TYPED 3/27/2014 8:28 AM 04 01 14 CC 1 APRIL 1, 2014 ROLL CALL 1. CLOSED SESSION 2. REGULAR BUSINESS AGENDA – 6:00 p.m. Roll Call a. Flag Salute – Boy Scout Troop 125 b. Invocation – City Clerk Ardashes Kassakhian c. Report of City Clerk, re: Posting of Agenda. The Agenda for the April 1, 2014, regular meeting of the Glendale City Council was posted on Thursday, March 27, 2014, on the Bulletin Board outside City Hall. 3. PRESENTATIONS AND APPOINTMENTS a. Agenda Preview for the Meetings of Tuesday, April 8, 2014 b. Presentation by Police Lt. Tigran Topadzhikyan for a 25-Year Service Award to Police Officer Louie Mazadiego c. Proclamation Designating the Month of April 2014 as “DMV/Donate Life California Month” 4. CITY COUNCIL/STAFF COMMENTS 5. CONSENT ITEMS (including Minutes) The following are routine and may be acted upon by one motion. Any member of Council or the audience requesting separate consideration may do so by making such request before motion is proposed. a. Minutes of the Regular City Council and Special City Council Meetings of Tuesday, March 18, 2014 b. General Manager of Glendale Water and Power, re: Design of New Water Rates in Order to Correct Errors in the Calculation of the Water Rates Adopted in 2012 1. Motion Awarding a Professional Services Agreement to Bartle Wells in an Amount Not-to-Exceed $130,000 c. Director of Public Works, re: Arden Avenue Rehabilitation Project, in Connection with Specification No. 3363 1. Resolution Adopting Plans and Spec and Directing the City Clerk to Advertise for Bids A G E N D A GLENDALE CITY COUNCIL COUNCIL CHAMBER, City Hall – 613 E. Broadway, 2 nd Floor Glendale, CA 91206 Welcome to the meeting of the Glendale City Council. Meetings are broadcast live on cable channel 6 (GTV6) and rebroadcast throughout the week. Call (818) 548-4013 for program schedules. DVDs of the proceedings are available for purchase in the City Clerk’s Office. Meetings are also archived on the City Website for viewing anytime at www.ci.glendale.ca.us/video_archives.asp. If you have any question about matters on the agenda, or requests for assistance, please contact the office of the City Clerk at (818) 548-2090 during regular business hours. PLEASE TURN OFF CELLULAR PHONES AND PAGERS WHILE INSIDE THE COUNCIL CHAMBER. In compliance with the Americans with Disabilities Act (ADA) of 1990, auxiliary hearing aids, sign language translation, and Braille transcripts are available upon request. Assisted listening devices are available same-day upon request. At least 48 hours (or two business days) notice is required for requests regarding sign language translation and Braille transcription services. All documents related to open session items on this agenda that are received less than 72 hours prior to this meeting, and are public records, will be available for review in the Office of the City Clerk, 613 E. Broadway, RM 110, Glendale, CA 91206.
Transcript
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APRIL 1, 2014
ROLL CALL 1. CLOSED SESSION
2. REGULAR BUSINESS AGENDA – 6:00 p.m.Roll Calla. Flag Salute – Boy Scout Troop 125b. Invocation – City Clerk Ardashes Kassakhianc. Report of City Clerk, re: Posting of Agenda. The Agenda for the April 1, 2014, regular meeting of
the Glendale City Council was posted on Thursday, March 27, 2014, on the Bulletin Boardoutside City Hall.
3. PRESENTATIONS AND APPOINTMENTSa. Agenda Preview for the Meetings of Tuesday, April 8, 2014b. Presentation by Police Lt. Tigran Topadzhikyan for a 25-Year Service Award to Police
Officer Louie Mazadiegoc. Proclamation Designating the Month of April 2014 as “DMV/Donate Life California Month”
4. CITY COUNCIL/STAFF COMMENTS
5. CONSENT ITEMS (including Minutes)The following are routine and may be acted upon by one motion. Any member of Council or theaudience requesting separate consideration may do so by making such request before motion isproposed.a. Minutes of the Regular City Council and Special City Council Meetings of Tuesday,
March 18, 2014b. General Manager of Glendale Water and Power, re: Design of New Water Rates in Order
to Correct Errors in the Calculation of the Water Rates Adopted in 20121. Motion Awarding a Professional Services Agreement to Bartle Wells in an Amount
Not-to-Exceed $130,000c. Director of Public Works, re: Arden Avenue Rehabilitation Project, in Connection with
Specification No. 33631. Resolution Adopting Plans and Spec and Directing the City Clerk to Advertise for Bids
Welcome to the meeting of the Glendale City Council. Meetings are broadcast live on cable channel 6 (GTV6) and rebroadcast throughout the week. Call (818) 548-4013 for program schedules. DVDs of the proceedings are available for purchase in the City Clerk’s Office. Meetings are also archived on the City Website for viewing anytime at www.ci.glendale.ca.us/video_archives.asp. If you have any question about matters on the agenda, or requests for assistance, please contact the office of the City Clerk at (818) 548-2090 during regular business hours. PLEASE TURN OFF CELLULAR PHONES AND PAGERS WHILE INSIDE THE COUNCIL CHAMBER.
In compliance with the Americans with Disabilities Act (ADA) of 1990, auxiliary hearing aids, sign language translation, and Braille transcripts are available upon request. Assisted listening devices are available same-day upon request. At least 48 hours (or two business days) notice is required for requests regarding sign language translation and Braille transcription services. All documents related to open session items on this agenda that are received less than 72 hours prior to this meeting, and are public records, will be available for review in the Office of the City Clerk, 613 E. Broadway, RM 110, Glendale, CA 91206.
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d. Director of Community Services and Parks, re: Fremont Park Tennis Court Lighting andResurfacing Project1. Resolution Appropriating $298,000 to Fund the Project2. Motion Approving the Preparation of Construction and Bidding Documents and Directing
Staff to Return to Council for Final Review and Approval of Specification and Bid Documents
6. ORAL COMMUNICATIONS (Following Business Agenda Items as per Mayor Policy)Discussion is limited to items NOT a part of this agenda. Each Speaker is allowed 5 minutes.Council may question or respond to the speaker but there will be no debate or decision. The CityManager may refer the matter to the appropriate department for investigation and report.
