HomeMy WebLinkAboutApril 6, 2004N
A G E N
D A
Arcadia City Council
and
Redevelopment Agency
4O0"T
Meeting .
April 6, 2004
7:00 p.m.
Council Chambers
INVOCATION
PLEDGE OF ALLEGIANCE
ROLL CALL: Council Members /Agency Members: Chang, Kovacic, Marshall,
Wuo and Segal
1. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING
AGENDA ITEMS
MOTION: Read all Ordinances and Resolutions by title only and waive reading in
full
2. PRESENTATION of a Citizen of the Month Award to Brittany Klein
3. PRESENTATION of a Proclamation for Public Schools Month
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)
4. MATTERS FROM ELECTED OFFICIALS
City Council/Redevelopment Agency Reports / Announcements /Statements/Future
Agenda Items
5. CONSENT — REDEVELOPMENT AGENCY
a Minutes of the March 16, 2004 regular meetins
Recommendation: Approve
LASER IMAGED
Arcadia City Council: Dr. Sheng Chang, Gary A. Kovacic, Gail A. Marshall, Mickey Segal, John Won
William R Kelly, City Manager
June D. Alford, City Clerk 3
b. Traffic and narking study for the potential Morlan Place Expansion Project
Recommendation: Authorize the Executive Director to enter into a
Professional Services Agreement with Kimley -Hom and Associates,
Incorporated for $28,325.00
c. Agency audit services
Recommendation: Authorize the Executive Director to enter into a
Professional Services Agreement in the amount of $10,800.00 with
Conrad and Associates, LLP
CONSENT — CITY COUNCIL
d. Minutes of the March 16 2004 regular meeting
Recommendation: Approve
e.
Recommendation: Adopt
% Purchase order contract for online Library databases
Recommendation: Approve
g. Community Center Re- roofProject
Recommendation: Authorize the City Manager to enter into a contract
with Tri-Star Roofing in the amount of $106,176.96
h. Library HVAC Building Communication Replacement Project
Recommendation: Authorize the City Manager to enter into a contract
with Control Management System, Incorporated in the amount of
$62,065.00
Design of Orange Grove booster pump station
Recommendation: Authorize the City Manager to enter into a
, Professional Services Agreement with AKM Consulting Engineers in the
amount of $28,667.00
j. Foothill Boulevard Sewer Pipe Liner Project
Recommendation: Authorize the City Manager to enter into a contract
with Insituform Tech, Incorporated in the amount of $139,774.50
k. 2003 -2004 Annual Concrete Repair Project
Recommendation: Authorize the City Manager to enter into a contract
with CJ Construction, Incorporated in the amount of $176,975.00
I. Santa Anita Corridor ITS Integration Project ..
Recommendation: Authorize the City Manager to enter into a
Professional Service Agreement with Kaku Associates for program
management services. in the amount of $88,000.00
m. City audit services
Recommendation: Authorize the City Manager to enter into a
Professional Services Agreement in the amount of $40,375.00 with
Conrad and Associates, LLP
6. CITY MANAGER
a. Recycled Water Master Plan Study
Recommendation: Authorize the City Manager to enter into a .
Professional Services Agreement with Stetson Engineers in the amount of
$40,000.00
ADJOURN the City Council/Redevelopment Agency to April 20, 2004 at 7:00 p.m
Council Chambers
46:0049
CITY COUNCIL PROCEEDINGS ARE TAPE RECORDED AND ON FILE IN THE OFFICE OF
THE CITY CLERK
MINUTES
CITY COUNCIL OF THE CITY OF ARCADIA
and the
ARCADIA REDEVELOPMENT AGENCY
REGULAR MEETING
April 6, 2004
The City Council and Arcadia Redevelopment Agency met in a Regular Meeting on Tuesday,
April 6, 2004 at 7:00 p.m. in the Council Chambers.
INVOCATION Reverend Thomas Shriver, Emmanuel Assembly of God Church
PLEDGE OF Donald Penman, Assistant City Manager /Development Services Director
ALLEGIANCE
ROLL CALL PRESENT: Council /Agency Members Chang, Kovacic, Marshall, Wuo and Segal
ABSENT: None
SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS
None.
ORD. & RES, It was MOVED by Council /Agency Member Marshall, seconded by Council /Agency Member
READ BY Wuo and CARRIED on roll call vote as follows that ordinances and resolutions be read by
TITLE ONLY title only and that the reading in full be WAIVED.
AYES: Council /Agency Members Chang, Kovacic, Marshall, Wuo and Segal
NOES: None
ABSENT: None
PRESENTATIONS
2.
CITIZEN OF
Mayor Segal presented the April, 2004 Citizen of the Month Award to Brittany Klein, a senior
THE MONTH
at Arcadia High School, who has maintained high scholastic standards throughout her four
AWARD
years in High School and performed brilliantly at sports. Brittany was named 2003 Gatorade
(Klein)
Player of the Year for High School Girls Soccer and will be playing for Santa Clara University
in the fall, where she will be pursuing her educational goals and playing the sport she loves.
3.
PROCLAMATION Mayor Segal presented a Proclamation to the Arcadia Public Schools and proclaimed the
(Public Schools) month of April 2004 as Public Schools Month.
AUDIENCE PARTICIPATION
Dr. George Gamboa, 1102 Loganrita Avenue, was present on behalf of his neighbors to
express concerns with regard to the coyotes. They see coyotes in that area all the time and
are concern about the safety of the neighborhood. They conducted authorities such as
LASER IMAGED 416104 ��
46:0050
Pasadena Humane Society and Agricultural Society and now seeking City Council's help to
solve this problem.
4. MATTERS FROM ELECTED OFFICIALS
CHANG Councilmember Chang expressed congratulations to the Citizen of the Month Award
(Award recipient.
Recipients)
(Mayor's Prayer Councilmember Chang reminded everyone that the Mayor's Prayers Breakfast will be held
Breakfast) Friday, April 9, 2004 at 7:00 a.m. at the Los Angeles County Arboretum.
(Arcadia High Councilmember Chang encouraged everyone to support the Arcadia High School Debate
School Debate Team by donating funds.
Team)
(Trees and Councilmember Chang expressed appreciation to City staff for all their hard work. However,
Streets) he felt that the City should work with the property owners on trimming trees. Dr. Chang also
would like to deliver a message to the residents of Diamond Street that the City will start
street rehabilitation of Diamond Street soon.
KOVACIC Councilmember Kovacic encouraged all Arcadia citizens to vote in the April 13th Municipal
(Election) Election.
(Events) Mr. Kovacic announced that the "Annual Community Bike Ride" and "Fire Fighter's
Association Pancake Breakfast will be held on May 1, 2004 and the Annual Law Day will be
held on May 8th at the Arcadia Public Library. He also reminded everyone that the Arcadia
High School Invitational Track Meet will be held April 2 and 3, 2004.
(Initiative) In response to Councilmember Kovacic's query City Attorney Deitsch explained in detail the
proposed petition with regard to Local Tax Payers Public Safety Protection Act an initiative
on the November Ballot, which will increase the local control over tax dollars on public safety
and another local services.
(Easter, Mr. Kovacic wished everyone a Happy Passover and a Happy Easter.
Passover)
WUO Councilmember Wuo expressed congratulations to the volunteer of the year, Jim Barrows.
(Barrows & He also expressed congratulations to the Chamber of Commerce, Citizens of the years Jim
Halms) Helms, Jim Barrows and Margaret Barrows and thanked them for their dedicated services to
the community.
(Arcadia 1st Mr. Wuo noted that he attended an event hosted by Arcadia Historical Society and Ruth and
Woman) Charles Glib Historical Museum honoring the Arcadia First Women. It was a very well
attended and interesting event. Each of the honorees presented their stories.
(Senior Mr. Wuo noted that senior housing drawing was held on March 5th. The Arcadia residents
Housing Proj.) got 39 of 53 units.
(Events) Mr. Wuo expressed appreciation to Arcadia Chinese Association for sponsoring "Get to
Know You" event at Santa Anita Race Track. He also attended an event honoring four
outstanding Chinese individuals for their humanitarian contributions to the people and
children in need throughout the world.
4/6/04
46:0051
(Cross Walk Mr. Wuo encouraged the concern residents to attend the hearing with regard to removal of
Removal) cross walk at Second Avenue and Norman which will be held in the Council Chambers
Conference Room, April 11, 2004.
(Hot Sheet) Mr. Wuo expressed appreciation to City staff for providing a new publication, Arcadia Hot
Sheet, in order to improve communications between the City and residents
(World Record0 Mr. Wuo expressed congratulations to Shotaro Makisumi, a student from First Avenue
Middle School for breaking the world record in solving a Rubik cube puZ2Je.
MARSHALL Mayor Pro tem Marshall wished Happy Easter to everyone and Happy Holidays to her Jewish
(Easter) friends.
