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Home My WebLink AboutMay 21, 2002;' _ _yny ^IA�20U2 p4:34cA Fra►^ r City ®f �._... cad.a Office Of the City Coilndd Glii A. ALy" AMP* J% `Jbong Mang A1gwr-o rmq m �3ar A. j",pya[ir, Y� roan woo C:emc,'1 Mewb�rr 24GWa. Mrd Once ri,.014sc Ban a a+ A1Od11 CA 91068603: (076) 87a8aM (�1 �r16�E739 4ax • ". ' u, : 6264621456 May. iS 2092 0 ?:SiPM Pi • t•sas p.cot�4dt F -�ei NOME OF SPECIAL JOINT MEE71NC Ae Auxhuri.7ed by Madia City Charter Secnoa 408 and California Qova= eat Code Section 14956 ,a Special Join; ?ble4c of the Arcadia City Cauricil and Arr.Wie, Sitter City Comrrussien is hereby called to be held at this City ofArudia Council Chambers Conference Room, 240 W. T3tmtington Drivr., Arcadia. California at 4:40 p.m. on May 21, 2002. At this Speer.,! Joint Meeting, the following matter will be discussed, corW42red and acted upon: Cuitmal exchange between the cities of Arcadia and Newcastle, Australia and.relstted matters. 'hera will be time reserved for those in the audience who wish to address The City Cor mcil and/or Skier City Commission regarding the above item. No fmYl hor business other than the above will be considered at this Rieet4 Dazed; May 2002 Dated: May j 5 2007 rMayor Of the City of dia Chairp6son, SiNte CF ity Cozatuisgion In 'colnphwe with the Amerlww with ,DIM13 i(ies Act, if you need apaclal ass sUmb to partdcipase in a *1V uwating, plaam wawa the City MawW at (626) 5 ^,4 -5461. Ple,wo nbutirt the City Manager a evilest ae ossible prior to da msetixag dme ax when AP904al servic8e axe needed. This aodfieation will help city ME in rnaIdus m uctabla asrmpmahis to provida yuu with access to the meeting, i0'd ti00'oN ZS:z Z0.9i AUH £66808b9Z9:U I'd'3 1. 2. A N N O T A T E D 147AGENDA� Arcadia City Council and Redevelopment Agency Meeting JOINT MEETING ARCADIA CITY COUNCIL AND ARCADIA SISTER CITY COMMISSION May 21, 2002 4:00 p.m. Council Chambers Conference Room ROLL CALL: Council Members: Chang, Kovacic, Segal, Wuo and Marshall All present Commission Members: Cashion, Cope, Efstathiou, Harmer, Hronas, Tung, Wang, Westfall and Lindsey Efstathiou. & Hronas Excused TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO Tung arrived ey pi Mim Hennessey ADDRESS THE CITY COUNCIL OR SISTER CITY COMMISSION ( FIVE- i & Martin Plourde MINUTE TIME LIMIT PER PERSON) No one spoke present 3. Discussion and possible action relative to a cultural exchange between the cities of Arcadia and Newcastle, Australia Bill & Glinnis Hanley, Newcastle Australia 5:00 P.M. RECESS 4:28 to City Attorney Conference Room 5:25 pm in C.A. Conference Room ROLL CALL: Council Members: Chang, Kovacic, Segal, Wuo and Marshall All present TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE CITY COUNCIL (NON- PUBLIC HEARING /FIVE- MINUTE TIME LIMIT PER PERSON) None 4. CLOSED SESSION a. Pursuant to Government Code Section 54956.9(a) to confer with legal counsel regarding the workers' compensation case of Kima Kirakosyan 5. OPEN SESSION a. City Council Protocol and Procedures City Mgr. to monitor Recommendation: Adopt 6:35 p.m. RECESS Gail A. Marshall, Mayor . Dr. Sheng Chang, Mayor Pro tempore . Mickey Segal, John Wuo, Gary A. Kovacic, Council Memgers' 00; pm William R. Kelly, City Manager June D. Alford, City Clerk INVOCATION -2- 7:00 p.m. Council Chambers Reverend Foster Shannon, Arcadia Presbyterian Church PLEDGE OF ALLEGIANCE Dr. Richard Cordano ROLL CALL: Council Members: Chang, Kovacic, Segal, Wuo and Marshall All present City Attny. Dietsch announced the City Council met in Closed Session. No reportable action 6. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA was taken ITEMS Agenda Item 18a WITHDRAWN by City Manager Kelly MOTION: Read all Ordinances and Resolutions by title only and waive reading in full Adopted 5 -0 7. PRESENTATION to Patricia Eicherly, Citizen of the Month 8. PRESENTATION of the Arcadia Beautiful Awards 9. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE CITY COUNCIL (NON - PUBLIC HEARING /FIVE - MINUTE TIME LIMIT PER PERSON) None 10. MATTERS FROM ELECTED OFFICIALS City Council Reports / Announcements /Statements/Future Agenda Items 11. CITY CLERK See Minutes a. Appointment to Los Angeles County Sanitation District, Board of Directors. Alternate Director Recommendation: Appoint Alternate Director to serve on the Board of Councilmember Directors of the Los Angeles County Sanitation District Chang 5 -0 RECESS CITY COUNCIL 12. MEETING OF THE ARCADIA REDEVELOPMENT AGENCY ROLL CALL: Agency Members: Chang, Kovacic, Segal, Wuo and Marshall 13. TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE REDEVELOPMENT AGENCY (NON- PUBLIC HEARING /FIVE -MINUTE TIME LIMIT PER PERSON) All present None -3- 14. Professional Services Agreement - City/Redevelopment Agency audit services Recommendation: Authorize the City Manager/Executive Director to enter into a Professional Services Agreement with Conrad and Associates in the amount of $44,100 for City and Redevelopment Agency audit services Approved 5 -0 15. ADJOURN the Arcadia Redevelopment Agency to June 4, 2002 at 5:00 p.m. RECONVENE THE CITY COUNCIL 16. CONSENT a. Minutes of the May 7, 2002 regular meeting Recommendation: Approve Approved 5 -0 b. Approval of new job specification for Senior Management Analyst Recommendation: Approve Approved 5 -0 C. Contract Renewal - Animal Control Services Recommendation: Authorize the City Manager to enter into a contract with the Pasadena Humane Society and SPCA in the amount of $67,367.00 for animal control services for the period of July 1, 2002 to June 30, 2003 Approved 5 -0 d. Selection of Tom's Uniforms, Uniform Express and West End Uniforms as uniform vendors for the Police Department Recommendation: Approve Approved 5 -0 e. Contract Extension - Street Striving and Pavement Marking Services Recommendation: Authorize the City Manager to execute an amendment to the City's Agreement with Traffic Operations, Inc. for a one -year extension in the amount of $73,200.00 