7. ADOPTION OF ORDINANCES
8. ACTION ITEMSa. Director of Community Services and Parks, re: Palmer Park Improvement Project
1. Motion Approving the Proposed Design and Directing Staff to Complete the Project's Design and Construction Documents and Return to Council for Final Review and Approval of Specification and Bid Documents
2. Motion Approving an Amendment to the Professional Services Agreement with NarduliStudios in an Amount Not-to-Exceed $79,000, for a Total Contract Amount Not-to-Exceed$234,480
3. Resolution Appropriating $1,116,000 to Fund the Projectb. Director of Public Works, re: Glendale Avenue Wastewater Capacity and Street
Improvement Project, in Connection with Specification No. 34901. Motion Awarding Contract to Excel Paving Company in an Amount of $4,046,874.90,
Plus a Contingency in an Amount of $505,000, and Rejecting All Other Bids
9. HEARINGS
10. REPORTS – INFORMATIONa. Chief Information Officer, re: Presenting the New City Website
11. WRITTEN COMMUNICATIONS
12. NEW BUSINESS
13. ADJOURNMENT
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MM II NN UU TT EE SS REGULAR CITY COUNCIL
MARCH 18, 2014
ROLL CALL – All Present 1. CLOSED SESSION – 3:09 p.m.
a. Conference with Legal Counsel - Anticipated Litigation, Significant Exposure to Litigation Pursuant to Subdivision (d)(2) of Government Code Section 54956.9. b. Public Employment – Attorneys. c. Conference with Real Property Negotiators: Property Location - An Approximately 146 Square-Foot Strip of City-Owned Land within Alley 247 between West Doran Street and Pioneer Drive and West of Central Avenue. Negotiations are Authorized with CP IV Glendale, LLC. Agency Negotiators Attending the Closed Session are: Scott Ochoa, Yasmin Beers, Michael J. Garcia, Gillian van Muyden, Hassan Haghani, Mike Fortney and Mark Berry. Instructions to the Negotiator(s) will Concern the Price and/or Terms for the Sale or Exchange of Property.
City Attorney Michael J. Garcia indicated that action maybe anticipated on items 1a & 1b. The Council recessed to Closed Session at 3:10 p.m.
2. REGULAR BUSINESS AGENDA – 6:02 p.m. Roll Call – Friedman entered at 6:04 p.m. a. Flag Salute – Council Member Sinanyan b. Invocation – Rev. Sarkis Karaminassian, Armenian Congregational Church c. Report of City Clerk, re: Posting of Agenda. The Agenda for the March 18, 2014, regular
meeting of the Glendale City Council was posted on Thursday, March 13, 2014, on the Bulletin Board outside City Hall.
3. PRESENTATIONS AND APPOINTMENTS
a. Agenda Preview for the Meetings of Tuesday, March 25, 2014 Deputy City Attorney John Takhtalian provided the preview. 4. CITY COUNCIL/STAFF COMMENTS
Councilmember Friedman provided a rundown of her trip last week to Washington D.C. when she attended the National League of Cities Conference and LA Chamber of Commerce with the Metropolitan Water District. Councilmember Sinanyan also attended the Conference in Washington D.C. last week. He attended a luncheon that talked about the water crisis. He sent his greetings for the St. Patrick’s Holiday. Councilmember Najarian went to Washington D.C. for the American Public Transportation Association Convention. He mentioned that there are 10 brand new beeline buses in the Chevy Chase Maintenance Yard received from LA County. He had a meeting, together with City Manager Scott Ochoa and Director of Public Works Steve Zurn, at Caltrans to discuss ways to improve transportation system here in Glendale. Mayor Weaver led the 51st Annual Mayor’s Prayer Breakfast. 5A
03 18 14 CC
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5. CONSENT ITEMS (including Minutes) The following are routine and may be acted upon by one motion. Any member of Council or the audience requesting separate consideration may do so by making such request before motion is proposed.
a. Minutes of the Regular City Council and the Joint City Council and Successor Agency Meetings of Tuesday, March 4, 2014
Moved: Friedman Seconded: Quintero Vote as Follows:
Councilmember Sinanyan pulled item 5b. b. Directors of Community Services & Parks and Public Works, re: Glendale Narrows Riverwalk Project, Phases II and III
1. Motion Executing Agreement with Atkins North America, Inc. of Los Angeles, in the Amount of $725,000 for Consultant Services
Moved: Quintero Seconded: Friedman Vote as Follows:
c. Director of Public Works, re: FY 2013-2014 Slurry Seal and Pavement Repair Program, in Connection with Specification No. 3524 1. Resolution Adopting Plans and Spec and Directing the City Clerk to Advertise for Bids
Moved: Friedman Seconded: Quintero Vote as Follows:
d. Director of Public Works, re: Verdugo and Honolulu Intersection Improvement
Project, in Connection with Specification No. 3504 1. Motion Awarding Contract to Pima Construction in the Amount of $634,422.75, Plus
a Contingency in the Amount of $95,000, and Rejecting All Other Bids Moved: Friedman Seconded: Quintero Vote as Follows:
2. Resolution Appropriating $815,500 to Fund Project Moved: Friedman Seconded: Quintero Vote as Follows:
e. Director of Public Works, re: Conditional Vacation of a Portion of the First Alley,
West of Central Avenue, South of Wilson Avenue (Alley 241), for the Proposed Mixed-Use Project at 125 North Central Avenue, Vacation Case No. 175V
1. Motion Setting the Time, Date, and Place for a Public Hearing Concerning Vacation Case No. 175V for April 8, 2014 at 3pm in the Council Chambers Moved: Friedman Seconded: Quintero Vote as Follows:
f. Director of Library, Arts & Culture, re: Pacific Park/Edison School 1. Motion Executing the First Amendment to the Joint Use of Library Facilities
Agreement with Glendale Unified School District Moved: Friedman Seconded: Quintero Vote as Follows:
g. Director of Community Services & Parks and Chief Information Officer, re:
Purchase of New Recreation Management System Software 1. Motion Executing Agreement with Vermont Systems (RecTrac) in the Amount of
$67,031, Plus a Ten Percent Contingency in the Amount of $6,703, and an Optional Five Years of Maintenance in the Amount of $41,982, for a Total Contract Amount Not-to-Exceed $115,716 Moved: Friedman Seconded: Quintero Vote as Follows:
7. ADOPTION OF ORDINANCES a. Ordinance Amending the Contract between the City Council of the City of Glendale and the Board of Administration of the California Public Employees’ Retirement System (2/4/14, Friedman)
Moved: Friedman Seconded: Najarian Vote as Follows:
8. ACTION ITEMS a. City Attorney and Chief of Police, re: Proposed Ordinance Adding Chapter 9.22 to Title 9 (Public Peace and Welfare) of the Glendale Municipal Code, Relating to Police Responses to Loud and/or Large Parties and Other Disturbances Introduced by Councilmember Friedman 1. Ordinance for Introduction 2. Resolution Amending the City’s FY 2013-2014 Comprehensive Fee Schedule The resolution, along with the ordinance, will be considered next week. b. City Attorney, re: Modification to the Order of Council Business and Time Limitations Pertaining to Oral Communications Appearing: Mike Mohill Kenneth Landon 1. Motion Providing Direction to Staff
Moved: Sinanyan Seconded: Quintero Vote as Follows:
9. HEARINGS a. Director of Community Development, re: Appeal of Design Review Board
Approval of Design Review Case No. PDR 1308302 Located at 2631 Hermosa Avenue
Public Hearing was opened at 7:15 p.m. and closed at 8:53 p.m. Presenting: Chris Baghdikian, Planner
Appearing: Richard Diradourian Franco Noravian Paul Karapetian Carl Nelson Larry Tashjian Beatrix Schwarz Gary Westhoff Armik Khodadian Roy Westoff Vartan Arakelian Mshag Dermugerdichian Craig Anderson
Item 9a not voted on. 1. Motion Sustaining the DRB’s Decision to Approve the Application 2. Motion Continuing the Matter for Two Weeks in Order to Draft Findings
Overturning the DRB’s Decision and Denying the Application Moved: Quintero Seconded: Najarian Vote as Follows:
b. Director of Public Works, re: Conditional Vacation of a Portion of Los Feliz
Road, Southwest of the Intersection of Los Feliz Road and Gardena Avenue, Vacation Case No. 151V
Items 9b1 & 9b2 not voted on. 1. Resolution Ordering the Vacation 2. Resolution Adopting Plan No. 12-214
Item will be continued next week. Moved: Friedman Seconded: Sinanyan Vote as Follows:
6. ORAL COMMUNICATIONS (Following Business Agenda Items as per Mayor Policy) Discussion is limited to items NOT a part of this agenda. Each Speaker is allowed 5
minutes. Council may question or respond to the speaker but there will be no debate or decision. The City Manager may refer the matter to the appropriate department for investigation and report.