MARSHALL Mayor Pro tern Marshall encouraged everyone to vote on City Election, Tuesday April 13.
(Vote)
(Sea Biscuit Ms. Marshall attended the Sea Biscuit reunion at the Race Track. It was a very nice event.
Reunion)
(Vietnam War Ms. Marshall announced that the opening ceremony of a replica of the Vietnam Wall
Memorial) Memorial will be held Friday April 9, 2004 at Turner and Stevens Live Oak Mortuary and
Memorial park cemetery in Monrovia. The memorial replica honors the more than 58,000
American soldiers who died or were deemed missing in action in the Vietnam War.
(Piece of Ms. Marshall shared a piece of thought by Walt Whitman. "A great City is that which has the
Thought) greatest man and women."
SEGAL Mayor Segal expressed appreciation to City staff for all their assistance. He also thanked
(Thanks) Councilmembers for their help and cooperation.
(Federal Mayor Segal noted that the City lobbyist and staff where able to receive $3 million in traffic
Funds) fund from Federal Government to work on traffic signals along Santa Anita. In addition, if a
water bill actually happens the way it suppose to in Washington D.C., the cities of Arcadia
and Sierra Madre will receive $20 million to improve their water systems.
5. CONSENT ITEM — REDEVELOPMENT AGENCY
5a.
MINUTES APPROVED the Minutes of the March 16, 2004 Regular Meeting
(March 16, 2004)
5b.
PROF. SVCS.
AUTHORIZED the Executive Director to enter into a Professional Services Agreement with
AGREEMENT
Kimley -Horn and Associates, Inc. for $28,325 for traffic and parking study services; and,
(Traffic and
APPROPRIATED $28,325 to pay for these services out of unencumbered redevelopment
Parking Study
funds.
Services)
5c.
PROF. SVCS.
AUTHORIZED the Executive Director to enter into a Professional Services Agreement with
AGREEMENT
Conrad and Associates, LLP for Agency audit services for the fiscal year ending June 30,
(Audit Svcs.)
2004.
3 416104
5d.
MINUTES
(March 16, 2004)
5e.
RESOLUTION
NO. 6420
(Prima Facie
Speed)
5f.
PURCHASE
ORDER
CONTRACT
(Online
Database)
5g.
AWARD
CONTRACT
(2003 -04
Com. Ctr.
Re -roof Proj.)
5h.
AWARD
CONTRACT
(2003 -04
Library HVAC
Bids. Comm.
Replacement)
46:0052
CONSENT ITEMS — CITY COUNCIL
APPROVED the Minutes of the March 16, 2004 Regular Meeting.
ADOPTED RESOLUTION NO. 6420 entitled: "A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF ARCADIA, CALIFORNIA, ADOPTING PRIMA FACIE SPEED LIMITS
OTHER THAN THOSE SET FORTH BY STATE LAW"
AUTHORIZED the City Manager to WAIVE the formal bidding process and award a
purchase order contract to Gale Group for the purchase of three online databases in the
amount of $30,687.00.
AWARDED a contract in the amount of $106,176.96 to Tri Star Roofing for the 2003 -04
Community Center Re -roof; and, WAIVED any informalities in the bid or bidding process;
and, AUTHORIZED the City Manager and City Clerk to EXECUTE a contract agreement in a
form approved by the City Attorney.
AWARDED a contract in the amount of $62,065.00 to Control Management Systems Inc. for
the 2003 -04 Library HVAC Building Communications Replacement; and, WAIVED any
informalities in the bid or bidding process; and, AUTHORIZED the City Manager and City
Clerk to EXECUTE a contract agreement in a form approved by the City Attorney.
5i.
PROF. SVCS, AWARDED a Professional Services Agreement in the amount of $288,667.00 to AKM
AGREEMENT Consulting Engineers for design services for the Orange Grove Booster Pump Station; and,
(Orange Grove AUTHORIZED the City Manager and City Clerk to EXECUTE a contract in a form approved
Booster Pump - by the City Attorney.
Design Svcs.)
5j.
AWARD AWARDED a contract to Insituform Tech Inc. in the amount of $139,774.50 for the Foothill
CONTRACT Boulevard Sewer Pipe Liner Project; and, WAIVED any informalities in the bid or bidding
(Foothill Blvd. process; and, AUTHORIZED the City Manager and City Clerk to EXECUTE a contract
Sewer Pipe agreement in a form approved by the City Attorney,
Liner Proj.)
iA
AWARD AWARDED a contract to CJ Construction, Inc. in the amount of $176,975.00 for the 2003/04
CONTRACT Annual Concrete Repair Project; and, WAIVED any informalities in the bid or bidding
(Annual process; and, AUTHORIZED the City Manager and City Clerk to EXECUTE a contract
Concrete agreement in a form approved by the City Attorney.
Repair Proj.)
4 4/6/04
51.
PROF. SVCS.
AGREEMENT
(Program
Management
Services)
5m.
PROF. SVCS.
AGREEMENT
(City Audit
Services)
6a.
RECYCLED
WATER
MASTER PLAN
STUDY
46:0053
AUTHORIZED the City Manager to enter into a Professional Services Agreement with Kaku
Associates in an amount not to exceed $88,000 for program management services.
AUTHORIZED the City Manager to enter into a Professional Services Agreement with
Conrad and Associates, LLP for City audit services for the fiscal year ending June 30, 2004.
THE PRECEDING CONSENT ITEMS 5 b, c, e, f, g, h, I, j and k, WITH THE EXCEPTION
OF ITEMS 5a and d, APPROVED ON MOTION BY COUNCIL /AGENCY MEMBER
KOVACIC, SECONDED BY COUNCIL /AGENCY MEMBER MARSHALL, AND CARRIED
ON ROLL CALL VOTE AS FOLLOWS:
AYES: Council/Agency Members Chang, Kovacic, Marshall, Wuo and Segal
NOES: None
ABSENT: None
CITY MANAGER
The 2003 -04 Capital Improvement Program includes funding for a Recycled Water Master
Plan Study. This study will evaluate the feasibility of developing a recycled water system.
Over the years, localized drought conditions have diminished drinking water sources,
lowered pumping levels of ground water and made it difficult to meet annual demands
without purchasing treated water from metropolitan Water District (MWD). MWD treated
water is over twice the cost of water produced through the Citys water system. An
alternative for securing additional water is through the use of recycled water, which can be
used effectively for non - potable water demands. Additionally, recycled water is a drought -
resistant water source, which can help offset further use of potable water as its demand
increases during drought and /or dry conditions.
Staff requested proposals from four (4) engineering firms to perform the Recycled Water
Feasibility Study. Two (2) proposals were received and evaluated by a selection committee.
Stetson Engineers Inc. was rated the highest, based on their successful completion of
project of similar complexity; experience of their project manager with respect to local water
issues and familiarity with recycled water systems; and the firm's compliance with the RFP.
Following the staff report considerable discussion ensued concluded by the following motion.
It was MOVED by Councilmember Chang, seconded by Mayor Pro tem Marshall and
CARRIED on roll call vote as follows to AWARD a Professional Services Agreement in the
amount of $40,000 to Stetson Engineers Inc. for a Recycled Water Feasibility Study; and,
AUTHORIZED the City Manager and City Clerk to EXECUTE a contract in a form approved
by the City Attorney.
AYES: Councilmembers Chang, Kovacic, Marshall, Wuo and Segal
NOES: None
ABSENT: None
5
4/6/04
. -I-
46:0054
ADJOURNMENT Councilmember Marshall adjourned the meeting in memory of Robert Stanley Perkins. "This
(In Memory of meeting will be adjourned in memory of Robert Stanley Perkins. A life long Arcadia resident
Robert Stanley and son of Arcadia Mayor A. H. Perkins. Robert was an expert when there was a question in
Perkins) Arcadia's history, in addition to his charter membership in the Arcadia Elks. Robert was an
active member in the Arcadia Historical Society. A lovely husband, father and grandfather,
dedicated volunteer and a historical resource that will be greatly missed in our community.
Robert is survived by his wife Gertrude, sons Robert, and Grant, and grandson Kyle. It is with
great sadness that I announce the passing of another fine Arcadia resident."
ADJOURNMENT At 8:15 p.m. the City Council Regular Meeting ADJOURNED to April 20, 2004 at 7:00 p.m. in
(April 20, 2004) the Council Chambers for a Regular Meeting to conduct the business of the City Council and
Arcadia Redevelopment Agency and any Closed Session necessary to discuss personnel,
litigation matters or evaluation of properties.
City Clerk
416104
sh_
F-1 71
STAFF REPORT
Arcadia Redevelopment Agency
April 6, 2004
TO: Chairman and Agency Board
FROM: Don Penman, Deputy Executive Director /Development Services Director
By: Pete Kinnahan, Economic Development Adm istrator
Prepared By: Brian Saeki, Management Analyst'
SUBJECT: Traffic and parking study for the potential Morlan Place expansion project
Recommendation: Authorize the Executive Director to enter into a
Professional Services Agreement with Kimley -Horn and Associates, Inc.
for $28,325.
