- popnY-6� 7_6 e.a 1-71 IN Memorandum arcadla redevelopment agency DATE: April 18, 1995 TO: Arcadia Redevelopment Agency FROM: Rick Gomez, Deputy Executive Director By.et Peter Kinnahan, Economic Devel m nt Administrator RE: REPORT AND RECOMMENDATION T APPROPRIATE REDEVELOPMENT AGENCY FUNDS FOR AND TO REIMS RSE THE CITY FOR THE DOWNTOWN 2000 STREETSCAPE AND PUBLIC FACILITIES IMPROVEMENT . PROGRAM CONSTRUCTION COSTS (DESIGN AND ENGINEERING SERVICES, CONSTRUCTION, CONSTRUCTION INSPECTION, CONSTRUCTION ADMINISTRATION AND CONSTRUCTION STAKING SERVICES). SUMMARY Because the proposed street improvements are to be publicly owned, the City is the lead agency on the Downtown 2000 Streetscape and Public Facilities Improvement Program. Staff is recommending 1) that the Redevelopment Agency appropriate the necessary funds for the entire Downtown 2000 Streetscape program; and, 2) authorize staff to repay the City for the Agency's portion of the construction related work. As a'practical matter, the City will not incur any cost. The Agency will simply pay the invoices when received and approved. - FISCAL IMPACT The total Agency appropriation for the Downtown 2000 Streetscape program (i.e. -the total Agency project cost) will be $4,969,432.00. This includes design and engineering costs, cost of construction improvements, construction inspection, construction administration, construction staking services, and 15% contingency. The total construction (only) related cost which the Agency will reimburse to the City is $4,178,165.15. (See related City Council report) RECOMMENDATION That the Revelopment Agency: 1) appropriate $4,969,432 for the Downtown 2000 program; and, 2) and authorize staff to reimburse the City in the amount of $4,178,165.15 for construction related costs. kilt{ � Approved: William R. Kelly, Executive Director LASER I i1 't.D