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HomeMy WebLinkAboutMarch 16, 2004AG E N_D A Arcadia City Council and Redevelopment Agency Meeting March 16, 2004 7:00 p.m. Council Chambers INVOCATION PLEDGE OF ALLEGIANCE A)c l�vl�?dTA PGf ROLL CALL: City Council/Agency Members: Chang, Kovacic, Marshall, Wuo, and Segal 1. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDAITEMS MOTION: Read all Ordinances and Resolutions by title only and waive reading in full 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) 2. MATTERS FROM ELECTED OFFICIALS City Council Reports / Announcements /Statements/Future Agenda Items 3. CONSENT — REDEVELOPMENT AGENCY a. Minutes of the March 2, 2004 regular meeting Recommendation: Approve CONSENT — CITY COUNCIL b. Minutes of the March 2, 2004 regular meeting Recommendation: Approve C. Final Map Tract No. 53462 at 444 West Duarte Road Recommendation: Approve Arcadia City Council: Dr. Sheng Chang, Gary A. Kovacic, Gail A. Marshall, Mickey Segal, John Wuo William D. Alford, Clerk Manager LASER IMAGED June D, Alrord, Ciry Clerk aP A Santa Anita Derby Day 5K Run and Walk Recommendation: Waive expenses related to traffic control services for the Tenth Annual Santa Anita Derby Day 5K to be held on Saturday, April 3, 2004 e. Repair of Chantry Flats Road retaining wall Recommendation: Authorize the City Manager to enter into a contract with Van Elk, Limited in the amount of $78,100.00 for the repair of the Chantry Flats Road retaining wall f. Construction of Santa Anita Reservoir No. 4 Recommendation: Reject all bids for construction of Santa Anita Reservoir No. 4 and site improvements, and demolition of Reservoir Nos. 1 and 2; and authorize a change order in the amount of $98,000.00 to RBF Consulting to modify the design of the Santa Anita Reservoir No. 4 g. Construction of 24 concrete bus pads at various locations Recommendation: Authorize the City Manager to enter into a contract with EC Construction in the amount of $129,140.00 for construction of bus pads h. Street improvement of Baldwin Avenue between Duarte Road and Naomi Avenue Recommendation: Authorize the City Manager to enter into a contract with Shawnan in the amount of $786,621.00; appropriate an additional $401,450.00; and approve an increase to the Professional Services Agreement with Willdan of $37,016.00 i. Inspection services for street improvements on Baldwin Avenue Recommendation: Authorize the City Manager to enter into a Professional Services Agreement with A.C.S. in the amount of $35,400.00 for inspection services Architectural services for Fire Stations 105 and 106 Recommendation: Authorize the City Manager to enter into a Professional Services Agreement with Gonzalez /Goodale Architects k. Determination of use to allow TV studios in the M -1 Zone Recommendation: Approve ADJOURN the City Council/Redevelopment Agency to April 6, 2004 at 6:00 p.m., Council Chambers Conference Room 2 46:0044 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 March 16, 2004 Pursuant to the foregoing adjournment of the March 2, 2004 Regular Meeting of the City Council and Arcadia Redevelopment Agency, the City Clerk appeared at the time and place of adjournment at 6:00 p.m. and announced that no quorum would be present until 7:00 p.m., at which time the Regular Meeting convened in the Council Chambers. INVOCATION Reverend Ron Fraker, Victory Chapel, Church of the Foursquare Gospel PLEDGE OF Nicholas Fernandez and Michael Butler, Boy Scout Troop 174, Temple City 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 AUDIENCE PARTICIPATION None. 9 MATTERS FROM ELECTED OFFICIALS CHANG Councilmember Chang hoped with passing of the Proposition 57 & 58, the State. Governor (Prop 57 & would be able to fix the problems in the state fiscal conditions. 58) (Wtr. Treatment Dr. Chang noted with the help of Congressman David Dreier, Cities of Arcadia and Sierra Facility) Madre were able to receive funds from federal government in order to retrofit water facilities. In addition, Congressman Dreier was able to receive more than $50 million for San Gabriel Valley to clean the underground contaminations. The Water Authority Board will use that fund to build a water treatment facility. LASER IMAGED 3/16/04 46:0045 (Mayor's Prayer Dr. Chang noted that the Mayor's Prayer Breakfast will be held on April 9, 2004 at the Los Breakfast) Angeles County Arboretum. Proceeds will benefit the senior programs, sponsored by Arcadia Rotary Club and also the Campership Programs. (AUSD) Dr. Chang expressed congratulations to Arcadia Unified School District for their excellent scores in 2003 academic performance. (City Staff) Dr. Chang complimented City staff for their good job in responding to citizen's complaints (Tompkins) Mr. Kovacic wished Happy Birthday to Phyllis Tompkins who turned 80 today. Phyllis is extremely active and is really a treasure in City of Arcadia. MARSHALL Mayor Pro Tern Marshall encouraged everyone to attend the "Daring Dames, Women's First (Daring Dames) in Arcadia" exhibit and learn more about first ladies in Arcadia. (Arbor Day) Ms. Marshall noted that the City celebrated Arbor Day on April 11th by planting an apple tree outside the Council Chambers at the City Hall. She expressed appreciation to West Coast Arborists for donating the tree. (Events) Ms. Marshall encouraged everyone to attend the Chamber of Commerce 19th Annual Installation of Officers event in recognition of the Citizen of the Year Awards recipients James Helms, Jim and Margaret Barrows. She also noted that the Chamber of Commerce will recognize the Arcadia Centennial Commissioners on March 27th at the Four Point Sheraton Hotel. Ms. Marshall also noted that the Scroptimist International will sponsor a luncheon and fashion show, on March 28th at the Four Point Sheraton Hotel, (Police Station) Ms. Marshall expressed appreciation to the contractors and City staff who worked hard during construction of the new police building, and helped the project be completed on time and within the budget. WUO Councilmember Wuo announced that the Derby Day 5K Run, sponsored by Santa Anita (Derby Day Park and Methodist Hospital will be held on Saturday April 3. Proceeds will benefit the 5K Run) Arcadia High School Athletic Booster Club and the D.A.R.E program. OJLVIM11 Ji11AJ 2 3116104 and taking care of the problems right away. KOVACIC Councilmember Kovacic noted some of the many activities and after school programs that (After School are available under the Youth Master Plan and through the Recreation and Community Programs) Department such as elementary schools playground free drop -in program, middle schools youth center and the Arcadia High School Apache pit. (Teen Egg Mr. Kovacic encourage everyone to attend the "Great Teen Egg Race ", April 9, 2004 at Race) Eisenhower Park. (Community Mr. Kovacic noted that the "Annual Community Bike Ride" and "Fire Fighter's Association Bike Ride & Pancake Breakfast" will be held on May 1, 2004. FD Pancake Breakfast) (Law Day) Mr. Kovacic noted that the Annual Law Day will be held on May 8th at the Arcadia Public Library. (Women's Mr. Kovacic referred to "Daring Dames, Women's First in Arcadia" an exhibition in honor of First in Arcadia) Woman's History Month, which runs from March 1st to April 30th, 2004 at the Ruth and Charles Gilb Arcadia Historical Museum. (Tompkins) Mr. Kovacic wished Happy Birthday to Phyllis Tompkins who turned 80 today. Phyllis is extremely active and is really a treasure in City of Arcadia. MARSHALL