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HomeMy WebLinkAboutSeptember 20, 2005MEETING AGENDA Arcadia City Council and Redevelopment Agency TUESDAY, SEPTEMBER 20, 2005 This agenda contains a summary of each item of business which the Council may discuss or act on at this meeting. The complete staff report and all other written documentation relating to each item on this agenda are on file in the office of the City Clerk and the reference desk at the Arcadia Public Library and are available for public inspection and review. If you have any questions regarding any matter on the agenda, please call the office of the City Clerk at (626) 574 -5455. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in a City Council meeting, please contact the City Manager's office at (626) 574 -5401 at least three (3) business days before the meeting or time when special services are needed. This notification will help City staff in making reasonable arrangements to provide you with access to the meeting. 6:00 p.m., City Council Chamber Conference Room ROLL CALL AUDIENCE PARTICIPATION - (5 minutes per person) STUDY SESSION a. b. CLOSED SESSION a . Affordable Housing Strategies for Alta Property. Recommendation: Provide direction Gold Line Construction at Santa Anita Avenue. Recommendation: Provide direction Pursuant to Government Code Section 54957.6 to confer about labor contract negotiations - Arcadia Public Works Employees Association and Arcadia City Employees Association. City Negotiators: William W. Floyd and Tracey Hause. 7:00 p.m. in the Council Chamber INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS REPORT FROM CLOSED SESSION MOTION TO READ ALL ORDINANCES /RESOLUTIONS BY TITLE ONLY AND WAIVE READING IN FULL AUDIENCE PARTICIPATION - (5 minutes per person) REPORTS FROM ELECTED OFFICIALS 1. CONSENT CALENDAR - ARCADIA REDEVELOPMENT AGENCY a. Minutes of the Seotember 6, 2005 Regular Meeting Recommendation: Approve CONSENT CALENDAR - CITY COUNCIL b. Minutes of the September 6, 2005 Regular Meeting, Recommendation: Approve C. Renewal of Local Emergency Proclamation for Winter Storm Damage. Recommendation: Approve d. Authorize the City Manager to enter into a contract with Service 1st Environmental in the amount of $54,577 for the asbestos and lead abatement for Fire Station 105 and for the former firing range and amend a Professional Services Agreement with CTL Environmental Services by $13.300 to include abatement monitoring services. - - Recommendation: Approve e. Award a one (1) year contract extension in the amount of $32.832 to Truesdail Laboratories. Inc. for laboratory testing services of City water samples. Recommendation: Approve f. Accept all work performed by Doug Martin Contracting Comoanv for the 2004 -2005 Annual Slurry Seal Project as complete and authorize the final payment to be made in accordance with the contract documents. subiect to a retention of $20,674.62. Recommendation: Approve g. Classification specifications and compensation level for Dispatch Services Supervisor. Recommendation: Approve h. Authorize ON Manager to enter into a one (1) Year contract extension with Republic Electric. Inc., for traffic sional maintenance services in the amount of $112.000. Recommendation: Approve L Ordinance No. 2210, rezoning a central portion of the properties located at 245 -253 East Foothill Boulevard from PR -1 (One - Family zone with an Automobile Parkino Overlay) to C -2 (General Commercial) Zone Change Case Z- 05 -03. Recommendation: Adopt 2. CITY MANAGER a. Report and recommendation for the purchase of Fire Department Communications Eauioment from Motorola in an amount not to exceed $144.000, for the replacement and upgrade of Fire Department Communications Eauioment. Recommendation: Approve ADJOURNMENT The City Council will adjourn this meeting in memory of Nancy R. Hannah to October 3, 2005, 7:00 p.m. in the Council Chamber for a Special Meeting. ANNOTATED AGENDA Arcadia City Council _ and Redevelopment Agency C a,,,, ,,a• °` TUESDAY, SEPTEMBER. 20, 2005 STUDY SESSION a. Affordable Housing Strategies for Alta Property, Motion: Direct staff to analyze proposals for the deslgn -build of "for sale" units on the Alta Property. b. Gold Line Construction at Santa Anita Avenue. Recommendation: Authorize the City Manager to expend an amount not to exceed $30,00 for consultants to provide analysis and recommendations for financing a grade separation on the Gold Line at Santa Anita CLOSED SESSION a. Pursuant to Government Code Section 54957.6 to confer about labor contract negotiations - Arcadia Public Works Employees Association and Arcadia City Employees Association. City Negotiators: William W. Floyd and Tracey Hause. MOTION TO READ ALL ORDINANCES /RESOLUTIONS BY TITLE ONLY AND WAIVE READING IN FULL Approved 3-2 Kovacic, Segal "no" Approved 5 -0 No Reportable Action 1. CONSENT CALENDAR- ARCADIA REDEVELOPMENT AGENCY a. Minutes of the September 6. 2005 Regular Meeting Approved Recommendation: Approve 5-0 CONSENT CALENDAR - CITY COUNCIL b. Minutes of the September 6. 2005 Regular Meetina. Approved Recommendation: Approve 5 -0 C. Renewal of Local Emergency Proclamation for Winter Storm Damaoe Approved Recommendation: Approve - 5 -0 d. Authorize the City Manaaer to enter Into a contract with Service 1st Environmental In the amount of $54.577 for the asbestos and lead abatement for Fire Station 105 and for the former frino ranae and Approved amend a Professional Services Agreement abatement monitor no services. with CTL Environmental Services by $13.300 to Include 5-0 Recommendation: Approve e. Award a one (1) year contract extension in the amount of $32.832 to Truesdail Laboratories. Inc. for Approved laboratory bestlna services of City water samples. 5-0 Recommendation: Approve f. Accept all work performed by Douo Martin Contractino Company for the 2004 -2005 Annual Slurry Seal Proiect as complete and authorize the final payment to be made In accordance with the contract Approved documents subject to a retention of $20.674.62. 5-0 Recommendation: Approve g. Classificatlon specifications and compensation level for Dispatch Services Supervisor Approved Recommendation: Approve 5-0 h. Authorize the City Manager to enter into a one (1) year contract extension with Republic Electric. Inc., for Approved traffic signal maintenance services in the amount of $112.000. 5-0 Recommendation: Approve 1. Ordinance No 2210 rezoning a central portion of the properties located at 245 -253 East Foothill Boulevard from PR -1 (One - Family zone with an Automobile Parking Overlay) to C -2 (General Commercial) Zone Approved ChanoeChanoe Ca�Z -05_}5.03 -05 -03. 5-0 Recommendation: Adopt 2. CITY14ANAGER a. Report and recommendation for the purchase of Fire Department Communications Eouloment from Motorola In an amount not to exceed $144,000, for the replacement and uoorade of Fire Department Approved Communications Eauioment. 