SUMMARY
Rusnak Arcadia, has proposed an expansion of their new and used Mercedes Benz
dealership. This proposed expansion would include acquiring approximately 3.6 acres
of land adjacent to the existing Mercedes Benz site and vacating a portion of Moran
Place. As part of this project, a traffic and parking study will need to be prepared to
analyze the potential traffic and parking impacts.
Staff prepared a Request for Proposals (RFP) for traffic and parking analysis services
for the potential project. Of the four (4) firs that received the RFP, three (3) submitted
a response, Kimley -Horn and Associates, Inc., Kaku Associates and Katz, Okitsu &
Associates. After reviewing the responses, staff recommends that Kimley -Horn and
Associates be retained to perform the traffic and parking study services due to their
extensive automobile dealer expansion experience and they were also highly
recommended from other local cities.
BACKGROUND
Rusnak Motors purchased the Former Foulger Ford site in August 2001 where they
immediately began selling pre -owned certified Mercedes Benz automobiles with no
assistance from the Agency. They moved their entire Mercedes Benz operation to
Arcadia in November 2002 again without Agency assistance. This included the sales of
new and used Mercedes Benz, service and parts facilities.
To date, Rusnak Arcadia has significantly invested in improvements to the site not
including the initial investment for the acquisition of the site in 2001.
LASER IMAGED
April 6, 2004
Traffic and Parking Analysis
Page 2 of 2
Rusnak Arcadia approached the Agency with a proposed. project to expand his current
facility by 3.6 acres. This would include acquiring four adjacent properties and vacating
a portion of Morlan Place. As is with any project of this size, an environmental analysis
will be prepared in accordance with all California Environment Quality Act (CEQA)
guidelines.
Based upon a preliminary site plan and project description, staff has determined that the
proposed project could create potentially significant impacts on traffic and parking. In
order to determine the potential impacts, the services of a traffic and parking analysis
firm will need to be retained.
Staff prepared a RFP for these services and is recommending that Kimely -Horn and
Associates, Inc. be awarded the contract. This firm was the most qualified based upon
past automobile dealership expansion experience and positive references.
FISCAL IMPACT
The total amount of the contract with Kimley -Horn and Associates, Inc. is $28,325. Staff
is proposing the Agency finance this expense from unencumbered redevelopment
funds.
RECOMMENDATION
That the Agency Board authorize the Executive Director to enter into a
Professional Services Agreement with Kimley -Horn and Associates, Inc. for
$28,325 for traffic and parking study services and appropriate $28,325 to pay for
these services out of unencumbered redevelopment funds.
Approved By: IAA
William R. Kelly, Executive Director
Glur"A H 912M
S G
ON
STAFF REPORT
Arcadia Redevelopment Agency
DATE: April 6, 2004
TO: Chairperson and Agency Board
FROM: Tracey L. Hause, Treasur
Prepared by: Chris Ludlum, enior Management Analyst
SUBJECT: Professional Services Agreement - Agency audit services
Recommendation: Authorize the Executive Director to enter into a
Professional Services Agreement in the amount of $10,800.00 with
Conrad and Associates, LLP for Agency audit services
SUMMARY
In October 1999, staff solicited proposals from qualified certified public
accountant firms to audit the 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, 00/01, 01/02, and 02/03. Staff recommends that the Agency Board
award a one -year contract extension in the amount of $10,800.00 to Conrad and
Associates, LLP for audit services for the fiscal year ending June 30, 2004.
DISCUSSION
The City Charter requires an annual audit of the Agency's financial statements by
an independent certified public accountant (CPA). In years past, the Agency had
been utilizing the services of another auditing firm for several years. The
Citizens Financial Advisory Committee found that the audit process was
adequate and appropriate, though they did recommend that a request for
proposal process be initiated since the Agency had not changed auditing firms
for several years.
Proposals were solicited, and after an extensive evaluation process, staff
recommended that the Agency Board award a Professional Services Agreement
to Conrad and Associated, LLP for auditing services for the fiscal year ending
June 30, 2000, This Agreement included four (4) one -year contract extensions,
pending Agency Board approval. This is a typical provision in audit service
Agreements, which provides for some continuity for a period of time, but it is not
LASER IMAGED
Chairperson and Agency Board
April 6, 2004
Page 2
open -ended and allows the Agency to not extend the Agreement, should the
Agency want to make a change.
Conrad and Associates, LLP has provided satisfactory service during the term of
the Agreement. The cost proposed for audit services is $10,800.00, a decrease
of $500.00 over the prior year. The cost decrease is a result of already
implementing the GASB 34 reporting requirements. Therefore, staff
recommends that the Agency Board award a one -year contract extension in the
amount of $10,800.00 to Conrad and Associates, LLP for auditing services for
the fiscal year ending June 30, 2004.
FISCAL IMPACT
The cost for providing auditing services for the Agency is $10,800.00. Sufficient
funds are budgeted in the proposed 2004/05 Budget.
RECOMMENDATION
Authorize the Executive Director to enter into a Professional Services
Agreement with Conrad and Associates, LLP for Agency audit services for
the fiscal year ending June 30, 2004.
Approved by: ""' ="r
William R. Kelly, Executive Director
TLH:CL:
i
TO: Mayor and City Council
STAFF REPORT
Development Services Department
DATE: April 6, 2004
FROM: Don Penman, Development Services Director /Assistant City Manager
Dave Hinig, Police Chief
Philip A. Wray, City Engineer fV
Ed Cline, City Traffic Engineer
Prepared by: Ramiro S. Gonzalez, Assistant Engineer
SUBJECT: Resolution No. 6420 Amending Resolution No. 6417 Setting Forth Prima
Facie Speed Limits
Recommendation: Adopt
SUMMARY
In March of this year, the City Council adopted Resolution No. 6417 setting prima facie
speed limits in the City of Arcadia consistent with existing speed limits. The speed limits
were based on the Engineering and Traffic Survey performed by Development Services
and Police Departments on 34 arterial and collector roadways within the City.
Resolution No. 6417 inadvertently omitted three (3) streets that were addressed in the
survey and included one (1) street that is no longer necessary to survey.
Resolution No. 6420 amends Resolution No, 6417 in its entirety to include the three (3)
locations previously omitted and omit the one (1) location no longer necessary. Staff is
recommending adoption of Resolution No. 6420.
BACKGROUND
The Arcadia Police Department conducted radar speed measurements for the 34
previously studied roadway segments. The 34 segments are listed in Attachment A and
are considered . the study area for this exercise. The Development Services
Department, Engineering Division, reviewed the results of the speed measurements, the
accident history, and field checked the roadways for unusual conditions. The data
obtained formed the basis of the Engineering and Traffic Survey.
S-'�
On March 2, 2004, the City Council adopted Resolution No. 6417, setting prima facie
speed limits in the City of Arcadia consistent with existing speed limits, based on the
Engineering and Traffic Survey. The resolution specified each roadway section by
name and inadvertently omitted three streets. The three streets are as follows: y
LASER IMAGED
Staff Report
Adopt Resolution No. 6420
April 6, 2004
Page 2
• Huntington Drive between Colorado Place, and Fifth Avenue, forty (40) miles per
hour
• Colorado Street between Michillinda Avenue and Colorado Boulevard, forty -five
(45) miles per hour
• Colorado Place between Colorado Boulevard and Huntington Drive, forty -five
(45) miles per hour
The resolution included First Avenue between Huntington Drive and Diamond Street,
with a speed limit of 25 miles per hour. First Avenue actually meets the vehicle code
definition for streets with prima facie speed limits of 25 miles - per -hour. Therefore, no
further action by the City is necessary to retain the 25 mile - per -hour speed limit.
Resolution No. 6420 amends Resolution No. 6417 in its entirety to include the three (3)
locations previously omitted and omit the one location no longer necessary. Staff is
recommending adoption of Resolution No. 6420.
RECOMMENDATION
That the City Council adopt Resolution No. 6420, amending Resolution No. 6417
in its entirety, a resolution of the City Council of the City of Arcadia, setting forth
prima facie speed limits.
