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HomeMy WebLinkAboutAugust 18, 1998'`i' _ � ANN OTATED A G E N D A DE] Arcadia City Council MJ and r. �• Redevelopment Agency Meeting August 18, 1998 5:00 p.m. Council Chambers Conference Room ACTION ROLL CALL: Council Members Chandler, Harbicht, Marshall, Roncelli and Kovacic All Present 1. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO Bob Edgley ADDRESS THE CITY COUNCIL (NON- PUBLIC HEARING/ FIVE MINUTE TIME LIMIT PER PERSON) RE: 5:00 P.M. SESSION. 2. STUDY SESSION Direct staff to put sue reinstatement of power of condem. a. Overview of Redevelopment Agency Projects, Goals and Objectives. nation 5 -0 Direct staff to pre pare formal propos+ 3. CLOSED SESSION to amend Proj. are; to include Live Oak area. 3 -2 a. Pursuant to Government Code Section 54957.6 to confer with City labor Staff to explore ec negotiators William Kell and Carol Prz b cien regarding Teamsters nomic analysis si of g y Y Y 9 9 Bekins & Elk sites. Local 911, AFSCME Local 2264, AFFA, APOA, Management and ARA consensus non- represented employees. RECESSED to the Closed Session - 6:37 to 6:55 pm. RECONVENED in the Council Chambers at 7:05 pm. 7:00 p.m. Council Chamber INVOCATION Rev. Ray Petzholt, Mandarin Baptist Church PLEDGE OF ALLEGIANCE Staff Sgt. Ed Bacon, Retired ROLL CALL: Council Members Chandler, Harbicht, Marshall, Roncelli and Kovacic All Present The City Attorney announced the 5:00 pm Closed Session. 4. PRESENTATION of Mayor's Community Service Award to Annie Yuen. 5. PRESENTATION of Mayor's Employee Recognition Award to Mike Casalou. 6. PRESENTATION to Arcadia Crossing Guard Frank Fischer. 7. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING See Minutes AGENDA ITEMS. 1 a ACTION 8: QUESTIONS FROM CITY COUNCILIREDEVELOPMENT AGENCY REGARDING AGENDA ITEMS. See Minutes MOTION: Read all Ordinances and Resolutions by title only and waive Adopted 5 -0 reading in full. 9. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE CITY COUNCIL /REDEVELOPMENT AGENCY (NON- PUBLIC HEARING/FIVE MINUTE TIME LIMIT PER PERSON). Ed Bacon Ray Whitener George Hanna ` Tom Nguyen Steve Gazarian Drew Krynicki 10. MATTERS FROM ELECTED OFFICIALS James Dolback City Council Reports / Announcements /Statements /Future Agenda Items See Minutes 11. CONSENT a. Minutes of the August 4, 1998 Regular Meeting and the July 30 joint Approved 5 -0 meeting with the Sierra Madre City Council. b. Report and recommendation to approve Final Map 52311 for a 5 -unit Approved 5 -0 condominium project at 333 California Street. C. Report and recommendation to approve Final Map 52393 for a 6 -unit Approved 5 -0 condominium project at 167 -169 El Dorado. d. Report and recommendation to adopt Resolution No. 6066, A Resolution Adopted 5 -0 of the City Council of the City of Arcadia, California, approving the destruction of certain Police Department records, documents and papers, pursuant to Section 34090 and 34090.6 of the Government Code of the State of California. e. Report and recommendation to award a contract to Golden Bear ArboristsApproved 5 -0 as Inc., in the amount of $102,944.00 for Live Oak and Las Tunas median amend modification and irrigation upgrade. f. Report and recommendation to purchase four (4) 1998 Ford Crown ARproved 5 -0 Victoria unmarked Police Interceptor 4 -door sedans with the City of Pasadena from Robert H. Loud Ford at a total cost of S90,796.30. Excepted City bid process via bids of another agency ( "piggyback process "). g. Report and recommendation to purchase four (4) 1998 Ford Crown Approved 5 -0 Victoria Police Interceptor 4 -door black and white sedans with the City of Los Angeles from Robert H. Loud Ford at a total cost of $94,595.40. Excepted City bid process via bids of another agency ( "piggyback process "). consent continued ACTION h. Report and recommendation to purchase one (1) 1998 Ford Ranger Approved 5 -0 Super Cab 1/2 ton rear wheel drive pick -up truck with right side steering assembly for the Police Department with the City of Monrovia from Robert H. Loud Ford for $16,446.40 and Advanced Concepts and Design, Inc., for $4,560.00 for a total cost of $21,006.40. Excepted City bid process via bids of another agency ( "piggyback process "). i. Report and recommendation to accept all work performed by General Pump Approved s -c Company for the rehabilitation of Orange Grove Well #6 as complete and authorize final payment to be made in accordance with the contract documents subject to a retention of $3,958.00. j. Report and recommendation to award a contract to E.G.N. Construction, Approved 5 -0 Inc. in the amount of $229,430.80 for the rehabilitation of Live Oak Avenue from El Monte Avenue to Santa Anita Avenue; and First Avenue from Colorado Boulevard to Foothill Boulevard. 