5-0 Recommendatlon: Approve 47:0088 MINUTES Arcadia City Council and Redevelopment Agency TUESDAY, SEPTEMBER 20, 2005 6:00 p.m., City Council Chamber Conference Room t I mmm 71 F9 mg F M7 216 ROLL CALL PRESENT: Council /Agency Members Chandler, Kovacic, Marshall, Segal, and Wuo ABSENT: None. AUDIENCE PARTICIPATION - (5 minutes per person) STUDY SESSION None. a. Affordable Housing Strategies for Alta Property. Recommendation: Provide direction Don Penman, Assistant City Manager /Development Services Director, and Brian Saeki, Economic Development Manager, presented the report. Staff outlined the background pertaining to the purchase of the two (2) properties on Alta Avenue, described the Redevelopment Agency and City obligations housing, and discussed the financing implications of the housing unit "mix" (very low income, low income, or moderate income); staff was requesting direction from the Redevelopment Agency. Board on whether the properties should be developed as "rental" or "for sale" units, and in what manner the property should be developed; options for the design -build were discussed including whether or not to use an organization such as Habitat for Humanity or initiate an RFP /RFQ process for a private contractor /developer. Agency Board Member Kovacic noted that he is interested in pursuing an organization such as Habitat for Humanity for this particular project, rather than awarding the design -build project to a private contractor /developer. Agency Board Member Chandler noted that he is not in favor of using Habitat for Humanity for this project. Agency Board Chair Wuo noted that he would like to see this project, which will be located adjacent to a mai thoroughfare through Arcadia, developed to reflect the City's overall design standards, and was not in favor of pursuing a design -build process with an organization that may not be capable of producing such a project. MOTION A motion was made by Agency Member Chandler, seconded by Agency Member Marshall, and carried on a 3 -2 vote to direct staff to analyze proposals for the design -build of "for sale" units on the Alta Property at the moderate income level. ROLL CALL AYES: Agency Members Chandler, Marshall, and Wuo NOES: Agency Members Kovacic, Segal b. Gold Line Construction at Santa Anita Avenue. Recommendation: Provide direction Mr. Penman, and Phil Wray, City Engineer, presented the report. Staff provided an outline of the Gold Line project to date as related to the criteria required to qualify for a grade separation at Santa Anita Avenue; several illustrations of various traffic impacts of an at-grade crossing at Santa Anita were presented and discussed; staff also presented the financial requirements for a grade separation and requested the City Council's direction regarding pursuing various financing options, including placing a General Obligation bond on the April 2006 municipal election ballot. MOTION A motion was made by Council Member Kovacic, seconded by Council Member Marshall, and carried on roll call vote to authorize the City Manager to expend an amount not to exceed $30,00 for consultants to provide analysis and recommendations for financing a grade separation on the Gold Line at Santa Anita. ROLL CALL AYES: Council /Agency Members Chandler, Kovacic, Marshall, Segal, and Wuo NOES: None. 09 -20 -05 CLOSED SESSION 47:0089 a. Pursuant to Government Code Section 54957.6 to confer about labor contract negotiations - Arcadia Public Works Employees Association and Arcadia City Employees Association. City Negotiators: William W. Floyd and Tracey Hause. 7:00 p.m. in the Council Chamber INVOCATION Rabbi Alan Lachtman, Temple Beth Davis PLEDGE OF ALLEGIANCE Pat Malloy, Public Works Services Director ROLL CALL PRESENT: Council /Agency Members Chandler, Kovacic, Marshall, Segal, and Wuo ABSENT: None. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS None. REPORT FROM STUDY AND CLOSED SESSIONS Steve Deitsch, City Attorney, reported that the City Council /Redevelopment Agency held a Study Session to discuss affordable housing strategies for the Alta Property and the Gold Line Construction project at Santa Anita Avenue. The City Council and Redevelopment Agency Board directed staff as noted above under the Study Session items a. and b. on this agenda. The City Council also discussed item a. on tonight's Closed Session agenda. No reportable action was taken. MOTION TO READ ALL ORDINANCES /RESOLUTIONS BY TITLE ONLY AND WAIVE READING IN FULL A motion was made by Council Member Chandler, seconded by Council Member Segal, and tarried without objection to read all ordinances /resolutions by title only and waive reading in full. AUDIENCE PARTICIPATION -(S minutes per person) None. CITY MANAGER REPORT Bill Kelly, City Manager, noted the power outages in the City that were a result of the recent storm system and reported that the October 3rd and November 23 Council Study Sessions have been canceled due to scheduling conflicts. These Study Sessions will be rescheduled and dates announced at an upcoming City Council meeting. The November 16 Study Session will take place as planned. REPORTS FROM ELECTED OFFICIALS MARSHALL No report. SEGAL No report. CHANDLER Noted that he attended the 11th Annual Highland Oaks Homeowners Association Neighborhood Family Picnic on September 11th. KOVACIC Extended his congratulations to the Arcadia Chamber of Commerce for their 'Taste of Arcadia" event hosted on Monday, September 12th. WUO No report. 1. CONSENT CALENDAR - ARCADIA REDEVELOPMENT AGENCY a. Minutes of the September 6. 2005 Regular Meeting, Recommendation: Approve 2 Uk9k]LF". 47:0090 CONSENT CALENDAR - CITY COUNCIL b. Minutes of the September 6, 2005 Regular Meeting. Recommendation: Approve C. Renewal of Local Emergency Proclamation for Winter Storm Damage, Recommendation: Approve d. Authorize the City Manager to enter into a contract with Service 1st Environmental in the amount of $54,577 for the asbestos and lead abatement for Fire Station 105 and for the former firing range and amend a Professional Services Agreement with CTL Environmental Services by $13,300 to include abatement monitoring services. Recommendation: Approve e. Award a one (1) year contract extension in the amount of $32,832 to Truesdail Laboratories. Inc for laboratory testing services of City water samples. Recommendation: Approve f. Accept all work performed by Doug Martin Contracting Comoanv for the 20D4 -2005 Annual Slum Seal Project as complete and authorize the final oavment to be made in accordance with the contract documents subiect to a retention of $20.674,62, Recommendation: Approve - g. Classification specifications and compensation level for Dispatch Services Supervisor. Recommendation: Approve h. Authorize the City Manager to enter into a one (1) year contract extension with Republic Electric, Inc., for traffic signal maintenance services in the amount of $112,000. Recommendation: Approve L Ordinance NO 2210, rezoning a central portion of the properties located at 245 -253 East Foothill Boulevard from PR -1 (One- Family zone with an Automobile Park no Overlay) to C -2 (General Commercial). Zone Change Case Z -05 -03 Recommendation: Adopt Motion A motion was made by Agency /Council Member Marshall, seconded by Agency /Council Member Kovacic to approve the Consent Calendars. Roll Call Ayes: Council /Agency Member Marshall, Kovacic, Chandler, Segal, and Wuo Noes: None 2. CITY MANAGER a. Report and recommendation for the purchase of Fire Department Communications Eauioment from Motorola in an amount not to exceed $144,000, for the replacement and upgrade of Fire Department Communications Eouipment, Recommendation: Approve Tony Trabbie, Deputy Fire Chief, presented the staff report. The Fire Department wishes to move forward with the final phase of a three -year upgrade replacement program designed to replace remaining obsolete communication equipment in an effort to maintain effective operations; adequate funding exists in the Fiscal Year 2005 /2006 Capital Improvement/Equipment Replacement Plan approved by City Council. Deputy Chief Trabbie introduced Bob Gattas who is the Fire Department's internal communications coordinator. Motion A motion was made by Council Member Chandler, seconded by Council Member Marshall, and carried on roll call vote to authorize the purchase of communications equipment in the amount not to exceed $144,000 from Motorola for the replacement and upgrade of Fire Department communication equipment. Roil call Ayes: Council /Agency Member Chandler, Marshall, Kovacic, Segal, and Wuo Noes: None 09 -20.05 91AIPk➢I AD30URNMENT The City Council adjourned this meeting at 7:50 p.m. to October 4, 2005, 7:00 p.m. for a Regular Meeting in the City Council Chamber, James H. Barrows, City Clerk V A7 - tit, By: Chief Deputy City Clerk/Records Manager 09 -20 -05 ARC STAFF REPORT Office of the City Clerk DATE: February 1, 2005 TO: Honorable Mayor and Members of the City Council FROM: Vida Tolman, Chief Deputy City Clerk /Records Manager SUBJECT: PROCLAMATION OF LOCAL EMERGENCY Recommendation: Renew the Director of Emergency Services issuance of a local emergency proclamation. SUMMARY: Ordinance No. 1432 of the City of Arcadia empowers the Director of Emergency Services to proclaim the existence or threatened existence of a local emergency when said City is affected or likely to be affected by a public calamity and the City Council is not in session. The Director of Emergency Services (Director) of the City of Arcadia found that conditions of extreme peril to the safety of persons and property arose within Arcadia caused by torrential rain, which began on January 8, 2005. The Director signed and issued a local emergency proclamation on January 13, 2005 (see attached). Pursuant to Ordinance No. 1432, Section 2213.2.1., whenever a local emergency is proclaimed by the Director, the City Council shall take action to ratify the proclamation within seven (7) days thereafter or the proclamation shall have no further force or effect. In addition, the City Council must act to renew the proclamation at each of their subsequent meetings until final termination of the emergency. At their January 18, 2005 meeting, the City Council acted to approve the local emergency proclamation via Resolution No. 6459, which reads as follows: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, RATIFYING THE PROCLAMATION OF THE EXISTENCE OF A LOCAL EMERGENCY WITHIN SAID CITY PERTAINING TO THE TORRENTIAL RAIN AND RELATED MATTERS COMMENCING ON JANUARY 8, 2005. RECOMMENDATION: It is staffs recommendation that the City Council act to renew the local emergency proclamation by again approving Resolution No. 6459. APPROVED: William R. Kelly, City Manager Page 1 of 1 RESOLUTION NO. 6459 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, RATIFYING THE PROCLAMATIONOF THE EXISTENCE OF A LOCAL EMERGENCY WITHIN SAID CITY PERTAINING TO THE TORRENTIAL RAIN AND RELATED MATTERS COMMENCING ON JANUARY 8, 2005 . WHEREAS, Ordinance No. 1432 of the City of Arcadia empowers the Director of Emergency Services to proclaim the existence or threatened existence of a local emergency when the City Council is not in session, subject to ratification by the City Council within seven (7) days; and WHEREAS, conditions of extreme peril to the safety of persons and property have. arisen within this City,, caused torrential rain commencing on January 8, 2005, at which time the City Council was not.in session; and WHEREAS, said City Council does hereby find that the aforesaid conditions of extreme peril did warrant and necessitate the proclamation of the existence of a local emergency; and WHEREAS, the Director of Emergency Services did proclaim the existence of a local emergency within said City on the 13 day of January, 2005. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: 1 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) SS:_ CITY OF ARCADIA ) I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies that the foregoing Resolution No. 6459 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 Ta id Council h e1d on the 18th da f January, 2005 a i vd - t f ia t said Resolutions was adopted by the following vote, to wit:. AYES: Council Member Chandler, Marshall, Segal, Wuo and Kovacic NOES: None ABSENT: None 3 � � i STAFF REPORT Development Services Department DATE: September 20, 2005 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services Director By: Brian Saeki, Economic Development Manager SUBJECT: Award of Contract and Amend a Professional Services Agreement — Recommendation: Authorize the City Manager to enter into a contract with Service 1st Environmental in the amount of $54,577 for the removal of'asbestos and lead from Fire Station 105 and the former firing range and amend a professional services agreement" with CTL Environmental Services to include abatement monitoring. . SUMMARY As part of the construction of Fire Station 105 (Headquarters), the existing building will be demolished. Before demolition can occur, the lead and asbestos must be removed from the building. The Development Services Department issued a Request for Proposals (RFP) for asbestos and lead consulting services for Fire Station 105 and the firing range in the City Council Chambers basement on December 28, 2004. Staff requested that the firing range be tested as it could be used for additional office /storage space in the future. As a result of this RFP, staff recommended that CTL Environmental Services perform the work. The City Council at its