HomeMy WebLinkAboutMinutes 2016-06-22 @5:30 MINUTES
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SPECIAL MEETING
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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, JUNE 22, 2016
5:30 P.M.
Call to Order. TIME: 5:31 P.M.
Roll Call. PRESENT: Councilmembers Garbarino, Matsumoto and
Normandy, Vice Mayor Gupta and Mayor
Addiego.
ABSENT: None.
Agenda Review.
None.
Public Comments—comments are limited to items on the Special Meeting Agenda.
None.
ADMINISTRATIVE BUSINESS
1. 16-250 Treasurer's Report- Resolution approving the Treasurer's Investment Policy for Fiscal
Year 2016-2017 (Hon. Frank Risso)
1 a. Resolution No. 66-2016 approving the Treasurer's Investment Policy for Fiscal Year
2016-2017.
City Treasurer, Hon. Frank Risso, presented the staff report recommending that Council adopt a
resolution approving the Investment Policy for Fiscal Year 2016-17. He stated that the California
Government Code requires that the City's Investment Policy be reviewed and approved each fiscal
year to incorporate new regulations affecting the City's investment program and other changes that the
City Treasurer wishes the Council to authorize, if any. The proposed Policy for FY 2016-17 was
unchanged from the previous year. He recommended that the City continue to follow the existing Policy
to maintain a diversified investment portfolio. This plan would help realize the objective of minimizing
risk while maximizing return on investment. Accordingly,his recommendation was a continuation of the
Policy in effect for fiscal year 2015-2016.
Councilwoman Matsumoto queried who reviewed the document.
Treasurer Risso stated that he and Finance Director Lee had reviewed it.
Councilwoman Matsumoto asked the identity of the Deputy Treasurer.
Treasurer Risso responded that Finance Director Lee was the Deputy Treasurer.
Motion—Vice Mayor Gupta/Second—Councilwoman Matsumoto: to approve Resolution No. 66-2016.
Unanimously approved by voice vote.
2. Report of resolution approving a shuttle services agreement with PCAM, LLC in an amount not to
exceed$430,000 for the operations of the South City Shuttle for the period July 1,2016 through June 30,
2018. (Justin Lovell, Public Works Administrator)
2a. Resolution No. 67-2016 approving a shuttle services agreement with PCAM,LLC in an amount
not to exceed $430,000 for the operations of the South City Shuttle for the period July 1, 2016
through June 30, 2018.
Public Works Administrator Lovell presented the staff report recommending that Council adopt a
resolution approving a Shuttle Services Agreement with PCAM, LLC in an amount not to exceed
$430,000 for the operations of the South City Shuttle for the period July 1,2016 through June 30,2018.
Administrator Lovell presented a PowerPoint describing the operations of the South City Shuttle Service
since it began running in 2014. On June 30, 2016, the current Measure A funding through the
Transportation Authority ("TA") for the Shuttle Program would end. Based on a February 2016
application, the City was awarded an additional two (2)years of funding from the TA in the amount of
$360,507. Kaiser Hospital also contributed $5000. Staff issued a Request for Proposals for operation of
the Shuttle Service and received two(2)responses.The proposals were rated on price,qualifications and
the ability to provide low floor and/or alternative fuel vehicles.Based on this review,staff recommended
awarding the agreement to PCAM, LLC.
Vice Mayor Gupta commented on the success of Shuttle Service Program. He advised of helpful signage
in the South San Francisco BART Station that directed persons to the Shuttle's pick-up location.
Councilwoman Matsumoto commented on the substantially expanded ridership and noted that at certain
times and locations the shuttle was completely full. She noted that the senior population and students
were greatly served by the shuttle.
Mayor Addiego queried the shuttle's peak hours.
Administrator Lovell advised the service is typically at its peak ridership in the morning and early to mid-
afternoon.
SPECIAL CITY COUNCIL MEETING JUNE 22,2016
MINUTES PAGE 2
Motion—Councilwoman Matsumoto/Second— Councilman Garbarino: to approve Resolution No. 67-
2016. Unanimously approved by voice vote.
3. Report regarding a resolution authorizing the City Manager to renew the existing Landscape
Maintenance Services Agreement with Frank and Grossman of San Francisco,CA for citywide landscape
maintenance services in an amount not to exceed $511,176 (Sharon Ranals, Director of Parks and
Recreation)
3a. Resolution No. 68-2016 authorizing the City Manager to renew the existing Landscape
Maintenance Services Agreement with Frank and Grossman of San Francisco, CA for citywide
landscape maintenance services in an amount not to exceed $511,176.
Director of Parks and Recreation Ranals presented the staff report recommending approval of a resolution
authorizing the City Manager to renew the existing Landscape Maintenance Services Agreement with
Frank and Grossman of San Francisco for Citywide Landscape Maintenance Services in an amount not to
exceed $511,176. Director Ranals advised the City contracts out for certain specialized landscape
maintenance services throughout the City.These specialized contracted services are necessary to keep up
with the extensive and varied landscape maintenance responsibilities to maintain safety and appearance.
In 2014,the City issued a formal Request for Proposals for specialized landscaping services for specified
locations and enhanced service levels.As a result of this process,Frank and Grossman Landscaping,Inc.
was selected. The Company's contract with the City included a stipulation that if mutually agreed upon,
the contract could be renewed. Staff recommended that the City Council adopt a resolution allowing a
one year extension of the contract based on the work that Frank and Grossman had done in the initial term
of service. The base bid on the contract was $457,000 with a 12% contingency for a total amount of
$511,000.
