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Home My WebLink About2005-11-30 e-packet ~'t1l S:1-N ~;f o ("l >-. (;; B g C' -:-.~ 4lIF01t~ SPECIAL MEETING 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: MlJNICIPAL SERVICES BlJILDING CITY COUNCIL COMMUNITY ROOM 33 ARROYO DRIVE WEDNESDAY, NOVEMBER 30, 2005 6:30 P.M. NOTICE IS HEREBY GIVEN, pursuant to Section 54956 of the Govermnent Code of the State of California, the Redeveloplnent Agency and City Council of the City of South San Francisco will hold a Special Joint Meeting on Wednesday, the 30th day of November, 2005, at 6:30 p.m., in the Municipal Services Building, COlnlnunity ROOln, 33 Arroyo Drive, South San Francisco, California. Purpose of the meeting: 1. Call to Order 2. Roll Call 3. Public COlnlnents - comments are limited to items on the Special Meeting Agenda 4. Resolution authorizing an mnendlnent to the City Clerk's cOlnpensation package 5. Resolution authorizing staff to prepare plans, specifications and bid doculnents and to advertise for bids for a proposed fire training tower and emergency operations center/classroOln building and to prepare contract dOCUlnents for the purchase of a fire simulation system 6. Adjounm1ent taff e ort AGENDA ITEM #4 DATE: Novelnber 30, 2005 TO: The Honorable Mayor and City Council FROM: Steven T. Mattas, City Attorney SUBJECT: RESOLUTION AUTHORIZING AN INCREASE TO THE CITY CLERK'S COMPENSATION PACKAGE RECOMMENDATION: The City Council's City Clerk-subcommittee, consisting of Mayor Green and Councilmember Garbarino recommends that the City Council adopt a resolution increasing the City Clerk's salary by 5.970/0 and increasing the number of hours available to the City Clerk for administrative leave by 40 hours per fiscal year. BACKGROUND/DISCUSSION: 1. Salary The City Clerk was appointed to her position in January 1999. In November of 2000, a survey was conducted using standard cOlnparison cities and survey Inethodology to calculate the Inarket average for salaries for the City Clerk position. At that tilne, the South San Francisco City Clerk's salary was adjusted to the Inarket rate. A silnilar Executive Managelnent Total COlnpensation Survey was conducted in September 2005 using standard comparison cities. The results of this survey are attached to this report as Exhibit 1. The Executive Managelnent Total Compensation Survey reveals that the South San Francisco City Clerk's salary is 5.97% below market. The City Council City Clerk sub-comlnittee, consisting of Mayor Green and Councihnelnber Garbarino therefore recomlnend that the salary of the City Clerk position be increased by 5.97% and the incumbent's salary be increased by a corresponding 5.97%. 2. Administrative Leave Under the Executive Managelnent COlnpensation Plan the City Clerk is currently allowed 80 hours per fiscal year of Administrative Leave. If unused, these hours cannot be carried over to the next fiscal year. Subject: Resolution Authorizing An Increase To The City Clerk's COlnpensation Package November 30, 2005 Page 2 The City Clerk is requesting that the nUlnber of hours allowed to the City Clerk for adlninistrative leave be increased by 40 hours per fiscal year for a total of 120 hours per fiscal year. The City Clerk sub- cOlnlnittee supports this request and recolnlnends that the number of Adlninistrative Leave hours allowed the City Clerk be increased by 40 hours per fiscal year. This change would result in a net increase of administrative leave hours for this fiscal year in the mnount of 20 hours. The attached resolution authorizes the two changes recommended by the City Clerk Subcolnlnittee. By: Steven T. Mattas, City Attorne By: / Attachments: Executive Managelnent Total COlnpensation Survey Septelnber 2005 #793438vl RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION AUTHORIZING AN INCREASE TO THE CITY CLERK'S COMPENSATION PACKAGE WHEREAS, the City Council sub-cormnittee recommends effective the pay period including 1/1/06, to increase the City Clerk salary range by the Inarket, which is 5.97 %, as well as increase the inculnbent's pay by that SaIne amount; and WHEREAS, the City Council sub-committee recOlmnends effective the pay period including 1/1/06, to increase the number of hours of adlninistrative leave available to the City Clerk by 40 hours per fiscal year. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco that the City Council hereby authorizes an 5.97 percent increase to the salary of the City Clerk effective January 1, 2006 and also increases the number of hours of adlninistrative leave available to her for that position by 40 hours per fiscal year effective as of January 1, 2006. * * * * * I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the 30th day of November, 2005 by the following vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: City Clerk 5/2005 City of South San Francisco Executive Management Total Compensation Survey September 2005 City Cterk Unifo m Agency PERS TiUe ElI Expires 1213110~ (l11l05- :2. None) 7/ln004 Unknown 6/1912005 Unknown 7/1/2003 Unknown 7/1/2004 Unknowll 8/14/2005 Unknown 4/812002 Unknown Total Spec Benefit Prof Dev Auto Lv Long LTD Life Dental Vision I Med Def Comp $165 EPMC Rang $8.9811 $8,776 $8.890 $8,608 $8.175 $8,493 $8.249 7/1/2004 Unknown 2/712005 Unknown $12.304 $10;128 $0 $61 $892 $776 $0 $0 $0 $1,578 $1,023 $8,308 $6.9711_ eit\' Cler~ City ClerJs Citv Clerk Agenc)' Unknown 98.020 13,038 5.97% $1,514 $1;329 .!?,2671 $6,684 Pacifica DaJ.YidtY.. TOlal 75th taff ort AGENDA ITEM #5 DATE: November 30, 2005 TO: Honorable Mayor and City COlUlcil FROM: Steven T. Mattas, City Attorney Philip D. White, Fire Chief SUBJECT: AUTHORIZATION TO PREP ARE PLANS, SPECIFICATIONS, BID DOCUMENTS AND ADVERTISE FORBIDS FOR PROPOSED FIRE TRAINING TOWER AND EMERGENCY OPERATIONS CENTER/CLASSROOM BUILDING AND TO AUTHORIZE A SOLE SOURCE PURCHASE OF THE DRAGER FIRE SIMULATION SYSTEM RECOMMENDATION It is recommended that the City Council authorize staff (1) to prepare plans, specifications and bid documents and place advertisements for the competitive bid of a prefabricated fire training tower and an emergency operations center/classroom building and (2) make a sole source purchase of the Westec Insulating System and the Drager f'we simulation system, contingent upon the availability of sufficient Redevelopment Agency bond monies in early 2006. BACKGROUND/DISCUSSION The Fire Department currently lacks facilities and equipment to train its personnel in the complicated area of fire suppression and rescue efforts in multi-story structures. The Fire Department also lacks an adequate emergency operations center and classroom facilities. To remedy these deficiencies, staff requests authorization to prepare plans, specifications and bid documents and to place advertisements for a proposed five-story fITe training tower and an emergency operations center/classroom building ("Classroom Building") at the Fire Station 61 Project Site. The construction and installation of the training tower and the Classroom Building would each be put out to separate competitive bids. Staff also recommends the sole source purchase of the fITe simulation system by Drager Safety Systems, Ltd. Under Public Contract Code S 3400(b), the City may designate a project component or piece of equipment by a particular brand name or trade name in order to (i) obtain a necessary item that is only available from one source or (ii) match other products in use on a particular public improvement either completed or in the course of completion. Staff Report Subject: Authorize to Prepare Plan, Specifications, Bid Documents and Advertise for Bids for Proposed Fire Training Tower and Emergency Operations Center/Classroom and to Authorize a Sole Source Purchase of the Drager Fire Simulation System Page 2 Consistent with this statute and based on the Fire Department's substantial experience, research and analysis, staff recommends the sole source designation of the Westec Insulating System, which staff desires to be used in the fITe training tower. This product is the only available heat shielding component that can be bolted to existing prefabricated walls. Only the Westec Insulating System can withstand temperatures of up to 1850 degrees F and fITe stream pressures of 100 PSI at a distance of one foot from the affected surface. This component is also the only available product for prefabricated walls that has the ability to withstand the repeated thermal shock present in training towers without cracking, fraying or spalling. The overall fire training tower project, would of course, be let out through the competitive bidding process. Staff also strongly recommends the sole source purchase of the Drager fire simulation system. The Fire Department currently trains its personnel 'with a car fire prop, flammable gas and vapor prop that all use the Drager fire simulation system. The controls used on each prop are therefore identical. For purposes of safety, simulation operator training, warranty review and maintenance, the Fire Department believes that it is crucial for the Fire Department to match the existing Drager simulation equipment in its proposed fITe tower with that in its other training props. Fire tower training would occur on the same Fire Station 61 site and would commonly be performed back to back with training on other training props. This sole source purchase shall not exceed $605,000 and shall be contingent' upon available funds. The City Attorney believes that the above information provides sufficient grounds to designate a specific supplier of insulation systems for the fire tower and to sole source purchase a Drager fITe simulator. Finally, staff proposes that the Classroom Building, fITe training tower and Drager fITe simulation system would be funded solely by Redevelopment Agency bond monies. This bond issuance is scheduled for early 2006. Total expenditures for all three projects shall not exceed $2,900,000. If Council decided to defer funding these projects to the second bond issuance in 2006-07 the costs are likely to increase. This could be due to inflationary pressures on materials and labor costs as well as interest rates. Already the cost for the training tower has increased by $218,000 from a year ago when the initial bids were obtained. Bond costs could rise as well. While no one can predict interest rates one week out, let alone a year out, it is generally expected that interest rates are rising, but again, no one can predict how much. If one assumes that interest rates will rise roughly .5%, between now and the time of the next potential bond issuance one year from now, then the cost of deferring the fire training tower and