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Home My WebLink AboutMinutes 2018-01-24 @6:00MINUTES SPECIAL MEETING y CITY COUNCIL cAIIFOR�IA OF THE CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, California 94083 Meeting to be held at: MUNICIPAL SERVICES BUILDING COUNCIL CHAMBERS 33 ARROYO DRIVE SOUTH SAN FRANCISCO, CA WEDNESDAY, JANUARY 24, 2018 6:00 p.m. CALL TO ORDER TIME: 6:00 p.m. ROLL CALL PRESENT: Councilmembers Addiego, Garbarino and Gupta, Mayor Pro Tem Matsumoto and Mayor Normandy. ABSENT: None. AGENDA REVIEW None. PUBLIC COMMENTS - comments are limited to items on the Special Meeting _ Agenda. None. ADMINISTRATIVE BUSINESS 1. Report regarding the Community Civic Campus project quarterly report for Quarter 2 Fiscal Year 2017/2018. (Marian Lee, Assistant City Manager and Dolores Montenegro, Kitchell Program Manager) Ms. Montenegro, Program Manager for the Community Civic Campus Project, of Kitchell, delivered the project quarterly report to Council. She advised that the biggest and most important decision had been made when Council selected the Smith Group JJR, Inc. as the preferred Master Architect on the project. The procurement was nearly complete as staff had successfully negotiated the scope, fee and schedule of the agreement. Other major accomplishments included completion of the state environmental process. Public comments were collected on the Draft Final Supplemental Environmental Impact Report (SEIR) and the Final SEIR was published in November. The final SEIR was certified by Council at a public hearing on December 13, 2017. Ms. Montenegro set forth milestones for the upcoming quarter as follows: (1) Issuance of the Notice to Proceed to Master Campus Architect; (2) Community Engagement and Design Charrettes with Master Campus Architect; (3) Start of negotiations with the Building Trades Council for implementation of a Project Labor /Stabilization Agreement; and (4) Start of discussions with BART for an easement agreement. Councilman Gupta stated he was looking forward to the use of charrettes for the project. Councilman Addiego expressed enthusiasm regarding the proposed design. 2. Report regarding a resolution approving a consultant agreement with the Smith Group JJR for Master Architect Professional Services for the Community Civic Campus project in the amount not to exceed $18,644,000 for basic services, $692,000 for contingency and $883,000 for optional services. (Marian Lee, Assistant City Manager and Dolores Montenegro, Kitchell Program Manager) 2a. Resolution No. 15 -2018 approving a consultant services agreement with the Smith Group JJR, Inc. of San Francisco, California for master architect services for the Community Civic Campus project in the amount not to exceed $18,644,000 for basic services, $692,000 for contingency and $883,000 for optional services for a term through December 31, 2022 and authorizing the City Manager to execute said agreement. Assistant City Manager Lee presented the staff report recommending that Council approve a consultant services agreement with the Smith Group JJR, Inc. of San Francisco, California for Master Architect services for the Community Civic Campus project in the amount not to exceed $18,644,000 for basic services, $692,000 for contingency and $883,000 for optional services for a term through December 31, 2022 and authorizing the City Manager to execute said agreement, areas of library and recreational programming. Ms. Lee advised that staff finalized the scope, cost, and schedule negotiations with Smith Group and outlined the key schedule milestones assumed in the agreement through 2022. She stated that The budget assumes that the total project delivery method would be design bid build (DBB). Although staff s original recommendation was to DBB the Library and Recreation facility and Design Build the Police and Fire facilities, given discussions with Smith Group, the most likely sequencing of construction and department relocation and the need for a holistic approach to campus development, staff believed it made the most sense to pursue the total campus project as a DBB project. The proposed fee breakdown was presented, which included a recommended $748,000 for optional LEED Certification. Mayor Pro Tem Matsumoto queried the point at which it was appropriate for Council to chime -in regarding LEED status. She stated that Council confronted the issue with respect to the Joseph A. Fernekes Recreation Building and decided not to pursue certification as it was cost prohibitive. She further advised that Council had successfully utilized charrettes in the past. Assistant City Manager Lee advised Council should provide guidance regarding LEED status within the first three (3) months of the agreement. Councilman Gupta commented on the significance and uniqueness of the project concerning multiple stakeholders throughout the community. He believed community engagement would be of utmost SPECIAL CITY COUNCIL MEETING JANUARY 24, 2018 MINUTES PAGE 2 importance and recommended a newsletter dedicated to project updates. He supported considering LEED certification of the project. Councilman Addiego noted pragmatism would have to be the guide in terms of seeking LEED certification. In response to a question from Mayor Pro Tem Matsumoto regarding funding over the $9 million annually from Measure W taxes, Finance Director Lee advised overages would be financed with bond proceeds that would start being realized three (3) years after issuance. Motion — Councilman Garbarino /Second — Councilman Addiego: to approve Resolution No 15 -2018. Unanimously approved by roll call vote. 3. Report regarding a resolution authorizing the City Manager to approve the first amendment to the consulting services agreement with Bellecci & Associates of Pleasanton, California for design of the Underground Utility District Rule 20A Antoinette Lane Project (Project No. st1702) to increase the not to exceed amount from $57,332 to $225,244 for a total budget of $258,826. (Sam Bautista, Principal Engineer) 3a. Resolution No.16 -2018 authorizing the City Manager to approve the first amendment to the consulting services agreement with Bellecci & Associates of Pleasanton, California for design of the Underground Utility District Rule 20A Antoinette Lane Project (Project No. stl702) to increase the not to exceed amount from $57,332 to $225,244 for a total budget of $258,826. Principal Engineer Bautista presented the staff report recommending that Council adopt a resolution authorizing the City Manager to approve the first amendment to the consulting services agreement with Bellecci & Associates of Pleasanton, California for the Underground Utility District Rule 20A Antoinette Lane Project to increase the not to exceed amount from $57,332 to $225,244 for a total budget of $258,836. Engineer Bautista advised the Underground Utility District 20A Antoinette Lane Project was included in the Fiscal Year 2016 -17 Capital Improvement Program to remove the overhead power and communication utilities along the frontage of the planned Community Civic Center Campus and Police Department. After several hearings on the matter, Council adopted Municipal Ordinance No. 1540 -2017 on July 26, 2017 to formally establish the District in accordance with California Public Utilities Commission Rule 20A. This ordinance specified that the City would serve as the Lead Agent responsible for coordinating the project with PG &E, AT &T, and Comcast (Utilities), leading the design development and contracting for construction. The proposed first amendment adds scope and budget for the final phase of design work. The amendment will allow the consultant to prepare the Joint Trench Composite Drawings and Form B cost estimate allocation. It further includes scope and budget for construction phase engineering support. The consultant estimates that it can complete the design work by October 2018, to allow the City to offer the Project for construction bids in November 2018. The construction period would be roughly six (6) months and should be complete in mid -2019. Motion — Councilman Garbarino /Second — Councilman Addiego: to approve Resolution No. 16-2018. Unanimously approved by roll call vote. ADJOURNMENT SPECIAL CITY COUNCIL MEETING MINUTES JANUARY 24, 2018 PAGE 3 Being no further business, Mayor Normandy adjourned the meeting at 6:44 p.m. Submitted: City 0 City 0 oue , tancisco Ce S SPECIAL CITY COUNCIL MEETING MINUTES Approved: Liza Normandy, MayoL�r " City of South San Francisco JANUARY 24, 2018 PAGE 4