Mayor Pro Tern Marshall encouraged everyone to attend the "Daring Dames, Women's First (Daring Dames) in Arcadia" exhibit and learn more about first ladies in Arcadia. (Arbor Day) Ms. Marshall noted that the City celebrated Arbor Day on April 11th by planting an apple tree outside the Council Chambers at the City Hall. She expressed appreciation to West Coast Arborists for donating the tree. (Events) Ms. Marshall encouraged everyone to attend the Chamber of Commerce 19th Annual Installation of Officers event in recognition of the Citizen of the Year Awards recipients James Helms, Jim and Margaret Barrows. She also noted that the Chamber of Commerce will recognize the Arcadia Centennial Commissioners on March 27th at the Four Point Sheraton Hotel. Ms. Marshall also noted that the Scroptimist International will sponsor a luncheon and fashion show, on March 28th at the Four Point Sheraton Hotel, (Police Station) Ms. Marshall expressed appreciation to the contractors and City staff who worked hard during construction of the new police building, and helped the project be completed on time and within the budget. WUO Councilmember Wuo announced that the Derby Day 5K Run, sponsored by Santa Anita (Derby Day Park and Methodist Hospital will be held on Saturday April 3. Proceeds will benefit the 5K Run) Arcadia High School Athletic Booster Club and the D.A.R.E program. OJLVIM11 Ji11AJ 2 3116104 r. �r . SEGAL Mayor Segal thanked staff for a wonderful Arbor Day event. It was very nicely done. (Arbor Day (Election) Mayor Segal encouraged everyone to attend various candidate forums and learn about the four candidates who are running for the Council position on City's Municipal Election, April 13, 2004. (Lee Segal) Mayor Segal wished his wife, Lee Segal a Happy Birthday. CONSENT ITEM — REDEVELOPMENT AGENCY 3a. MINUTES APPROVED the Minutes of the March 2, 2004 Regular Meeting. (March 2, 2004) CONSENT ITEMS — CITY COUNCIL 3b. MINUTES APPROVED the Minutes of the March 2, 2004 Regular Meeting (March 2, 2004) 3c. FINAL TR. MAP APPROVED the Final Map of Tract No. 53462 for a 50 -unit residential condominium project NO. 53462 at 440 -472 West Duarte Road. (440 -472 West Duarte Road) 3d. WAIVE THE APPROVED Santa Anita's request to waive the cost of traffic control services for the Tenth COST Annual Santa Anita Derby Day 5K Run & Walk to be held on April 3, 2004. (5K Run & Walk) rr AWARD AWARDED a contract to Van Elk, Ltd. in the amount of $78,100 for the Repair Chantry Flats CONTRACT Road — Retaining Wall Project; and, WAIVED any informalities in the bid or bidding process; (Repair Chantry and, AUTHORIZED the City Manager and City Clerk to EXECUTE a contract in a form Flats Road) approved by the City Attorney. 3f. REJECT BIDS REJECTED all bids for the construction of Santa Anita Reservoir No. 4 and site (Santa Anita improvements, and demolition of Reservoirs No. 1 and No. 2; and, AUTHORIZED a change Reservoir # 4) order in the amount of $98,000 to RBF Consulting to modify the design of the Santa Anita Reservoir No. 4. AWARD AUTHORIZED the City Manager to enter into a contract with EC Construction Company in CONTRACT the amount of $129,140.00 for the construction of 24 concrete bus pads at various locations. (Concrete Bus Pads) tli AWARD See page 4 CONTRACT (St. Imprvm't - Baldwin Ave. Bet. Duarte Rd. 3 3/16/04 46:0047 & Naomi Ave.) 3i. PROF. SVCS. AUTHORIZED the City Manager to enter into a Professional Services Agreement with AGREEMENT Anderson Consulting Service in an amount not to exceed $35,400 for construction inspection (Construction services. Inspection Svcs.) 3j. PROF. SVCS. See page 5. AGREEMENT (Architectural Svcs. — FD) 3k. M -1 ZONE See page 5. (Television Studio) THE PRECEDING CONSENT ITEMS 3a, b, c, d, e, f, g, and i APPROVED ON MOTION BY COUNCIL/AGENCY MEMBER CHANG, SECONDED BY COUNCIL/AGENCY MEMBER KOVACIC, AND CARRIED ON ROLL CALL VOTE AS FOLLOWS: AYES: Council /Agency Members Chang, Kovacic, Marshall, Wuo and Segal NOES: Council /agency Member Marshall (Item 3i.) ABSENT: None W AWARD As part of the City's on -going plan to upgrade the commercial areas of the City, the City CONTRACT Council previously approved funding in the Fiscal Year 2002/03 budget for street (St. Imprvm't - improvements and widening of Baldwin Avenue between Duarte Road and Naomi Avenue. Baldwin Ave. Bet. Duarte Rd. In response to a Councilmember question staff stated in part that, the curb layout and utility & Naomi Ave.) relocations were redesigned to modify the right turn lanes and add bus turnouts. It was also (APPROVED) noted that the corner curb radius changes caused additional traffic signal modifications to be made. The streetlights were studied and it was decided to relocate the existing streetlight. In discussion, Mayor Pro Tem Marshall noted that she is totally in favor of the bus turnouts, longer turning lanes, and the beautification of Baldwin Avenue. However, she believes that putting the parking on the west side of Baldwin Avenue will impede, the traffic flow due to cars pulling in and out of parking spaces which will defeat the whole purpose of this project, which is to increase traffic flow. In addition she felt that the crosswalk as it is proposed without a signal in the middle of the block, near an alley exit is not a safe proposal on this very heavily congested street. It was MOVED by Councilmember Kovacic, seconded by Councilmember Chang and CARRIED on roll call vote as follows to AUTHORIZE the City Manager to enter into a contract with Shawnen in the amount of $786;621 for the street improvement of Baldwin Avenue between Duarte Road and Naomi Avenue; and, APPROPRIATED an additional $401,450 from Proposition C, Proposition A, Water and CATC funds; and, AUTHORIZED staff to increase the existing Professional Services Agreement with Willdan by $37,016. AYES: Council /Agency Members Chang, Kovacic, Wuo and Segal NOES: Council /Agency Member Marshall ABSENT: None 4 3/16/04 46:0048 3) PROF. SVCS. The City has been studying various alternatives for addressing the deficiencies with Fire AGREEMENT Station 105, the Department's headquarters station on Santa Anita Avenue. The analysis (Architectural concluded that the most cost effective means of addressing the deficiencies was to build a Svcs. — FD) new neighborhood fire station in its place on Santa Anita and move the Department's (APPROVED) Administration and Fire Prevention Bureau to Station 106 on Baldwin Avenue. Staff recommended that the firm of Gonzalez/Goodale Architects be retained to provide design services for Fire Station 105 and 106. The preliminary construction estimate for the work at Station 106 is $1,200,000 including site work for the parking. The proposed architectural fee for this work is 15% of the anticipated construction costs fixed at the end of the design development phase, plus a 5% design contingency. The preliminary construction cost for a new Station 105 is $2,900,000. The proposed design fee for a new Station 105 is 111%, plus a 5% contingency. It was MOVED by Mayor Pro Tern Marshall, seconded by Councilmember Wuo and CARRIED on roll call vote as follows to AUTHORIZE the City Manager to enter into a Professional Services Agreement with the firm of Gonzalez/Goodale Architects to provide design services for Fire Stations 105 and 106. AYES: Council /Agency Members Chang, Kovacic, Marshall, Wuo and Segal NOES: None ABSENT: None 3k. M -1 ZONE Consideration of the report and recommendation to allow television studios in the M -1 Zone. (Television The Development Services Department received a request from Grant Lin on behalf of Studio) Auction TV to operate a television studio at property located in the M -1 zone. The current M- (APPROVED) 1 zoning does not include television studios as a permitted use. In respond to a Council question staff stated in part that currently the City code has some controls over the studio, operations and satellite dishes. Section 9266.3 sets forth performance standards in the M -1 zone including noise and vibration. In addition, Section 4610.3 of the Arcadia Municipal Code specifically addresses Noise Limits as it relates to amplified noise in all zones. It was MOVED by Councilmember Chang, seconded by Mayor Pro Tern Marshall and CARRIED on roll call vote as follows to DEEM that a Television Studio" is a permitted use in the M -1 zone. AYES: Council /Agency Members Chang, Kovacic, Marshall, Wuo and Segal NOES: None ABSENT: None ADJOURNMENT At 7:45 p.m. the City Council Regular Meeting ADJOURNED in memory of Robbie D. Hall, to (In Memory of April 6, 2004 at 6:00 p.m. in the Council Chambers Conference Room for a Regular Meeting Robbie D. Hall) to conduct the business of the City Council and Arcadia Redevelopment Agency and any (April 6, 2004) Closed Session necessary to discuss personnel, litigation matters or evaluation of properties. City Clerk 3/16/04 `E March 16, 2004 STAFF REPORT Development Services Department TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services Director By: Donna L. Butler, Community Development Administrator4e SUBJECT: Consideration of Final Map 53462 for a 50 unit residential condominium project at 440 -472 West Duarte Road Recommendation: Approve SUMMARY Tentative maps and final maps are required for all subdivisions that result in five or more parcels or condominiums. The City Council shall approve a final map if it conforms to all the requirements of the subdivision regulations of the Municipal Code and the State Subdivision Map Act. It is recommended that the City Council approve Final Map 53462 for a 50 -unit residential condominium project at 440 -472 West Duarte Road. DISCUSSION Final Map 53462 has been approved by the Los Angeles County Department of Public Works and the appropriate City Departments. Said map has been found to be in substantial compliance with the tentative map approved by the Planning Commission on June 11, 2002 and is in compliance with the subdivision regulations of the Municipal Code and the State Subdivision Map Act. The Development Services Department recommends approval of Final Map 53462. Approved: P� William R. Kelly, City Manager Attachments: Letter of compliance from Los Angeles County Final Map No. 53462 LASER IMAGED C�6IV- 3'r-- 'fP JAMES A. NOYES, Director February 11, 2004 COUNTY OF LOS ANGELES DEPARTMENT OF PUBLIC WORKS Mr. Phillip A. Wray City Engineer City of Arcadia 240 West Huntington Drive Arcadia, CA 91006 -6021 Dear Mr. Wray: PARCEL MAP NO. 53462 "Enriching Lives' 900 SOUTH FREMONT AVENUE ALHAMBRA, CALIFORNIA 91803 -1331 Telephom:(626) 458 -5100 www.ladpw.c rg ADDRESS ALL CORRESPONDENCE TO P.O. BOX 1460 ALHAMBRA, CALIFORNIA 91802 -1460 IN REPLY PLEASE REFER TO FILE: LD-1 The enclosed subject parcel map has been reviewed by our Public Works for mathematical accuracy, survey analysis, title information, and for compliance with the Subdivision Map Act. It is ready for your examination and certification as to compliance with the conditional approval and applicable City Ordinances. The City Council or Advisory Agency should make the findings required by the State Environmental Quality Act and the Subdivision Map Act. After your approval and the approval of the City Council or Advisory Agency, the map should be returned to Land Development Division, Subdivision Mapping Section, for filing with the Registrar- Recorder /County Clerk's Office. If you have any questions, please contact Mr. Armando Aguilar of our Subdivision Mapping Section at (626) 458 -4915. Very truly yours, JAMES A. NOYES Director of Public Works DENNIS HUNTER Assistant Division Engineer Land Development Division RS:p1g --... P:IMEPUBNEWN PPINGIPARCEL.LTR514611 V.: aat il'.It isi-i Gr1J Enc. SCALE: 'F "= 50' W[ 8C ¢H u e�na a L1 fi.OT 591D�1tiM wmceu9n�r. Q. xn onn vm4 1� ®4 4 n00sm1 �M=11 TRACT NO.53462 IN THE CITY OF ARCADIA COUNTY OF LOS ANGELES, STATE OF CALIFORNIA FOR.CONDOMINIUM PURPOSES ® r OIRa �� .. M. W WieFln VlNn1. ®1 C MY M W MWNT M msl. ® 1 nm4 U N4E.Ylnlf W MWINw L4i4M. 091 m MY M Mnafin T ILL'Y.r. 0 Y 6..1 LIOmIT Q 911nM WiI. m91 fYlalr TI 4na�mli 14, .1. . wa PIS 1n. M l'� I L. m:d NY µR91 ROAD DUA --SSh� _ —ulo�c_ I SHEET 2 OF 2 SHEETS B � I AI I n I�' I It;___�— ____-- _--- -xmsln Ifimn a LE ROY AVENUE ° a b _— _— _— _— leaTev Win_______ —_ _ —_ �p mC Y.m Q. RIQ6ffi Nn Olra 6mm �4em Y11Y Iapin tl 4 eln®nl Cl Q m 0. @I ®44 masm 1OEAl ®1NB B W GIII(T L l LMG mmlm ®QTIIYY. L R Rawl w s= L I s w �� n I I z Z 1 o Muss W wnl nn. me I --I F--c' p pM < I - Q m-sw. 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Hinig, Chief of Poli `7 By: Nancy Chik, ManagemqAah .y-s t.:> SUBJECT: Santa Anita Derby Day 5K Run and Walk Recommendation: Waive expenses related to traffic control services for the Tenth Annual Santa Anita Derby Day 5K to be held on Saturday, April 3, 2004. SUMMARY The Los Angeles Turf Club (Santa Anita) is sponsoring their Tenth Annual 5K Run & Walk wherein traffic control services are required to facilitate the event. Typically, when City services or personnel are required for coordination of special events, the cost of these services is borne by the event organizer. In this instance, like years past, Santa Anita is requesting that the City waive the cost of traffic control services because it is a charitable event. DISCUSSION The 5K race is one of several special events that will be held in conjunction with the Santa Anita Derby and will be coordinated by W2 Promotions. This year the Derby Day 5K Run & Walk is co- sponsored by the Methodist Hospital of Southern California and Westfield Shoppingtown Santa Anita. Participation of contestants has increased each year, and it is anticipated that about 5,000 runners/walkers will join in this year's event. Any profits from the race will be donated to local beneficiaries including the Arcadia High School Athletic Boosters Club and the Arcadia D.A.R.E. Program. If the race operates at a loss, Santa Anita will give all organizations a check for a fixed amount. The race will begin inside the racetrack between gate #3 and gate #1, and the runners/walkers will proceed through the track parking lot, exit at.gate #8, and cross Baldwin Avenue. The participants will continue north on Baldwin Avenue in the southbound #2 lane, which will be barricaded, and enter the Arboretum parking lot just south of gate V. They will proceed through the course in the Arboretum LASER IMAGED and exit by the fountain, cross back over Baldwin Avenue, and enter the racetrack through gate #7. Finally, the racers will proceed through the turf tunnel and infield, and wind up on the training track to the finish line. The Police Department will provide intermittent traffic control to facilitate the running of the race and to ensure the safety of the participants. The traffic control unit will be composed of the Chief of Police and Department Command Staff, who will donate their time and efforts for this community event. The saving to Santa Anita is estimated at approximately $1,500.00. It is anticipated