12. CITY MANAGER a. Report and recommendation to authorize staff to fill the positions of Street Approved 5 -0 Superintendent (1), Public Works Foreman (2), Maintenance Worker (3) and other possible vacancies in the Maintenance Services Department and to authorize the Police Department to fill three (3) Police Officers positions and one (1) Records Clerk position. b. Report and recommendation to enter into a Professional Services ,Approved s-n Agreement in the amount of $36,000.00 with Joe A. Gonsalves & Sons for legislative advocacy services. C. Report regarding post holiday street sweeping procedures and potential Approved 5 -0 alternatives. Alternate li3 d. Report and recommendation to approve the FY 1998 -1999 Agreement for Approved 5 -0 Services with the Arcadia Chamber of Commerce. ADJOURN City Council to August 26, 1998 at 6:30 p.m. for a meeting with the City Council of the City of Sierra Madre. Adjourned at 9:16 p.m. r^ '04•T01 STAFF REPORT POLICE DEPARTMENT DATE: August 18, 1998 TO: William R. Kelly, City Manager FROM: Ronnie D. Garner, Assistant City Manager hief of Police 4 By: Nancy Chik, Management Analys SUBJECT: Report and Recommendation to Authorize the Police Department to Fill Three Police Officer Positions and One Records Clerk Position. SUMMARY The Police Department currently has three vacant police officer positions and one records clerk position. All four positions have been budgeted in FY 1998 -1999, and staff requests authorization to fill the vacancies. DISCUSSION Over the past several months, three police officer positions have become vacant as result of two resignations and one retirement. In mid- August, a records clerk resigned to accept a position with another agency. Police Officer The hiring process for police officers is long and involved. After a recruitment process, candidates undergo a series of tests including a written test, an oral board examination, a physical agility test, a polygraph test, a psychological examination, a medical examination, and a background investigation. The testing process takes several months. Our personnel rules and federal law require that we make a conditional offer of employment to prospective employees. This conditional offer means that we will appoint the candidate to a vacant position, if the candidate successfully completes the testing, background, and training process. Candidates who successfully pass the testing process are hired as law enforcement recruits (a temporary position without benefits) and enrolled in the Rio Hondo Police Academy basic course. After 18 weeks of intensive training at the academy, our law enforcement recruits graduate prepared to begin their careers as police officers. There are currently several candidates in contention for the vacant positions. LASER IMAGED Records Clerk The Records Bureau is the informational hub of the Police Department, and records clerks provide clerical support in the section. The clerks work three different shifts in order to provide 24 -hour a day coverage to handle report processing, records information requests, and computer data input. CONCLUSION In order to maintain the quality of life in the community and to fulfill the Department's objectives, appropriate staff must be in place. Therefore, it is essential that the four vacancies mentioned be filled. FISCAL IMPACT None. The positions have been approved in the current budget. RECOMMENDATION It is recommended that the City Council move to authorize the hiring of three police officers and one records clerk to fill the vacant positions. Approved: um�* William R. Kelly, City Manager 0 7 ,z o —1 2�' Msv r +OO�ORATfO - STAFF REPORT MAINTENANCE SERVICES DEPARTMENT August 18, 1998 TO: MAYOR AND CITY COUNCIL FROM: PAT MALLOY, MAINTENANCE SERVICES DIRECTOR /_/� PREPARED BY: BRYAN E. BOESKIN, MANAGEMENT ANALYST REVIEWED BY: CAROL PRZYBYCIEN, HUMAN RESOURCES MANAGER SUBJECT: REPORT AND RECOMMENDATION TO AUTHORIZE STAFF TO FILL THE POSITIONS OF STREET SUPERINTENDENT (1) , PUBLIC WORKS FOREMAN (2), MAINTENANCE WORKERS (3) AND OTHER POSSIBLE VACANCIES IN THE MAINTENANCE SERVICES DEPARTMENT SUMMARY The Maintenance Services Department is requesting authorization to fill six full -time positions; Street Superintendent (1) , Public Works Foreman (2), one in the Street Sweeping Unit and one in the Greenscape Unit and Maintenance Worker (3) in the Water Distribution Unit. Staff is also requesting that the City Council authorize the Maintenance Services Director to fill vacancies that may result from possible internal promotions related to this recruitment. All positions discussed are fully funded through appropriations in the 1998/99 Operating Budget. The Maintenance Worker positions are wholly funded through the Water Enterprise Fund. DISCUSSION For the last four years, the Maintenance Service Department has continued to restructure and reorganize to maintain optimum levels of service while responding to increasingly rigorous fiscal constraints. The Department has reduced its staffing level from 73 full -time employees (FTE) in 1994 to the present level of 55 FTE. The loss of 18 employees in a span of four years represents a 25 percent reduction in the original workforce. Beyond permanent reductions in staffing, the Department has attempted to further reduce operational costs by consolidation of various positions and leaving existing