10. REPORTS – INFORMATION
11. WRITTEN COMMUNICATIONS
12. NEW BUSINESS
a. Motion Executing Agreement with the Law Firm of Colantuono & Levin Representing the City of Glendale in the Matter Entitled Saavedra and International Brotherhood of Electrical Workers Local 18 AFL-CIO v. City of
Glendale. Case No. BC539160. Moved: Quintero Seconded: Friedman Vote as Follows:
b. Motion Executing Agreement with the Law Firm of Sidley Austin LLP Representing the City of Glendale Pro Bono in the Matter Entitled Gingery et al. v. City of Glendale. U.S.D.C. Case No. 2:14-cv-1291
Moved: Sinanyan Seconded: Najarian Vote as Follows:
M I N U T E S SPECIAL MEETING – GLENDALE CITY COUNCIL
MARCH 18, 2014
The Special Meeting of the Glendale City Council convened in the Council Chamber, City Hall, in said City, at 3:08 p.m. on the above date, pursuant to a call for such meeting signed by the City Clerk, and on file with the City Clerk, a copy of which is as follows:
March 13, 2014 Date
A SPECIAL PUBLIC MEETING of the City Council is hereby called to meet at 3:00
p.m. on Tuesday, March 18, 2014, in the City Council Chamber, City Hall, 613 E. Broadway, 2nd Floor, Glendale, CA 91206 to consider the following item(s) of business, to wit;
1. PUBLIC HEARING: Director of Community Development, re: Proposed Housing Project “Tropico Apartments” to be Located at 435 Los Feliz Road: Stage II Design and Final Entitlements a. Resolution Certifying the EIR, Making Findings Related Thereto, and Adopting a
Statement of Overriding Considerations b. Motion Approving Stage II Design, Subject to Comments and Conditions c. Motion Approving Parking Exceptions, Subject to Comments and Conditions d. Motion Approving Conditional Use Permit, Subject to Comments and Conditions e. Ordinance for Introduction to Sell Surplus City-Owned Property
Ardashes Kassakhian, City Clerk Written Notice of said meeting was given, which Notice consisted of a copy of the foregoing Call, and was served on each Member of the Council not joining in the Call, and upon the in said City not less than 24 hours before the time fixed in said Call for said meeting, as follows: Upon Laura Friedman at 5:00 p.m. March 13, 2014 Glendale, CA Upon Ara Najarian at 5:00 p.m. March 13, 2014 Glendale, CA Upon Frank Quintero at 5:00 p.m. March 13, 2014 Glendale, CA Upon Zareh Sinanyan at 5:00 p.m. March 13, 2014 Glendale, CA Upon Dave Weaver at 5:00 p.m. March 13, 2014 Glendale, CA Mayor Weaver called the meeting to order at 3:08 p.m.
1. PUBLIC HEARING: Director of Community Development, re: Proposed Housing Project “Tropico Apartments” to be Located at 435 Los Feliz Road: Stage II Design and Final Entitlements a. Resolution Certifying the EIR, Making Findings Related Thereto, and Adopting a
Statement of Overriding Considerations b. Motion Approving Stage II Design, Subject to Comments and Conditions c. Motion Approving Parking Exceptions, Subject to Comments and Conditions d. Motion Approving Conditional Use Permit, Subject to Comments and Conditions e. Ordinance for Introduction to Sell Surplus City-Owned Property
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03 18 14 SP CC
Motion to continue for next week without further notice. Moved: Quintero Seconded: Sinanyan
Joint D City Council X Housing Authority D Successor Agency D Oversight Board D
April 1, 2014
AGENDA ITEM Report: Award of Professional Services Agreement (PSA) to Bartle Wells Associates for the
Design of New Water Rates in Order to Correct Errors in the Calculation of the Water Rates adopted in April 2012
1. Motion awarding a Professional Services Agreement (PSA) to Bartle Wells in the not-to-exceed amount of $130,000 for the purposes of performing a water rate design/redesign study and recommending new water rates in conjunction with the best practices and governing legal mandates, and authorizing the City Manager, or his designee, to enter into and execute said PSA, subject to the approval of the City Attorney
COUNCIL ACTION
Public Hearing D Ordinance D Consent Calendar l;gj Action Item 0 Report Only D
Approved for _________ calendar
ADMINISTRATIVE ACTION
Submitted by: Stephen M. Zurn, General Manager - GWP
Prepared by: Ramon Z. Abueg, Chief Assistant General Manager
Approved by: Scott Ochoa, City Manager
Reviewed by: Yasmin K. Beers, Assistant City Manager
Michael J. Garcia, City Attorney
9P Bob Elliot, Director of Finance and Administrative Services ff
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RECOMMENDATION It is respectfully recommended that the City Council authorize the award of a Professional Services Agreement (PSA) to Bartle Wells Associates in the not-to-exceed amount of $130,000, to perform a water rate design/redesign study and recommending new water rates in conjunction with the best practices and governing legal mandates, and authorizing the City Manager, or his designee, to enter into and execute said PSA subject to the approval of the City Attorney.
BACKGROUND/ANALYSIS In March 2012, Council approved a water rate redesign and increase which became effective in April 2012. The City utilized the services of Willdan Financial Services (Willdan) as its consultant for the 2012 water rates redesign and increase. In 2013, as staff regularly monitored the water utility's finances, staff discovered that the water rates adopted in 2012 were not generating the anticipated revenue as set forth by Willdan. Staff uncovered that the reason for the revenue shortfall was due, but not limited, to the Consultant misapplying historical residential and multifamily consumption data when calculating the restructured tiered water rates by using the bimonthly customer usage data provided to it by Glendale Water & Power Department (GWP) but applying it as monthly usage data when calculating the 2012 tiered water rates.
When staff communicated the Consultant's error to Consultant, the Consultant acknowledged that there was a serious flaw in the rate model, however, despite their recognition of the problem, the Consultant remained unwilling to accept accountability for their mistake. This amount of revenue shortfall to date, due to Consultant's error, is approximately $9 million and will continue to grow until the error is corrected.
In order to correct the Consultant's error, the City conducted a search of other qualified rate consultants who have handled situations such as the current one faced by the City, and retained Bartle Wells Associates (Bartle Wells) to assist and provide services in connection with correcting the water rates as well as further investigation of the matter.