APPROVED BY:
William R. Kelly, City Manager
Attachments:
Attachment A: Speed Limit Determinations and Justifications
Attachment B: Resolution No. 6420
DP:DH:PAW:EC:RSG:pa
A p A R
Speed Limit Determination - 2004
Street
Baldwin Avenue
Baldwin Avenue
Baldwin Avenue
Baldwin Avenue
amino Real Avenue
Campus Drive
Colorado Street
Colorado Place
U
Orange Grove
Foothill to Hur
Huntington to
Camino Real
W. City Limit 1
Holly to Santa
Michillinda to
Colorado BI tc
Colorado to F
Colorado Boulevard
Duarte Road
W. City Limit
Duarte to Live
El Monte Avenue
First Avenue
Foothill to Hu
First Avenue
Diamond to L
Foothill Boulevard
W. City Limit
Foothill Boulevard
Golden West Avenue
Holly Avenue
Santa Anita t,
S City Limit tc
Huntington D
Huntington Drive
Colorado PI t
Huntington Drive
Las Tunas Drive
Live Oak Avenue
Michillinda to
Baldwin to Li,
W. City Limit
Longden Avenue
W. City Limit
Lower Azusa Road
City Limit to 1
Mayflower Avenue
City Limit to
Orange Grove Avenue
W. City Limit
Peck Road
N. City Limit
Santa Anita Avenue
N. City Limit
Santa Anita Avenue
Huntington V
Second Avenue
Foothill to Di
Second Avenue
Duarte to S.
Sierra Madre Boulevard
W City Limit
Sixth Avenue
N. City Limit
Sunset Boulevard
W. City Limn
Tenth Avenue
IN. City Limit
2/23/2004
* Based on critical speed
✓ Recommended for reduction due to Accident & Injury /Accident ratios
xR Recommended for reduction or increase due to to roadway characteristics
not readily apparent to the driver & abutting development.
See page 2 for individual justifications.
Page 1 of 2 Attachment A
Study
Recommend
Recommended
Existing
+ 1 -
MRS
Speed
for further
Speed Limit
Posted
or
Limit *
Reduction
Speed
NoChang
to Foothill
40
40
40
NC
itington
40
40
40
NC
Camino Real
35
✓
30
30
NC
o Live Oak
40
40
40
NC
o E. City Limit
35
35
35
NC
Anita
35
35
35
INC
Colorado BI
45
45
45
NC
Huntington
45
El
40
40
INC
ifth
35
35
35
NC
o E. City Limit
35
35
35
NC
: Oak
40
40
40
NC
itington
40
0
35
35
INC
as Flores
35
35
35
NC
to Santa Anita
45
45
45
NC
Fifth
35
35
35
INC
Huntington Dr
30
30
30
NC
,ive to Live Oak
35
35
35
INC
Fifth .
40
35
35
NC
Colorado PI.
45
45
45
NC
re Oak
40
40
40
NC
to E. City Limit
40
40
4o
NC
NC
to E. City Limit
35
35
35
NC
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45
45
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40
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to Live Oak
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35
35
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to S.City Limit
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40
40
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to S. City Limit
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35
35
* Based on critical speed
✓ Recommended for reduction due to Accident & Injury /Accident ratios
xR Recommended for reduction or increase due to to roadway characteristics
not readily apparent to the driver & abutting development.
See page 2 for individual justifications.
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a
RESOLUTION NO. 6420
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ARCADIA, CALIFORNIA, ADOPTING PRIMA
FACIE SPEED LIMITS OTHER THAN THOSE SET
FORTH BY STATE LAW
WHEREAS, in accordance with California Vehicle Code Sections 22357
and 22358, Sections 3221 and 3222 of the Arcadia Municipal Code authorize the
City Council, on the basis of an engineering and traffic survey, to increase or
decrease the prima facie speed limit otherwise allowed by state law on certain
streets in order to facilitate the orderly movement of vehicular traffic in a manner
that is reasonable and safe; and
WHEREAS, the City of Arcadia has recently conducted an engineering and
traffic survey which together with earlier such engineering and traffic surveys,
indicates that a speed either greater than or less than that otherwise permitted by
state law upon certain streets in the City would facilitate the orderly movement of
vehicular traffic and would be reasonable and safe; and
WHEREAS, the City Council desires and intends to keep in place without
interruption those certain increases and decreases in the prima facie speed limit on
certain streets set forth in Arcadia Municipal Code Sections 3221 through and
including 3221.23 and Sections 3222 through and including 3222.9; and
WHEREAS, the City Council has adopted Ordinance No. 2190 which
permits the City Council, by resolution, to increase or decrease the prima facie
t LASER IMAGED S�
speed limit on certain streets based on an engineering and traffic survey, while at
the same time removing from the Arcadia Municipal Code those certain increases
or decreases in prima facie speed limits in existence at the time of adoption of
Ordinance No. 2190.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
ARCADIA, CALIFORNIA, DOES FIND, DETERMINE AND RESOLVE AS
FOLLOWS:
SECTION 1. On the basis of an engineering and traffic survey
conducted by the City, an increase in the speed otherwise permitted by State law
upon the following streets would facilitate the orderly movement of vehicular
traffic and would be reasonable and safe. Therefore, the prima facie speed limit
shall be as hereinafter set forth on those streets or parts of streets specified
hereinafter in this Section 1:
Baldwin Avenue between Huntington Drive and Camino Real Avenue,
thirty (30) miles per hour.
Baldwin Avenue between Camino Real Avenue and Live Oak Avenue, forty
(40) miles per hour.
Camino Real Avenue between Baldwin Avenue and the easterly city limit of
the City of Arcadia, thirty -five (35) miles per hour.
N
Duarte Road between the easterly and westerly city limits of the City of
Arcadia, thirty -five (35) miles per hour.
First Avenue between Foothill Boulevard and Huntington Drive, thirty-five
(35) miles per hour.
First Avenue between Diamond Street and Las Flores Avenue, thirty-five
(35) miles per hour.
Foothill Boulevard between Santa Anita Avenue and Fifth Avenue, thirty-
five (35) miles per hour.
Golden West Avenue between Huntington Drive and Naomi Avenue, thirty
(30) miles per hour.
Holly Avenue between Huntington Drive and Live Oak Avenue, thirty -five
(35) miles per hour.
Las Tunas Drive between Baldwin Avenue and Live Oak Avenue, forty (40)
miles per hour.
Live Oak Avenue between the easterly and westerly city limits of the City of
Arcadia, forty (40) miles per hour.
Longden Avenue between the westerly City Limit and easterly city limits of
the City of Arcadia, thirty-five (35) miles per hour.
Mayflower Avenue between the northerly and southerly city limits of the
City of Arcadia, thirty -five (35) miles per hour.
3
Orange Grove Avenue between the westerly city limit of the City of Arcadia
and Santa Anita Avenue, thirty -five (35) miles per hour.
Santa Anita Avenue between the northerly city limit of the City of Arcadia
and Huntington Drive, thirty -five (35) miles per hour.
Santa Anita Avenue between Huntington Drive and the southerly city limit
of the City of Arcadia, forty (40) miles per hour.
Second Avenue between Foothill Boulevard and Duarte Road, thirty-five
(35) miles per hour.
Second Avenue between Duarte Road and the southerly city limit of the City
of Arcadia, thirty-five (35) miles per hour.
Sierra Madre Boulevard between the westerly city limit of the City of
Arcadia and Santa Anita Avenue, thirty (30) miles per hour.
Sixth Avenue between the northerly city limit of the City of Arcadia and
Live Oak Avenue, thirty-five (35) miles per hour.
Sunset Boulevard between the westerly city limit and the southerly city limit
of the City of Arcadia, forty (40) miles per hour.
Tenth Avenue between the northerly and southerly city limits of the City of
Arcadia, thirty -five (35) miles per hour.
Huntington Drive between Colorado Place and Fifth Avenue, forty (40)
miles per hour.
0
SECTION 2. On the basis of an engineering and traffic survey
conducted by the City, the speed permitted by State law upon the following streets
is more than is reasonable and safe. Therefore, the prima facie speed limit shall be
as hereinafter set forth on those streets or parts of streets specified hereinafter in
this Section 2, and such prima facie speed limits are hereby determined to be
appropriate to facilitate the orderly movement of vehicular traffic and are
reasonable and safe:
Baldwin Avenue between Orange Grove Avenue and Foothill Boulevard,
forty (40) miles per hour.
Baldwin Avenue between Foothill Boulevard and Huntington Drive, forty
(40) miles per hour.
Campus Drive between Holly Avenue and Santa Anita Avenue, thirty -five
(35) miles per hour.
Colorado Boulevard between Colorado Street and Fifth Avenue, thirty-five
(35) miles per hour.
El Monte Avenue between Duarte Road and Live Oak Avenue, forty (40)
miles per hour.
Foothill Boulevard between the westerly city limit of the City of Arcadia
and Santa Anita Avenue, forty-five (45) miles per hour.
5
Huntington Drive between Michillinda Avenue and Colorado Place, forty-
five (45) miles per hour.
hour.
Lower Azusa Road from City Limit to City Limit, forty-five (45) miles per
Peck Road between the northerly and southerly city limits of the City of
Arcadia, forty (40) miles per hour.
Colorado Street between Michillinda Avenue and Colorado Boulevard,
forty-five (45) miles per hour.
Colorado Place between Colorado Boulevard and Huntington Drive, forty-
five (45) miles per hour.