Councilwoman Normandy queried how Frank and Grossman's work was monitored.
Director Ranals advised that two(2)field level staff members oversee and inspect their work. Further the
Maintenance Program Manager, Samantha Haimovitch, meets with the Frank and Grossman staff
biweekly to discuss reports that have come in and areas where improvement is needed.
Councilwoman Normandy recommended against using extensions in future contracts.
Councilwoman Matsumoto commented favorably on Frank and Grossman's work and noted that having
the same provider ensures that its staff becomes familiar with the City's grounds and landscaping needs.
Vice Mayor Gupta queried how the drought impacted landscape maintenance.
Director Ranals advised that the drought had a profound effect on the ability to maintain medians and
other landscaped areas in the City. For example, ornamental turf medians could not be watered and
mowing frequency was reduced.
Mayor Addiego commented that his displeasure with landscaping in the City was directed more at the fact
that the product was old and reaching end of life. This had little to with the performance of the
maintenance provider.
SPECIAL CITY COUNCIL MEETING JUNE 22,2016
MINUTES PAGE 3
Motion—Councilman Garbarino/Second— Vice Mayor Gupta: to approve Resolution No. 68-2016.
Unanimously approved by voice vote.
CONSENT CALENDAR
4.Report regarding a resolution approving and awarding contracts for furnishing bulk process chemicals
at the Water Quality Control Plant for Fiscal Year 2016-2017; and authorizing the City Manager to
execute the necessary agreements (Brian Schumacker, Plant Superintendent)
4a. Resolution No.69-2016 approving and awarding contracts for furnishing bulk process chemicals
at the Water Quality Control Plant for Fiscal Year 2016-2017;and authorizing the City Manager
to execute the necessary agreements (Brian Schumacker, Plant Superintendent)
5. Staff Report regarding a resolution approving a consultant services agreement with Dysert
Environmental,Inc. for environmental sampling services in an amount not to exceed$90,000 annually,
for Fiscal Years 2016-2017,2017-2018 and 2018-2019,with an additional two(2)year extension option;
and authorizing the City Manager to execute the agreement (Andrew Wemmer, Environmental
Compliance Supervisor).
5a. Resolution No. 70-2016 approving a consultant services agreement with Dysert Environmental,
Inc. for environmental sampling services in an amount not to exceed $90,000.00 annually, for
Fiscal Years 2016-2017, 2017-2018 and 2018-2019, with an additional two (2) year extension
option; and authorizing the City Manager to execute the agreement
6. Staff Report regarding a resolution approving an environmental testing services agreement for
environmental laboratory testing services with Alpha Analytical Laboratories, Inc. in an amount not to
exceed $220,000 annually for Fiscal Years 2016-2017, 2017-2018 and 2018-2019, with two 1-year
extension options in 2019-2020 and 2020-2021; and authorizing the City Manager to execute the
agreement (Andrew Wemmer)
6a. Resolution No. 71-2016 approving an environmental testing services agreement for
environmental laboratory testing services with Alpha Analytical Laboratories,Inc.in an amount
not to exceed$220,000.00 annually for Fiscal Years 2016-2017,2017-2018 and 2018-2019,with
two 1-year extension options in 2019-2020 and 2020-2021; and authorizing the City Manager to
execute the agreement
7. Staff Report-A resolution awarding a construction contract to Interstate Grading and Paving,Inc. of
South San Francisco,California for the Brentwood Park Renovation and Pathway Improvement Project in
an amount not to exceed$717,000 and authorizing a total construction budget of$845,000(Sam Bautista,
Principal Engineer& Kathleen Phalen, Swinerton Management+ Consulting)
7a. Resolution No.72-2016 awarding a construction contract to Interstate Grading and Paving,Inc.of
South San Francisco, California for the Brentwood Park Renovation and Pathway Improvement
Project in an amount not to exceed $717,000 and authorizing a total construction budget of
$845,000
Item 4a.: Councilwoman Matsumoto commented that she would like for future staff reports to include the
dollar amount on the contract.
Items 5a and 6a: Councilwoman Normandy approved of the agreements, but did not care for the term
authorizing an additional two (2)year extension at the City Manager's discretion. She preferred such a
SPECIAL CITY COUNCIL MEETING JUNE 22,2016
MINUTES PAGE 4
decision to come back to Council. Council and staff agreed that this change could be accomplished and
the resolutions were so modified prior to approval.
Motion— Councilwoman Normandy/Second—Councilman Garbarino: to adopt the Consent Calendar
subject to revisions to items 5a. and 6a. striking the two (2) year extension option. Unanimously
approved by roll call vote.
CLOSED SESSION
8. Closed Session: Public Employee Performance Evaluation (Pursuant to Government Code Section
54957) Title: City Manager
Time entered Closed Session: 6:22 p.m.
Open Session resumed: 6:59 p.m.
Report out of Closed Session by Mayor Addiego: Direction given. No reportable action taken.
ADJOURNMENT
Being no further business, Mayor Addiego adjourned the meeting at 6:59 p.m.
Submitted: Approved:
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�':sta 4artinelh, ' ity erk Mark Addiego, Mayor
City of S. th S.• Fran 'sco City of South San Francisco
SPECIAL CITY COUNCIL MEETING JUNE 22,2016
MINUTES PAGE 5