As staff and Bartle Wells continued to analyze the 2012 Water Rates, it identified a number of errors, including but not limited to the methodology utilized by Wllldan in their calculation of the fire line charges, resulting in the need to perform an entirely new Cost of Service Analysis (GOSA) to ensure proper administration of water rates in compliance with Proposition 218.
Bartle Wells has been working diligently with staff in further investigating the errors and issues with the 2012 water rates. In light of the information uncovered throughout the investigation, it is evident that the City must completely redesign its water rates to correct the multiple errors made by Willdan. Since Bartle Wells is greatly familiar with the situation at hand, as it has been working with staff on this matter for the past several months, and given Bartle Wells' expertise in such matters, it is respectfully requested that the Council authorize the award of a PSA to Bartle Wells, in the not-to-exceed amount of $130,000.
FISCAL IMPACT The action requested herein is the authorization for the award of a Professional Services Agreement (PSA) to Bartle Wells in the not-to-exceed amount of $130,000.
Funds are budgeted for the FY 2013-2014 under Account No. 4311 O (Fund No. 572, Organization No. 951 ), Project No. 11821 and Activity No.UW071.
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ALTERNATIVES Alternative 1: The City Council may consider the award of a PSA to Bartle Wells as stated and
described herein.
Alternative 2: The City Council may consider not authorizing the award of the hereinreferenced and described PSA to Bartle Wells.
Alternative 3: The City Council may consider any other alternative not proposed by staff.
CAMPAIGN DISCLOSURE In accordance with the City Campaign Finance Ordinance No. 5744, the following are the names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than ten percent (10%) interest in the company proposed for contract in this agenda item report:
Officer Chief Financial Officer Board of Directors
Subcontractors of Bartle Wells Associates: Not A i'
EXHIBIT(S) Not applicable
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MO!JON
Moved by Council Member
seconded by Council Member ________________ , that the Council of
the City of Glendale hereby authorizes the City Manager, or his designee, to enter into a
Professional Services Agreement with Bartle Wells Associates, as recommended in the Report
dated April 1, 2014 by the General Manager of Glendale Water & Power Department, in the not
to exceed amount of $130,000, subject to approval by the City Attorney, for the purposes of
performing a water rate design/redesign study and recommending new water rates in
conjunction with the best practices and governing legal mandates.
Joint D City Council !Z1 Housing Authority D Successor Agency D Oversight Board D
April 1 ·, 2014
AGENDA ITEM
Report: Arden Avenue Rehabilitation Project
1) Resolution adopting the Plans and Specifications for the Arden Avenue Rehabilitation Project, Specifications No. 3363, and Plan Nos. 1-2932, 49-153 and 4783; and directing the City Clerk to Advertise for Bids.
COUNCIL ACTION
Public Hearing D Ordinance D Consent Calendar [8J Action Item D Report Only D
Approved for _April . 1 ...... =2.;:;..01..:...4"------ calendar
ADMINISTRATIVE ACTION
Submitted by: Stephen M. Zurn, Director of Public Works
Prepared by: Saumil M. Mody, Project Manager
Approved by: Scott Ochoa, City Manager
Reviewed by: Yasmin K. Beers, Assistant City Manager
Michael J. Garcia, City Attorney
Roubik R. Golanian, P.E., Dep. Dir. of Public Works/City Engineer
Robert P. Elliot, Director of Finance
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RECOMMENDATION
It is respectfully recommended that the City Council approve the following:
1) Resolution adopting the Plans and Specifications for the Arden Avenue Rehabilitation Project,, Specifications No. 3363, and Plan Nos. 1-2932, 49-153 and 4783; and directing the City Clerk to Advertise for Bids.
BACKGROUND/ANALYSIS
The Plans and Specifications have been prepared for the Arden Avenue Rehabilitation Project with the following main scope .of work:
• Removal and replacement of concrete curbs, • Selective removal and repair of broken and damaged driveway aprons and sidewalks;
sanitary sewer main and deteriorated asphalt concrete pavement; • Installation and reconstruction of curb ramps; • Surface grinding of existing asphalt concrete pavement; • Placement of Asphalt Rubber Hot Mix pavement surface course; • Installation of pavement markings, and • Installation of lining for the existing sewer main line.
Pavement Rehabilitation
Street resurfacing involves the rehabilitation of existing streets that have deteriorated beyond normal maintenance work, such as slurry seal, crack seal, or pothole repair. Street resurfacing typically involves removal or grinding of the existing deteriorated asphalt concrete pavement, known as a surface planing or cold milling, and placement of a new surface layer of rubberized asphalt concrete pavement. The street resurfacing improves the ride of the roadway and the structural integrity of the pavement, and begins a new service life for the street.
Asphalt Concrete is composed of aggregate and emulsified liquid asphalt. The aggregate is allowed to contain up to 15 % of recycled asphalt concrete, which extends the life of the both landfills and quarries. As part of this project, up to 80 tons of recycled asphalt concrete may be used in the asphalt concrete.
The roadway will be capped with Asphalt Rubber Hot Mix (ARHM) pavement. ARHM is composed of conventional asphalt concrete mixed with recycled tire rubber material. ARHM provides a longer service life than conventional asphalt concrete. It also provides a smoother and quieter ride while reducing the amount of scrap rubber tires buried in the landfills. As part of this project 1,450 recycled tires will be used in the Asphalt Concrete.
Americans with Disabilities Act (ADA)
The proposed project includes improvements that will comply with current Federal ADA guidelines.
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Environmental Review
This project is Categorically Exempt under the provisions of the California Environmental Quality Act as a Class 1 Exemption pursuant of the California Code of Regulations, Title 14, Section 15301.
Availability of Plans and Specifications
A copy of the plans and specifications is available for review in the City Clerk's Office.
Anticipated Project Schedule
The construction of this project is anticipated to begin in July 2014 and be completed by September 2014.
FISCAL IMPACT
The Engineer's Estimate for this project is between $755,000 and $830,000.
Funding for this project is available through Measure R Funds. When the contract for the construction of this project is submitted to Council for approval, staff will also request for appropriation of the Measure R funds.
ALTERNATIVES
Alternative 1 :
Alternative 2:
EXHIBITS
Project Location Map
Approve the attached Resolution. The pavement condition on Arden Avenue will be improved.
The City Council may consider any other alternative not proposed by staff.
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RESOLUTION NO.
A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, CALIFORNIA ADOPTING PUBLIC WORKS DEPARTMENT SPECIFICATIONS
NO. 3363 AND PLAN NOS.1-2932, 49-153 and 4783 FOR THE ARDEN AVENUE REHABILITATION PROJECT AND DIRECTING THE CITY CLERK TO ADVERTISE FOR BIDS
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE;
SECTION 1. The specifications and plans, on file in the Office of the City Clerk for furnishing labor, material, and equipment for the Arden Avenue Rehabilitation Project, in the City of Glendale including the various documents incorporated therein, are hereby approved, adopted, and shall hereafter be known as Specifications No. 3363 and Plan Nos. 1-2932, 49-153 and 4783.
SECTION 2. The City Clerk is hereby directed to advertise for bids for work, equipment and materials described in Specifications No. 3363 and Plan Nos. 1-2932, 49-153 and 4783 adopted by this Resolution.