positions vacant for an extended time to monitor whether the position is in fact critical to department operations. Based on staff's ongoing evaluation of department output and efficiency, it has been determined that the current work force has reached a critical level. Any further reductions will result in diminishing returns with respect to operational productivity and level of service provided to the community. Staff has concluded that leaving positions within the department vacant results in constant shuffling of the remaining employees to perform duties and functions that they may not be completely familiar with. It further necessitates that affected employees neglect some of the duties of their own position in order to fulfill critical tasks associated wit o.iA Ro��ns. The net MAYOR AND CITY COUNCIL August 18, 1998 PAGE 2 result of these factors is an overall decrease in department productivity and employee morale. The pressure of decreased staffing is also compounded by the fact that the Department is continually assigned with new duties, tasks and unscheduled projects (such as tree removals and special requests for unscheduled services) which ultimately reduce the Departments ability to carry out routine maintenance functions. The Department has recently experienced several position vacancies resulting from employee departures and internal promotions. Staff is requesting consideration and City Council approval of each item listed below. Current job descriptions for each position discussed are attached. The following items are being presented for City Council consideration: 1) Street Superintendent This position was vacated when the incumbent accepted a position with another agency. This position is a key management position within the Maintenance Services Department that is responsible for the oversight of a $2.3 million dollar operating budget and supervision of 20 employees. The primary duties of this position includes planning, organizing and directing the maintenance and operations of all City Streets, public right -of —ways and sewer system. The position is responsible for coordination of the following key functions; concrete and asphalt repair, traffic safety, street sweeping, greenscape maintenance, and sewer maintenance. 2) Fill Public Works Foreman — Greenscape Unit (1) Vacancy This position was vacated when the incumbent requested to voluntarily step down to the position of Equipment Operator. This position is responsible for the first line supervision of the Greenscape Unit. The Foreman position is directly accountable for establishing technical procedures, work standards and field level quality control of greenscape maintenance functions. 3) Fill Public Works Foreman — Street Sweeping Unit (1) Vacancy This position was recently vacated through retirement of the incumbent Public Works Foreman. This is a critical supervisory position due to the fact that the street sweeping crews work hours prior to the arrival of any other supervisory and managerial staff. This position is a working foreman that is directly responsible for ensuring that several thousand curb miles of street are cleaned each year. The foreman position also coordinates all corollary crew activities such as special events clean-ups, traffic accident clean-ups and City Facilities parking lot clean-up. The foreman position also assists in the coordination of the street sweeping function with other key functions such as refuse collection and capital projects. This is a high visibility position that has significant interaction with the community. v MAYOR AND CITY COUNCIL August 18, 1998 PAGE 3 4) Fill Maintenance Worker (3) — Water Distribution Unit Vacancies These three positions have all been vacated through internal promotions to other units within the department. This results in the staff level in the Distribution Unit being reduced by approximately one - third. During the last five years, new water service installations have significantly increased. Approximately 80 new water services or upgrades are currently be requested each year. The flurry of new service installation requests coupled with main and service line repairs have essentially diverted Distribution crews from their primary function of maintaining and repairing the water facilities and distribution infrastructure. The staffing situation in this section is even more critical considering that the Department recently began a Valve Exercising /Mainline Flushing Program and was also recently reassigned to the Fire Hydrant Exercising and Maintenance Program. The Valve Exercising Program will ensure that nearly 4,000 miles of mainline and fire hydrant shut —off valves are fully serviceable in the event of an emergency. The Fire Hydrant Exercising and Maintenance Program has recently been reassigned to the Maintenance Services Department from the Fire Department. This program also serves to ensure that all fire hydrants in the City are serviceable in the event of an emergency. These three Maintenance Worker positions will be primarily responsible for the day -to -day operations of these programs. 