SECTION 3. The increase and decrease in prima facie speed limits set
forth in this Resolution shall be effective upon the date that appropriate signs either
exist or are erected upon the applicable street giving notice of the foregoing prima
facie speed limits.
SECTION 4. This Resolution shall take effect upon its adoption.
SECTION 5. The City Clerk shall certify to the adoption of this
Resolution.
[SIGNATURES ON NEXT PAGE]
M
Passed, approved and adopted this 6th
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
7
day of April , 2004.
/s/ MICKEY SEGAL
Mayor of the City of Arcadia
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES) SS:
CITY OF ARCADIA )
I, JUNE D. ALFORD, City Clerk of the City of Arcadia, hereby certifies that
the foregoing Resolution No. 6420 was passed and adopted by the City Council of the
City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular
meeting of said Council held on the 6th day of April, 2004 and that said Resolution
was adopted by the following vote, to wit:
AYES: Council Member Chang, Kovacic, Marshall, Wuo and Segal
NOES: None
City Clerk of the City of Arcadia
' S�
Library and Museum Services Department
April 6, 2004
TO: Mayor and City Council
FROM: Janet Sporleder, Director of Library and Museum Services
Prepared by: Carolyn Gamer
SUBJECT: Purchase Order Contract for Online Library Databases
Recommendation: Authorize the City Manager to award a purchase order contract to
Gale Group for the purchase of subscriptions to three electronic databases in the amount
of $30,687.00.
SUMMARY
Staff is recommending the City Council waive the formal bidding process and award a sole source
purchase order contract with Gale Group, the publisher of online databases, for the purchase of three
online databases in the amount of $30,687.00. Sufficient funds are available in the Friends of the
Arcadia Public Library Trust Account.
DISCUSSION
The Library proposes to renew subscriptions to three online databases produced by Gale Group: the
Health and Wellness Center, Opposing Viewpoints and the Literature Resource Center. These databases
provide a wealth of up -to -date information from a variety of sources in an easy to use format. Most of
the articles that are indexed and included in these databases contain the full text of articles, providing an
extension of materials available to Library patrons beyond what the Library could purchase and house.
In addition, the public can access these databases from dome computers twenty -four hours a day, seven
days a week, extending the services the Library can provide beyond the Library's weekly total of sixty
hours of in- person service.
Library staff has carefully evaluated other similar online databases available from other vendors and has
concluded that these databases provide the best mix of resources and materials for the citizens of the
City of Arcadia. Gale Group is one of the largest publishers of library reference materials and has an
excellent track record of providing service for and availability of online databases. The Library- does
subscribe to other online databases from other vendors in the cases where Gale Group does not provide a
particular product.
LASER IMAGED
Staff has negotiated a mutually acceptable contract with Gale Group using as the basis a new standard
license agreement for online content providers developed specifically for the Library by the City
Attorney and Best, Best and Krieger.
FISCAL IMPACT
A total of 530,687:00 has been budgeted from the Friends of the Arcadia Public Library Trust Account
for the purchase of these databases and the Library Board of Trustees has approved this expenditure.
RECOMMENDATION
Authorize the City Manager to waive the formal bidding process and award a purchase order contract to
Gale Group for the purchase of three online databases in the amount of $30,687.00.
Approved by: `Wn-
William R. Kelly, City Manager
u,y €_ttiivli �f.Jy
,NO0 PORAT 9' STAFF REPORT
Public Works Services Department
April 6, 2004
TO: Mayor and City Council /�,,,,�
FROM: Pat Malloy, Public Works Services Director( ���
Prepared by: Gary F Lewis, General Services Manager
Dave McVey, General Services Superintendent
SUBJECT: Award - Community Center Re -roof
Recommendation: Authorize the City Manager to enter into a contract with
Tri Star Roofing in the amount of $106,176.96 for the Community Center
Re -roof project
SUMMARY
The existing tile roof at the Community Center facility has experienced numerous leaks
in various locations over the past four (4) years. Staff met with several qualified roofing
contractors to evaluate the condition of the existing roof and solicit recommendations for
repair or replacement of the existing roof. After inspecting the roof, it was determined
that the skylights and all metal extrusions required new caulking material and that
flashing material must be added in areas where none existed. Some concrete tiles are
in need of replacement. The most critical defect, causing the leaks is in the roof
membrane, which is directly below the concrete tile. This material has dried out
allowing water to penetrate through the roofing underlayment. Based on this evaluation,
it was determined that the roof underayment, (felt material) needs to be replaced.
Notices Inviting Bids were published in local newspapers and trade journals to re -bid the
contract for the re -roof of the Community Center. On February 19, 2004, nine (9)
contractors participated in the job walk. On March 8, 2004, six (6) contractors submitted
bids for the project. Tri Star Roofing submitted the low bid and the bid amount was
within the engineer's estimate for the project.
Staff recommends that the City Council award a contract in the amount of $106,176.96
to Tri Star Roofing for the Community Center Re -roof project.
DISCUSSION
The Public Works Services Department is responsible for the maintenance of all City
facilities. Due to continual water leaks through the roof over the past year, it was
determined to submit a 2003104 Capital Improvement Project for the re -roof of the
Community Center.
LASER IMAGED 3o
Mayor and City Council
April 6, 2004
Page 2
The scope of the project involves removing existing concrete tiles and replacing all
wood sheeting displaying visible signs of water damage. The felt underayment will be
removed and replaced with two (2) new layers of 30 lb. roofing felt. The flat roof areas
will also be re- roofed with rubberized cap sheets, and all metal extrusion and skylights
will be resealed. Once damaged sheeting and underlayment has been replaced, the old
undamaged existing tiles will be re- installed on the roof.
Notices Inviting Bids were published in local newspapers and trade journals to contract
the re -roof of this facility. On September 29, 2003, seven (7) contractors participated in
the job walk. On October 9, 2003, two (2) contractors. submitted bids and the apparent
low bidder was rejected because they could not comply with insurance requirements.
The remaining bid was $31,000 over the engineer's estimate to remove, repair and
reinstall the existing roofing tiles.
Based on inadequate number of bids and staffs opinion that the remaining bid
exceeded the engineers estimate, it was recommended that the City Council reject all
bids and instruct staff to re -bid the Community Center Re -roof project.
Following the City Council's direction, Notices Inviting Bids were published in the
adjudicated paper and bid packages were distributed to area contractors. The following
six (6) bids were received on March 8, 2004.
Bidder Location Bid Amount
Tri Star Roofing
Bakersfield
$106,176.96
Rite Way Roofing
Cucamonga
$108,619.04
Coast Roofing
Fullerton
$132,000.00
Letner Roofing
Orange
$153,634.00
Best Roofing
Gardena
$157,634.00
SCR Roofing
Downey
$395,000.00
Tri Star Roofing, the lowest responsive bidder, submitted a bid in the amount of
$106,176.96 for the re -roof of the Community Center
Staff has reviewed the bid documents for content, and has investigated the contractor's
background and recent project history for competency. Staff has checked Tri Star
Roofing's references, insurance and _ construction activity with the California State
Licensing Board. Tri Star Roofing is properly licensed and competent to perform the
work as specified. Staff recommends that the City Council award a contract in the
amount of $106.176.96 to Tri Star Roofing for the re -roof of the Community Center.
r
Mayor and City Council
April 6, 2004
Page 3
ENVIRONMENTAL ANALYSIS
Pursuant to Section 15302, Replacement or Reconstruction, of the California
Environmental Quality Act, this project is categorically exempt.
FISCAL IMPACT
Funds in the amount of $150,000.00 are budgeted in the 2003 -04 Capital Improvement
Budget for the replacement of the Community Center Roof. City staff will perform project
management and inspection services.
RECOMMENDATIONS
1. Award a contract in the amount of $106,176.96 to Tri Star Roofing for the
2003 -04 Community Center Re -roof.
2. Waive any informalities in the bid or bidding process.
3. Authorize the City Manager and City Clerk to execute a contract agreement
In a form approved by the City Attorney.
PM:GFL:dw
Approved: A' "W
William R. Kelly, City Manager
Public Works Services Department
TO: Mayor and City Council
FROM: Pat Malloy, Public Works Services Direct4
Prepared by: Gary F. Lewis, General Services Manager
Dave McVey, General Services Superintendent
SUBJECT: Award — Library HVAC Building Communications Replacement
Recommendation: Authorize the City Manager to enter into a contract
with Control Management System Inc. in the amount of $62,065.00 for the
Library HVAC Building Communication Replacement Project
SUMMARY
This project includes the replacement of existing Honeywell heating, ventilation and air
conditioning (HVAC) telecommunications sensors, controllers, automation electrical
panels and variable speed drives. The existing Honeywell system monitors the HVAC
equipment, programs the cooling and heating set points, start and stop times, various
motors, cooling coils and chiller. The Honeywell system installed in 1996, as part of a
City wide energy conservation program administered by So Cal. Gas Co., is obsolete.