Adopted this __ day of ___ , 2014.
ATTEST:
City Clerk
STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) CITY OF GLENDALE )
Mayor
I, Ardashes Kassakhian, City Clerk of the City of Glendale, do hereby certify that the foregoing Resolution No. was duly adopted by the Council of the City of Glendale, California, at a regular meeting held on the __ day of , 2014 and that the same was adopted by the following vote:
ARDEN AVENUE REHABILITATION PROJECT (between Highland Avenue and Kenilworth Avenue)
Thomas Map 564-C3
NTS
CITY OF GLENDALE, CALIFORNIA REPORT TO THE:
Joint D City Council ~ Housing Authority D Successor Agency D Oversight Board D
April 1, 2014
AGENDA ITEM
Report: Fremont Park Tennis Court Lighting and Resurfacing Project
1. Resolution of Appropriation to appropriate $298,000 from the Recreation Enterprise Fund Balance Account 27900-501-000 to the Fremont Park Tennis Court Lighting and Resurfacing Improvement Project Account 51200-501-601-51913.
2. Motion to approve the preparation of construction and bidding documents for the Fremont Park Tennis Court Lighting and Resurfacing Improvement Project.
COUNCIL ACTION
Public Hearing D Ordinance 0 Consent Calendar ~ Action Item D Report Only D
Approved for c~ l I 2-0I LI calendar
ADMINISTRATIVE ACTION
Submitted by: Jess Duran, Director o~ Community Services & Parks
Prepared by: /' Emil Tatevosian, Principal Development OfficerJ1r-
Approved by: Scott Ochoa, City Manager
Reviewed by: Yasmin K. Beers, Assistant City Manager
Michael J. Garcia, City Attorney
Robert P. Elliot, Director of Finance .)tvv'
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RECOMMENDATION
It is recommended that Council appropriate ~298,000 from the Recreation Enterprise Fund Balance to the Fremont Park Tennis Court Lighting and Resurfacing Improvement Project; and approve the preparation of construction and bidding documents ..
BACKGROUND/ANALYSIS
Fremont Park, approximately 7.9 acres, in size, is nestled between the Glenwood and Vineyard Neighborhoods, south of Glenoaks Boulevard and west of Pacific Avenue. It is one of the oldest neighborhood parks and has many heavily used features: 8 tennis courts, children's play equipment, wading pool, 2 basketball half-courts, sand-volleyball court , an open field, and many extensive picnic areas clustered under the park's mature trees.
Based on current use patterns, the park is extensively used for both active and passive recreation. Picnic areas are used by older patrons on weekdays and more heavily by families on weekends. Children's play area is also heavily used at all times of the day. The wading pool is reserved extensively on weekends. The 2 basketball half-courts are used throughout the day for pick-up games by multiple age groups. In addition, the open field area has become a make-shift soccer field.
Existing Condition of the Tennis Courts and Needed Improvements
Community Services and Parks (CSP) maintains 33 tennis courts spread throughout 10 park locations. CSP has operated the tennis courts under the supervision of contracted concessionaires since the early 1990's at Fremont Park, Glorietta Park, and Scholl Canyon Tennis. The tennis concessionaires at both Fremont and Glorietta Parks are currently independent contractors, and Scholl Canyon Tennis is operated by American Golf. Concurrent with the construction of the proposed Fremont Park tennis court improvements,, CSP will be updating and issuing a new Request for Proposal for tennis court operations to better assess revenue enhancement and operator interest in the region.
Each vendor maintains a reservation book at its respective facility. This allows the public to reserve and/or use the courts when available. At Fremont Park, the concessionaire has 2 courts dedicated for walk-in or phone-in customers at all times.
Since the installation of the light standards at Fremont tennis courts in 1969, the CSP Park Services Section (and now Public Works) has regularly maintained and repaired them as needed. They have now exceeded their life expectancy. Four out of the existing 20 light standards are currently beyond repair, thus they will soon be removed to maintain safety at the courts. The removal of these four light standards will render two of the eight courts not usable after sunset; therefore, the current operator will not have access to those courts in the evenings until the light standards are replaced as part of the proposed project.
The tennis courts were last resurfaced in 2003. Based on normal wear and tear, tennis courts are typically resurfaced every 7-1 O years. Court resurfacing is not only necessary due to heavy usage of the courts but, more importantly, for safety reasons. Staff is proposing to resurface the courts as part of the Fremont Park Tennis Court Lighting and Resurfacing Improvement Project.
There are a total of 20 light standards lighting the eight tennis courts. As part of the proposed project, all 20 will be replaced; and based on the specified replacement product, the new light standards will most likely require above grade footings, a typical installation method. · Once the abandoned footings have been removed and the new footings constructed, the court resurfacing
2
work can begin during the installation of the new light standards. The actual construction period will take approximately two to three months.
The preparation of the bidding documents and the bidding/contract procurement phase will take approximately three months, pending bid responses. The project should be completed by fall 2014.
Proposed Future Fremont Park Improvement Project
In the current year, the City Council appropriated $150,000 in Development Impact Fee (DIF) funds, to embark upon the development of a master plan for a Fremont Park Improvement Project. DIF funds are eligible to be used for planning and design of the project in anticipation of adding new features to the park as part of the improvement project. Based on initial conceptual planning, new features will include a new, undersized, artificial turf soccer field, new basketball courts, a new wading pool and new picnic areas, in addition to upgrading lighting, irrigation, landscaping and play equipment. The master planning will leave the existing tennis courts intact. While new features are eligible for DIF funding, upgrading existing improvements are not eligible for DIF funds, therefore another funding source, such as City CIP will have to be identified ·at some point in the future to be able to complete the Fremont Park Improvement Project.
FISCAL IMPACT
The estimated cost to replace the existing lights and resurface the eight tennis courts at Fremont Park are as follows:
Work Description Pre-Construction Construction Total Project Cost
Preparation of Specifications & Bid $35,000 Documents by consultant BiddinQ & Construction ManaQement $23,000 Construction Cost LiQhtinQ Replacement $175,000 Court Resurfacing $65,000 Sub-total $58,000 $240,000 Total Project Cost $298,000
Staff is recommending to appropriate $298,000 from the Recreation Enterprise Fund Balance Account 27900-501-000 to the Fremont Park Tennis Court Lighting and Resurfacing Improvement Project Account 51200-501-601-51913 to pay for the design and construction of the subject tennis court improvements.
ALTERNATIVES
Alternative 1: The City Council may appropriate $298,000 from the Recreation Enterprise Fund Balance to complete the design and construction of the proposed Fremont Park tennis court improvements; and approve the preparation of construction and bidding documents ..
Alternative 2: The City Council may consider any other alternative not proposed by staff.
CAMPAIGN DISCLOSURE No campaign disclosure is needed.