5) Provide Authorization to Fill Vacancies if Filled by Internal Promotions Due to the fact that two of the pending vacancies are classes in a promotional series, if these positions are filled internally the subordinate positions would be vacated. Staff is requesting that the Maintenance Services Director be authorized to fill these two possible vacancies should they occur. It is proposed that the Director's authority will only be extended to include these two positions which meet the following criteria: 1) the positions will be filled through an open recruitment; 2) the positions will not negatively impact the Department's General Fund Expenditures; and 3) the positions will not result in changes to the existing job descriptions or the Department's organizational structure. FISCAL IMPACT Funds for all proposed position changes have been appropriated in the 1998/99 Operating Budget. The Maintenance Worker positions are funded wholly through the Water Enterprise Fund and will have no fiscal impact on General Fund Expenditures. MAYOR AND CITY COUNCIL August 18, 1998 PAGE 4 RECOMMENDATION It is recommended that the City Council authorize staff to: 1. Fill the positions of: Street Superintendent Public Works Foreman - Greenscape Unit, Public Works Foreman- Street Sweeping Unit and three (3) Maintenance Workers in the Water Distribution Unit. 2. Fill two other possible vacancies in the Maintenance Services Department. These positions will not negatively impact the Department's General Fund Expenditures and they will not result in changes to the existing job descriptions or the Department's organizational structure. PM:BB:ds Attachments APPROVED: =iwAl William R. Kelly, City Manager CITY OF ARCADIA APPROVED BY HUMAN R URCES COMMISSiON 4.1 1 90 APPROVED BY CITY COUNCIL 5,,14 96 DEFINITION Under general direction, to plan, organize and direct the maintenance and operation of City streets and right -of -ways, street sweeping, traffic painting, traffic signals, and street signs; and to perform related duties as required. ... Supervise, direct and instruct staff. Prepare the Street Division budget. Responsible for all phases of contract administration. Continually evaluate work methods and operations and seek to Increase effectiveness to meet departmental objectives. Exercise judgment in recognizing and resolving problems which deal with policy and procedural matters. May act in the absence of the Field Services Manager. •U' • Direct and supervise the Street Section staff in the management of current and advance Street Section activities. Develop '.long range and short term maintenance objectives and develop plans to meet future service needs. Plan, coordinate, direct, supervise and inspect the patching and paving of streets, traffic painting work, street sweeping, maintenance of right -of -ways, and the replacement of street signs and traffic control devices. Determine work assignments and utilization of personnel, equipment and materials. Requisition supplies and materials. Prepare estimates and monitor construction, maintenance and operating costs. Evaluate divisional policies, procedures and services to determine effectiveness. Street Superintendent . Page 2+"'' Evaluate service and equipment needs, write or review bid specifications, and monitor contractor,'equipment performance. Coordinate construction and maintenance with other divisions. Prepare the Street Section budget and participate in the presentation of the department budget. Prepare financial analysis and service objectives, monitor and control expenditures, and make recommendations on staffing and equipment. Review and investigate citizen complaints and requests, and determine and ensure appropriate disposition. Direct and supervise the work of employees involved in emergency responses to major storms, hazardous material spills, and other emergency situations, and develop emergency response procedures. Inspect work in progress to ensure compliance with City specifications. Direct, conduct, and make recommendations on special studies. Develop and establish work methods and standards. Direct staff training and development, and review and evaluate employee performance. Perform related duties as required. Knowledge of: Methods, practices, materials, tools and equipment used in street systems and maintenance. Information sources in street maintenance. Traffic laws and regulations applicable to operation and maintenance functions. Traffic control and safety techniques. Street system construction and maintenance safety laws and practices. Budget preparation and procedures. Street Superintenden*, Page 3 Computer applications. Principles of supervision, training, employee development and performance evaluation. Instruct skilled and semi - skilled workers in the methods, practices, tools and equipment used in the installation, repair and maintenance of streets and right -of- ways. Read and interpret engineering and public works plans, specifications and drawings. Keep records of time, materials and equipment and