that traffic flow on Baldwin Avenue between Colorado and Huntington will be diverted between 8:00 a.m. and 8:30 a.m. Police personnel will use traffic flow management patterns that have been previously used and shown to have the most minimal effect on businesses or local residents. As part of hosting an event of this type, Santa Anita is also required to provide a certificate of insurance designating the City of Arcadia as an additional insured. They have provided the required insurance certificate and it has been approved by the City Attorney. FISCAL IMPACT None. The $1,500.00 associated with traffic control services will be absorbed by the Police Department utilizing the donation of staff time by Chief Hinig and his Command Staff. RECOMMENDATION Approve Santa Anita's request to waive the cost of traffic control services for the Tenth Annual Santa Anita Derby Day 5K Run & Walk to be held on April 3, 2004. Approved: �f William R. Kelly, City Manager STAFF REPORT Public Works Services Department March 16, 2004, TO: Mayor and City Council !Man FROM: Pat Malloy, Public Works Services Dire or Prepared by: Gary F. Lewis, General Service ger Mark Rynkiewicz, Associate Civil Engineer SUBJECT: Award of Contract — Repair Chantry Flat, Recommendation: Authorize the City Ma with Van Elk Ltd. in the amount of $78,100 Road - Retaining Wall Project. SUMMARY: i I[UAU - MIL4111111U V11i111, lager to enter into a contract for the Repair of Chantry Flats The Repair Chantry Flats Road — Retaining Wall is budgeted in the 2003 -2004 CIP. The road at that location is unstable and has considerable erosion damage and slippage. A new retaining wall and road repairs is warranted. Staff recommends that the City Council award a contract in the amount of $78,100 to Van Elk LTD. DISCUSSION: Chantry Flats Road has experienced considerable damage from excessive erosion, contributed by the Arno Fire in 2002. Major geologic, drainage, and mudflow issues have resulted in damage to a portion of the roadway in the City of Arcadia. The existing retaining wall located along the road is severely damaged and traffic has been reduced to one lane. The road and supporting retaining wall must be repaired to restore the road to two (2) lanes of traffic. 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 February 10, 2004: Bidder Location Bid Amount Van Elk, Ltd. Southland Construction Benergy Palp Inc. 4 -Con Engineering Griffith Company Rosemead, CA Irvine, CA Arroyo Grande, CA Long Beach, CA Fontana, CA Santa Fe Springs, CA $78,100 $79,900 $82,556 $103,492 $118,760 $160,960 LASER IMAGED 3p Mayor and City Council March 16, 2004 Page 2 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 Van Elk, Ltd can satisfactorily perform the work required and recommends that the City Council award a contract in the amount of $78,100 to Van Elk, Ltd for the Repair Chantry Flats Road - Retaining Wall Project. 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 $200,000 were budgeted in the 2003 -2004 Capital Improvement Program for this project. RECOMMENDATIONS: 1. Award a. contract to Van Elk, Ltd. in the.amount of $78,100 for the Repair Chantry Flats Road - Retaining Wall 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. PM:KH:dw Attachment Approved: A� William R. Kelly, City Manager REPAIR CHANTRY FLATS ROAD - RETAINING WALL PROJECT LOCATION v /AI ^IA\v u � L NORTH CITY OF ARCADIA Gfnd A s.m s oren9e cue M i ©A mume w01191 i 00 a 310 FOO1M1Itl Frvry F - ` Cdaaeo y m a Rtln, a tlYq� E R.T 6 9 F RY g Runw.IX. 6 Rtl a �i ❑ D�Mtltl " ❑a eanMA.e. ,, a aO� -. CeMM ReaIA .g r F 5 J Long on AVe. WlunosD� LWO 0. J, R� aG Q R� e� LOCATION MAP r. Z�' March 16, 2004 Public Works Services Department TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Directo Prepared by: Gary F. Lewis, General Services Mana er Ken Herman, Associate Civil Engineer SUBJECT: Recommendation: Reject all bids for the construction of the Santa Anita Reservoir No. 4 and authorize a change order in the amount of $98,000 to RBF Consulting to modify the reservoir design. SUMMARY The 2003 -04 Capital Improvement Program provides for the construction of a new 4 million gallon reservoir to replace reservoirs No. 1 and 2, each having a storage capacity of 1.0 million gallons. The City has received $5,126,049 grant funding over the last four (4) years from the U.S. Environmental Protection Agency (USEPA) for water system improvements for seismic reliability. Six (6) bids were received for the reservoir construction, including structural, electrical, piping, instrumentation, landscaping, and site improvements. All of the bids received were in excess of the engineer's estimate and the construction budget for this project. Therefore, staff recommends that the City Council reject all bids received for the construction of the Santa Anita Reservoir No.4 and authorize a change order to RBF Consulting in the amount of $98,000 to modify the design of the reservoir. DISCUSSION The replacement of Reservoirs No. 1 and 2 with Reservoir No. 4 is the third phase of an overall program of facility improvements at this site. Phase 1 was completed in 2001 and involved upgrading the Santa Anita Booster Pump Station. Phase 2 was recently completed and involved the seismic rehabilitation of Santa Anita Reservoir No. 3. Phase 3 involves the construction of a new reservoir with a capacity between 3.0 and 4.0 million gallons (MG), replacing.the two existing 1.0 MG reservoirs at this facility. The size of the new reservoir and the ability to maximize the full storage capacity of the site was limited by a steep slope and retaining wall, north of the reservoir location, and two protected California Coastal Oak trees located to the south. LASER IMAGED �3p -- Mayor and City Council March 16, 2004 Page 2 Notices inviting bids were published in the adjudicated paper and trade journals. Twelve (12) Class A Engineering construction firms attended the mandatory pre -bid conference with six (6) firms submitting bids. As advertised, the City Clerk publicly opened the sealed bids on February 11, 2004 with the following results: RANK FIRM PRICE 1 Nissho Iwai American Corp./ $ 5,626,125 Turbofio Engineers, L.P., J.V., Pasadena, CA 2 Pacific Mechanical Corp., Concord, CA $ 5,925,000 3 Pacific Hydrotech Corp., Perris, CA $ 6,084,000 4 DenBoer Engineering and Constr., Palm Springs, CA $ 6,431,000 5 Griffith Company, Santa Fe Springs; CA $ 6,818,400 6 Kiewit Pacific Company, Santa Fe Springs, CA $ 7,512,000 The Engineers estimate for this project was estimated at $4,600,000, significantly lower than the lowest bid received. Staff reviewed the six (6) bids and identified several areas where the cost of the structure can be reduced without adversely affecting the performance of the system. In discussion with the bidders, it was identified that the major factors contributing to the excessive cost of the project were the cost of the deep shoring and the current shortage of reinforcing steel within the construction industry. Tariffs imposed on imported steel and increased demands for steel has resulted in the cost of steel in Southern California to rise dramatically, causing local suppliers to protect themselves by bidding high to allow for possible price increases and costs associated with sporadic supply of raw materials. It is the staffs opinion that reducing the size of the reservoir by 0.5 million gallons (MG) could bring construction costs in at the original Engineers Estimate of $4,600,000. Reducing the