EXHIBITS None
3
RESOLUTION NO. ___ _ i
R'ESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE MAKING AN APPROPRIATION
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE:
SECTION 1: That the sum of $298,000 is hereby appropriated and/or transferred from the following accounts to the following accounts:
ACCOUNTS
27900-501-000
51200-501-601-51913
DESCRIPTION
Net Position, Recreation Fund
Other Improvements, Recreation Fund, Parks Administration, Fremont Park Tennis Court Lighting and Resurfacing Improvement Project
FROM TO
$298,000
$298,000
To appropriate funding for the Fremont Park Tennis Court Lighting and Resurfacing Improvement project.
SECTION 2: The Director of Finance is authorized to make such other revisions, individual appropriation line-items, changes in summaries, fund totals, grand totals, and other portions of the budget document as necessary to reflect and implement the changes specified in this resolution.
SECTION 3: The City Clerk shall certify to the adoption of this Resolution.
Adopted this ___ day of ______ , 2014.
ATTEST:
City Clerk
STATE OF CALIFORNIA) COUNTY OF LOS ANGELES) SS CITY OF GLENDALE)
Mayor ·
CITY OF GLENDALE DATE Q"Z,. j 7-o \ ·zh 1'-/
APPROVED AS TO FINANCIAL PROVISION FOR $
- ---j';'------
I, Ardashes Kassakhian, City Clerk of the City of Glendale, do hereby certify that the foregoing Res,olution No. was adopted by the Council of the City of Glendale, California, at a regular meeting held on the day of , 2014, and that the same was adopted by the following vote:
Ayes: Noes: Absent: Abstain
City Clerk
' 1
Moved by Council Member -----------------' seconded by
Council Member _________________ , that the Council of the City of
Glendale hereby:
1. Authorizes staff to proceed with completion of the construction and bid
documents for the Fremont Park Tennis Court Lighting and Resurfacing
h11provement Project ("Project"), as more particularly outlined in the Apri l 1,
2014 staff report by the Director of Community Services and Parks; and
2. Directs staff to return to the Council for the Council's final review and
approval of the Project's Specification and bid documents.
Vote as Follows:
Ayes:
Noes:
Absent:
Abstain:
J:\FILES\DOCFILES\FACTFIND\FREEMONT PARK IMPROVEMENTS - PROCEED WITH SPEC & BID DOCS - MGF.DOC
2
CITY OF GLENDALE, CALIFORNIA REPORT TO THE:
Joint D City Council !ZI Housing Authority D Successor Agency D Oversight Board D
April 1, 2014
AGENDA ITEM
Report: Palmer Park Improvement Project - Design Approval
1. Motion to approve the proposed design for the Palmer Park Improvement Project and authorize staff to proceed with completion of the design and construction documents.
2. Motion to approve an amendment to the professional services agreement with Narduli Studio in the amount not exceeding $79,000 for additional design services.
3. Resolution of Appropriation to appropriate $1 , 116,000 from the Parks Mitigation Fee fund balance 24242-405-000 to the Palmer Park Improvement Project Account 51200-405-601-51947.
COUNCIL ACTION
Public Hearing D Ordinance D Consent Calendar D Action Item !Z1 Report Only D
Approved for ~ \ 1 bD I~ calendar
ADMINISTRATIVE ACTION
Submitted by: Jess Duran, Director of Community Services & Parks
Prepared by: Emil Tatevosian, Principal Development Officer~ff"
Approved by: Scott Ochoa, City Manager
Reviewed by:
Yasmin K. Beers, Assistant City Manager
Michael J. Garcia, City Attorney
Robert P. Elliot, Director of Finance/
fa
8 A I
RECOMMENDATION
It is respectfully recommended that Council approve the proposed design for the Palmer Park Improvement Project and authorize staff to proceed with completion of the design and construction documents; approve an amendment to the professional services agreement with Narduli Studio increasing the contract by $79,000; and appropriate $1, 116,000 from the Parks Mitigation Fee fund balance to the project.
BACKGROUND/ANALYSIS
Palmer Park, one of the City's oldest neighborhood parks, is a very popular and heavily used destination in the southeast region of Glendale. This park's neighborhood is very dense, built out with multi-family housing, where most parcels have no open space for its dwellers.
The park is approximately 2.8 acres with many active and passive recreational amenities including, children's play structures, basketball half-court, wading pool, large sheltered picnic area, walking/police patrol path with shaded passive sitting areas, multi-parcel community garden, a large open turf area, and on-site parking. Although Maple and Palmer Parks are within a few miles of one another, each park seems to have its own unique character, patronage, and park use patterns.
For approximately ten years (2001-2011), CSP operated the Parks Creating Futures, youth recreation program at Palmer Park. The park was also used as one of the sites for GUS D's free meals program in 2012. Another well-attended regular event at this park is the Police Department's National Night Out. The picnic shelter is an extremely popular feature and is regularly reserved on weekends.
In June 2011, the City Council approved submission of a state grant application to the Statewide Park Development and Community Revitalization Program for the revitalization of Palmer Park. As part of the grant application, Community Services and Parks (CSP) worked on a comprehensive $4 million conceptual design proposal, which was the result of an extensive community outreach and input effort. Unfortunately, the grant was not approved, as, the granting agency was seeking new park development projects, even though the City's proposal was for a complete overhaul of an existing park ..
In developing the design proposal for the grant application, a total of 11 focus groups design workshops, and community meetings were held within a half-mile radius of the park. CSP reached out to parents and students at Roosevelt Middle and John Muir Elementary Schools. In addition, meetings were held with the Adams Square Merchants Association and the Adams Hill Neighborhood Association. This effort was conducted between April and June 2011. The residents provided input on five elements of park design, which included recreation features, design of those features, location of those features , ideas for park security, and ideas for park beautification.
Proposed Design
The valuable community input received regarding the community's needs and priorities are now incorporated, to the extent practical, into the current design effort, which began in February 2013, after Council authorized Narduli Design Studio to begin design of the improvement project. The following describes the proposed park improvement design:
• Improved irrigation system with natural, local, and eco-friendly materials, combined with water-wise and native plant palette, consistent with the City's goals of sustainability.
2
• Improved park security with complete repl~cement and addition of site lighting with energy efficient fixtures and improvement to the police patrol drive path.
• Improved pedestrian site access and safety around the existing children's playground with a new park entry design and replacement of fence and gate along Palmer Drive.
• Fully renovated and expanded restroom building with a new ADA-compatible and safer interior layout.
• Enhanced aesthetics through the removal of the existing heavy, "Craftsman" inspired features and introduction of new design elements.
• Enhanced picnic area with new cooking stations with sinks and barbeques.
• Addition of new site furnishings such as benches, picnic tables around the new wading pool area, drinking fountains, bike-racks, playgrounds, walking path, and basketball courts.
• Improved active recreation along the existing walking path with six new pieces of outdoor fitness equipment.
• Expanded active recreation through one full and one half basketball courts.
• Expanded wading pool with sloped beach access for ADA compatibility and a better-defined pool area with bench seating and picnic tables.
• New active recreation through a skate amenity with "street" skate elements.
• New toddler play area consisting of a poetry path, gathering circles, planting circle and seating area.
• Increased revenue generation through new rental opportunity at the new wading pool and picnic areas.