for street striping and pavement marking services for FY 2002 -2003 Approved 5 -0 f. Resolution No. 6301 appointing specific representatives to the Independent Cities Risk Management Authori ty Recommendation: Adopt Adopted 5 -0 g. Monetary gift from the Arcadia Chinese Lion's Club to the Fire, Police and Library Departments Recommendation: Accept Accepted 5 -0 h. Recommendation: Approve Approved 5 -0 !Im i. Award of Contract — traffic signal modification at Peck Road and Clark Street Recommendation: Authorize the City Manager to enter into a contract for traffic signal modification at Peck Road and Clark Street with C.T. and F., Inc. in the amount of $42,900.00 Approved 5 -0 j. Professional Services Agreement — City/Redevelopment Agency audit services Recommendation: Authorize the City Manager/Executive Director to enter into a Professional Services Agreement with Conrad and Associates in the amount of $44,100 for City and Redevelopment Agency audit services Approved 5 -0 k. Resolution No 6303 amending the Employee Grievance Section of City Personnel Rules and Regulations Recommendation: Adopt Adopted 5 -0 17. CITY MANAGER a. Resolution No 6302 adopting the Gold Line Phase II Locally Preferred Alternative Analyst Draft Report supporting the extension of light rail from Pasadena to Claremont Recommendation: Adopt Adopted 5 -0 b. Arcadia Skate Park and Bonita Park Rehabilitation Project Recommendation: Reject all bids, redesign skate park and improvements, or award contract for specified improvements - REJECT all bids 18. CITY ATTORNEY a. Ordinance No 2156 amending Section 9292.1.2 of the Arcadia Municipal Code pertaining to the composition of the Modification Committee Recommendation: Introduce WITHDRAWN Ordinance No. 2158 amending Section 6151 of the Arcadia Municipal Code pertaining to the composition of the Business Permit and License Review Board Recommendation: Introduce INTRODUCED 5 -0 19. ADJOURN the City Council to June 4, 2002 at 5:00 p.m. in memory of Bernie Bernstein in Memory of Carol Odell ADJOURNED at 9:43 pm % STAFF REPORT ADMINISTRATIVE SERVICES DEPARTMENT DATE: May 21, 2002 TO: MAYOR AND CITY COUNCIL (� FROM: TRACEY HAUSE, ADMINISTRATIVE SERVICES DIRECTOR PREPARED BY: SONNY MORKUS, HUMAN RESOURCES AND RISK MANAGER SUBJECT: APPROVAL OF NEW JOB CLASSIFICATION SUMMARY The approval of the new job classification of Senior Management Analyst will amend the City's existing Personnel Classification and Compensation Plan. BACKGROUND The City's Classification Plan currently includes a Management Analyst classification and several City departments have a Management Analyst position as part of their management staff. City staff recommends that a Senior Management Analyst classification be created and added to the flexible staffing series as a new management classification of the Classification Plan. In 1999, the City Council adopted the Classification and Compensation Study that was prepared by Personnel Concepts. This study provided new job titles, job descriptions, compensation rationale and flexible staffing criteria to manage City job classifications. The use of flexible staffing series of classifications is intended to make the process of responding to needs in department operations more efficient and timely. Flexible staffing classifications allow departments to advance employees from the entry-level classification in a flexible staffing series to a higher -level classification without conducting a recruitment process, when the department head has determined that all of the following apply: 1. There is a need in the department operations that warrants the filling of the higher - level flexible staffing classification. 2. There are sufficient funds in the department budget to fund the additional costs related to filling of the higher -level flexible staffing classification. 3. The employee in the entry-level classification in the flexible staffing series meets all of the requirements for the higher -level classification. 4. The employee in the entry level classification in the flexible staffing series has received sufficient training to prepare the employee to be assigned the duties and responsibilities of the higher level classification. 5. The employee in the entry-level classification in the flexible staffing series has received successful performance reviews. ClG lj/ 16 -_— 13�. M PAGE 2: APPROVAL OF NEW JOB CLASSIFCATION J The Management Analyst/Senior Management Analyst classifications will be added to the City's flexible staffing series job classifications as follows: Accounting Technician 1/11 Building Technician 1 /11 Dispatcher 1//II Engineering Assistant/Senior Engineering Assistant Fleet Technician 1 /II Library Technician [III Management Analyst/Senior Management Analyst Police Records Technician 1 /II Water Production Technician 1 /11 In order to advance an employee in a flexible staffing series, the department head must submit to the Human Resources Office of the Administrative Services Department a Personnel Action Form and a memo stating that all of the flexible staffing requirements have been determined. DISCUSSION The compensation for the Senior Management Analyst classification will be set at Salary Range No. 68 ($4,555 to $5,689 per month), which is 10 % above the compensation for the Management Analyst classification. The Senior Management Analyst classification will help departments meet their higher -level management level needs that cannot be met with the existing Management Analyst classification. At its regular meetings on May 9, 2002, the Human Resources Commission reviewed and approved the new job description for the new classification of Senior Management Analyst. FISCAL IMPACT The action alone will not have an additional impact on the City budget. The funding for positions with this classification title will be addressed through the regular budget process. RECOMMENDATION That the City Council approve the job description for the new management job classification