overall length of the reservoir to decrease the amount of excavation will minimize the need for deep shoring and reduce the concrete and steel required for the structure. Staff recommends that the City Council reject all bids for the construction of the Santa Anita Reservoir No.4 and authorize a change order in the amount of $98,000 to modify the design of the Santa Anita Reservoir No. 4. RBF Consulting submitted a proposal for modifying the original 4.0 million gallon design to a 3.5 million gallon reservoir by reducing the overall length by twenty feet (20) and providing a hopper type bottom. This would require a major revision of the structural, civil, general and mechanical drawings along with a revision to the original geotechnical analysis. The redesign would significantly reduce the cost of grading, shoring, concrete and structural steel. C3OD A trvµ, I F- *-',Ai Mayor and City Council March 16, 2004 Page 3 ENVIRONMENTAL IMPACT The City Council adopted a Negative Declaration for this project on November 21, 2000, pursuant to the provisions of the California Environmental Quality Act. Staff did not find substantial evidence that this project would have a significant or potentially significant adverse effect on the environment. As a condition of the federal grant approval, the USEPA also completed an Environmental Assessment under the National Environmental Policy Act and did not find this project to have a significant environmental impact. Therefore, no further action is necessary for approval of entering into a professional services agreement. FISCAL IMPACT Funds in the amount of $5,750,000 are budgeted in the 2003 -2004 Capital Improvement Program for construction, project management and inspection. Funds in the amount of $540,000 are budgeted in the 2002 -2003 Capital Improvement Program for design of this project. On October 1, 2002 Council awarded a $326,850 contract to RBF Consulting for project design. This project is funded up to 55% by the United States Environmental Protection Agency with the balance funded by the City. RECOMMENDATION Reject all bids for the construction of Santa Anita Reservoir No. 4 and site improvements, and demolition of Reservoirs No.,1 and No. 2. 2. Authorize a change order in the amount of $98,000 to RBF Consulting to modify the design of the Santa Anita Reservoir No. 4. PM:GL:KH:dw Approved by: vt�w1 William R. Kelly, City Manager A ARCADIA STAFF REPORT Development Services Department DATE: March 16, 2004 TO: MAYOR AND CITY COUNCIL �p FROM: Don Penman, Assistant City Manager /Development Services Director°'" Philip A. Wray, City Engineer�t ' Prepared By: Tim Kelleher, Senior Engineering Assistant 'lle— SUBJECT: Recommendation: Authorize the City Manager to enter into a contract with EC Construction Co. in the amount of $129,140.00 SUMMARY As part of the citywide construction of bus pads, the City Council previously approved funding to construct 24 concrete bus pads at various locations. A location map of the project areas is attached for reference. The project was advertised and bids were opened on February 26, 2004. EC Construction Company submitted the successful low bid in the amount of $129,140.00. Staff recommends that the City Council award a contract for the construction of 24 concrete bus pads at various locations to EC Construction Company. DISCUSSION In June 2003, the City Council approved the budget for the four -year citywide program to construct concrete bus pads on all bus stops that do not have bus pads. As part of the citywide bus pad program, the City will construct 24 concrete bus pads at various locations for fiscal year 2003 -2004. This project will prevent the deterioration /failure of the A.C. pavement at the bus stops caused by the weight of the buses and the constant stopping and starting movements. The work will consist of removal of asphalt concrete and base materials, construction of base materials and concrete bus pads according to standards, and installation of traffic signal loop detector. LASERIMAGED KP Mayor and City Council Staff Report March 16, 2004 Page 2 MTA and Foothill Transit authorities concurred with the project after they were notified. They were also notified that temporary bus stop locations will be provided adjacent to bus stops that are being constructed to maintain the availability of bus stops during construction. Nineteen (19) prospective contractors received plans and specifications and fourteen (14) qualified bids were submitted with the following results: Bidders Amount E C Construction South El Monte $129,140 Madison Paving Cudahy $136,592 Gentry Brothers Inc. Irwindale $138,200 EGN Construction Upland $141,790 4 -Con Engineering Fontana $143,300 Nobest Westminster $148,020 G. M. Sager Pomona $148,610 Damon Construction Cypress $149,480 Kalban Sun Valley $171,200 Tyner Paving Los Angeles $171,454 Excel Paving Long Beach $181,150 C J Construction Whittier $185,700 Van Elk Ltd. Rosemead $218,700 California Engineering Tarzana $238,900 Staff has reviewed the bid documents for content, and has investigated the contractor's background and recent projects for competency. Staff has determined that EC Construction can satisfactorily perform the required work. ENVIRONMENTAL ANALYSIS The project is categorically exempt per Section 15301 Class 1(c) from the requirements of California Environmental Quality Act (CEQA). FISCAL IMPACT Proposition A funds have been budgeted in the amount of $180,000 in the 2003/04 Capital Improvement Program (CIP) for the construction of 24 concrete bus pads at various locations. Funds are available to cover the contract cost, engineering and design, material testing, inspections and contingencies. �e��¢ .ipyii U� Mayor and City Council Staff Report March 16, 2004 Page 3 RECOMMENDATION Authorize the City Manager to enter into a contract with EC Construction Company in the amount of $129,140.00 for the construction of 24 concrete bus pads at various locations. Approved By: " WILLIAM R. KELLY, CITY MANAGER DP:PW:TOK:pa Attachment ax PROPOSED CONCRETE BUS PADS CITY OF ARCADIA DATE: JAN_. 04 Y:: CONSTRUCTION OF CONCRETE BUS NK'D BY: 10 PADS AT VARIOUS LOCATIONS SCALE: NO DEVELOPMENT SERVICES LOCATION MAP DEPT, ENOINEERING DIVISION Gr �l STAFF REPORT �Rf•OftATEQ� Development Services Department DATE: March 16, 2004 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services Director's Philip A. Wray, City Engineer /Engineering Services Administrator `N' By: Dan A. Lazo, Associate Civil Engineer SUBJECT: Award of contract — Street Improvement of Baldwin Avenue Between Duarte Road and Naomi Avenue Recommendation: Authorize the City Manager to enter into a contract with Shawnan in the amount of $786,621, appropriate an additional $401,450, and approve an increase to the Professional Services Agreement with Willdan by $37,016. SUMMARY As part of the City's on -going plan to upgrade the commercial areas of the City, the City Council previously approved funding in the FY 2002/03 budget for street improvements and widening of Baldwin Avenue between Duarte Road and Naomi Avenue. A location map of the project area is attached for reference. The project was advertised and bids were opened on March 2, 2004. Shawnan submitted the low bid in the amount of $786,621. Staff recommends that the City Council award a contract for the street improvement of Baldwin Avenue between Duarte Road and Naomi Avenue to Shawnan and appropriate an additional $401,450 from Proposition A, Proposition C, Water