HomeMy WebLinkAboutMarch 3, 1998A G N E N T ED A � ❑ ❑❑
ARCAD Arcadia City Council
and
Redevelopment Agency
ORPORAt89:
Meeting
March 3, 1998
6:00 p.m.
Council Chamber Conference Room
ACTION
ROLL CALL: Council Members Chang, Kovacic, Kuhn, Young and Harbicht 6_p_! meeting
canceled
1. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO
ADDRESS THE CITY COUNCIL (NON- PUBLIC HEARING/ FIVE MINUTE
TIME LIMIT PER PERSON) RE: 6:00 P.M. SESSION
2. CLOSED SESSION
a. Pursuant to Government Code Section 54957.6 to confer with City labor Closed session
negotiators Dan Cassidy and William Kelly regarding Teamsters L to consider 2a,2b ocal 911 held at 8:40 p.m.
AFSCMF Local 2264, AFFA, APOA, Management and non- represented & i0a.
employees,
b. Pursuant to Government Code Section 54956.9 (a) to confer with legal
counsel concerning the case of Penprase (Beaumier) vs. Arcadia.
INVOCATION
7:00 p.m.
Council Chamber
June D. Alford, City Clerk
PLEDGE OF ALLEGIANCE Jerome Collins, Director of Recreation
ROLL CALL: Council Members Chang, Kovacic, Kuhn, Young and Harbicht
3. PRESENTATION of Proclamation to the Chamber of Commerce Emergency
Preparedness Business Task Force.
PRESENTATION to the Arcadia Sister City Commission.
PRESENTATION of Proclamation re: Arbor Day.
PRESENTATION of plaque to Longley Way School for their participation in the
1998 Arbor Day Celebration.
PRESENTATION to the Arcadia High School Apache Band.
All Present
4.
•
ACTION
PRESENTATION to the 1997 -1998 Arcadia Tournament of Roses Association
Board of Directors.
PRESENTATION to the City from the Arcadia Festival of Bands.
PRESENTATION of Proclamation declaring Poison Prevention Week.
PRESENTATION of Proclamation declaring March 1998 as Red Cross
Membership Month.
ADMINISTRATION OF OATH OF OFFICE to members of the Arcadia Centennial
Celebration Commission. city Clerk
6. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING
AGENDA ITEMS. Motion & second to
take action on non-
agendized item -9d, 5 -0
6. QUESTIONS FROM CITY COUNCIUREDEVELOPMENT AGENCY
REGARDING AGENDA ITEMS.
New City employees
introduced - Don
Penman & Carol
Przybycien
None
MOTION: Read all Ordinances and Resolutions by title only and waive
Adopted 5 -0
reading in full.
7. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO
R. Ciors
ADDRESS THE CITY COUNCIL /REDEVELOPMENT AGENCY
Marshall
M.
M. Segal
(NON- PUBLIC HEARING /FIVE MINUTE TIME LIMIT PER PERSON).
L. Wilson
8. MATTERS FROM ELECTED OFFICIALS
City Council Reports/ Announcements /Statements /Future Agenda Items See Minutes
9. CONSENT
a. Minutes of the February 17, 1998 Regular Meeting. Approved 5 -0
b. Report and recommendation to waive expenses related to traffic control Approved 5 -0
services for the Fourth Annual Santa Anita Derby Day 5K Run and Walk.
C. Report and recommendation to award a bid to California Electric Services Approved 5 -0
in the amount of $232,919.00 for Street Light Conversion - Santa Anita
Oaks West.
2
9d. Report and recommendation to award a contract in the amount of $96,026.25
to Gunderson Chevrolet for the purchase of four (4) three - quarter ton
pick -up trucks and one bed replacement for the Maintenance Services Dept. Approved 5 -0
ACTION
10. CLOSED SESSION
a. Pursuant to Government Code Section 54956.8 to confer with City RECESSED to Closed
Manager and City Attorney regarding a potential development agreement Session at 8:40 p.n
to discuss Agenda
with Santa Anita Enterprises Inc. (Medi -Trust Corporation) and negotiations Items 2a, 2b s
with Santa Anita representative Tom Austin regarding portions of the 10a.
southern parking lot of the Santa Anita Racetrack property as described
in their Specific Plan application on February 18, 1998 - (potential terms
applicable to possible exchange, or lease); and Pursuant to Government
Code Section 54956.9 (b) to confer with legal counsel regarding a
significant exposure to litigation based on facts and circumstances that
might result in litigation which need to be disclosed.
ADJOURN City Council to March 17, 1998 at 6:00 p.m.
3
Reconvened and adjourned at 9:30 p.m.
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+� ° "' °�•T`° STAFF REPORT
MAINTENANCE SERVICES DEPARTMENT
March 3, 1998
TO: MAYOR AND CITY COUNCIL
FROM: PAT MALLOY, MAINTENANCE SERVICES DIRECTO
PREPARED BY: DAVE MCVEY, GENERAL SERVICES
REVIEWED BY: TRACEY L. WILLIAMS, PURCHASIN
SUBJECT: REPORT AND RECOMMENDATION TO AWARD A CONTRACT IN THE
AMOUNT OF $96,026.25 TO GUNDERSON CHEVROLET FOR THE
PURCHASE OF FOUR (4) THREE - QUARTER TON PICK -UP TRUCKS
AND ONE BED REPLACEMENT FOR THE MAINTENANCE SERVICES
DEPARTMENT.
SUMMARY
Staff is recommending that the City Council award a contract in the amount of $96,026.25 to
Gunderson Chevrolet, Inc. for the purchase of (4) 3/4 ton pickup trucks and one pick -up truck bed
replacement.