Initially, after the State grant application was denied, the design approach was to continue to conduct a comprehensive assessment of project needs, but only address the most pressing infrastructure needs such as lighting, irrigation, picnic areas, wading pool, and landscaping. Following the assessment analysis, the additional needed improvements would be implemented in phases based on funding availability. However, Development Impact- Parks Mitigation Fees are now available, eligible, and a good use for this project to address the funding gap and complete the project all at once.
Project Schedule
The anticipated project schedule is as follows:
Construction and bidding documents Bid and award of contract Contract procurement Construction
April -August 2014 September - October 2014 November- December 2014 January - October 2015
3
FISCAL IMPACT
CSP is effectively leveraging three funding sources to complete the Palmer Park Improvement Project. The funding appropriation for the project is as follows:
Funding Source Account# Amount Appropriation Date
CDBG Grant FY 2012-13 52100-201-801- $724,876 July 2012 G613315
CDBG Grant Transfer to Pacific ($70,000) June 2013 Turf Project CDBG Grant FY 2014-15 To Be Assianed $303,592 Julv 2014 HRP Program Grant To Be Assigned $350,000 July 2014 (anticipated) Development Impact Fee - 51200-405-601-51947 $1,116,000 April 2014 Parks Mitiaation Funds Total Project Appropriation $2,424,468
The above referenced Housing-Related Parks (HRP) Program is a grant program administered by the State Department of Housing and Community Development, providing park funding in exchange for the number of low income units developed by the City in a given year. Community Services & Parks working with Community Development submitted a grant application for the HRP Program grant in January 2014 and staff thinks there is a high probability of award of the grant for this project. The funding must be used for a park located in a disadvantaged and parkdeficient community as defined in the application guidelines. Palmer Park meets both of these requisites. Should the HRP not come to fruition, the project will either need an additional appropriation from DIF funds or the scope of the project will have to be reduced based on the appropriated funds.
Upon Council's approval, the above referenced Development Impact Fee - Parks Mitigation Funds in the amount of $1, 116,000 will be appropriated from the Parks Mitigation Fee fund balance 24242-405-000 to the Palmer Park Improvement Project Account 51200-405-601-51947.
The costs associated with the Palmer Park Improvement Project are as follows:
Cost Amount Desii:m Fees $155,500 Additional Design Fees $79,000 Proiect Plannina Manaaement (CSP) $54,000 Construction Manaqement/Permits (PW) $85,000 Construction $2,050,000 Total Proiected Project Cost $2,423,500
The construction estimate based on the proposed design is approximately $2,050,000. Approximately 35% of the total construction cost is attributed to infrastructure improvements such as replacement of site lighting and irrigation, renovation of the existing restroom structure, and park safety and security improvements. The remaining construction cost estimate is specifically for addition of new amenities, including new basketball courts, skate area, wading pool, fitness equipment, signature elements at the entry and playground areas, and new benches and picnic tables.
4
As previously proposed to the Council when the design consultant was approved, new features or amenities are eligible for use of DIF-Mitigation funds. The Palmer Park Improvement Project and the proposed features and amenities are part of CSP's proposed Capital Improvement Program.
The initial Professional Services Agreement (PSA) approved for Narduli Studio was in the amount of $155,480. The scope included a comprehensive park improvement needs assessment and design of the most pressing infrastructure needs such as lighting, irrigation, picnic areas, wading pool, and landscaping. Staff is requesting to amend the PSA by adding an additional $79,000 to the agreement (C105345) from account# 52100-201-801 -8613315, for a total contract amount not to exceed $234,480. The additional fees are for design development of park features and design enhancements that were not in the initial scope of design work, due to uncertainty of funding. Those include the expanded basketball court (and other infrastructure changes based on the new court location}, additional landscaping and seating around the wading pool, additional toddler free-play area, enhanced park entrance and fence/gate replacement, and interior expansion of restrooms to accommodate one additional stall per male and female restrooms. The industry standard for design fees is typically between 7%-17% of construction cost, with less expensive projects taking up a slightly larger percentage than more expensive projects. The new design fees will be roughly 11.4% of the project construction cost.
ALTERNATIVES
Alternative 1: Council may approve the design, authorize staff to proceed with completion of design and construction documents; approve the request to amend the professional services agreement to increase it by $79,000; and appropriate $1 , 116,000 in Development Impact-Parks Mitigation Fees to the Palmer Park Improvement project.
Alternative 2: Council may consider any other alternative.
CAMPAIGN DISCLOSURE
In accordance with the City Campaign Finance Ordinance No. 5744, the following are the names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report:
Officers of Narduli Studio: Full Name Tltle Business Address State Zi Susan Narduli Owner/Sole Pro rietor 1307 Westwood Blvd. CA 90024
Subcontractors of Narduli Studio: Full Name Title Business Address City State Zip Katherine Spitz Associates, Chief Executive 4212 Y2 Glencoe Avenue
RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE MAKING AN APPROPRIATION
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE:
SECTION 1: That the sum of $1,116,000 is hereby appropriated and/or transferred from the following accounts to the following accounts:
ACCOUNTS
24242-405-000
51200-405-601 -51947
DESCRIPTION FROM TO
Impact Fee Funded Projected, Parks Mitigation Fee $1, 116,000 Fund Construction, Parks Mitigation Fee Fund, Parks $1, 116,000 Administration, Palmer Park Improvements
To appropriate funding for the Palmer Park Improvements project.
SECTION 2: The Director of Finance is authorized to make such other rev1s1ons, individual appropriation line-items, changes in summaries, fund totals, grand totals, and other portions of the budget document as necessary to reflect and implement the changes specified in this resolution.
SECTION 3: The City Clerk shall certify to the adoption of this Resolution.
Adopted this ___ day of ______ , 2014.
ATTEST:
City Clerk
STATE OF CALIFORNIA) COUNTY OF LOS ANGELES) SS CITY OF GLENDALE)
Mayor
CITY OF GLENDALE DATE er~\ \ C-\ \ -z.o ,'--\ APPROVED AS TO FINANCIAL PROVISION FOR$ 1,116,000
~~ I, Ardashes Kassakhian, City Clerk of the City of Glendale, do hereby certify that the foregoing
Resolution No. was adopted by the Council of the City of Glendale, California, at a regular meeting held on the day of , 2014, and that the same was adopted by the following vote:
Ayes: Noes: Absent: Abstain
City Clerk
8 A 3
' I
- - k - ITL _ _____ }0 ' • - • ,._._ /2:.
Exhibit 1
PALMER PARK SITE PLAN WITH PROPOSED IMPROVEMENTS April 2014
g le n~ffl~~~o CITY OF GLENDALE, CALIFORNIA
REPORT TO THE:
Joint D City Council IZI Housing Authority D Successor Agency D Oversight Board D
April 1, 2014
AGENDA ITEM
Report: Glendale Avenue Wastewater Capacity and Street Improvement Project
1) Motion Awarding a Construction Contract to Palp Inc. dba Excel Paving Company in the amount of $4,046,874.90, and rejecting all other bids.
COUNCIL ACTION
Public Hearing D Ordinance D Consent Calendar l l Action Item ~ Report Only D
Approved for April 1. 2014 calendar
ADMINISTRATIVE ACTION
Submitted by: Stephen M. Zurn, Director of Public Works
Roubik R. Golanian, P.E., Dep. Dir. of Public Works/City Engineer
8 B I
RECOMMENDATION
It is respectfully recommended that the City Council approve the attached:
1) Motion Awarding a Construction Contract to Palp Inc. dba Excel Paving Company in the amount of $4,046,874.90, and rejecting all other bids.