and Los Angeles County Aid -to- Cities (ATC) Grant funds. Willdan Associates was contracted to design the project. Through the course of the project, several design additions and changes were requested by the City that were not in the initial contract scope of work. Therefore, staff is recommending that Council authorize an additional $37,016 in the Professional Services Agreement (PSA) to cover this cost. BACKGROUND The City of Arcadia has an on -going plan to upgrade and improve the commercial areas of the City by improving the streets and the public parkways. In the summer of 2002, LASER IMAGED Staff Report Street Improvement of Baldwin Avenue between Duarte Road and Naomi Avenue March 16, 2004 Page 2 the City resurfaced and improved Baldwin Avenue from Huntington Drive to Camino Real Avenue with the exception of the segment between Duarte Road and Naomi Avenue. This section was separated from the greater project because of the need for more extensive improvements. The roadway and right -of -way widths are substandard based on the newly amended General Plan Circulation Element. The street is not wide enough to accommodate a landscaped median and parking lanes on both sides. The entire west parkway from the curb to the building face is privately owned and in need of repairs. This section of Baldwin Avenue is typically congested because of the lack of right turn lanes, left turn lanes and bus turnouts. The intersection of Baldwin Avenue and Duarte Road is nearing capacity and in need of traffic improvements. In the FY 2002/03 Capital Improvement Program, a project was funded to improve this one block segment of Baldwin Avenue. The project is threefold in it's purpose: 1. To make appropriate traffic improvements 2. To provide additional parking for the commercial area 3. To rehabilitate and beautify the street and the parkway More specifically, the project will include: • New asphalt pavement overlay Right turn lanes and longer left turn lanes approaching both intersections • A bus turnout lane in the southbound direction • A bus pad as part of the northbound right turn lane at Duarte Road A larger curb radius at the southwest corner of Baldwin Avenue and Duarte Road A landscaped median to restrict mid -block left turns • Widening the west side of the street to add on- street parking • Installation of mid -block "bow- outs" with decorative seat - walls, benches and trash receptacles connected by a decorative crosswalk • Relocation of traffic signal poles and mast arms • Installation of traffic signal interconnection conduit for the entire block • Installation of new landscaping in parkway planters and the raised median New street trees on both sides of the street New banner pole on the west side of the street to replace the connection to the building On May 20, 2003, the City Council entered into a Sidewalk Development and Dedication Agreement with the owner of the property along the west side of Baldwin Avenue for the entire block. The owner agreed to dedicate the entire west parkway width of approximately 20 feet in exchange for the City to improve the parkway and add a parking lane. Staff Report Street Improvement of Baldwin Avenue between Duarte Road and Naomi Avenue March 16, 2004 Page 3 DISCUSSION The project was budgeted in the FY 2002/03 Capital Improvement Program at a total of $581,250 with $150,000 from Proposition'C Funds and $431,250 from Capital Outlay Funds. The project scope has been expanded and modified since the budget was approved and as a result of the City Council's input on the final design during the consideration of the dedication agreement with property owner on the west side of Baldwin Avenue. The following items were not in the previous budget: • Bus turnout and bus pad • Traffic signal interconnection conduit • Corner curb radius expansion at Baldwin Avenue and Duarte Road • Replacement of two drive approaches • Additional traffic signal modifications Fire hydrant and fire flow meter vault relocations New banner pole on west side On February 5, 2002, the City Council awarded a Professional Services Agreement (PSA) to Willdan Associates to provide landscape and street design services for the project. Subsequent to the PSA approval, Willdan Associates was asked to provide additional design services to accommodate the changes. The curb layout and utility relocations were redesigned to modify the right turn lanes and add bus turnouts. The corner curb radius changes caused additional traffic signal modifications to be made. The streetlights were studied to consider the alternatives of relocating the existing lights or installing new streetlights. The fire hydrant locations and the fire flow meter vaults were redesigned and other water service modifications were made. The parkway improvements were redesigned to accommodate the Arcadia Hub Center sign. Upon input from the City Council, further revisions were made to remove the "bow -out" at the northeast corner of Baldwin Avenue and Naomi Avenue, shorten the landscaped median to lengthen the left -turn lanes, and expand the corner curb radius at the southwest corner of Baldwin Avenue and Duarte Road. The additional design cost increase is $37,016. On March 2, 2004, the City received six (6) formal bids from qualified contractors. The results are as follows: Bidders Shawnan E.C. Construction Co. All American Asphalt Alliance Streetworks Excel Paving Co. Gentry Bros., Inc. Downey South El Monte Corona Anaheim Long Beach Irwindale Amount $786,621.00 $787,334.07 $828,746.00 $852,490.00 $894,022.00 $913,199.25 Staff Report Street Improvement of Baldwin Avenue between Duarte Road and Naomi Avenue March 16, 2004 Page 4 Staff has reviewed the bid documents for content, and has investigated the contractor's background and recent projects for competency. Staff has determined that Shawnan can satisfactorily perform the required work. The proposed project budget is as follows: Total Construction Contract $786,621 Streetlight Relocation $ 13,000 Contingency (10 % +) $ 81,063 Additional Design $ 37,016 Inspection, Testing $ 50,000 Construction Administration 15,000 TOTAL $982,700 The project will require an additional appropriation from Proposition C and new appropriations from Proposition A, Water and the L.A. County Aid -to- Cities grant funds as follows: FUNDS FY 2002103 BUDGET PROPOSED APPROPRIATION TOTAL Capital Outla $431,250 $431,250 Proposition C $150,000 $226,450 $376,450 Proposition A $ 12,000 $ 12,000 Count ATC $ 13,000 $ 13,000 Water $150,000 $150,000 TOTAL $581,250 $401,450 $982,700 ENVIRONMENTAL ANALYSIS The project is categorically exempt per Section 15301, class 1(c) from the requirements of California Environmental Quality Act (CEQA). FISCAL IMPACT Proposition C funds in the amount of $150,000 and Capital Outlay funds in the amount of $431,250 have been budgeted in the 2002/03 Capital Improvement Program (CIP) for the street improvement of Baldwin Avenue between Duarte Road and Naomi Avenue. Additional appropriations of $226,450 from Proposition C, $12,000 from Proposition A, $150,000 from Water and $13,000 from L.A. County Aid -to- Cities are recommended for this project. These funds are available and the total of all funds is sufficient to cover the contract cost, engineering and design, material testing, inspections and contingencies. No additional Capital Outlay funds are required for this project. Staff Report Street Improvement of Baldwin Avenue between Duarte Road and Naomi Avenue March 16, 2004 