Due to technological changes in the industry, Honeywell replacement parts are no
longer available and software programs and technical support have been discontinued.
The new HVAC communication system (Andover) installed in the new Police facility and
in the Council Chamber is now the standard for all City facilities. A standardized building
communication system will be advantageous in controlling the HVAC systems
throughout the City.
Notices Inviting Bids were published in local newspapers and trade journals for the
Library HVAC Building Communications System. On February 24, 2004, four (4)
contractors participated in a job walk. On March 8, 2004, the City Clerk opened one (1)
bid from Controls Management Systems Inc.
Staff recommends that the City Council award a contract in the amount of $62,065.00 to
Controls Management Systems Inc. for the Library HVAC Building Communication
Replacement Project.
LASER IMAGED
3p
Mayor and City Council
April 6, 2004
Page 2
DISCUSSION
Due to the unavailability of Honeywell parts, staff is forced to locate scavenged parts
from discarded units or from used part suppliers. The Library presently incorporates a
large Honeywell system to operate their HVAC system.
The new Andover system allows City personnel to monitor energy efficiency, program
start/stop times for equipment and perform remote adjustments of temperature for
zones, air balancing and programming. The Andover system is a stand -alone state of
the art system capable of incorporating future system upgrades, new HVAC equipment
and computer software changes. Adding this system to the Library standardizes their
system with the system operating the Police department and Council Chambers making
it easier for staff to communicate and adjust HVAC operations at these facilities.
Notices inviting bids were published in the adjudicated paper and bid packages were
distributed to area contractors. On February 24, 2004, four (4) contractors participated
in a job walk at the Library, two declined to bid due to their lack of experience with the
Andover system. The two (2) bids were received on March 8, 2004.
Bidder Location Bid Amount
Control Management Systems Rancho Cucamonga $62,065.00
Delta Contracting Corp. Redlands Non - Compliant
Staff has reviewed the bid documents for content and has investigated the contractor's
background and recent project history for competency. Control Management Systems
Inc. was the successful bidder on the Police Facility project and the Council Chamber
HVAC upgrade. Staff checked references, insurance requirements and construction
activity with the California State Licensing Board. Controls Management System Inc. is
properly licensed and competent to perform the work as specified, - Control
Management Systems Inc. bid of $62,065.00 is within the estimated engineers cost for
this project
Staff recommends that the City Council award a contract in the amount of $62,065.00 to
Control Management 'Systems Inc. for the Library HVAC Building Communications
Replacement Project.
ENVIRONMENTAL IMPACT
Pursuant to Section 15302, Replacement or Reconstruction, of the California
Environmental Quality Act, this project is categorically exempt.
FISCAL IMPACT
Funds in the amount of $7$,j25.00 are budgeted in the 2003 -2004 Capital Improvement
g;
Project fro thie. Capltel;Outlay (CO) for the Library HVAC Building Communications
Replacement Project. City staff will perform project management and inspection
services.
Mayor and City Council
April 6, 2004
Page 3
RECOMMENDATION
1. Award a contract in the amount of $62,065.00 to Control Management
Systems Inc. for the 2003 -2004 Library HVAC Building Communications
Replacement.
2. Waive any informalities in the bid or bidding process.
3. Authorize the City Manager and City Clerk to execute a contract agreement
in a form approved by the City Attorney.
Approved by: Y nA&
William R. Kelly, City Manager
PM: GL: dw
S,
°A•T$� STAFF REPORT
Public Works Services Department
April 6, 2004
TO: Mayor and City Council
FROM: Pat Malloy, Public Works Services Dire or '
Prepared by: Gary F. Lewis, General Services Manager
Ken Herman, Associate Civil Engineer
SUBJECT: Award — Design of Orange Grove Booster Station
Recommendation: Authorize the City Manager to enter into a Professional
Services Agreement with AKM Consulting Engineers in the amount of
$288,667 to design the new Orange Grove Booster Pump Station.
SUMMARY
The Water Master Plan recommends the construction of a new booster pump station at
the Orange Grove'Plant (location map attached). Project design is budgeted in the
2003 -2004 Capital Improvement Program. This facility serves as a critical link to the
overall operation of the City's water system. Water is transported from high producing
southerly wells, to the Orange Grove reservoir system. The booster pump station then
pumps water to water zones that serve the northern portion of the City.
Staff conducted a Qualification Based Selection (QBS) process and received several
proposals to provide engineering, design services for the booster pump station design.
AKM Consulting Engineers (AKM) submitted the successful proposal for the project.
Staff has evaluated AKM's qualifications and found them to be satisfactory. AKM has
successfully completed similar projects for numerous cities in Southern California as
well as for the Cityof Arcadia. Staff recommends that the City Council authorize the City
Manager to enter into a Professional Services Agreement with AKM Consulting
Engineers in the amount of $288,667 for the design of a new Orange Grove Booster
Pump Station.
DISCUSSION
In 1997, on behalf of the City of Arcadia and the City of Sierra Madre, the U.S. Army
Corps of Engineers completed a Seismic Reliability Study on the agencies' water
infrastructure. One recommendation of this study was replacement of the booster pump
station at the Orange Grove facility to comply with current seismic design standards.
LASER IMAGED if
Mayor and City Council
April 6, 2004
Page 2
The study recognized that the existing booster pumps, constructed in 1951, are
inefficient and have outlived their life expectancy. The Army Corps of Engineers' study
and the most recent Water Master Plan recommend the construction of a new booster
pump station that could fully utilize all of the facility's reservoir storage capacity.
This project consists of multiple phases, which include:
Preparation of a detailed design of the new booster pump station, including
preliminary site investigation, soil investigation, facility pipe flow analysis, design
of the booster pump station, site improvements, facility piping and miscellaneous
equipment, and the identification of interfering pipes and equipment.
Construction and support services during construction of the new booster pump
station facility, scheduled for fiscal year 2004 -05.
Request for proposals were requested and sent to five (5) qualified engineering firms.
Of the five (5), three (3) proposals were received, reviewed, evaluated, and ranked by
staff in accordance with Chapter 10 of the California Government Code, Section 4526-
4529 with the following results:
RANK FIRM LOCATION
1 AKM Consulting Engineers Irvine
2 Boyle Engineering Newport Beach
3 RBF Consulting Engineers Irvine
Staff reviewed the proposals and ranked each firm according to experience, approach,
and understanding of the project. All three (3) firms were invited for oral interviews.
AKM Consulting Engineers was rated the most qualified based on their successful
completion of numerous reservoir design projects, superior knowledge of Arcadia's
water system, and `thorough approach and understanding of ahe project. The final
phase of the selection process included staff review of the cost proposal and negotiation
of a satisfactory agreement with the consultant.
Staff recommends that the City Council authorize the City Manager to enter into a
Professional Services Agreement with AKM Consulting.;Engineers ` in the amount of
$288,667 for the design of the Orange Grove Booster Pump Station and construction
support services during the actual construction.
ENVIRONMENTAL IMPACT:
As required by the federal grants procedures, the environmental study was conducted
during the fund application phase of this project and received categorical exemption on
state as well as -federal levels.
-Mayor and City Council
April 6, 2004
Page 3
FISCAL IMPACT:
Water Funds in the amount of $300,000 are budgeted in the 2003 -2004 Capital
Improvement Program for the Orange Grove Booster Pump Station design. AKM
Consulting Engineers submitted the most qualified design proposal for $288,667. The
U.S. Environmental Protection. Agency (USEPA) . has approved this project and will
reimburse up to 55% of the cost of the design and construction of this project under
their FY 2004 Federal Budget.
RECOMMENDATIONS:
1. Award a Professional Services Agreement in the amount of $288,667.00 to
AKM Consulting Engineers for design services for the Orange Grove
Booster Pump Station.
2. Authorize the City Manager and City Clerk to execute a contract in a form
approved by the City Attorney.
Approved: �04
William R. Kelly, City Manager
PM:GFL:KH:dw
Attachment
ORANGE GROVE BOOSTER STATION DESIGN
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STAFF REPORT
Public Works Services Department
April 6, 2004
TO: Mayor and City Council
FROM: Pat Malloy, Public Works Services Director
Prepared by: Gary F. Lewis, General Services Manager
Mark Rynkiewicz, Associate Civil Engineer
SUBJECT: Award of Contract— Foothill Boulevard Sewer Pine Liner
Recommendation: Authorize the City Manager to enter into a contract
with Insituform Tech Inc. in the amount of $139,774.50 for the Foothill
Boulevard Sewer Pipe Liner Project
SUMMARY
Annual CCTV inspections indicated that the sewer line along Foothill Boulevard
between Baldwin Avenue and Rancho Road (location map attached) has significant
cracking and deterioration and is in need of rehabilitation. Recent tree root intrusion
and sewer backups reinforce the need for action to remedy the sewer's deterioration.
