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HomeMy WebLinkAboutMinutes 2018-07-25 @6:00MINUTES SPECIAL MEETING Cn �. .. c'�LIFOR�1� CITY COUNCIL 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, JULY 25, 2018 6:00 p.m. CALL TO ORDER TIME: 6:01 p.m. ROLL CALL PRESENT: Councilmembers Garbarino and Gupta, Mayor Pro Tern Matsumoto and Mayor Normandy. EXCUSED: Councilman Addiego. AGENDA REVIEW None. PUBLIC COMMENTS - comments are limited to items on the Joint Special Meeting None. ADMINISTRATIVE BUSINESS Report regarding a study session on a proposed residential parking permit program. (Justin Lovell, Public Works Administrator, Public Works Department) Public Works Administrator Lovell presented the staff report recommending that Council review and provide direction on the proposed residential parking permit program. He provided a brief history detailing background on the issue as follows: In September 2002, the City Council adopted an ordinance adding Chapter 11.70 regarding preferential parking areas to mitigate concerns of overflow BART parking. As a result, the City established a preferential parking area in Buri Buri, Sunshine Gardens and the Promenade neighborhoods. The preferential parking rules allow vehicles without a permit to park for three (3) hours. Vehicles with a permit can park for up to 72 hours without moving. In late 2014, concerns about residential parking prompted the Police Department to conduct a study in January and February 2015 to examine the effectiveness of the preferential parking area in the Buri Buri, Sunshine Gardens, and Promenade neighborhoods. hi May 2015, the Police Department and Public Works Department found that there was no issue with BART overflow parking in the preferential parking area as the majority of vehicles chalked were owned by residents of the neighborhood. At the March 6, 2017 City Council retreat, issues regarding residential parking were identified. Public Works staff agreed to revisit the creation of the residential parking permit program to mitigate residential parking concerns. On May 9, 2017, residents from the Historic Old Town Homeowners /Renters Association (HOTHRA) attended the Parking Place Commission meeting to address their concerns about parking within their neighborhood. Staff met with the Environmental Standing Committee of the City Council on May 30, 2017 to review the proposed residential parking permit program. At the conclusion of the meeting, the Environmental Standing Committee directed staff to continue studying neighboring cities' existing programs to determine the best option for the residents of South San Francisco. Administrator Lovell ran through the results of the study noting that staff created a draft Residential Parking Permit Program (RPPP) as a result of the study and the parking concerns raised. The draft, which was attached to the staff report, provided a framework that required neighborhood participation and the identification of a parking impact generator, such as a high school, transit station, shopping district, hospital, etc. The draft RPPP was intended for use in single family and multi- family neighborhood areas to restrict parking to a maximum of two (2) hours unless a residential parking permit is displayed. If a neighborhood requests an RPP designation, staff would work with the neighborhood to make a recommendation on whether the Public Works Director should approve or deny the request for a RPPP. If the request for a RPPP zone was approved, staff would mail letters to the residents within the proposed permit parking area to inform of the results and notify of the new requirements for on- street parking within the RPPP area. Residents would have 30 calendar days to appeal the decision of the Public Works Director. Administrator Lovell closed his report and sought Council's direction on whether to move forward with actions necessary to implement the program. After hearing Administrator Lovell's report, Council discussed the option and decided that it would not move forward with the program at this time. Drawbacks related to practical implementation, enforcement and inability to meaningfully address the concerns at issue were cited. For example, many home have five (5) vehicles. If permits for only two (2) -three (3) vehicles are authorized, the actual issue of too many cars per home is not addressed and continues to impact the neighborhood. Mayor Normandy summarized the consensus of Council, which was "no interest in pursuing the program at this time." She believed the issue might be relevant again and revisited after District Elections are implemented in 2020. SPECIAL MEETING JULY 25, 2018 MINUTES PAGE 2 2. Report regarding a resolution approving an amendment to the Consulting Services Agreement with Wittman Enterprises, LLC, in an amount not to exceed $280,000 and approving Budget Amendment No. 19.002 