prepare clear and accurate reports. Carry out oral and written instructions. Develop and maintain a working environment which encourages and motivates excellent employee performance. Analyze and compile technical and statistical data and prepare comprehensive reports. Operate micro- computers. Communicate clearly and concisely orally and in writing. Interpret and explain department regulations, policies and City codes. Conduct work in a safe manner in accordance with established policy. Direct, train, supervise and evaluate staff. Establish and maintain effective working relationships with other employees and the public. Experience- Eight years of recent experience in public works maintenance and repair work, including at least five years of supervisory experience. Street Superintendent Page 4 Equivalent to graduation from high school. An Associate of Arts Degree in Public Administration or related field is desired. A combination of equivalent experience and training that would provide the required skills, knowledge and abilities would be qualifying. Valid Class "C" California Driver's License. PHYSICAL ACTIVITY REQUIRED A significant amount of time is spent sitting, standing and walking on a daily basis; occasionally time is spent lifting 0 -25 pounds on a weekly basis; occasionally time is spent kneeling, crouching, stooping, squatting, and climbing on an as needed basis. &'FLOMIJACRaommagIMA WIN A moderate amount of time is spent working outdoors on a weekly basis; the incumbent may be exposed to extreme heat on a weekly bass; the incumbent may occasionally be exposed to vibration, confined working spaces, chemicals and mechanical hazards. CITY OF ARCADIA APPROVED BY PERSONNEL BOARD 8/11/66 APPROVED BY C:TY COUNCIL 9/06/66 AMENDED BY P' ONNEL BOARD 9/14/89 AMENDED BY C* COUNCIL 1/16/90 PUBLIC WORKS FORM AN DEFINITION Under general supervision, directs and assists an assigned crew in any of the following Public Works assignments: Paving of utility cuts, resurfacing of streets, patching streets and earth moving; Building forms, pouring and finishing concrete for curbs, gutters, sidewalks, streets and other structures; Maintaining and repairing sewers, clearing sewer and storm drain stoppages; trimming, shaping and caring for city trees, including basic tree surgery; Street cleaning and maintenance; Layout and painting of traffic regulatory and directional pavement markings and street signs; Maintenance of grounds, parks and parkways. RESPONSIBILITIES Directs and assists a crew of unskilled, semi - skilled and skilled workers in carrying out Public Works assignments. EXAMPLES OF DUTIES :'o direct and assist in the work of: A patch crew, directing the proper operation of truck, ccmpressor, crack f °_11.. ^.g unit, air tools and rollers; assigns work of back filling, compacting, pouring ana rolling surface in patching holes in the street, and preparation of streets for rehabilitation; A cement crew which may chop out tree roots, pour cement to install, repair or replace concrete structures such as sidewalks, curbs and gutters, sewers and street components; break out old concrete, set forms; tie reinforcing rod; build up sewer manhole frames by cement work; A sewer crew engaged in clearing sewer and storm drain stoppages, using sewer het equipment, manual sewer rods or motor with steel rods possibly requiring digging to main and breaking it to clear obstruction, also using vaporooting foam equipment; A tree crew involved in trimming, removing, maintaining and inspecting all types of trees, using and training workers in the use of Hi- Rangers, climbing gear, rigging and other related equipment; A street cleaning crew involved in cleaning City streets and public parking areas; required to run Butler loader, run sweeper when required by supervisor in absence of operator and other sweeping as required; Public Works Foreman Page 2 A traffic painting crew involved in laying out and painting traffic lines, signs, crosswalks, parking lines and curb markings, mixing paint, matching colors, and painting the inside and outside of City buildings, and sand blasting, and line or legend grinding as required; A groundskeeping crew performing planting, cultivating, watering, spraying and propagating of shrubs and flowers, and the planting, fertilizing, watering and edging and mowing of grass, using power and hand - driven mowers; the day -to -day maintenance of supplies, tools and equipment, and related park structures. Assigns personnel to duties and equipment; trains personnel in use of equipment; advises on safety precautions as required by CAL OSHA, A.Q.M.D., E.P.A., and City of Arcadia Standards. DESIRABLE SKILLS, KNOWLEDGE AND ABILITIES Knowledge of: Material, equipment and practices employed in one or more of the following Public Works functions: street and sewer construction and :maintenance, street cleaning, traffic marking, signs and painting, tree trimming and groundskeeping. Ability to: Assist and supervise the work of crews engaged in equipment operation, street maintenance work and other varied activities. Read