of Senior Management Analyst with a compensation of Salary Range 68, and add it to the Flexible Staffing Series of the Classification Plan, effective May 22, 2002. APPROVED: . umng William R. Kell y Cit Mana . er Y 9 NV 6 z zn -�U Cri -e vC4 ht F5 r f + ° °R••S• �' STAFF REPORT ADMINISTRATIVE SERVICES DEPARTMENT DATE: May 21, 2002 TO: MAYOR AND CITY COUNCIL FROM: TRACEY HAUSE, ADMINISTRATIVE SERVICES DIRECTOR PREPARED BY: SONNY MORKUS, HUMAN RESOURCES AND RISK MANAGER ,4,*J , SUBJECT: RESOLUTION NO. 6303 AMENDING SECTION 1 DEFINITIONS of RULE XIX EMPLOYEE GRIEVANCES of the Personnel Rules & Regulations SUMMARY The approval of Resolution No. 6303 will amend SECTION 1 DEFINITIONS RULE XIV EMPLOYEE GRIEVANCES of the Personnel Rules & Regulations. BACKGROUND City staff met and conferred with the represented employees bargaining units to update the definitions section of the EMPLOYEE GRIEVANCES POLICY. This update will provide language that better describes the matters that may be grieved by employees. DISCUSSION The revisions to SECTION 1 DEFININTIONS of RULE XIV EMPLOYEE GRIEVANCES of the Personnel Rules & Regulations are as follows: Section 1 (a) Grievance, third line, add after the words "Understanding or ": "City and /or Department ". Section 1 (b) Grievant, third line, add after the words "Understanding or ": "City and /or Department ". Section 1 (e) Exclusions from Grievance Procedure, sub - section 1, add as the second sentence: "Allegations involving wages, hours and working conditions may thus be grieved only if the grievance involves a misapplication or misinterpretation of an express provision of the MOU or a City /Department Personnel Rules and Regulations." Section 1 (e) Exclusions from Grievance Procedure, sub - section 2, add as the second sentence: "Allegations that the City has failed to comply with an evaluation procedure set forth in a specific provision of the MOU and /or City /Department Personnel Rules and Regulations are grievable." LASER NAGED ' d a v- 16-k - yh1l PAGE 2: AMENDING OF EMPLOYEE GRIEVANCES POLICY Section 1 (e) Exclusions from Grievance Procedure, sub - section 3, add as the second sentence: "Notwithstanding the above, if the process used to reach the foregoing decisions is not in compliance with an express provision of the MOU and /or City /Department Personnel Rules and Regulations, a grievance may be filed." Section 1 (e) Exclusions from Grievance Procedure, sub - section 4, add as the second sentence: "Appeals of disciplinary actions are covered by the City's Personnel Rules and Regulations." Section 1 (e) Exclusions from Grievance Procedure, sub - section 5, replace the entire sub - section 5 with the following: "The procedure is not to be used to challenge examinations or appointment to positions. Notwithstanding the above, if the process used to reach the foregoing decisions is not in compliance with an express provision of the MOU and /or City /Department Personnel Rules and Regulations, a grievance may be filed." At its regular meeting on May 9, 2002, the City of Arcadia Human Resources Commission reviewed and approved the revisions to SECTION 1 DEFINITIONS of RULE XIX EMPLOYEE GRIEVANCES of the Personnel Rules & Regulations. FISCAL IMPACT The adoption of Resolution No. 6303 will not have an additional impact on the City budget. RECOMMENDATION That the City Council adopt RESOLUTION NO. 6303 AMENDING SECTION 1 DEFINITIONS of RULE XIX EMPLOYEE GRIEVANCES of the Personnel Rules & Regulations. APPROVED: William R. Kelly, City Manager Iy '° is STAFF REPORT ADMINISTRATIVE SERVICES DEPARTMENT DATE: May 21, 2002 TO: Mayor and City Council Chairman and Agency Board FROM: Tracey L. Hause, Administrative Services Directo� By: Michael A. Casalou, Management Analyst jt;91C___ -- SUBJECT: Professional Services Agreement for City and Agency Audit Services SUMMARY In late October 1999, the City solicited proposals from qualified (certified public accountants) firms to audit the City and Agency's financial statements for the fiscal year ending June 30, 2000, with the option to renew for four subsequent fiscal years. Conrad and Associates, LLP was selected and completed the audit for fiscal years 99/00 and 00/01. Staff is recommending the City Council and Agency Board renew the contract for audit services for the fiscal year ending June 30, 2002. BACKGROUND The City Charter requires an annual audit of the City's financial statements by a certified public accountant. The City, consistent with this provision as well as good accounting practices, annually has an audit performed by an independent CPA. The City had been utilizing the services of the same audit firm for a number of years. The Citizens Financial Advisory Committee found that the audit process was adequate and appropriate, though they did recommend to the City Council that a RFP process be initiated since the City had been utilizing the same firm for several years. Proposals were solicited, and after an extensive evaluation process, the City recommended that the firm of Conrad and Associated, LLP complete the audit services for the fiscal year ending June 30, 2000. There was the option to extend the agreement for four (4) one -year periods. This is a typical provision in audit service agreements, which provides for some continuity for a period of time, but it is not open -ended and allows the City to not extend the agreement should the City want to make a change. LA,TER 14VA ED <4-.In- /% Mayor and City Council V#w *40 Chairman and Agency Board May 21, 2002 DISCUSSION Staff found the services performed last year to be satisfactory, and in order to provide continuity for a period of time, it is recommended the City and Agency once again contract with Conrad and Associates to complete the audit for the period ending June 30, 2002. The cost proposed for audit services is $44,100.00, an increase of $8,555.00 over the prior year. The cost increase is a result of a COLA and from major changes in reporting requirements (GASB 