classroom would result in raising debt service by about $5,000 per year. Over the 20 year life of the bond this would increase the interest costs of these projects by approximately $100,000. To be fair, if for some reason interest rates fell between now and next year, which is not expected, the cost of debt service would actually. decline. Staff Report Subject: Authorize to Prepare Plan, Specifications, Bid Documents and Advertise for Bids for Proposed Fire Training Tower and Emergency Operations Center/Classroom and to Authorize a Sole Source Purchase of the Drager Fire Simulation System Page 3 If the City Council decides to fund these projects with funds from the frrst bond issuance the projected time line would be as follows: 1. Preparation of specifications to be completed by: 2. Issuance of notices to solicit bids to occur on: 3. City Bid opening to occur on: 4. Council to award construction contract allowing City Manager to execute contracts for the City of South San Francisco: December 14, 2005 December 15, 2005 February 7, 2006 February 22, 2005 By: n i~...:T< I~W Steven T. Mattas, City AttoIDrY ~j){;" r &~ t: ~ Philip D. WMfte, Fire Chief By: Attachment: Resolution RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION AUTHORIZING STAFF TO PREPARE PLANS, SPECIFICATIONS, AND BID DOCUMENTS AND TO ADVERTISE FOR BIDS FOR A PROPOSED FIRE TRAINING TOWER AND EMERGENCY OPERATIONS CENTER! CLASSROOM BUILDING AND TO PREPARE CONTRACT DOCUMENTS FOR THE PURCHASE OF A FIRE SIMULATION SYSTEM WHEREAS, the City Council/Redevelopment Agency has approved the issuance of redevelopment bonds in early 2006, thereby making available monies and funds for the purchase and installation of a new fire training tower, tower fire simulation equiplnent and an emergency operations center/classroom building for the Fire Station 61 Project Site, located at 91 South Spruce Street, South San Francisco, California; and WHEREAS, the City is now ready to proceed with the preparation of plans, designs and specifications for the competitive bidding of the purchase and installation of said fire tower and the elnergency operations center/classroom building; and WHEREAS, the City has designed and has already constructed areas for simulated car fire, flammable gas or vapor and interior structural fire training on the Fire Station 61 Project Site; and WHEREAS, all such current simulations used by the Fire Department and that shall occur on the Fire Station 61 Project Site all utilize the fire simulation and control systems manufactured by Drager Safety Systems, Ltd.; and WHEREAS, California Public Contract Code Section 3400(b) permits general law cities to suspend competitive bidding and to make sole source purchases of products or equipment in order to match other products in use on a particular public improvement either completed or in the course of completion or to obtain a necessary item that is only available from one source; and WHEREAS, after thoroughly reviewing and studying the equipment available from companies that specialize in the construction and sale of insulating systems for fITe training structures, staffhas determined that only one product, the Westec Insulating System, meets the City's needs and concerns with respect to durability, health and safety and available warranties; and WHEREAS, after thoroughly reviewing and studying the available data, the Fire Department has determined that matching the proposed Drager fire simulation system with other existing simulators that shall be used on the Station 61 Proj ect Site is crucial for Fire Department personnel safety, operator training, warranty review and equipment maintenance. 792903-1 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco that staff is authorized to prepare plans, specifications and bid documents and place advertisements for the competitive bid of a prefabricated fire training tower and an emergency operations center/classroom building. BE IT FURTHER RESOLVED that the City Council hereby finds that all of the recitals set forth above are true and correct to the best of its knowledge, and based on said finding, determines that staff may designate the Westec Insulating System as a required component in its specifications for the training tower in accordance with the Public Contract Code Section 3400 exception for components or equipment available from a sole source. BE IT FURTHER RESOLVED that the City Council hereby finds that all of the recitals set forth above are true and correct to the best of its knowledge, and based on said finding, determines that, as to the purchase of the Drager fire simulation system, the formal bid procedures set forth in the South San Francisco Municipal Code may be dispensed with in accordance with the Public Contract Code Section 3400 exception for components or equipment available from a sole source. BE IT FURTHER RESOLVED that the City Manager is hereby authorized to enter into an agreement for the purchase of said fire simulation equipment from Drager Safety Systems, Ltd., in an amount not to exceed $605,000 upon the availability of funds from the issuance of Redevelopment Agency bond monies. * * * * * I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a meeting held on the_ day of , 2005 by the following vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: City Clerk 792903~1