increasing the Fire Department operating budget in the amount of $75,000. (Richard Walls, Emergency Medical Services Chief) 2a. Resolution No. 116 -2018 approving an amendment to the Consulting Services Agreement with Wittman Enterprises, LLC. in an amount not to exceed $280,000 and approving Budget Amendment No. 19.002 increasing the Fire Department operating budget in the amount of $75,000. Emergency Medical Services Chief Walls presented the staff report recommending that Council adopt a Resolution increasing the City's contract authority and associated funding for a fee for services ambulance billing contract with Wittman Enterprises. Chief Walls explained the current contract authority is limited to $175,000; staff recommended raising that to $280,000. This has become necessary because the collected ambulance revenue has outperformed projections. There is also a significant one (1) -time revenue boost from reprocessing accounts previously held by Novato. Therefore, the Department recommended the budget amendment in the amount of $75,000 to cover the 4 -1/2% Wittman fee. Staff believed that all outstanding revenue from previous billers would be collected during the fiscal year and forecasting of advance revenues and relative expenses would shortly become more stable. Councilman Gupta queried the revenue flow structure. Assistant City Attorney Mattas replied the funds had to be collected before Wittman could be paid. Motion—Councilman Garbarino /Second — Councilman Gupta: to approve Resolution No. 116 -2018. Approved by the following roll call vote: AYES: Councilmen Garbarino and Gupta; Mayor Pro Tem Matsumoto and Mayor Normandy; NAYS: None; ABSTAIN: None. ABSENT: Councilman Addiego. 3. Report regarding a resolution approving a consulting services agreement for the Wet Weather and Digester Improvements Project at the Water Quality Control Plant with Carollo Engineers of Walnut Creek, California in an amount not to exceed $3,954,860, authorizing a total construction management budget of $4,350,346, and authorizing the City Manager to execute the agreement(Eunejune Kim, Director of Public Works, Richard Cho, Senior Civil Engineer and Brian Schumacker, Plant Superintendent) 3a. Resolution No. 117 -2018 approving a consulting services agreement for the Wet Weather and Digester Improvements Project at the Water Quality Control Plant with Carollo Engineers of Walnut Creek, California in an amount not to exceed $3,954,860, authorizing a total construction management budget of $4,350,346, and authorizing the City Manager to execute the agreement. Public Works Director Kim introduced the staff report recommending that Council adopt a Resolution approving a consulting services agreement for the Wet Weather and Digester Improvements Project at the Water Quality Control Plant with Carollo Engineers of Walnut Creek, California in an amount not to exceed $3,954,860, authorizing a total construction management budget of $4,350,346, and authorizing the City Manager to execute the agreement. Director Kim advised the City Council approved award of a construction contract to Flatiron on July 11, 2018. Carollo is the engineer of record for this project. The SPECIAL MEETING JULY 25, 2018 MINUTES PAGE 3 purpose of the project is to increase the full treatment capacity from 10 million to 40 million gallons per day while also improving.the efficiency and reliability of the facility. The design process for the proposed improvements required reevaluation of the whole system to carefully engineer modifications to major components of the facility including conveyance, storage, treatment, and control systems. Director Kim introduced Project Manager Steve Tarantino to further present the proposal. Project Manager Tarantino addressed Council. He emphasized the significance of teamwork on this project. He identified the team as the contractor — Flatiron West, the construction manager — Kennedy Jenks, and the design engineer — Carollo Engineers. That team is formed to implement the Carollo project design. This was a very complex project; there were 2500 pages of specifications and 350 sheets, all of which had to be brought together. The construction manager would be responsible for making sure the contractor is complying with the plans- that their methods of putting together pipe, pouring concrete, compacting soil are all done according to the plans and specs. The role of the engineer of record during construction is to assure quality control performance, which means that all of the items actually being installed are exactly what was specified. The engineer, as part of his/her scope of work, also participates in preparing an operations manual and trains the staff on the use of the facility. The control systems are now extremely sophisticated, so effective training is very important. Putting all of this together, the City gets a well - functioning