34). FISCAL IMPACT The cost for providing auditing services for the City and Agency is $44,100.00. Sufficient funds are available in the proposed 2002/03 Budget. RECOMMENDATION It is recommended that the City Council and Redevelopment Agency approve an agreement with the firm of Conrad and Associates, LLP, for City and Agency audit services, and direct the City Manager /Executive Director to execute said agreement on behalf of the City and Agency. Approved William R. Kelly, City Manager /Executive Director • 6 2 .W4[,• STAFF REPORT POLICE DEPARTMENT DATE: May 21, 2002 TO: Mayor and Members of the City Council FROM: David H. Hinig, Chief of Police By: Nancy Chik, Management Analys- .. SUBJECT: Approve Uniform Vendors for Police Department SUMMARY The Police Department budget allocated $76,500 to purchase uniforms, leather gear, and related support equipment for employees, reserve officers, and volunteers. The Department uses Tom's Uniforms, Uniform Express, and West End Uniforms as vendors. City of Arcadia purchasing guidelines require City Council approval for open purchase order expenditures exceeding $5,000 with any single vendor. Because each of the aforementioned uniform vendors generally exceed that threshold on an annual basis, the Police Department requests approval to use these vendors for Fiscal Year 2002 -2003. BACKGROUND AND DISCUSSION The Police Department has used Tom's Uniforms in Alhambra, Uniform Express in Montebello, and West End Uniforms in Montclair as uniform vendors for the past ten years. Our experience with these suppliers has been very good. Although the amount of money expended with each vendor varies from year to year, each vendor generally receives a minimum of $5,000 in expenditures that are paid through pre - approved open purchase orders. Expenditures made with each vendor are dependent upon what specific items are needed and whether certain items are routinely available through the vendor. A number of variables affect which vendor officers and employees select, and some factors include: uniform material, size, proximity to the officers' homes, and hours of operation. The current practice of using multiple vendors to meet the uniform needs of the Police Department has been cost effective and efficient from an operational standpoint. In previous cost comparisons, the prices for items were all competitive between the vendors. FISCAL IMPACT The amount of $76,500 has been allocated in the Police Department budget for uniforms and related support equipment for FY 2002 -2003. M M RECOMMENDATION That the City Council approve Tom's Uniforms, Uniform Express, and West End Uniforms as Vendors for Police Department Uniforms. Approved: William R. Kelly, City Manager R.V, ,STAFF REPORT DATE: May 21, 2002 OFFICE OF THE CITY MANAGER TO: Mayor and City Council FROM: William R. Kelly, City Manager By: Linda Garcia, Communications, keting and Special Projects Manager WEY SUBJECT: MONETARY GIFT FROM THE ARCADIA CHINESE LIONS CLUB The Arcadia Chinese Lions Club has presented the City with three $1,500.00 checks — one each for programs and services provided by the following departments: Arcadia Fire Department Arcadia Police Department Arcadia Public Library In accordance with City policy, it is recommended that the City Council accept, with gratitude, the referenced donation of $4,500.00. RECOMMENDATION That the City Council accept a monetary gift of $4,500.00 from the Arcadia Chinese Lions Club ($1,500 each to the Arcadia Fire Department, Arcadia Police Department and the Arcadia Public Library). LASER 1; N ED 1�5 May 21, 2002 TO: Mayor and City Council FROM: David R. Lugo, Jr., Fire Chief, Prepared by: Richard Brown, Battalion Chie SUBJECT: SALE OF TWO SURPLUS FIRE APPARATUS THROUGH FIRETRUCKS PLUS AND WAIVER OF CITY REGULATIONS REGARDING SURPLUS SUPPLIES AND EQUIPMENT SUMMARY The City recently purchased two (2) new 2001 KME fire pumpers, which have been placed into first line service. These pumpers replaced a 1982 Mack pumper and a 1988 Mack pumper. The two (2) old pumpers are now deemed as surplus equipment and could be sent to an auction or sold by a used fire apparatus broker. Staff recommends that the City Council waive the requirement for normal bidding and enter into an agreement with Fire Trucks Plus, a Southern California based used fire apparatus broker, to sell on consignment, two (2) surplus fire pumpers. DISCUSSION With the recent acquisition of two (2) new fire pumpers, the City is now ready to dispose of two (2) surplus fire pumpers. In past years, it has been the City's practice to send all surplus equipment to an auction where the equipment is sold to the highest bidder. Fire Trucks Plus, a used fire apparatus broker in Upland, California, sells used fire apparatus on consignment. The consignee determines an acceptable price and the broker sells the apparatus at a price the broker deems appropriate, usually more than the price determined by the consignee. The money above the consignee's price is the broker's profit. The broker has contacts with fire departments throughout the country and advertises in fire department publications as well as monthly classified mailers. In 1999, the fire department utilized Fire Trucks Plus to sell a surplus "mini- pumper'. It was found that the company was very professional and met all of our needs. The pumper was sold in a very short time and the City received fair market value for the apparatus. �3 Mayor and City Council May 21, 2002 Page 2 Staff concludes that the City will obtain a more significant amount of money by outsourcing and entering into an agreement with Fire Trucks Plus rather than sending the surplus apparatus to auction. FISCAL IMPACT The money received from the sale of the surplus apparatus will be significantly more if sold by Fire Trucks Plus. The estimated price for both pumpers is $45,000.00, versus $10,000.00 to $15,000.00 if sold at an auction. These funds would be deposited into the equipment replacement fund. RECOMMENDATION