Page 5 RECOMMENDATION That the City Council authorize the City Manager to enter into a contract with Shawnan in the amount $786,621 for the street improvement of Baldwin Avenue between Duarte Road and Naomi Avenue, appropriate an additional $401,450 from Proposition C, Proposition A, Water and CATC funds and authorize staff to increase the existing Professional Services Agreement with Willdan by $37,016. Approved By: DP: PAW: DL: pa Attachments VGA tiA WILLIAM R. KELLY, CITY MANAGER PROJECT LOCATION CITY OF ARCADIA DEVELOPMENT SERVICES DEPT, ENGINEERING DIVISION DUARTE J I =: P I > a aFAIRVIEW z w a a AV U ARCADIA g -- M y =AV K—aNAOMI AV Zj—, CAMINO REAL w w z Z Z J J g j WINNIE WY = O U J U) NORMAN AV Z Z z� SHARON RD 6 LEMON AV nsTeR1A E DATE: 9/02 STREET IMPROVEMENT OF BALDWIN AVENUE Or: oL BETWEEN DUARTE ROAD AND NAOMI AVENUE cNK'o er: NO TH LOCATION MAP II NOT TO SCALE 11 1 P4 E z w U W x x E p�PRIS ROPO ALLEY PJo4ue 105 � _ z9 V\j Q W 20 W Q > z Op x IL 2 W� D� zw W N Q Q Z= z 0w -1 w Q M w m z a w U) R W ❑2 s j3 �°-� a �) � tG•'1�n �U C ( / \I •6 el y 2 W iz � oz I,1W G 0 Y < O C > m U UVI z V\j Q W 20 W Q > z Op x IL 2 W� D� zw W N Q Q Z= z 0w -1 w Q M w m z a w U) R W ❑2 s j3 �°-� a �) � tG•'1�n �U C ( / \I •6 el y 2 W iz � oz I,1W G A AD ry °�RPO$A=�9 STAFF REPORT Development Services Department DATE: March 16, 2004 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services Director Philip A. Wray, City Engineer /Engineering Services Administrator( k, 3 f�i Prepared By: Dan A. Lazo, Associate Civil Engineer 11 SUBJECT: Professional Services Agreement — Construction Inspection Services for Street Improvement of Baldwin Avenue between Duarte Road and Naomi Avenue Project Recommendation: Authorize the City Manager to enter into a Professional Service Agreement with Anderson Consulting Service for construction inspection services in the amount of $35,400 SUMMARY Fiscal Year 2002/03 budget includes a project to improve the landscape and streetscape on Baldwin Avenue from Duarte Road to Naomi Avenue. Staff sent Requests For Qualifications (RFQs) for professional inspection services to three qualified consulting firms to establish a list of firms that will be utilized on a regular basis on different capital projects. On March 14, 2003, qualifications were submitted to the Development Services Department from three consultants: Anderson Consulting Service, Willdan and SA Associates. Staff has reviewed the three qualifications and selected Anderson Consulting Services is the most responsive and qualified firm to provide the requested services for this project. Staff recommends that a Professional Services Agreement for this work be awarded to Anderson Consulting Service in an amount not to exceed $35,400. DISCUSSION The inspection services are necessary to insure the quality of the contractor's workmanship according to plans and specifications. The contract inspector will coordinate soils and asphalt compaction testing with independent assigned firm, provide daily and weekly construction activity reports, review and assist in processing the LASER IMAGED zp =� Mayor and City Council Staff Report March 16, 2004 Page 2 progress payments and insure proper traffic control, delineation and work area safety measures are in place. Anderson Consulting Service provided inspection services for the last two years for the reconstruction of the other sections of Baldwin Avenue similar to this project. Their experience and knowledge of this type of project made them the best qualified firm to perform the work required. FISCAL IMPACT The consultant, Anderson Consulting Service, has submitted a proposal to provide inspection services at a cost not to exceed $35,400. Inspection services funding for the project is part of the total project budget. Concurrent with this request, staff is requesting approval of the project construction contract and an additional appropriation to cover the total project cost. These services will be funded from Prop C, Prop A, Water, L.A. County Aid -to- Cities Grant and Capital Outlay funds. RECOMMENDATION Authorize the City Manager to enter into a Professional Services Agreement with Anderson Consulting Service in an amount not to exceed $35,400 for construction inspection services. Approved: William. R. Kelly, City Manager DP:PAW:DL:pa 33 8~ AR STAFF REPORT �RPDRATE9• Development Services Department March 16, 2004 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services Director David Lugo, Fire Chief SUBJECT: Professional Services Agreement- Architectural Services for Fire Stations 105 and 106 Recommendation: Authorize City Manager to enter into a Professional Services Agreement with Gonzalez/Goodale Architects SUMMARY The City has been studying various alternatives for addressing the deficiencies with Fire Station 105, the Department's headquarters station on Santa Anita Avenue. The analysis concluded that the most cost effective means of addressing the deficiencies was to build a new neighborhood fire station in its place on Santa Anita and move the Department's Administration and Fire Prevention Bureau to Station 106 on Baldwin Avenue. Though the relocation of these activities to Fire Station 106 would require an addition and some remodeling, the analysis indicated that this would be the most cost effective approach. The architectural firm of Gonzalez/Goodale conducted this analysis and staff is recommending that they be retained to provide architectural services for work on these two stations. BACKGROUND When the City sought services to conduct a Needs Assessment for a new Police Facility in 1999, services were also solicited to conduct a Space Needs Assessment for Fire Station 105. From that process the firm of Gonzalez/Goodale Architects was selected to provide the services for the Fire Station. The study addressed a number of options including remodeling the current station, rebuilding a headquarters station in its current location or building a new neighborhood (smaller) station at its current location or at another location. Variations within these options included moving either or both the Administration and Fire Prevention Bureau to Station 106. The option of remodeling Station 105 was eliminated because it would not LASER IMAGED Mayor and City Council March 16, 2004 Page 2 be possible or at least would be cost prohibitive to bring the station up to current seismic standards, which is critical as fire stations are essential facilities and need to withstand strong seismic activity. Staff also conducted an analysis of other possible locations within the same general area where a new station could be constructed and not significantly alter fire response times, while not requiring acquisition of land which would increase the overall project costs. One of the most feasible alternatives appeared to be construction of a new neighborhood Fire Station 105 at its current location on Santa Anita Avenue and relocating the Administration and Fire Prevention functions to Station 106. This alternative would be predicated upon completion of a study of the feasibility and costs of expanding Station 106. DISCUSSION Staff retained Gonzalez/Goodale Architects in March 2003 to analyze the option of remodeling and expanding Station 106 to accommodate the Administration and Fire Prevention functions, including cost comparisons of simply rebuilding Station 105 as a headquarters station. Their conclusion was that the cost to remodel and add onto Station 106 and build a new