and interpret plans and specifications. work cooperatively with and effectively coordinate the work of others. Keep records and make reports. I Communicate orally and in writing with supervisors, cc- workers and the public. Follow written and oral directions. Establish and maintain effective working relationships with other employees and the public. DESIRABLE EXPERIENCE AND TRAINING Experience: Three years of responsible experience in maintenance, construction and repair work involved in Public Works programs. Education: May be required to complete courses in supervision upon appointment. LICENSE /CERTIFICATES REQUIRED Valid California Motor vehicle Operator's License as required by Motor vehicle Code, as per City vehicles to be operated. APPROVED BY �_ Y COUNCIL 11/77 AMENDED BY "RSONNEL BOARD 9/14/89 r AMENDED BY` *Y COUNCIL 1/16/90 MAINTENANCE WORKER .TnR 1;1IMMARY Under direct supervision, performs a variety of maintenance and construction tasks in connection with the Public works system; and performs related work as required. EXAMPLES OF DUTIES Assigned to a General Services Division crew: Constructs and repairs asphalt and concrete streets, curbs, gutters, sidewalks, drainage or other structures; maintains and repairs sewers, clearing sewer and storm drain stoppages; assists in hand and machine painting of traffic lines, signs, crosswalks, curb markings, parking lines and similar tasks; performs genera- ground maintenance work in planting, cultivating, irrigating, fertilizing, pruning of Flowers, shvabs and trees; plants, mows and trims lawns; hoes weeds acid maintains sprinkler systems; assists in performance of general building maintenance Work in construction and repair of buildings and accessories; does emergency or special work as required. Assigned to a dater Division crew: works on a small crew, assisting in the installation of rater mains, water services, related water distribution and storage facilities; breaks pavement and Hakes excavation for water mains, water service and related facilities; applies ore -mixed asphalt for temporary patching after back - filling and compacting tren.cn; assists in assembling, laying and aligning ductile iron, steel and cooper pike; assists in tapping mains and boring for ser-.rice installation; checks :peters malfunction upon notice by the reader of after a customer's complaint; installs new or reconditioned :peters, removing suspect meter for repair at the shop; assists in installing and repairing fire hydrants and valves; flushes :rains; clears and cares for tools on service trucks; keeps records of meter replacements; cleans and paints tuildings, reservoirs and other structures; reads consumer water meters and accurately records readings. Overtime Assignments /Standby Duty: The purveyance zf water is a vital service to the community and as such requires the availability Division personnel at all times. Consequently, employees will be required to respond to emergency calls, accept periodic overtime assignments and perfcrm any and all dut'es deemed necessary by the Division. CESIRASLE QUALIFICATIONS :'raining and Experience Cne year experience in maintenance or construction work or related labor, or semi- skilled work with knowledge of the operation of power - driven equipment or some other combination of education and experience of equal value; possession of a valid California Motor Vehicle Operator's License as required by Motor Vechicle Code, as per vehicles to be operated. Abilities Ability to read, write and understand directions and the ability to successfully meet and deal with the public and employees in a cooperative manner, prepare routine records and reports; and use and properly maintain hand tools and power - driven equipment. •ONATIV STAFF REPORT MAINTENANCE SERVICES DEPARTMENT August 18, 1998 TO: MAYOR AND CITY COUNCIL FROM: PAT MALLOY, MAINTENANCE SERVICES DIRECT06 PREPARED BY: GARY F. LEWIS, GENERAL SERVICES MANAGER REVIEWED BY: RONALD GARNER, POLICE CHIEF JAMES DALE, ADMINISTRATIVE SERVICES DIRECTOR SUBJECT: REPORT AND RECOMMENDATION TO PIGGY -BACK PURCHASE ONE (1) 1998 FORD RANGER SUPER CAB '/2 TON REAR WHEEL DRIVE PICK -UP TRUCK WITH RIGHT SIDE STEERING ASSEMBLY FOR THE POLICE DEPARTMENT WITH THE CITY OF MONROVIA FROM ROBERT H. LOUD FORD FOR $16,446.40 AND ADVANCED CONCEPTS AND DESIGN INC., FOR $4,560.00 FOR A TOTAL COST OF $21,006.40 SUMMARY It is recommended that the City Council award a purchase contract for one (1) 1998 Ford Ranger Super Cab '/2 Ton Pick -Up Truck to Robert H. Loud Ford in the amount of $16,446.40 and a purchase contract for the installation of a right side vehicle steering assembly to Advanced Concepts and Designs Inc., in the amount of $4,560.00. The total contract cost for this vehicle purchase is $21,006.40. Funds in the amount of $22,000.00 have been budgeted in the Equipment Replacement Fund in Fiscal Year 1998 -99 for this acquisition. DISCUSSION One (1) 1998 Ford Ranger 1/2 Ton Pick Up Truck with Right Side Steering Assembly will be used to replace one (1) 1988 Dodge Pick -Up Truck (Asset 