The current condition of the sewer line does not warrant the complete removal and
replacement; however, mitigation steps are necessary to stop further pipe deterioration,
root intrusion and structural failure. The construction of the Foothill Boulevard Sewer
Pipe Liner Project will economically rehabilitate the existing line while minimizing traffic
and roadway structural section impacts.
Staff recommends.that the City Council award a contract in the amount of $139,774.50
to Insituform Tech Inc. for the Foothill Boulevard Sewer Pipe Liner Project.
DISCUSSION
The Federal Clean Water Act and the National Pollution Discharge Elimination System
(NPDES) prohibit the discharge of pollutants onto streams and storm drains. Any
blockage or excessive sewer restriction that results in a spill into catch basins, channels
or streams can become costly and detrimental to the environment. Costs to the City
can include imposed fines by environmental regulatory agencies, cleanup for any
damages caused by the spill and repair of any damage to private property as a result of
a backup. Thus, it is in the City's best interest to properly and consistently maintain its
sewers within normal operational capacities.
LASER IMAGED
J J-
ql'
Mayor and City Council
April 6, 2004
Page 2
The sewer line along Foothill Boulevard between Baldwin Avenue and Rancho Road
has significant cracking, root intrusion, and deterioration and is in need of rehabilitation.
This section of sewer requires excessive cleaning and extra ordinary maintenance.
Rehabilitation of this section is a high priority.
The .use of a sewer pipe liner to repair this pipe is the most feasible method to
rehabilitate the pipe. Removal and replacement is too expensive and would cause
excessive disruption and inconvenience to residents and commuters. Staff estimates
that replacement of the line would cost approximately $700,000 including design and
construction contingencies. Relining the pipe will save months of project time,
significantly reduce inconveniences to property owners and will extend the life of the
pipeline 25, to 30 years.
Rehabilitation of the line is completed by inserting a sock type liner into the sewer pipe.
The liner is expanded and treated with resin and cured resulting in a smooth seamless
"pipe- within -a- pipe" continuous inner surface, which usually increases flow capacity.
The process is completed and service is restored in a single day. This process works
only from inside the main line eliminating the need for excavation and heavy
construction.
Residents will be asked to refrain from using water in their homes during construction of
the sewer line in their section of the sewer (one day only). This will prevent sewage
from backing up into their home from their own use. During the rehabilitation process, it
is necessary to keep the inside of the sewer line free from water flow. Prior notification
will be given to the affected residents prior to the work.
Notices inviting bids were published in the adjudicated paper and bid packages were
distributed to area contractors. The following bids were received on March 16, 2004:
Bidder
Location
Bid Amount
Insituform Tech Inc.
Irvine, CA
$
139,774.50
Sancon Technologies inc.
Huntington Beach, CA
$
153,037.60
Southwest Pipeline
Gardena, CA
$
198,350.00
Wesco
Torrance, CA
$
199,323.00
Staff has reviewed the bid documents for content and has investigated the Contractor's
background and recent projects for competency. It is staffs opinion that Insituform
Tech Inc. can satisfactorily perform the work required and recommends that the City
Council award a contract in the amount of $139,774.50 to this company for the Foothill
Boulevard Sewer Pipe Liner Project.
rt ^nn 'TnF 4
Mayor and City Council
April 6, 2004
Page 3
ENVIRONMENTAL ANALYSIS
This project is categorically exempt per Section 15302 (c) replacement from the
requirements of the California Environmental Quality Act.
FISCAL IMPACT
Funds in the amount of $251,250 are appropriated in the 2003 -04 Capital Improvement
Program for this project.
RECOMMENDATIONS
1. Award a contract to Insituform Tech Inc. in the amount of $139,774.50 for
the Foothill Boulevard Sewer Pipe Liner Project.
2. Waive any informalities in the bid or bidding process.
3. Authorize the City Manager and City Clerk to execute a contract in a form
approved by the City Attorney.
Approved: QrA
William R. Kelly, City Manager
PM:MR:dw
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Public Works Services Department
April 6, 2004
TO: Mayor and City Council
FROM: Pat Malloy, Public Works Services Director
Prepared by: Gary F. Lewis, General Services anager
Mark Rynkiewicz, Associate Civil Engineer
S I<.
SUBJECT: Award — 2003/04 Annual Concrete Repair Project
Recommendation: Authorize the City Manager to enter into a contract
with CJ Construction, Inc. in the amount of $176,975 for the 2003 -2004
Annual Concrete Repair Project
SUMMARY
As part of the City's Street Maintenance Program, the Public Works Services
Department is preparing to repair damaged concrete along residential streets
throughout the City. The street locations are illustrated on the attached location map.
Staff recommends that the City Council award a contract in the amount of $176,975 to
CJ Construction, Inc. for the 2003/04 Annual Concrete Repair Project.
DISCUSSION
The Public Works Services Department is responsible for the maintenance and repair of
approximately 147 miles of pavement within the community. In 1999, as part of the
Pavement Management Program, staff prioritized the condition of all City streets and
established a program to slurry seal or rehabilitate streets within the City based on a
pavement condition index. As a part of the work, the adjacent damaged concrete curbs;
gutters and sidewalks are scheduled for repair to correct safety and drainage problems.
This project also includes the construction of 15 handicap ramps at various locations in
the City. The project is included in the 2003/04 Capital Improvement Program under the
Annual Asphalt and Concrete Program.
Notices inviting bids were published in the adjudicated paper and bid packages were
distributed to area contractors. The following five (5) bids were received on March 16,
2004:
LASER IMAGED
�4
Mayor and City Council
April 6, 2004
Page 2
Bidder
Location
Bid Amount
CJ Construction, Inc.
Whittier
$
176,975.00
Kalban Inc.
Sun Valley
$
231,015.00
Damon Construction Co.
Carson
$
237,450.00
E.C. Construction Co.
South El Monte
$
259,798.00
EBS, Inc
Corona
$
281,955.00
Staff has reviewed the bid documents for content and has investigated the Contractor's
background and recent projects for competency. It is staffs opinion that CJ
Construction, Inc. can satisfactorily perform the work required and recommends that the
City Council award a contract in the amount of $176,975.00 to CJ Construction, Inc. for
the 2003/04 Annual Concrete Repair Project.
ENVIRONMENTAL ANALYSIS
This project is categorically exempt per Section 15302 (c) replacement from the
requirements of the California Environmental Quality Act.
FISCAL IMPACT
As part of the 2003/04 Annual Asphalt and Concrete Program, $416,000 is budgeted for
slung seal and concrete repairs to curb, gutters and sidewalks and $25,000 for the ADA
Sidewalk Access Program.
RECOMMENDATIONS
Award a contract to CJ Construction, Inc. in the amount of $176,975.00 for
the 2003104 Annual Concrete Repair Project.
2. Waive any informalities in the bid or bidding process.
3. Authorize the City Manager and City Clerk to execute a contract in a form
approved by the City Attorney.
Approved:
PM:MR:dw
Attachment
William R. Kelly, City Manager
LOCATION MAP
NOT TO SCALE
STAFF REPORT
Development Services Department
DATE: April 6, 2004
TO: Mayor and City Council
FROM: Don Penman, Assistant City Manager /Development Services Director
Philip A. Wray, City Engineer /Engineering Services Administrator `' ,
SUBJECT: Professional Services Agreement — Santa Anita Corridor ITS Integration
Proiect
Recommendation: Authorize the City Manager to enter into a
Professional Service Agreement with Kaku Associates for program
management services in the amount of $88,000
SUMMARY
The City of Arcadia has developed an Intelligent Transportation System (ITS) Master
Plan for the management of citywide traffic flow using the latest traffic control and traffic
signal synchronization technology. The City has also secured a Federal Highway
Administration ITS grant and a commitment from the Los Angeles County Department
of Public Works to participate in the implementation of the recommendations of the
City's master plan.
The City proposes to retain the services of a program manager that understands traffic
management and ITS technology to assist the City in this project. The program
manager is needed to administer other consultant contracts and to coordinate with
county, state and federal officials. The City received two proposals and selected the
firm of Kaku Associates to provide the services. Staff recommends the approval of a
professional services agreement with Kaku Associates in an amount not to exceed
$88,000.
BACKGROUND
The City of Arcadia is in need of a traffic management system to manage traffic flow
within the City, to control and synchronize traffic signal operations and to access and
share information with neighboring agencies. As traffic volumes on City streets grow, it
is becoming increasingly important that the City manage the traffic flow to maximize the
efficiency of the streets. The City of Arcadia has 71 traffic signals, 58 maintained by the
LASER IMAGED 3A
Mayor and City Council
Staff Report
April 6, 2004
Page 2 "
City and the other 13 maintained by other agencies. Currently, the only way to manage
and operate the signals is by direct access to the individual controller cabinets.