February 15, 2005 meeting authorized the City Manager to enter into a professional services agreement with CTL. The existing agreement with CTL included three (3) phases of work: surveying the sites, preparing bid documents and specifications and abatement monitoring. Although abatement monitoring was included in the agreement, the cost could not.be determined at that time because it was dependent upon the project schedule and magnitude of asbestos and lead materials in the buildings. Therefore language in the agreement allowed the City to negotiate a cost for abatement monitoring once the project had been bid and a schedule had been established. Mayor and City Council September 20, 2005 Page 2 CTL completed its analysis of both facilities and prepared bid ready documents and specifications in May 2005. The project was competitively bid in July 2005 and two firms responded. , DISCUSSION Notices inviting bids were published in the adjudicated paper and bid packages were distributed to area contractors. The following two (2) bids were received on August 18, 2005: Bidder Location Bid Amount Service 1 St Environmental Marcor Environmental Tustin, CA Cerritos, CA $ 54,577.00 $ 188,500.00 Because of the wide disparity between the two bidders, CTL as part of their contract with the City reviewed the low bid and found it to be consistent with the specifications. Additionally the low bid is consistent with CTL's estimate for completion of the work. Staff also has reviewed the bid documents for content, researched the Contractor's background and recent projects. Based upon CTL's recommendation and staffs background check, it is recommended that Service 1 St Environmental be selected to remove the lead and asbestos at Fire Station 105 and at the former firing range. In addition staff is requesting that the existing agreement with CTL Environmental be increased by $13,300 for abatement monitoring services. This cost was not included in their original agreement with the City as the additional cost was dependent upon the schedule to complete the project. Now that the project has been competitively bid and a schedule has been established, a cost has been provided by CTL. Staff has reviewed CTL's cost proposal and finds that it complies with the requirements in the initial RFP and is competitively priced. Staff is recommending that the City Council award a contract in the amount of $54,577 to Service 1 St Environmental -for the removal of lead and asbestos at Fire Station 105 and at the former firing range and increase the existing agreement with.CTL by $13,300 for abatement monitoring services. 'Additionally, staff is recommending that the City Council approve a 10% contingency totaling $5,458 for asbestos and lead removal for any unforeseen work and a 5% contingency totaling $665 for CTL. Mayor and City Council September 20, 2005 Page 3 FISCAL IMPACT As part of the FY2005 -06 Capital Improvement Budget, $5.92 million ($350,000 — Redevelopment Funds and $5,570,000 — Capital Outlay Funds) was approved for the construction of Fire Station 105. This included the cost to construct the building, architectural and engineering fees, relocation costs and lead and asbestos removal. All costs associated with removing the lead and asbestos from the former firing range (including abatement monitoring), can be paid with funds carried over from the previous fiscal year. These funds were initially earmarked for the preparation of a Civic Center Plan that was completed in 2004. RECOMMENDATIONS That the City Council authorize the City Manager to enter into a contract with Service list Environmental in the amount of $54,577 for the removal of lead and asbestos at Fire Station 105 and at the former firing range and increase the existing agreement with CTL by $13,300 for abatement monitoring services. Approved: William R. Kelly, City Manager FA I STAFF REPORT Public Works Services Department September 20, 2005 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Direc qanag Prepared by: Tom Tait, Field Services M Susannah Turney, Environmental Services Officer SUBJECT: LABORATORY TESTING SERVICES OF CITY WATER SAMPLES Recommendation: Award a one (1) year contract extension in the amount of $32,832 to Truesdail Laboratories, Inc. for laboratory testing services of City water samples SUMMARY On December 16, 2003, the City Council approved a one (1) year Professional Services Agreement (PSA) with Truesdail Laboratories,. Inc. for laboratory testing services of City water samples with optional annual extensions. Truesdail Laboratories, is reaching the end of their first contract extension, and has submitted a written offer to extend the existing agreement for an additional year. The contractor's offer of extension reflects a 2.6% Cost Of Living Adjustment (COLA). This increase is driven by increasing gas prices, and reflects an overall contract increase of $832. Based on the excellent service provided by Truesdail Laboratories, Inc. during the previous years, staff recommends that the City Council award a one (1) year contract extension in the amount of $32,832 to Truesdail Laboratories, Inc. of Tustin for laboratory testing services of City water samples. The City of Arcadia Public Works Services Department collects water samples from the City's wells and pipelines to ensure the effective delivery of high quality potable water to the residents of Arcadia. The State of California Domestic Water Quality and Monitoring regulations require that samples be collected and tested weekly, monthly, quarterly and annually by a DOHS certified laboratory (Chapter 15, Title 22, California Code of Regulations). Mayor and City Council September 20, 2005 Page 2 The scope of services for this Professional Services Agreement includes furnishing all labor, services, equipment, supplies and all other items and facilities necessary to appropriately analyze water samples as required by the State of California, which include special samples for discharge of water into the storm drainage system and special samples as required by DOHS. Truesdail Laboratories, Inc. is the current contractor with the City for this and has provided excellent and .affordable service during the previous years. For this reason, staff recommends that the City Council award a one (1) year'contract extension in the amount of $32,832 to Truesdail Laboratories, Inc. for laboratory testing services of City water samples. FISCAL IMPACT $35,000 is budgeted for water quality testing in the 2005 -06 Water Operating Budget. RECOMMENDATIONS 1. Award a one (1) year contract extension in the amount of $32,832 to Truesdail Laboratories, Inc. for laboratory testing services of City water samples. 