960018). This vehicle will be used primarily for parking enforcement. This truck is a high- mileage vehicle over ten years old and is in marginal condition requiring frequent service and repair. Current maintenance costs for this vehicle is excessive and merits replacement. Staff has investigated the possibility of "piggy- backing" with another municipality for the purchase of a Pick -Up Truck with specifications equal to or greater than the City of Arcadia's. The City of Monrovia, in cooperation with Robert H. Loud Ford, has authorized the City to piggy -back on their purchase order. LASER IMAGED '41P,rd 0 Ud Mayor and City Council August 18, 1998 Page 2 Public agencies often utilize other agencies formal bidding results (piggy- backing on the contract) when the agreement between the agency and the vendor meets the specifications of the using agency. Staff has determined that Robert H. Loud Ford is a qualified company to meet the City's specifications. FISCAL IMPACT The total cost to purchase one (1) Pick -Up Truck with right hand assembly is $21,006.40. Funds in the amount of $22,000.00 have been budgeted in the Equipment Replacement Fund in Fiscal Year 1998 -99 for this acquisition. RECOMMENDATIONS It is recommended that the City Council: 1. Award a contract for the purchase of one (1) 1998 Ford Ranger Super Cab 1/2 Ton Rear Wheel Drive Pick Up to Robert H. Loud Ford in the amount of $16,446.40. 2. Award a contract to Advanced Concepts and Design Inc., for the installation of right side steering assembly for $4,560.00. 3. Waive competitive bidding process and piggy -back the City of Monrovia bid and award contracts in accordance with Recommendations 1 and 2. 4. Authorize the City Manager to execute a contract in a form approved by the City Attorney. PM:GFL:ds Approved by "`T' William R. Kelly, City Manager to Tt9',•o' MEMORANDUM POLICE DEPARTMENT Date: August 18, 1998 To: Mayor and City Council From: Ronnie D. Garner, Assistant City Manager /Chief of Police By: Janice Cumming, Police Records Manager Subject: REPORT AND RECOMMENDATION TO APPROVE AND ADOPT RESOLUTION NO. 6066 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN POLICE DEPARTMENT RECORDS Summary: The Police Department is responsible for maintaining those records, reports, and /or documents which are generated in the course of business. Prior to this resolution, the most recent records destruction request from our Department was made in January, 1993. That request listed only a few specific documents and did not encompass an overall purge of obsolete records. In accordance with Government Code Section 34090, specified documents over the age of two years may be destroyed so long as they do not fall within the prescribed exclusions as set forth in that section. The Department is, therefore, recommending the City Council adopt Resolution Number 6066 to authorize the destruction of records as authorized by law. Discussion: It has been the practice of the Department to microfilm all crime activity reports and arrests reports. In 1993 this method of information- retention was replaced by the scanning of original documents onto optical disks. Documents stored on optical disks are accepted under the law as "original" records. Requests for the reproduction of routine crime activity reports which occurred more than five years ago are rare. On occasion, we are required to provide arrest information, dating back beyond five years, to other law enforcement agencies. Because we have the capability of retrieving the necessary information from optical, we are not compelled to maintain the paper version of our reports. Our storage capabilities are overwhelmed with the voluminous numbers of various documents our Department generates on a yearly basis. This space limitation has made it increasingly difficult to provide storage for our more current documents and these are referenced more frequently. LASER NAGED n M The majority of all other documents listed in Resolution 6066 are also maintained in other departments within the City. The records which are stored at our facility are "worksheets" generally utilized to provide information for the preparation of permanent documentation retained by our Administrative Services Department and various California state agencies. Because the specified documents are redundant or obsolete, there is no necessity to continue to store the material. Fiscal Impact: None Recommendation: It is recommended the City Council move to approve Resolution No. 6066 A resolution of the City Council of the City of Arcadia approving the destruction of certain Police Department records, documents, and papers, pursuant to Sections 34090 and 34090.6 of the Government Code of the State of California. Attachment: Resolution No. 6066 Approved: . UA-�twt William R. Kelly, City Manager *90, STAFF REPORT MAINTENANCE SERVICES DEPARTMENT August 18, 1998 TO: MAYOR AND CITY COUNCIL FROM: PAT MALLOY, MAINTENANCE SERVICES DIRECTOK / PREPARED BY: GARY F. LEWIS, GENERAL SERVICES MANAGER REVIEWED BY: RONALD GARNER, POLICE CHIEF JAMES DALE, ADMINISTRATIVE