plant, trained operations staff and will have wisely spent its $50 million construction dollars. Mr. Tarantino acknowledged Rick Chan of Carollo Engineering and WQCP plant Superintendent Schumacker in attendance and invited Council's questions. Councilman Gupta queried the means of resolving disagreements between the project team and the builder and /or engineer. Mr. Tarantino responded that a disagreement would go to Kennedy Jenks first, as the construction manager. Kennedy Jenks would agree with the contractor to look at the plans and resolve the issue. Sometimes it's not resolvable —maybe the construction manager thinks something, the contractor thinks another thing, the designer thinks something else. In that case, it would be presented to Mr. Tarantino as the project manager. Councilman Gupta queried whether the conflict resolution process is an extra expense. Mr. Chan of Carollo responded that this activity is included as part of the project's budget. The construction budget for the engineered services assumes the costs for the construction manager responding to requests. Mayor Pro Tem Matsumoto stated she had no issue with Carollo. However, she was troubled by the process. Carollo designed this project and the bid states that the work can only practically be performed by Carollo's design engineer. She believed that Carollo basically built itself another contract for $4,000,000. Accordingly, she would be voting no. Councilman Garbarino acknowledged that the contract appeared to be locked in as a sole source. He would support the resolution because the project needed to move forward, but he was concerned. Mr. Tarantino responded by noting the impact of liability on bids for the project. He stressed that at issue was a very complicated set of plans and specifications. It would be extremely difficult for another firm to come in and digest the plans and specs and take responsibility for them. He opined that no engineer SPECIAL MEETING JULY 25, 2018 MINUTES PAGE 4 wanted to take on that kind of liability without a substantial fee. He understood the Mayor Pro Tern's point and Councilman Garbarino's concern, but concluded that the liability associated with digesting the plans and the expense associated with the learning curve on that issue, could have pushed other potential bidders out. Councilman Garbarino thanked Mr. Tarantino for this explanation. Public Works Director Kim advised that the more complex a project is, the more important it is to have the engineer of record there to provide engineering services during construction, review requests for information and shop drawings and materials. Motion—Councilman Gupta/Second—Councilman Garbarino: to approve Resolution No. 117 -2018. Approved by the following roll call vote: AYES: Councilmen Garbarino and Gupta and Mayor Normandy; NAYS: Mayor Pro Tern Matsumoto; ABSTAIN: None; ABSENT: Councilman Addiego. 4. Report regarding a resolution approving a consulting services agreement with Metropolitan Planning Group of Campbell, California for staff augmentation services in an amount not to exceed $130,000, authorizing the City Manager to execute the agreement, and authorizing a total budget of $130,000. (Tony Rozzi, Principal Planner) 4a. Resolution No. 118 -2018 approving a consulting services agreement with the Metropolitan Planning Group of Campbell, California for staff augmentation services in an amount not to exceed $130,000, authorizing the City Manager to execute the agreement, and authorizing a budget of $130,000. Principal Planner Rozzi presented the staff report recommending that Council adopt a resolution approving a consulting services agreement with the Metropolitan Planning Group (M Group) of Campbell, California for staff augmentation services in an amount not to exceed $130,000, authorizing the City Manager to execute the agreement, and authorizing a budget of $130,000. He noted that the Planning Division had received a rather large volume of applications over the last two (2) fiscal years and because of the stretch on staff, it conducted an RFP last fiscal year for staff augmentation by planning firms. M Group was selected through a competitive process and the City executed a small contract with it for last fiscal year. Staff was now asking that the Council consider a full contract for up to full time work with the M Group providing staff augmentation for $130,000. He invited Council's questions, but there were none. Motion — Councilman Garbarino /Second — Councilman Gupta: to approve Resolution No. 118 -2018. Approved by the following roll call vote: AYES: Councilmen Garbarino and Gupta, Mayor Pro Tem Matsumoto and Mayor Normandy; NAYS: None; ABSTAIN: None; ABSENT: Councilman Addiego. ADJOURNMENT. Being no further business, Mayor Normandy adjourned the meeting at 6:50 p.m. o ed: �L it i o 'Van Mayor SPECIAL MEETKG JULY 25, 2018 MINUTES PAGE 5