2. Authorize the City Manager and City Clerk to execute a contract extension in a form approved by the City Attorney. Approved by: William R. Kelly, City Manager PM:TT:ST:dw 7 STAFF REPORT Public Works Services Department September 20, 2005 TO: Mayor and City.Council FROM: Pat Malloy, Public Works Services Dir for Prepared by: Gary F. Lewis, General Services M ager MarkRynkiewicz, Associate Civil 11 gineer SUBJECT: 2004/2005 Annual Slurry Seal Project Recommendation: Accept all work performed by Doug Martin Contracting Company for the 2004 -2005 Annual Slurry Seal Project as complete and authorize the final payment to be made in accordance with the contract documents, subject to a retention of $20,674.62 SUMMARY On June 7, 2005, the City Council . awarded a contract to Doug Martin Contracting Company in the amount of:$206,746.15.for the construction of the 2004 -2005 Annual Slurry Seal Project. The terms and conditions of this project have been complied with and the work has been performed to staffs satisfaction for a total project cost of $206,746.15. Staff recommends that the City Council accept all work performed by Doug Martin Contracting Company as complete and authorize the final payment to be made in accordance with the contract documents, subject to a retention of $20,674.62. 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 an eight (8) year slurry seal program to efficiently prolong the life of City streets. This is the fifth (5) year in its eight (8) year program. The 2004/2005 Capital Improvement Program includes the Annual Asphalt and Concrete Program for this work. The Department is scheduled to slurry seal approximately 18 miles of City residential streets per year. Mayor and City Council September 20, 2005 Page 2 An asphalt slung seal is a mixture of well - graded fine aggregate, emulsified asphalt and water applied to the street, pavement as a surface treatment. It is designed for both preventive and corrective maintenance to older pavement surfaces where surface cracks and loss of surface material are evident. This process makes the pavement impermeable to air, water and improves skid resistance. To reduce the need for more costly maintenance or construction work in the future, this application is repeated once every eight years. The terms and conditions of this contract have been complied with and the work has been performed to staff's satisfaction. Staff recommends that the City Council accept all work performed by Doug Martin Contracting Company as complete and authorize the final payment to be made in accordance with the contract documents, subject to a retention of $20,674.62 for a total contract amount of $206,746.15. ENVIRONMENTAL ANALYSIS This project is categorically exempt per Section 15301 (c) replacement from the requirements of the California Environmental Quality Act. FISCAL IMPACT Sufficient funds are included in this year's Capital Improvement Program. $416,000 is budgeted for the Annual Asphalt and Concrete Program. $208,575 has been spent on concrete repairs leaving a balance of $207,424.42 for this portion of the project. RECOMMENDATION 1. Accept all work performed by Doug'Martin Contracting Company for the 2004 -2005 Annual Slurry Seal Project as complete. 2. Authorize final payment to be made in accordance with the contract documents, subject to a retention of $20,674.62. Approved by: William R. Kelly, City Manager PM:GFL:dw STAFF REPORT Administrative Services Department DATE: September 20, 2005 TO: Mayor and City Council FROM: Tracey Hause, Administrative Services Director p � By: Sharmeen Bhojani, Senior Human Resources Analyst SUBJECT: Recommendation: Approve SUMMARY It is recommended that the City Council approve the new classification specifications and compensation level for the position of Dispatch Services Supervisor. BACKGROUND Currently the management and supervision of the Dispatch center at the Arcadia Police Department is rotated among Police Lieutenants who primarily function as patrol watch commanders. A patrol team watch commander or field supervisor handles employee evaluations and disciplinary matters for Dispatchers. The rotation of supervisors among the Dispatch center has had a negative impact on Dispatch services due to the learning curve required in addressing specific dispatch issues. Additionally, significant technological advances have occurred in the field of Dispatch. With new technology, compliance with State 911 mandates, and emergency communications grant opportunities, it is imperative that individuals supervising the Dispatchers be capable of implementing the changes and advancements to maintain the high quality of Dispatch services in the City. The creation of a Dispatch Services Supervisor will allow a full -time person who has the specialized. Dispatch knowledge and experience to be assigned to the Dispatch center. Furthermore, this position will be able to provide closer supervision of Dispatch personnel and enhance opportunities for career advancement, staff development and training. Mayor and City Council September 20, 2005 Page 2 of 2 A recent survey conducted among other Police Departments in the surrounding cities indicated that the industry standard calls for a full -time, civilian Dispatch Supervisor. Approval of a dedicated Dispatch Supervisor will relieve the current Police Lieutenants of their Dispatch staffing duties, thus allowing them to address other administrative needs of the Police Department. The Dispatch Services Supervisor is being proposed at salary range 55 ($3,496 - $4,365 per month). FISCAL IMPACT Currently the Police Department is budgeted for 11 Dispatcher positions. Staff is proposing to convert one Dispatcher position to a Dispatch Services Supervisor position. The pay differential between Dispatcher II and Dispatch Services Supervisor will be $506 per "month. . Therefore, the annual increase to the General Fund will not exceed $10,000 including salary, benefits and overtime costs. Approve the new classification specifications and compensation level for Dispatch Services Supervisor. APPROVED: . J—, William R. Kelly, City Manager CITY OF ARCADIA DISPATCH SERVICES SUPERVISOR DEFINITION Under general supervision, responsible for the operation of the emergency services systems and various communication devices to receive, route, relay, and dispatch calls for emergency and non - emergency law enforcement. SUPERVISION EXERCISED Exercises direct supervision over Dispatch staff. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Oversee and receive calls for service from the public requesting ambulance, fire, law enforcement or other emergency and non - emergency services; obtain appropriate information; input and update information into CAD system; determine nature and location of emergency; determine priority and dispatch emergency units as necessary and in accordance with established procedures for operating a dispatch system; maintain contact with calling party; relay pertinent information to responding party. Serve as Public Safety Answering Point (PSAP) manager, maintain awareness of all aspects of 911 state mandates, P.O.S.T. training mandates, implementation timelines, funding sources, liability, and recommendations for policy development. Direct the work activities of assigned dispatch personnel; prioritize and coordinate work assignments; review work for accuracy; recommend improvements in workflow, procedures and use of equipment and forms. Participate in training and evaluating assigned staff; provide or coordinate staff training; update and document training standards. Oversee maintenance of communications equipment; address software needs and technological advancements; research and coordinate State and Federal grants. Maintain contact with all units on assignment; maintain status and location of field units; maintain daily log of all field calls and units dispatched. Maintain awareness of activities on prior shifts and continuing problems or situations; respond to questions and concerns from the public, staff, and other agencies; recommend appropriate action. City of Arcadia Dispatch Services Supervisor (Continued) Page 2 of 6 Use telecommunications systems to coordinate emergency calls and relay information and assistance requests involving other law enforcement agencies. Monitor emergency alarm boxes; monitor and provide dispatching services for a variety of agencies after hours. Perform a variety of record keeping, filing, and indexing; maintain a variety of automated and manual logs, records and files relating to emergency services activities; prepare statistical and analytical reports on daily operations as necessary. Operate various equipment including multi -line telephones, multi - channel two -way radio, computer, teletype,. typewriter, 911 emergency and alarm monitoring equipment, Computer Aided Dispatch (CAD) system, National Criminal Information Center (NCIC) terminal, fax machines, dictaphones, copiers, and other communications equipment. Coordinate with Emergency Management Agency and Civil Defense in cases of disasters or severe weather; monitor weather wire; obtain and distribute pertinent .information to the public and other agencies. Maintain confidentiality of information. Attend training and information sessions to keep aware of local government capabilities and resources to assist the public and elected officials in the protection of life and property. Prepare alarm response logs; tabulate responses; prepare authorizations to bill for services Enter police records/information into databases as necessary to support Records Bureau operations. Operate NCIC /computer system to enter, modify, update and retrieve data such as stolen and recovered property, driver license and vehicle registration information, and warrants on wanted persons. Obtain and process a variety of documents and information including criminal histories, pawn slips, NCIC and warrant entries, work -ups, and validations for deputies and detectives. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. City of Arcadia Dispatch Services Supervisor, (Continued) Page 3 of 6 JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledee of: English usage, spelling, vocabulary, grammar,, and punctuation. Modern office practices, methods, and computer equipment. Principles and procedures of record keeping and reporting. Principles and practices used in dealing with the public. Operational characteristics of communications equipment used in the area of emergency dispatch. Streets, businesses, boundaries, districts, and zones which represent geographical areas of responsibility within the City. Principles and resources for dealing with hazardous materials. Pertinent Federal, State, and local laws, codes and regulations. Policies and procedures of receiving, processing, and dispatching emergency calls. Basic communications rules and regulations governing the operation of radio transmitting and receiving systems. Standard radio broadcasting and dispatch procedures and rules. Principles and procedures of record keeping including the maintenance and security of communications reports. General law enforcement codes, practices and methods. Skill to: Operate and perform minor maintenance on a- variety of emergency communications equipment. Operate a computer terminal, teletype, radio, telephone, fax machine, copier, dictaphone, and other office equipment. City of Arcadia Dispatch Services Supervisor (Continued) Page 4 of 6 Type at a speed of 35 words per minute and enter data at.a'speed necessary for successful job performance. Ability to Learn operational characteristics of communications equipment and tools used in the area of emergency dispatch. Learn streets, businesses, boundaries, districts, and zones which represent geographical areas of responsibility within the City. Learn principles and resources for dealing with hazardous materials. Learn policies and procedures of receiving, processing, and dispatching emergency calls. Learn basic communications rules and regulations governing the operation of radio transmitting and receiving systems. Learn standard radio broadcasting and dispatch procedures and rules. Learn principles and procedures of record keeping including the maintenance and security of communications reports. Learn general law enforcement codes, practices and methods. Work under pressure, exercise good judgment and make sound decisions in emergency situations. Effectively communicate with and elicit information from upset and irate citizens. Understand and follow oral and written instructions. Apply knowledge and reasoning to make prompt and effective decisions quickly in both routine and non - routine situations. Analyze situations carefully and adopt effective courses of action. Interact effectively and sensitively with individuals from diverse backgrounds. City of Arcadia Dispatch Services Supervisor (Continued) Page 5 of 6 Speak clearly and distinctly in a well modulated voice. Maintain confidentiality of sensitive information. Perform multiple concurrent tasks. Hear and recognize conditions or circumstances that indicate something might be wrong, unusual, or out of the ordinary. Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs. Communicate clearly and concisely, both orally and in writing. Establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work. Perform responsible emergency dispatch and law enforcement support work with accuracy, speed, and minimal supervision. Interpret, explain, and enforce policies and procedures. Read and interpret street maps. Minimum Oualifrcations Experience Three years of experience in emergency services dispatching. Trainin : Equivalent to the completion of the twelfth grade supplemented by specialized training in emergency management and telecommunications operations. License or Certificate Possession of, or ability to obtain, appropriate P.O.S.T. Dispatcher/Telecommunications certification. City of Arcadia Dispatch Services Supervisor (Continued) Page 6 of 6 Special Requirements Essential duties require the following physical skills and work environment: Ability to sit for long periods of time and reach; ability to work in an enclosed environment with limited mobility; availability for shift work. Effective Date: September 2005 `t STAFF REPORT Public Works Services Department September 20, 2005 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Director Prepared by: Tom Tait, Field Services Manager Dave Thompson, Streets Superintendent SUBJECT: Award — Traffic Signal Maintenance Services Recommendation: Authorize the City Manager to enter into a one (1) year contract extension in the amount of $112,000 to Republic Electric, Inc. for traffic signal maintenance services SUMMARY On November 2, 2004, the City Council approved the transfer of the Assignment and Assumption Agreement to Republic Electric,, from Signal Maintenance Inc., assuming all the rights and obligations of their Agreement with the City. Thus, making Republic Electric the City's new signal maintenance contractor. Republic. Electric is reaching the end of their contract term and has submitted a written offer to extend the existing contract agreement for an additional one (1) year, without any increases or changes to the contract. Staff recommends that the City Council authorize the City Manager to enter into a one (1) year contract extension Republic Electric Inc in the amount of $112,000 for traffic signal maintenance services, $58,056 for routine maintenance and $53,944 for extraordinary repairs. DISCUSSION The Public Works Services Department is responsible for the maintenance and repair of 58 signal intersections within the community. This service includes routine preventative maintenance and repair of all traffic signals and intersection safety lighting. This contract also includes providing extraordinary maintenance, which is necessary whenever a signal is damaged from a traffic accident or vandalism, equipment replacement due to failure or electrical damage, and /or if a signal is malfunctioning during after hours. Mayor and City Council September 20, 2005 Page 2 Republic Electric is a licensed electrical contracting and transportation- engineering firm that was founded in 1991. As a result of the take over from Signal Maintenance Inc., Republic Electric has faithfully executed all aspects of the contract and has provided excellent service to the City. Staff feels that extending the existing contract will ensure that the excellent quality of service being performed by Republic Electric will continue through the next fiscal year. Therefore, It is recommended that the City Council authorize the City Manager to enter into a one (1) year contract extension in the amount of $112,000 to Republic Electric for traffic signal maintenance services, $58,056 for routine maintenance and $53,944 for extraordinary repairs. FISCAL IMPACT Sufficient funds are budgeted in the 2005 -2006 Operating Budget for the Traffic Signal Maintenance Services Contract. RECOMMENDATION 1. Award a one. (1) year contract extension in the amount of $112,000 to Republic Electric. 2. Authorize - the City Manager and City Clerk to execute a contract amendment on behalf of the City. Approved: J William R: Kelly, City Manager 7$1R m STAFF REPORT September 20, 2005 Development Services Department TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services Direct By: Donna Butler, Community Development Administrator 17r2 Prepared by: Thomas Li, Associate Planner 12 SUBJECT: Ordinance No. 2210 — 245 -253 E. Foothill Blvd. From PR -1 (One - Family zone with an Automobile Parking Overlay) To C -2 (General Commercial), Zone Change Case Z -05 -03 RECOMMENDATION: ADOPT BACKGROUND The City Council at its August 16, 2005 meeting voted 4 -1 to approve Zone Change Z- 05-03 rezoning an approximate 200 feet wide by 60.5 feet deep strip of property at the central portion of the properties located at 245 -253 E. Foothill Blvd. from PR -1 to C -2. The City Council directed staff to prepare the appropriate ordinance for adoption at a later meeting. Attached is City Council Ordinance 2210: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA AMENDING THE ZONING CODE OF THE' CITY OF ARCADIA TO REZONE A CENTRAL PORTION OF THE PROPERTIES LOCATED AT 245 TO 253 E. FOOTHILL BLVD. FROM PR -1 (ONE- FAMILY ZONE WITH AN AUTOMOBILE PARKING OVERLAY) TO C -2 (GENERAL COMMERCIAL), ZONE CHANGE CASE Z -05 -03 RECOMMENDATION The City Council should move to adopt Ordinance 2210. APPROVED BY: William R. Kelly, City Manager Attachment: Ordinance 2210 ORDINANCE NO. 2210 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA AMENDING THE ZONING CODE OF THE CITY OF ARCADIA TO REZONE A CENTRAL PORTION OF THE PROPERTIES LOCATED AT 245 TO 253 E. FOOTHILL BLVD. FROM PR -1 (ONE - FAMILY ZONE WITH AN AUTOMOBILE PARKING OVERLAY) TO C -2 (GENERAL COMMERCIAL), ZONE CHANGE CASE Z -05 -03 WHEREAS, this zone change was initiated by Rich Development Company to rezone a central portion of the properties generally located at 245 to 253 E. Foothill Blvd. from PR -1 to C 7 2, Community Development Division Case No. Z- 05 -03, more particularly described in the attached Exhibit A; and WHEREAS, on July 12, 2005 a public hearing was held before the Planning Commission on said matter at which time all interested persons were given full opportunity to be heard and to present evidence; and WHEREAS, the Planning Commission at said meeting reached a recommendation to approve the zone change by voting 5 to 0, and, thus, the item was forwarded to the City Council with a recommendation of approval; and WHEREAS, on August 16, 2005, the City Council held a public hearing on said zone change; and WHEREAS, as part of the record of this hearing, the City Council reviewed and considered: 1. All staff reports and related attachments and exhibits submitted by the Community Development Division of the Development Services Department to the City Council; 2. The record of the Planning Commission hearing regarding zone change Z- 05 -03; and 3. All letters, information and material presented as part of the public testimony at the City Council public hearing on August 16, 2005, including the staff reports, the environmental documents, including the Negative Declaration and all documentation presented at the public hearing; and WHEREAS, at its meeting on August 16, 2005, the City Council adopted a Negative Declaration pursuant to the California Environmental Quality Act concerning this zone change; and WHEREAS, the above recitals are hereby incorporated as part of the findings set forth below. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES ORDAIN AS FOLLOWS: Section 1. That the factual data submitted by the Development Services Department in the attached report is true and correct. Section 2. The City Council fords: -2- 2210 1. That the approval of this zone change will not be detrimental to the public health or welfare or injurious to the property or improvements in such zone or vicinity. 2. That the proposed zone change to C -2 is consistent with the General Plan designation of Commercial and is compatible with the zoning of the commercial properties to the east, west, and south. 3. That the evaluations of the environmental impacts as set forth in the environmental checklist form are appropriate; that a Negative Declaration has been prepared for this project which adequately addresses all potential environmental impacts; and that this project will not have a significant effect on the environment; that when considering the record as a whole, there is no evidence that this project will have any potential for adverse effect on wildlife resources or the habitat upon which the wildlife depends. Section 3. That for the foregoing reasons, the City Council approves this zone change from PR -1 to C -2 on Zoning Map 9233.5 of the City with respect to those certain properties described in the recitals.of this Ordinance. Section 4 . The City Clerk shall certify to the adoption of this Ordinance and shall cause a copy of the same to be published in the official newspaper of said City within fifteen (15) days after its adoption. -3- 2210 Passed, approved and adopted this 20th day of September , 2005. �ff Mayor of the City of Arcadia ATTEST: ISI JAMES H, BA RRMS City Clerk of the City of Arcadia APPROVED AS TO FORM: �.� b6a�4 Stephen P. Deitsch, City Attorney -4- 2210 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) SS: CITY OF ARCADIA ) I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies that the foregoing Ordinance No. 2210 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 20th day of September, 2005 and that said Ordinance was adopted by the following vote, to wit: AYES: Councilmember Chandler, Kovacic, Marshall, Segal and Wuo NOES: None ABSENT: None City Clerk of the City of Arcadia -5- 41 ° < i- ;e ms °'` STAFF REPORT Fire Department DATE: September 20, 2005 TO: Mayor and City Council FROM: David R. Lugo, Jr., Fire Chief4 -l• By: Tony L. Trabbie, Deputy Fire Chief SUBJECT: Report and Recommendation for the Purchase of Fire Department Communications Equipment from Motorola in an Amount Not to Exceed 5144,000 for the Replacement and Upgrade of Fire Department Communications Equipment Recommendation: Approve SUMMARY The Fire Department wishes to move forward with the final phase of a three -year upgrade /replacement program designed to replace remaining obsolete communication equipment in an effort to maintain effective operations. Adequate funding exists in the FY 2005/2006 Capital Improvement/Equipment Replacement Plan approved by Council. Staff recommends that the City Council authorize the purchase of communications equipment from Motorola in an amount not to exceed $144,000. BACKGROUND In FY 2002/2003, the Verdugo Fire Communications Center announced it would be upgrading to a sophisticated communication format effective FY 2005/2006. The format-is a trunked - digital system that provides state -of -the -art emergency communications. All local fire agencies are upgrading to this format and at the time of this announcement current Arcadia Fire Department communications equipment would not be compatible after FY 2005/2006. Due to Verdugo's equipment transition, Fire Department staff developed a three -year phase -in plan allowing for compatibility with Verdugo in 2005/2006. The plan required the upgrade and replacement of communications equipment to be phased in over a three year period. The first phase was approved by City Council and implemented in FY 2003/2004. The second phase was approved and implemented in FY 2004/2005. Approval of the third and final phase will enable Fire Department staff to complete the three -year plan during FY 2005/2006. Mayor and City Council September 20, 2005 Page 2 DISCUSSION In September 2003, Fire Department Staff solicited bids for communication equipment and accessories for the three -year plan. Bid requests were sent to seventeen (17) vendors. Staff received six (6) responses. Three (3) bids from Communications Center, Motorola, and NIDA Companies resulted in low bids for certain items contained in the three -year project. Items to be purchased during phase three of this project will be purchased from Motorola, which is a sole source provider. No other vendors are authorized to issue bids for the Motorola products. Phase three of this project includes the purchase of Motorola XTS 5000 UHF portable radios. At the completion of this program, the City will have replaced 62 Motorola radios. These radios will meet the needs of suppression personnel, command staff, recall engines, strike team assignments, movie details, fire prevention and extra engine assignments. The portable radios slated for purchase are compatible with Vergudo's current communication system, and the future communication format. In addition to the purchase of the Motorola XTS 5000 UHF portable radios, related equipment will be purchased, including, but not limited to vehicle chargers and station chargers. Previous experience with radios has shown that the Motorola brand is a quality product. Motorola's reliability, proven ruggedness, upgradeable features, and quality of product will maintain, if not enhance, firefighter safety. Implementation of this communications upgrade will allow for interoperability of communications with Verdugo and other local agencies, including the Arcadia Police Department. The total cost of this three -year program to transition to the trunked and digital capable radios came to $423,000. At this time, the Fire Department requests Council approval to purchase equipment for the third and final phase of the three -year plan. Implementing the plan will allow the Fire Department to be fully compatible with Verdugo and all other local fire agencies during FY 2005/2006. FISCAL IMPACT The cost to purchase communication equipment designated in phase three is $144,000. Adequate funds have been established for this project and are contained in the FY 2005/2006 Capital Improvement Plan/Equipment Acquisition Program, which was previously approved by Council. RECOMMENDATION Staff recommends the City Council authorize the purchase of communications equipment in the amount not to exceed $144,000 from Motorola for the replacement and upgrade of Fire Department communication equipment. Approved: 'nw William R. Kelly, City Manager