Occasional problems and malfunctions take time to respond to. In the event of an
emergency or an occurrence that may require signal- timing modifications, changes are
difficult to make quickly. The City's existing _hardware and technology limits the
opportunity to coordinate signal timing, make immediate changes or respond to
problems quickly. Also, the City has no way to monitor traffic flow conditions other than
by field observation.
The City has developed a master plan for the management of traffic. The plan, titled the
Intelligent Transportation System (ITS) master plan, proposes the establishment of a
traffic operations center at the City's Civic Center and connection with traffic signals,
CCTV cameras, and other field technology to manage traffic signal operations, traffic
flow during peak congestion periods, emergencies, and events and interface with
neighboring cities, Caltrans and Los Angeles County. The plan separates the work into
short and long term needs and details the short term needs as Phase I utilizing the
grant funding from the Federal Highway Administration ITS grant and Los Angeles
County Department of Public Works participation. More specifically, Phase I of the
master plan proposes the purchase of Traffic Control System JCS) software, computer
hardware, a large video screen and office improvements to create the traffic operations
center, installation of underground conduit and fiber optics lines to connect 26 traffic
signals to the Civic Center, two (2) free standing CCTV cameras, two (2) traffic signal
video detection systems and system deployment.
In order to implement the recommendations of the ITS master Plan, staff requires the
assistance of a program manager that understands traffic management and ITS
technology and can coordinate with federal, state and county officials. The program
management services will cover the work items in Phase I. Staff contacted several
firms and sent a request- for - proposals to two qualified firms. The two firms, Kimley-
Horn Associates and Kaku Associates both submitted proposals. Upon staffs review of
the proposals, Kaku Associates was selected based on their experience in this field,
their relationships with county, state and federal officials and their previous involvement
with the City of Arcadia's master plan. Kaku Associates has proposed an 18 -month
work plan for Phase I and has estimated their cost for services at $88,000. Staff
proposes a professional services agreement with a not -to- exceed amount of $88,000.
FISCAL IMPACT
The professional services contract with Kaku Associates is part of the Santa Anita
Corridor ITS Integration project budgeted in the City's fiscal year 2002103 Capital
Improvement Program. The project is estimated at $500,000 with 50% funded by the
federal ITS grant and 50% from local Proposition C funds.
It
_`2rittE'` I �6
Mayor and City Council
Staff Report
April 6, 2004
Page 3
RECOMMENDATION
Authorize the City Manager to enter into a Professional Services Agreement with
Kaku Associates in an amount not to exceed $88,000 for program management
services.
Approved:
T11�_ \ ►� ►A:F1
William R. Kelly, City Manager
Administrative Services Department
DATE: April 6, 2004
TO: Mayor and City Council
FROM: Tracey L. Hause, Administrative Services Dire dti
Prepared by: Chris Ludlum, Senior Managemen alyst
SUBJECT: Professional Services Agreement - City audit services
Recommendation: Authorize the City Manager to enter into a Professional
Services Agreement in the amount of $40,375.00 with Conrad and
Associates, LLP for City audit services
SUMMARY
In October 1999, staff solicited proposals from qualified certified public accountant firms
to audit the City'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, 00/01, 01/02, and 02/03. Staff
recommends that the City Council award a one -year contract extension in the amount of
$40,375.00 to Conrad and Associates, LLP for audit services for the fiscal year ending
June 30, 2004.
DISCUSSION
The City Charter requires an annual audit of the City's financial statements by an
independent certified public accountant (CPA). In years past, the City had been utilizing
the services of another auditing firm for several years. The Citizens Financial Advisory
Committee found that the audit process was adequate and appropriate, though they did
recommend that a request for proposal process be initiated since the City had not
changed auditing firms for several years.
Proposals were solicited, and after an extensive evaluation process, staff recommended
that the City Council award a Professional Services Agreement to Conrad and
Associated, LLP for auditing services for the fiscal year ending June 30, 2000. This
Agreement included four (4) one -year contract extensions, pending City Council
approval. This is a typical provision in audit service Agreements, which provides for
LASER IMAGED
Mayor and City Council
April 6, 2004
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.
Conrad and Associates, LLP has provided satisfactory service during the term of the
Agreement. The cost proposed for audit services is $40,375.00, a decrease of
$2,550.00 over the prior year. The cost decrease is a result of already implementing
the GASB 34 reporting requirements. Therefore, staff recommends that the City
Council award a one -year contract extension in the amount of $40,375.00 to Conrad
and Associates, LLP for auditing services for the fiscal year ending June 30, 2004.
FISCAL IMPACT
The cost for providing auditing services for the City is $40,375.00. Sufficient funds are
budgeted in the proposed 2004105 Budget.
RECOMMENDATION
Authorize the City Manager to enter into a Professional Services Agreement with
Conrad and Associates, LLP for City audit services for the fiscal year ending
June 30, 2004.
Approved by: =`'1
William R. Kelly, City Manager
TLH:CL:
1
April 6, 2004
TO:
FROM:
�WONNCIAN
Public Works Services Department
Mayor and City Council
Pat Malloy, Public Works Services Director
Prepared by: Tom Tait, Field Services Manager
SUBJECT: Award — Recycled Water System Feasibility Study
Recommendation: Authorize the City Manager to enter into a Professional
Services Agreement in the amount of $40,000 with Stetson Engineers Inc.
for a Recycled Water System Feasibility Study.
SUMMARY
Arcadia's existing potable groundwater supplies are considered sufficient under normal
conditions. However, recent localized drought conditions lowered the water tables in all
three (3) Arcadia basins to a point that the City had to use Metropolitan Water District
(MWD) water as a supplemental water source during summer months last year. The
Department is recommending that the City evaluate the potential use of recycled water
for landscape irrigation and other non - potable water demands in the City. The use of
recycled water will reduce demand on groundwater supplies; lessen the potential for
purchase of treated imported water.
Stetson Engineers Inc. and one other firm submitted proposals to perform the Recycled
Water Feasibility Study. A staff committee selected Stetson Engineers Inc. as the most
qualified firm to perform the work. Staff recommends that a professional services
agreement be awarded to Stetson Engineers Inc. in the amount of $40,000 for the
Recycled Water Feasibility Study.
The 2003 -04 Capital Improvement Program includes funding for a Recycled Water
Master Plan Study. This study will evaluate the feasibility of developing a recycled
water system. Over the years, localized drought conditions have diminished drinking
water sources, lowered pumping levels of ground water (the City's primary water
supply) and made it difficult to meet annual demands without purchasing treated water
from Metropolitan Water District (MWD). MWD treated water is over twice the cost of
water produced through the City's water system. An alternative for securing additional
water is through the use of recycled water, which can be used effectively for non -
potable water demands (i.e., irrigation, industrial use and possibly groundwater
recharge). Additionally, recycled water is a drought- resistant water source, which can
help offset further use of potable water as its demand increases during drought and /or
dry conditions.
LASER IMAGED 3P
Mayor and City Council
April 6, 2004
Page 2
Consequently, the consideration for the use of recycled water is a prudent water
management strategy. Also, the feasibility study may identify the use of recycled water
as a cost - efficient water source.
The request for proposals included, but not limited to, the following tasks:
• Description and map of study area
• Description of the need for recycled water
• Identification of potential customers
• Description of potential recycled water source
• Recommendation on facilities
• Economic analysis of alternatives
• Environmental analysis of alternatives
• Description of legal /regulatory and institutional requirements
• Analysis of financing capabilities and funding opportunities
Staff requested proposals from four (4) engineering firms. Two (2) proposals were
received and evaluated by a selection committee in accordance with Chapter 10 of the
California Government Code, Sections 4525 -4529 (Qualifications -based Selection
Process) with the following results:
FIRM
Stetson Engineers Inc.
Tetra Tech
AKM
Montgomery Watson Harza
LOCATION
Covina
Pasadena
Irvine
Pasadena
RANK
2
No Response
No Response
Stetson Engineers Inc. was rated the highest based on their successful completion of
projects of similar complexity; experience of their project manager with respect to local
water issues and familiarity with recycled water systems; and the firms compliance with
the RFP. The firm has been involved in the management of recycled water projects for
other local municipal agencies as well as their involvement in a feasibility study for the
Main San Gabriel Basin Watermaster. The selection committee believes the
consultant's team will provide a high - quality, cost- effective, and timely report.
ENVIRONMENTAL IMPACT
This project is categorically exempt per Section 15302 from the requirements of the
California Environmental Qualitv Act (CEQA).
FISCAL IMPACT
Funds in the amount of $40,000 are provided in the 2003 -04 Capital Improvement
Program.
Mayor and City Council
April 6, 2004
Page 3
RECOMMENDATIONS
1. Award a Professional Services Agreement in the amount of $40,000 to
Stetson Engineers Inc. for a Recycled Water Feasibility Study
2. Authorize the City Manager and City Clerk to execute a contract In a form
approved by the City Attorney.
�
liiorl
Approved By:
William R. Kelly, City Manager