That the City Council approve the (consignment) sale of two surplus fire apparatus through Fire Trucks Plus and waive City regulations regarding surplus supplies and equipment. DL:rcb Approved: W 1 William R. Kelly, City Manager Oft 'Oki • 07510 - 7[7 — ` SCiT qfi Q . v1k .w dRC . � 11700 - . O4pO$ATeD• STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT May 21, 2002 • TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Director SUBJECT: DIRECTION REGARDING THE CONSTRUCTION OF A SKATE PARK AND PARK REHABILITATION AREA AT BONITA • RECOMMENDATION: DIRECTION TO AWARD OR REBID SUMMARY Subsequent to the submittal of the Skate Park and Park Rehabilitation staff report to City Council on May 7, 2002, staff received a letter (via fax) from the low bidder, D&M Construction, Inc., requesting to withdraw their bid from consideration, without affecting their bid bond on the project. This issue was discussed with the City Council at the May 7 City Council meeting, and the City Council directed staff to return to the next meeting with more information on this 'matter. ' Several options or alternatives have been prepared for the City Council's consideration and direction as outlined under ALTERNATIVES in this report. V Staff recommends that the City Council review the alternatives and direct staff on the next course of action. . BACKGROUND On December 5, 2000, the City Council authorized the retention of a landscape • architect to conduct community workshops, collect and analyze data, develop conceptual alternatives, and to prepare final construction and bid documents for a skate park in the City of Arcadia. . In October 2001, the City Council approved the conceptual design for the Skate Park and Park Rehabilitation Project. The final design, construction drawings, and specifications, completed in February 2002, incorporated the key V components suggested by the skaters into a 10,729 square-foot skateboard.park. The estimate for the skate portion of the park was.$281,058 and $494,647 for the entire project, see Attachment "A." In January, following completion of the final design for the Skate Park, Purkiss Rose revised the initial construction estimate based on increased quantities to $364,000. , The relocation and reconstruction of the existing tot lot and the re- landscaping of the park area have been included in this capital program as part of the Park Rehabilitation Master Plan, also approved by the City Council. LASER IMAGED e_m. i 7.Q Mayor and City Council May 21, 2002 Page 2 On March 19, 2002, the City Council rejected the single bid of $566,308 received from 4-Con-Engineering. Inc. from the first bid process. On April 29, 2002 the following bids were received from the second bid process: Skate Park Tot Lot, Restroom Total Bidder & Area Lighting D&M Construction, Inc $319,959 $159,922 $479,881 Pacific Sundance $484,804 $126,308 $611,112 Construction, Inc. California Landscape $525,518 $164,499 $690,017 And Design, Inc. DISCUSSION For the City Council's consideration, Monrovia recently awarded a construction project for a Skate Park project at a cost of $308,000. California Landscape and Design, the high bidder for our project, submitted the low bid for the City of Monrovia's project. The following is a brief breakdown of the major differences between the two projects: Item Arcadia Monrovia • Skate park 10,729 sq. ft. 10,000 sq. ft. • Tot Lot 4,088 sq. ft n/a • Landscaping . 4,915 sq. ft n/a • Restrooms YES NO • Retaining walls 300 If 180 If • Height of Wall 8.5 ft. 3 ft. • Depth of Bowl 8 ft. 4 ft. • Chain link fencing 220 ft. n/a • Concrete Ledge Bench 420 ft. 78 ft. • Steel edging 850 ft. 315 ft. • Concrete Steps 250 ft. 160 ft. Arcadia's park is approximately 7% larger than Monrovia's, twice as deep, and has many special features not included in other less expensive facilities. In addition to the special features included in the skate facility itself, our park requires the relocation and re-wiring of existing ball field lighting conduits and the construction of 220 feet of 15 foot - tall chain link fencing to protect the skaters from fly balls from the ball diamond, plus the relocation of the existing tot lot. . c• f � Mayor and City Council May 21, 2002 Page 3 Staff also reviewed construction costs provided by Purkiss Rose, design consultant on similar Skate Park projects for other communities. Construction figures range from a low of $11.95 per sq. ft. in December — 19.98 to a high of $38.12 per sq. ft. in March — 2000, see Attachment "B." The cost per sq. ft. submitted by the second low bidder for our park is $32.61 per sq. ft. As the chart indicates, construction costs for skate parks is on the rise. Unless something significant happens in the near future, there is no indication that this trend will change. As presented at the last City Council meeting, sufficient funding is available from the State and County to pay for this project, see Attachment "A", red numbering. A total of $646,228 in Proposition 12 funds from the State and $89,920 Proposition "A" maintenance and service fund from the County are available to cover a major portion of this project. Thirty percent (30%) matching funds are required for State Bond Funds, and funding from the, County are limited to relocation costs of the Tot Lot specifically. Should the City Council decide to construct the park using the second low bidder, the following funding scenario could be followed: Project costs: Construction Cost: $611,112 Contingencies $ 75,000 Inspection/Contract Management $ 50,000 Total Project Costs $736,112 Revenue: Approved in 2001/02 CIP (State Bond) $300,000 Requesting additional State Bond Funds $184,230* Requesting Prop "A" Funds (County) $ 89,920* Total Revenue from other sources $574,150 Remaining Balance from Capital Outlay Fund $161,962* *Additional appropriation ($436,112) would be required to complete this project ALTERNATIVES The following alternatives have been prepared for the City Council's consideration: 1. Award to