SERVICES DIRECTOR SUBJECT: REPORT AND RECOMMENDATION TO PIGGY -BACK PURCHASE FOUR (4) 1998 FORD CROWN VICTORIA POLICE INTERCEPTOR 4 -DOOR BLACK AND WHITE SEDANS WITH THE CITY OF LOS ANGELES FROM ROBERT H. LOUD FORD AT A TOTAL COST OF $94,595.40 SUMMARY It is recommended that the City Council award a purchase contract for four (4) 1998 Ford Crown Victoria Police Interceptor 4 -Door Sedans to Robert H. Loud Ford in the amount of $94,595.40. Funds in the amount of $106,000 have been budgeted in the Equipment Replacement Fund in Fiscal Year 1998 -99 for this acquisition. DISCUSSION The four (4) 1998 Ford Crown Victoria Police Interceptor 4 -Door Sedans will replace two (2) 1993 Chevrolet Caprice and (2) 1994 Chevrolet Caprice police sedans. The existing cars are high- mileage vehicles that are in marginal condition and require frequent service and repair. Current maintenance costs for these vehicles is excessive and merit replacement. Staff has investigated the possibility of "piggy- backing" with another larger municipality for the purchase of Police Interceptors with specifications equal to or greater than the City of Arcadia's. The City of Los Angeles, in cooperation with Robert H. Loud Ford, has authorized the City to "piggy- back" on their purchase order at a significant savings to the City. Public agencies often utilize other agencies formal bidding results (piggy- backing on the contract) when the agreement between the agency and the vendor meets the specifications of the using agency. Staff has determined that Robert H. Loud Ford is a qualified dealership and that the 1998 Ford Crown Victoria meets the City's specifications. Afr'V, '0 a­0 eI LASER IMAGED August 18, 1998 Mayor and City Council Page 2 FISCAL IMPACT The total cost to purchase the four vehicles is $94,595.40 Funds in the amount of $106,000.00 have been budgeted in the Equipment Replacement Fund in Fiscal Year 1998 -99 for this acquisition. RECOMMENDATIONS It is recommended that the City Council: 1. Waive the Competitive Bidding process and piggy -back the City of Los Angeles' bid and award a contract for the purchase of four (4) 1998 Ford Crown Victoria Police Interceptor 4 -Door Sedans to Robert H. Loud Ford in the amount of $94,595.40. 2. Authorize the City Manager to execute a contract in a form approved by the City Attorney. PM:GFL:ds Approved by: William R. Kelly, City Manager D 3 1i v a p.> STAFF REPORT MAINTENANCE SERVICES DEPARTMENT August 18, 1998 TO: MAYOR AND CITY COUNCIL FROM: PAT MALLOY, MAINTENANCE SERVICES DIRECTOR / PREPARED BY: GARY F. LEWIS, GENERAL SERVICES MANAGER REVIEWED BY: RONALD GARNER, POLICE CHIEF JAMES DALE, ADMINISTRATIVE SERVICES DIRECTOR SUBJECT: REPORT AND RECOMMENDATION TO PIGGY BACK PURCHASE FOUR (4) 1998 FORD CROWN VICTORIA UNMARKED POLICE INTERCEPTOR 4- DOOR SEDANS WITH THE CITY OF PASADENA FROM ROBERT H. LOUD FORD AT A TOTAL COST OF $90,796.30 SUMMARY It is recommended that the City Council award a purchase contract for four (4) 1998 Ford Crown Victoria Police Interceptor 4 -Door Sedans to Robert H. Loud Ford in the amount of $90,796.30. Funds in the amount of $91,500 have been budgeted in the Equipment Replacement Fund in Fiscal Year 1997 -98 for this acquisition. DISCUSSION The four (4) 1998 Ford Crown Victoria Unmarked Police Interceptor 4 -Door Sedans will be used to replace two (2) 1987 Chevrolet Caprice sedans, one (1) 1992 Chevrolet Caprice sedan and one (1) 1992 Buick Regal (Asset #'s: 60009, 60010, 60133 and 60138). The existing cars are high - mileage vehicles that are in marginal condition and they require frequent service and repair. Current maintenance costs for these vehicles are excessive and merit replacement. Staff has investigated the possibility of "piggy- backing" with another larger municipality for the purchase of Police Interceptors with specifications equal to or greater than the City of Arcadia's. The City of Pasadena, in cooperation with Robert H. Loud Ford, has authorized the City to piggy -back on their purchase order. Public agencies often utilize other agencies formal bidding results (piggy- backing on the contract) when the agreement between the agency and the vendor meets the specifications of the using agency. Staff has determined that Robert H. Loud Ford is a qualified company to meet the City's specifications. uelm Cati.//7e. n Mayor and City Council August 18, 1998 Page 2 FISCAL IMPACT M The total cost to purchase the four (4) vehicles is $90,796.30. Funds in the amount of $91,500.00 have been carried over from the 1997/98 Equipment Replacement Fund. RECOMMENDATIONS It is recommended that the City Council: 1. Award a contract for the purchase of four (4) 1998 Ford Crown Victoria Unmarked Police Interceptor 4 -Door Sedans to Robert H. Loud Ford in the amount of $90,796.30. 2. Waive the formal bidding process and piggy -back the City of Pasadena bid and award a contract in accordance with Recommendation 1. 3. Authorize the City Manager to execute a contract in a form approved by the City Attorney. PM:GFL:ds Approved by "-� V� William R. Kelly, City Manager