neighborhood station at 105 was less than rebuilding a new headquarters station on Santa Anita. Based on that analysis, staff is recommending that the City proceed with design services for these two stations. The initial work will be on Station 106, which is proposed to be expanded by approximately 3,000 square feet. This will necessitate additional parking, and staff is negotiating a license agreement with Westfield Shoppingtown to secure about twenty (20) additional spaces immediately north of the station at no cost. Westfield has provided verbal approval and final documents are being drafted. Staff is recommending that the firm of Gonzalez/Goodale Architects be retained to provide design services for these two stations. Selected initially through a competitive request for proposal process, they have provided excellent, responsive services to the City for the initial analysis of Station 105 as well as the work on Station 106. They have extensive experience in municipal projects including fire stations. Their most recent completed fire station project is on Del Mar Boulevard in Pasadena near Cal Tech. The preliminary construction estimate for the work at Station 106 is $1,200,000 including site work for the parking. The proposed architectural fee for this work is 15% of the anticipated construction costs fixed at the end of the design development phase, which using today's dollars would be a fee of $180,000 plus a 5% design contingency. The preliminary construction cost for a new Station 105 is $2,900,000. The proposed design fee for a new Station 105 is 11 %, which using today's dollars would be a fee of Mayor and City Council March 16, 2004 Page 3 $319,000 plus a 5% design contingency. Both these construction costs are based on early 2003 estimates. No costs have been estimated nor are services for temporary fire facilities during construction of Station 105 included in these figures. The percentage design fee for the remodel and expansion of Fire Station 106 is higher than the percentage fee for Station 105 because it will require more work to integrate the expansion area with the existing building. For example, the existing structural elements and mechanical systems will require greater technical attention, and new and existing exterior building elements must be integrated. BUDGET Funds have been appropriated in the FY 2003 -2004 Capital Improvement Program budget for both expansion of Fire Station 106 and a new Station 105. RECOMMENDATION That the City Council authorize the City Manager to enter in a Professional Services Agreement with the firm of Gonzalez /Goodale Architects to provide design services for Fire Stations 105 and 106. Approved: riti William R. Kelly, CiYy Manager ��� lliy�Il \4aa 2IN REPORT STAFF Development Department March 16, 2004 TO: Mayor and City Council FROM: Don Pe an, Assistant City Manager /Development Services Director By: Donna L. Butler, Community Development Administrator;, SUBJECT: Request for Determination of Use to allow "Television Studios" in the M -1 Zone Recommendation: Approve SUMMARY The Development Services Department received a request from Grant Lin on behalf of Auction TV to operate a television studio at property located in the M -1 zone. The current M -1 zoning does not include television studios as a permitted use. The Development Services Department is recommending approval of this use in the M -1 zone subject to the conditions set forth in this report. DISCUSSION The M -1 zone (Planned Industrial District) provides sites for light industrial and manufacturing firms processing, assembling, manufacturing and distributing products; sites for warehousing and storage and sites for essential service facilities such as restaurants, service stations and public utilities. Section 9266.1 under "Uses Permitted" states: "No building or land shall be used and no building shall be hereafter erected, constructed or established, except for the uses specified and such other uses as the City Council may deem to be included in the following subsections." Determination of Use Page 1 LASER IMAGED March 16, 2004 3P When checking with other communities regarding another recent request for recording studios, the cities indicated that any type of sound recording, filming or television studio was permitted in the industrial zones. The M -1 zoning regulations that were written prior to 1960 do not address uses such as television studios. Section 9266.3 et al. sets forth performance standards in the M -1 zone including noise and vibration. In addition Section 4610.3 of the Arcadia Municipal Code specifically addresses Noise Limits as it relates to amplified noise in all zones. The majority of the City's M -1 zoned properties are located in the Chicago Park area, however, there is a smaller M -1 zoned area located north of the MTA railroad tracks, east of Santa Anita, South of Colorado and west of Second Avenue. It is staff's opinion that a "television studio" would be an appropriate use in the M -1 zone if there is adequate on -site parking. Depending on the type of studio, i.e., one that records shows with a live audience versus other shows that are strictly infomercials or auction -type shows with no audience, the parking needs may vary. The Development Services Department recommends that the parking requirement for television studios be based on a parking ratio of five (5) parking spaces per 1,000 square feet of gross floor area (as noted in "Other Permitted Uses" in the parking standards). The Arcadia Municipal Code allows for parking modifications based on type of activity and use. The City Council may: 1. Determine that a "television studio" is a compatible use in the M -1 zone and shall be a permitted per Section 9266.1; or 2. Determine that a "television studio is not a compatible use in the M -1 zone and, therefore, not a permitted use. RECOMMENDATION That the City Council deem that a "Television Studio" is a permitted use in the M -1 zone. Approved by: g k William R. Kelly, City Manager Enclosures: Letter from Auction TV Determination of Use Page 2 March 16, 2004 i9ucTi on luction TV Corporation, 11955 Clark Tel: (626) 353 7732 February 24, 2004 Mrs. Donna L. Butler City of Arcadia 240 West Huntington Drive Arcadia, California 91066 -6021 Ca E -Mail: glin@auctiontv.com Rece1VE® FEe26 lo ear &ryioc Co�y� X elomaMDiriy n Dear Donna, We are proposing a project for Auction TV consisting of tenant improvements for two television studios and mezzanine production space totaling approximately 10,000 SF located in an existing warehouse building, 11911 Clark Street, Arcadia, California. We request a determination from the City Council during the March 16, 2004 meeting that a television studio is an appropriate use in the existing M -1 Zone, light industrial. The existing office space adjoining the new television studio space remains unchanged and the existing parking ratio of 4 automobiles per 1,000 SF of office space is maintained. BCA reviewed the 1997 UBC with the City of Arcadia Building Department, Greg Gerlach, and noted the building code in Section 306, Group F, item 28, page 1 -18, states that "motion picture and television filming and video taping" are an allowed occupancy. We look forward to your timely review of the project and please let me know if there are any additional questions. Sincerely, Building Owner M-rtm — a-ka President Auction TV Corporation FAX: Donna L. Butler (626) 447 -9173, telephone (626) 574 -5442, dbutler(o)ci arcadia.ca.us