BACKGROUND/ANALYSIS
On January 28, 2014, the City Council adopted the plans and specifications for the Glendale Avenue Wastewater Capacity and Street Improvement Project and authorized the City Clerk to advertise for bids.
On March 5, 2014, the City received six bids as follows:
1. Palp Inc. dba Excel Paving Company, Long Beach, CA 2. Sully-Miller Contracting Company, Brea, CA 3. All American Asphalt, Corona, CA 4. Spiess Construction Co., Santa Marica, CA 5. Toro Enterprises, Inc., Oxnard, CA 6. Vido Samarzich, Inc., Alta Loma, CA
Upon review of the bid documents, Staff finds Excel Paving Company to be the lowest responsible bidder. The bid of Excel Paving Company in the amount of $4,046,874.90 is 10% below the Engineer's Estimate of $4,500,000.
In addition, Staff recommends a reserve for contingencies for this project in the amount of $505,000 or approximately 12.5%. The contingency is based on previous experience and is commensurate with the nature of this project. This will allow us to account for any incidental work, and unforeseen field conditions that could be encountered during construction, and any resulting field modifications that may be necessary.
Staff has contacted the State of California Contractors State License Board and has found the licenses of Excel Paving Company and their sub-contractors to be current, active and in good standing. Additionally, Excel Paving Company was recently the prime contractor for the City's Central Avenue and Adjacent Streets Improvement Project. They completed this project in a satisfactory manner.
Pavement Rehabilitation
This project will utilize the Cold in-Place Recycling (CIR) method to rehabilitate Glendale Avenue pavement between Broadway and San Fernando Road, which uses the existing asphalt pavement to produce the reclaimed asphalt pavement (RAP) in-situ. RAP will be obtained by cold-milling and crushing the existing pavement to a specific aggregate size, which will be mixed with rejuvenating asphalt emulsion. This process will be performed in a single-pass "train" of equipment, and then laid directly down onto the road surface as a base pavement course.
CIR is an environmentally-friendly rehabilitation method minimizing air pollution since there will be no heat or fumes involved in the process; and, cost-effectively reusing the existing pavement thus eliminating transportation costs while reducing traffic disruption. Additionally, the roadway will be open to traffic almost immediately after the CIR RAP is compacted. A typical CIR project is approximately one-half to one-third the cost of traditional total reconstruction methods. Approximately, 8,854 tons of AC will be recycled using CIR method, and over 880 truck trips will be eliminated.
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This system has been successfully used in the Cities of Beverly Hills and Thousand Oaks recently. A variation of this system, Cold Central Plant Recycling, was used on the recently completed Central Avenue Improvements Project.
The roadway will be capped with Asphalt Rubber Hot Mix (ARHM) pavement. ARHM is composed of conventional asphalt concrete mixed with recycled tire rubber material. ARHM provides a longer service life than conventional asphalt concrete. It also provides a smoother and quieter ride while reducing the amount of scrap rubber tires buried in the landfills. As part of
· this project 13, 150 recycled tires will be used in the Asphalt Concrete.
Wastewater Capacity Improvement Program
Approximately 1,800 linear feet of 18-inch diameter and 150 linear feet of 21-inch diameter sewer mains will be installed as part of this project. This will complete the necessary sewer upgrade, which was started with the Palmer Avenue Sewer Upgrade project (completed in 2008).
In addition to upsizing the deficient sewer mains, approximately 370 linear feet of 8-inch sewer mains and 40 linear feet of 15-inch sewer mains will be repaired, and 812 linear feet of 8-inch sewer main will be lined in Glendale Avenue and side streets as part of this project.
Traffic Signal Improvements
Seven traffic signal systems along the project will be modified and improved to meet current standards, including installation of eight flashing beacons, which will improve the pedestrian safety crossing the streets.
Americans with Disabilities Act (ADA)
The proposed project includes improvements that will comply with current Federal ADA guidelines.
Community Outreach
On November 21, 2013, Staff held a community meeting to inform the area residents and business owners of the details of the upcoming project.
On January 23, 2014, staff met with Forest Lawn staff to discuss the addition of Shared Lane Markings "Sharrows" on Glendale Avenue between Los Feliz Road and Cerritos Avenue.
Project Schedule
The construction of this project is anticipated to begin in May 2014 and be completed by September 2014.
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FISCAL IMPACT
The estimated costs for implementing the Glendale Avenue Wastewater Capacity and Street Improvement Project are as follows:
Construction Bid Price Construction Contingency Construction Management Total
As part of this project, electrical and water facilities will be adjusted and the cost charged to Glendale Water and Power Electrical and Water Accounts.
The funding for this project has been allocated in the approved Capital Improvement Program in the following accounts and amounts:
Funding Source
• Glendale Avenue Rehabilitation • Glendale Ave. Wastewater Capacity • Electrical System Account • Maintenance of Potable Water Mains • Maintenance of Recycled Water Mains
Account
401-502-G51910 525-501-51831 552-931-43110-11877-UE182 572-951-43111 -11792-UW010 572-951-43111-11813-UW010 Total Project Cost
The construction, construction contingency and engineering of street improvement portions of the project is funded by the City's annual allocation of Surface Transportation Program - Local (STPL) funds through Caltrans (Federal Project No. 5144 (058)).
ALTERNATIVES
The alternatives relating to the proposed Motion Awarding a Construction Contract for the project are as follows:
Alternative 1:
Alternative 2:
Alternative 3:
EXHIBITS
Project Location Map
Approve the attached Resolution and Motion. The wastewater system, traffic signals system and pavement condition on Glendale Avenue will be improved.
Do not approve the attached Resolution and Motion. In this case, staff will request Caltrans to cancel funding for this project, and the sewer system will remain over loaded.
New Alternative. The City Council may consider any other alternative not proposed by staff.
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MOTION
Moved by Council Member , seconded by Council Member
______ , that Palp, Inc. dba Excel Paving Company is the lowest responsible
bidder for the Glendale Avenue Watewater Capacity and Street Improvement Project,
as described in Specifications No. 3490 and the bid of Excel Paving Company in the
amount of $4,046,874.90 be and hereby accepted, as recommended by the Director of
Public Works, and that all other bids be and are hereby rejected.
The Council further approves a reserve for contingencies in the amount of
$505,000. The City Manager or his designee is authorized to execute a construction
contract with Palp Inc. dba Excel Paving Company in the amount of $4,046,874.90,
subject to approval as to form by the City Attorney.
Vote as follows:
Ayes:
Noes:
Absent:
Abstain:
J:\FILES\DOCFILES\FACTFIND\bid award PW Palp Glendale Ave Wastewater.doc
B 1
PROJECT LOCATION MAP
GLENDALE AVENUE WASTEWATER CAPACITY AND STREET IMPROVEMENT PROJECT
SPECIFICATIONS NO. 3490 FEDERAL PROJECT NO. STPL-5144(058)