the low bidder and tender him for execution of the contract to construct the project ISSUES: • Reluctant Bidder . • The contractor has already sought to withdraw his Bid • Contractors Bid Bond agent indicated the amount reflected on the Bond was not authorized and the contractor apparently unilaterally changed it. • Mayor and City Council May 21, 2002 Page 4 2. Reject all bids . ISSUES: • Re-bid the project in late fall, or early winter of 2003. Hope for an improved construction market • Construction during rain season, January to April, is not recommended • Will delay initial park opening by approximately one (1) year 3. Reject all bids and redesign the skate park ISSUES: • Reduce the depth of the park bowl, overall square footage, and eliminate other special features, lowering construction cost. • Skate Park will be significantly changed in concept from what was proposed by skaters and the committee charged with the conceptual design of the park. • Re-bid mid to late summer, following re design. • Additional cost to re design: $30,000 to $40,000 4. Award the contract to the second low bidder, Pacific. Sundance Construction Inc. for $611,112, of which $349,972 is for the skating structure itself. ISSUES: • Will reduce funding set aside for other park projects. • Will provide a park for skaters by mid to late summer. • The following is a summary breakdown of each major component of this bid: Skate Park $349,972 Tot Lot $ 89,920 Restroom $ 41,078 Site preparation, Landscaping/Irrigation &Electrical $130,242 $611,112 plus inspection and contingencies Inspection & Contingencies $125,000 $736,112 5. Construct Skate Park only and re-bid the.Tot Lot and park later. ISSUES: • Would have to reject all bids, re-do the bid specifications and re-bid the Skate Park only . • Could be required to return.County Funding for the Tot Lot • May not see a significant savings: - Lose the advantage of increased quantities - Double Mobilization and project cleanup costs - Increase in inspection and project management costs - Storage of existing Tot Lot Equipment Mayor and City Council May 21, 2002 Page 5 RECOMMENDATION It is recommended that the City Council: Select an alternative described above, take the appropriate action and direct staff on how to proceed with this project. Approved: William R. Kelly, City Manager PM:dw Attachments ATTACHMENT"A" Proposed 6 Years Appropriation Summary for Parks&Playground Master Plan Purkiss Staff Funding Source Rose Estimated Prop A Prop 12 General/Capital Estimated Fund YEAR 01.02 Camino Park Playground Equipment $55,330.00 $37,400.00 $37,400.00 New Castle Playground Equipment $43,710.00 $35,420.00 $35,420.00 Class 1&2 @ Remaining Parks $12,670.00 $12,670.00 $4,520.00 $8,150.00 Removal of Hazards Playground Equipment @ Forest Avenue Park $2,500.00 $2,500.00 SUBTOTAL $111,710.00 $87,990.00 $4,520.00 $72,820.00 $10,650.00 Skate Board Park Priority •Bonita Park Infrastructure&Playground Equipment $148,589.00 $85,869.00 $54,580.00 $31,289.00 Bonita Park Restroom $65,000.00 $48,000.00 $48,000.00 *Skate Board Park $281,058.00 _$281,058.00 $300,000.00 SUBTOTAL "$494,647.00 $414,927.00 $54,580.00 $300,000.00 $79,289.00 TOTAL $606,357.00 $502,917.00 $59,100.00 $372,820.00 $89,939.00 YEAR 02-03 Camino Grove Infrastructure $191,900.00 $93,453.00 $54,884.00 $38,569.00 Longden Park Infrastructure $103,550.00 $82,473.00 $48,436.00 $34,037.00 TOTAL $295,450.00 $175,926.00 $0.00 $103,320.00 $72,606.00 • YEAR 03-04 Forest Avenue Park Infrastructure&Playground Equipment $46,550.00 $36,892.00 $24,250.00 $12,642.00 Newcastle Park Infrastructure $280,200.00 $116,228.00 $81,360.00 $34,868.00 Holly Avenue Park Infrastructure $107,950.00 $50,802.00 $35,560.00 $15,242.00 TOTAL $434,700.00 $203,922.00 $0.00 $141,170.00 $62,752.00 • YEAR 04-05 Bicentennial Park Infrastructure&Playground Equipment $164,870.00 $75,474.00 $16,058.00 $59,416.00 Tierra Verde Park Infrastructure&Playground Equipment $175,970.00 $91,176.00 ,$91,176.00 Tripolis Park Infrastructure&Playground Equipment $56,290.00 $34,593.00 $34,593.00 TOTAL $397,130.00 $201,243.00 $0.00 $16,058.00 $185,185.00 YEAR 05-06 Orange Grove Park Infrastructure $41,350.00 $29,841.00 $29,841.00 Eisenhower Memorial Park Infrastructure&Playground Equipment $233,200.00 $134,917.00 $7,400.00 , $127,517.00 Fairview Park Infrastructure $70,250.00 $44,803.00 $44,803.00 TOTAL $344,800.00 $209,561.00 $7,400.00 $0.00 $202,161.00 YEAR 06-07 Arcadia High School Infrastructure $89,950.00 $86,456.00 $86,456.00 Civic Center Athletic Field Infrastructure $36,800.00 $5,902.00 $5,902.00 Wilderness Park Infrastructure $143,250.00 $132,160.00 $132,160.00 TOTAL $270,000.00 $224,518.00 $5,902.00 $0.00 $218,616.00 TOTAL $2,348,437.00 $1,518,087.00 $72,402.00 $633,368.00 $831,259.00 • NOT EARMARKED $12,860.00 • POST YEAR 06-07 Building Renovations $838,705.00 $838,705.00 $838,705.00 •GRAND TOTAL $3,187,142.00 $2,356,792.00 $646,228.00 $1,669,964.00 •Modified to Reflect Skate Board Park • Non-matching Funds $489,000 $646,228.00 Matching Funds 30% $157,228 , 'I Attachment "B" Skate Park Unit Cost Trend $5000 ', Ztfi - a9 - s�-S a 3 sry a a 1i ,i t <I -: " - Y,r''',,,,''''" 1 } N v fi r 5_ 3 m# _° $40.00 W t. '. 4.F g .r' 4 ...1, $30.00 5 t • 3 y R t l- --4--Series1° $20.00 ``h - ▪ } ' .-1',',1,1-- -,--'-;?!... -'::: } • �� r c $10.00 - X +t ` ` f 4 kk , - e i ` wz g s n s ;: _ ' , . . . .S I 1 I I 1 I I 1 1 —' CO 0) a) CO O O O e- e- e- N 01 0)O ) CD O O O O O ® O e: T e.— e—. e-- e— e• e— r r r N 4 oN d co N t co N d' Date Completed Cost Data - Location Date Completed Total Cost Area(SF) Cost/SF LaVerne December-98 $ 150,000 12550 $ 11.95 San Dimas July-99 $ 119,695 8500 $ 14.08 Glendora July-99. $ 126,036 9800 $ 12.86 Lynwood January-00 $ 137,000 8720 $ . 