Funds in the amount of $112,500 were originally budgeted in the 1997/98 Vehicle Replacement
Capital Improvement Program for the purchase of five (5) new vehicles. A savings of $16, 473.75
was realized due to the actual purchase of only four (4) brand new vehicles and a bed replacement
for one flatbed service truck.
DISCUSSION:
During last year's budget process, the Maintenance Services Department performed a
comprehensive audit of the existing fleet inventory to determine if all vehicles that were scheduled
for replacement were actually unserviceable.-Of the several vehicles actually, scheduled for
replacement. it was determined that only three (3) vehicles absolutely required replacement this
fiscal year. The three existing vehicles requiring replacement were in the Building Maintenance,
W'ater and Street Divisions respectively. One vehicle from the Street Division which was scheduled
for replacement only required a bed replacement which resulted in a substantial savings over the
purchase of a completely, new vehicle. The trucks being replaced have over 100.000 road miles
and /or over 15 years old with an extensive maintenance repair history.
LASER1rPtll/
C"V'/V' 5 I/•
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Mayor and City Council
March 3, 1998
Page 2
J
Staff also determined that one new truck should be purchased for use in the Solid Waste division
to allow for field monitoring of the residential and commercial refuse contractors and to meet with
residents and businesses requesting assistance in implementing recycling activities. This vehicle
purchase is wholly funded through the Solid Waste Fund.
Bid packages were mailed to five (6) local truck dealerships. The Notice of Bid was published in
the Arcadia Tribune on December 18, 1998. Four (4) responses and one (1) no bid which were
received and publicly opened by the City's Purchasing Officer at 4:00 P.M. on January 21, 1998,
Gunderson Chevrolet was the selected dealer based on the lowest qualified bid.
The Bid results, including sales tax and less trade -in of replacement units are as follows:
Total
Gunderson Chevrolet, Inc., El Monte, CA $96,026.26
Wondries Ford, Alhambra, CA 597.283.20
Rotolo Chevrolet, Fontana, CA $98,174.32
Robert H. Loud Ford, Pasadena CA Did not bid on all items
EW Truck. San Dieuo CA No Bid
FISCAL IMPACT
Funds in the amount of $112.500.00 were budgeted in the Maintenance Services Capital
Improvement Program in the Fiscal Year of 97/98 for this acquisition. The bed replacement of the
Streets Division Truck rather than the purchase of a new vehicle resulted in a savings of $16,473.75.
RECOMMENDATION
It is recommended that the City Council award a contract in the amount of $96,026.25 to Gunderson
Chevrolet_ Inc. for the purchase of (4) 3/4 ton pickup trucks and one pick -up truck bed replacement.
PM:DM:BB:ds
APPROVED:
William R. Kelly. Cite Manager
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04.poRgr STAFF;REPORT
POLICE DEPARTMENT
DATE: March 3, 1998
TO: Mayor and Members of the City Council
FROM: Ronnie D. Garner, Assistant City Manager/Chief of Policd'j
By: Nancy Chik, Management Analyst
SUBJECT: Report and Recommendation to Waive Expenses Related to Traffic Control
Services for the Fourth Annual Santa Anita Derby Day 5K Run&Walk
SUMMARY
The City was contacted by the Los Angeles Turf Club (Santa Anita) regarding the Fourth Annual
Santa Anita Derby Day 5K Run& Walk to be held on Saturday, April 4, 1998. Typically, when City
services or personnel are required for coordination of special events, the cost of these services is borne
by the event organizer. In this instance, like years past, Santa Anita is requesting that the City;waive
the cost of traffic control services because of the charitable nature of this event.
DISCUSSION
The race is one of several special events that will be held in conjunction with the Santa Anita Derby.
This year the Derby Day 5K Run&Walk is again co-sponsored by the Methodist Hospital of Southern
California. Participation of contestants has increased each year, and it is anticipated that about'5,000
runners/walkers will join in this year's event.
The sports marketing firm, Elite Racing,will again coordinate the event. Any profits from the race will
be donated to local beneficiaries, including the Arcadia Tournament of Roses Association, Arcadia
High School Athletic Boosters, Arcadia D.A.R.E. Program, and Methodist Hospital's Cardiology
Services and Community Benefits Program. If the race operates at a loss, Santa Anita will give all
organizations a check for a fixed amount.
The same course will be used in this year's Derby Day 5K. The race will begin in the south parking lot
(adjacent to gate#1) of the race track,proceed through the mall parking lot, cross Baldwin Avenue, go
through the interior of the Arboretum, cross back over Baldwin Avenue, enter the race track through
gate #7, proceed through the turf tunnel and infield, and wind up on the training track for the last
quarter mile of the race.
The Police Department will provide intermittent traffic control to facilitate the running of the race and
to ensure the safety of the participants. The traffic control unit will be headed by Arcadia Police Chief
LASER IMAGED
fi-PP Pep vED CeA/
Ut- -
Ronnie Gamer and his Command Staff who will donate their time and efforts for this community
event. The saving to Santa Anita is estimated at approximately$1,500.00.
It is anticipated that traffic flow on Baldwin Avenue will be diverted between 8:00 a.m. and 8:30 a.m.
Police personnel will use the same type of traffic flow pattern as in previous years with very minimal
effect on any businesses or local residents.
As part of hosting an event of this type, Santa Anita.is also required to provide a certificate of
insurance designating the City of Arcadia as an additional insured. They have provided this certificate
and it has°been approved by the City Attorney. •
FISCAL IMPACT
None. The $1,500.00 associated with traffic control services will be absorbed by the Police
Department utilizing the donation of staff time by Chief Gamer and his Command Staff.
RECOMMENDATION
It is recommended that the City Council move to approve Santa Anita's request to waive the cost
of traffic control services for the Fourth Annual Santa Anita Derby Day 5K Run&Walk
Approved:
� y
_ William R Kelly, City Manager