15.71 Bell Gardens March-00 $ 438,350 11500 $ 38.12 Corona September-00 $ 276,811 11000 $ 25.16 Westminster January-01 $ 188,308 6000 $ 31.38 Coronado April-01 $ 154,882 7500 $ 20.65 Palm Desert • July-01 $ 205,000 10000 $ 20.50 Bellflower August-01 $ 186,110 8000 $ 23.26 Whittier January-02 $ 267,126 9000 $ 29.68 Monrovia May-02 $ 308,000 10000 $ 30.80 • Arcadia $ 349,872 10729 $ 32.61 1 b Th-T-cro 61- 6,17 qo 1 •: •'ill\,\ * eoango- • STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT May 21, 2002 TO: Mayor and•City Council FROM: Pat Malloy, Public Works Services Dire for SUBJECT: DIRECTION REGARDING THE CONSTRUCTION OF A SKATE PARK AND PARK REHABILITATION AREA AT BONITA • RECOMMENDATION: DIRECTION TO AWARD OR REBID SUMMARY Subsequent to the submittal of the Skate' Park and Park Rehabilitation staff report to City Council on May 7, 2002, staff received a letter (via fax) from the low bidder, D&M Construction, Inc., requesting to withdraw their bid;from consideration, without affecting their bid bond on the project. This issue was discussed with the City Council at the May 7 City Council meeting, and the City Council directed staff to return to the next meeting with more information on this matter. Several options or alternatives have been prepared for the City Council's consideration- and direction as outlined under ALTERNATIVES in this'report. Staff recommends that the City Council review the alternatives and direct staff on the next course of action. BACKGROUND On December 5, 2000, the City Council authorized the retention of a landscape • architect to conduct . community workshops, collect and analyze data, develop conceptual alternatives, and to prepare final construction and bid documents for a skate park in the City of Arcadia. . In October 2001, the City Council, approved the conceptual design for the Skate Park and Park Rehabilitation Project. The final design, construction drawings and specifications, completed in February 2002, incorporated the key, components Suggested, by the skaters into a 10,729 square-foot skateboard.park.. The estimate for the skate portion of the park was.$281,058 and $494,647 for the entire project, see Attachment "A." In January, following completion of the final design for the.Skate Park, Purkiss Rose revised the initial construction estimate based on increased quantities to $364,000. • The relocation and reconstruction of the existing tot lot and the re- landscaping of the park area have been included in this capital program as part of the Park Rehabilitation Master Plan, also approved by the City Council. LASER IMAGED • Mayor and City Council May 21, 2002 Page.2 On March 19, 2002, the City Council rejected the single bid of $566,308 received from 4-Con-Engineering. Inc. from the first bid process. On April 29, 2002 the following bids were received from the second bid process: Skate Park Tot Lot, Restroom Total Bidder & Area Lighting D&M Construction, Inc $319,959 $159,922 $479,881 Pacific Sundance $484,804 . $126,308 $611,112 , Construction, Inc. California Landscape $525,518 $164,499 $690,017 And Design, Inc. DISCUSSION For the City Council's consideration, Monrovia recently awarded a construction project for a Skate Park project at a cost of $308,000. California Landscape and Design, the high bidder for our project, submitted the low bid the City of Monrovia's project. The following is a brief breakdown of the major differences between the two projects: Item Arcadia Monrovia • Skate park 10,729'sq. ft. 10,000 sq. ft. • Tot Lot 4,088 sq. ft n/a • . Landscaping 4,915 sq. ft n/a • Restrooms .. YES NO • Retaining walls 300 If 180 If • Height of Wall 8.5 ft. 3 ft. • Depth of Bowl 8 ft. 4 ft. • Chain link fencing 220 ft. n/a • Concrete Ledge Bench 420 ft. 78 ft. • Steel edging 850 ft. 315 ft. • Concrete Steps 250 ft. 160 ft. Arcadia's park is approximately 7% larger than Monrovia's, twice as deep, and has many special features not included in other less expensive facilities: In addition to the special features included in the skate facility itself, our park requires the relocation and re-wiring of existing ball field lighting conduits and the construction of 220 feet of 15 foot` tall chain link fencing to protect the skaters from fly balls from the bail diamond, plus the relocation of the existing tot lot. Mayor and City Council May 21, 2002 Page 3 Staff also reviewed construction costs provided by Purkiss Rose, design consultant on similar Skate Park projects for other communities. Construction figures range from a low.of $11.95 per sq. ft. in December 19.98 to a high of $38.12 per sq. ft. in March - 2000, see Attachment "B." The cost per sq. ft. submitted by the second low bidder for our park is $32:6=1 per sqy ft. As,the.chart indicates, construction costs for skate parks is on the rise. Unless something:significant happens in the near future, there is no indication that this trend will change. As presented at the last City Council meeting, sufficient funding is available from the State and County to pay for this project, see Attachment "A", red numbering. A total of $646,228. in Proposition 12 funds from, the State and $89,920 Proposition "A" maintenance and service fund from the County are available to cover a, major portion of this project. Thirty percent (30%) matching funds are required for State Bond Funds, and funding from the County are limited to relocation costs of the Tot Lot specifically. Should the City Council decide to construct the park using the second low bidder, the following funding scenario could be followed:. Project costs: Construction Cost: $611,112 Contingencies $ 75,000 Inspection/Contract Management $. ,50,000 Total Project Costs $736,112 Revenue: Approved in 2001/02 CIP (State Bond) $300,000 Requesting additional State Bond Funds $184,230* Requesting Prop "A" Funds (County) $ 89,920* Total Revenue from other sources $574,150 Remaining Balance from Capital Outlay Fund $161,962* *Additional appropriation ($436,112) would:be required to complete this project ALTERNATIVES . The following alternatives have been prepared for the City Council's consideration: 1. Award to the low bidder and tender him for execution of the contract to construct the project . ISSUES: • Reluctant Bidder • The contractor has already sought to withdraw his Bid • Contractors Bid Bond agent indicated the amount reflected on the Bond was not authorized and the'contractor apparently unilaterally changed it. • Mayor and City Council May 21, 2002 Page 4 2. Reject all bids ISSUES: • Re-bid the project in late fall, or early winter of 2003. Hope for an improved construction market • Construction during rain season, January to April, is not recommended • ' Will delay initial park opening by approximately one (1.) year 3. Reject all bids and redesign the skate park ISSUES: • Reduce the depth of the park bowl, overall square footage, and eliminate' other special features, lowering construction cost. • Skate Park will be significantly changed in concept from what was proposed by. skaters and the committee charged with the conceptual design of the park. • Re-bid mid to late summer, following re design. • Additional cost to re design: $30,000 to $40,000 4. Award the contract to the second low bidder, Pacific. Sundance Construction 'Inc. for $611,112, of which $349,972 is for the skating structure itself. ISSUES: • Will reduce funding set aside for other park projects. • Will provide a park for skaters by mid to late summer. • The following is a summary breakdown,of each major component of this bid: Skate Park ' $349,972 Tot Lot $ 89,920 Restroom $ 41,078 Site preparation, Landscaping/Irrigation . . &,Electrical $130,242 $611,112 plus inspection and contingencies Inspection .- . & Contingencies $125,000 $736,112 5. Construct Skate Park only and re-bid the.Tot Lot and park later. ISSUES: • Would have to reject all bids, re-do the bid specifications and re-bid the.Skate Park only • Could be required to return County Funding for the Tot Lot • May not see a significant savings: - Lose the advantage of increased quantities - Double Mobilization and project cleanup costs - Increase in inspection and project management costs - Storage of existing Tot Lot Equipment ., Mayor and City Council May 21, 2002 Page 5 RECOMMENDATION It is recommended that the City Council: Select an alternative described above, take the appropriate action and direct staff on how to proceed with this project. Approved: William R. Kelly, City Manager PM:dw Attachments • • ATTACHMENT"A" Proposed 6 Years Appropriation Summary • for Parks&Playground Master Plan Purkiss Staff Funding Source Rose General/Capital Estimated Prop A Prop 12 Estimated Fund ., YEAR 01-02 • Camino Park Playground Equipment . $55,330.00 $37,400.00 $37,400.00 . New Castle Playground Equipment $43;710;00 $35,420.00 $35,420.00 Class 1&2 Q Remaining Parks $12,670.00 $12,670.00 $4,520.00 . $8,150.00 Removal of Hazards Playground Equipment @ Forest Avenue Park $2,500.00 ' $2,500.00 • SUBTOTAL $111,710.00 $87,990.00 $4,520.00 $72,820.00 $10,650.00 • Skate Board Park Priority Bonita Park Infrastructure&Playground Equipment $148,589.00 $85,869.00 $54,580.00... $31,289.00 Bonita Park Restroom $65,000.00 $48,000.00 $48,000.00 •Skate Board Park $281,058.00 .$281,058.00 $300,000.00 SUBTOTAL '$494,647.00 $414,927.00 $54,580.00 $300,000.00 $79,289.00 TOTAL $606,357.00 $502,917.00 $59,100.00 $372,820.00 $89,939.00 YEAR 02.03 Camino Grove Infrastructure $191,900.00 $93,453.00 $54,884.00 $38,569.00 Longden Park Infrastructure $103,550,00 $82,473.00 $48,436.00 $34,037.00 TOTAL $295,450.00 $175,926.00 $0.00 $103,320.00 $72,606.00 YEAR 03-04 Forest Avenue Park Infrastructure&Playground Equipment $46,550.00 $36,892.00 $24,250.00 $12,642.00 Newcastle Park Infrastructure $280,200,00 $116,228.00 $81,360.00 $34,868.00 Holly Avenue Park Infrastructure $107,950.00 $50,802.00 $35,560.00 $15,242.00 TOTAL $434,700.00 $203,922.00 $0.00 $141,170.00 $62,752.00 YEAR 04-05 • Bicentennial Park Infrastructure&Playground Equipment $164,870.00 $75,474.00 $16,058.00 $59,416.00 Tierra Verde Park Infrastructure&Playground Equipment $175,970.00 $91,176.00 $91,176.00 Tripolis Park Infrastructure&Playground Equipment $56,290.00 $34,593.00 $34,593.00 • TOTAL $397,130.00 $201,243.00 $0.00 $16,058.00 $185,185.00 YEAR 05-06 Orange Grove Park Infrastructure $41,350.00 $29,841.00 $29,841.00 Eisenhower Memorial Park Infrastructure&Playground Equipment $233,200.00 $134,917.00 $7,400.00 $127,517.00 Fairview Park Infrastructure . $70,250.00' $44,803.00 $44,803.00 TOTAL $344,800.00 $209,561.00 $7,400.00 $0.00 $202,161.00 YEAR 06-07 Arcadia High School Infrastructure $89,950.00 $86,456.00 $86,456.00 Civic Center Athletic Field Infrastructure $36,800.00 $5,902.00 $5,902.00 Wilderness Park Infrastructure $143,250.00 $132,160.00 $132,160.00 TOTAL _ $270,000.00 $224,518.00 $5,902.00 $0.00 $218,816.00 TOTAL $2,348,437.00 $1,518,087.00 $72,402.00 $633,368.00 $831,259.00 • NOT EARMARKED $12,860.00 POST YEAR 06-07 Building Renovations $838,705.00 $838,705.00 $838,705.00 •GRAND TOTAL $3,187,142.00 $2,356,792.00 $646,228.00 $1,669,964.00 • •Modified to Reflect Skate Board Park Non-matching Funds $489,000 $646,228.00 Matching Funds 30% $157,228 • Attachment "B" Skate Park Unit Cost Trend $50.001 w � r /u) $40.00 1 .� -�;y�,� .. a.,p+: � - F� '£"'" )�. sr M 1 .A�,='1'' Y{S�J'4 '' l . Yl '� f Y 'gP $30.00 ' �° .... .., , A, € kf � I -,�� ° $20.00 . d r £ ' i r'�l'� .4+ . ,-'.4.,' h.:� —..--Seriesl C $10.00 r �, dr t LY 1. 0 tot rC 6 k5 WW CO Cr) CD O O O . r e- N C1 0 CD C1 O O O O O O O T r !- T r r r !" T T T N 0033 N 1 003 N Ca N Date Completed Cost Data Location Date Completed Total Cost Area(SF) Cost/SF LaVerne December-98 $ 150,000 12550 $ 11.95 San Dimas July-99 $ 119,695 8500 $ 14.08 Glendora July-99. $ 126,036 9800 $ 12.86 Lynwood January-00 $ 137,000 8720 $ 15.71 Bell Gardens March-00 $ 438,350 11500 $ 38.12 Corona September-00 $ 276,811 11000 $ 25.16 Westminster January-01 $ 188,308 6000 $ 31.38 Coronado April-01 $ 154,882 7500 $ 20.65 Palm Desert July-01 $ 205,000 10000 $ 20.50 Bellflower August-01 $ 186,110 8000 $ 23.26 Whittier January-02 $ 267,126 9000 $ 29.68 Monrovia May-02 $ 308,000 10000 $ 30.80 • Arcadia $ 349,872 10729 $ 32.61 •