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HomeMy WebLinkAboutMinutes 2020-01-08 @7:00MINUTES REGULAR MEETING A U O CITY COUNCIL c�L�FOA��P CITY OF SOUTH SAN FRANCISCO Meeting held at: MUNICIPAL SERVICES BUILDING COUNCIL CHAMBERS 33 ARROYO DRIVE SOUTH SAN FRANCISCO, CA WEDNESDAY, JANUARY 8, 2020 7:00 p.m. CALL TO ORDER 7:00 p.m. ROLL CALL Present: Councilmembers Matsumoto, Nagales, and Nicolas, Vice Mayor Addiego and Mayor Garbarino. PLEDGE OF ALLEGIANCE Boy Scout troop led the pledge of allegiance. AGENDA REVIEW No changes. ANNOUNCEMENTS FROM STAFF None. PRESENTATIONS 1. Presentation of New Employees. (Mich Mercado, Human Resources Manager) Human Resources Manager Mercado presented newly hired employees who introduced themselves to Council as follows: Angel Torres Senior Civil Engineer Veronica Ortiz Recreation and Community Services Program Coordinator Erin Wasterlain Communications Dispatcher Cindy Avila Assistant City Clerk Stephanie Skangos Associate Planner Gaspare Annibale Associate Planner Meeting recessed: 7:04 p.m. Meeting resumed: 7:20 p.m. PUBLIC COMMENTS None COUNCIL COMMENTS/REQUESTS Councilmember Nicolas wished staff and the community a Happy New Year. Vice Mayor Addiego applauded Mayor Garbarino's speech during the City Council Reorganization event and looks forward to serving with him and making South San Francisco a better place. Councilmember Matsumoto expressed her concern with parking on Antoinette Lane and the future impacts that development in the area would bring. She requested staff plan adequately to accommodate the tenants of the area and requested a parking plan for residents of the area. City Manager Futrell indicated that PG&E began a pipeline project in the area, not related to the City's project. He met with property managers and distributed flyers to residents informing them of future work in the area. He will work with staff to prepare a more detailed parking plan. Councilmember Matsumoto encouraged the community to join the Improving Public Places Ad -Hoc committee and volunteer for upcoming projects that beautify the City. Councilmember Matsumoto thanked staff and the volunteers that helped with the Holiday Food Drive and indicated that the program was able to serve over 500 families. She shared Senator Hill's SB 545 requiring all DUI Offenders to install ignition interlock devices in their cars and requested clarification on the City's process of enforcement. Police Chief Azzopardi provided an overview of the City's process and the judicial fines and penalties associated with a DUI conviction. He indicated that South San Francisco has a zero tolerance for DUI drivers. The department has great partnerships with outside agency to combat drunk driving. Mayor Garbarino indicated that he sent an email to the Chair urging them to get Senate Bill 545 out of committee and on the Senate floor for review and vote. CONSENT CALENDAR The City Clerk duly read the Consent Calendar, after which Council voted and engaged in discussion of specific item as follows: Items #2 and #8 pulled for further discussion. Item #2: Councilmember Matsumoto abstained from the October 23, 2019 due to absence. Item #8: Councilmember Matsumoto inquired about the process of project contingencies and project prioritization for the Capital Improvement Program budget. Staff indicated that project prioritization took into consideration funding sources. Staff will provide a follow-up memo to Council detailing funding sources for all future expenses. 2. Motion to approve the Minutes for the meetings of October 23, 2019 and November 13, 2019. 3. Report regarding Resolution No. 01-2020 approving the Annual Impact Fee and Sewer Capacity Charge Report for Fiscal Year 2018-19. (Janet Salisbury, Director of Finance) 4. Report regarding Resolution No. 02-2020 authorizing the filing of a grant application for Community Development Block Grant funds allocated through the City of Daly City to REGULAR CITY COUNCIL MEETING JANUARY 8, 2020 MINUTES PAGE 2 support Project Read and authorizing the Finance Director to adjust the 2020 - 2021 Revenue Budget per Budget Amendment 21.002 upon receipt of grant award. (Valerie Sommer, Library Director) 5. Report regarding Resolution No. 03-2020 authorizing the acceptance of $10,000 from the Atkinson Foundation, via the South San Francisco Friends of the Library, to support Project Read's Literacy Services through its Financial Well-being program and approving Budget Amendment 20.029. (Valerie Sommer, Library Director) 6. Report regarding Resolution No. 04-2020 authorizing the acceptance of $5,074.45 in grant funding from the California Water Service Firefighter Grant Program to upgrade water rescue personal protective equipment, and approve budget amendment #20.31 amending the Fire Department's Fiscal Year 2019-2020 Operating Budget. (Jesus Magallanes, Fire Chief) 7. Report regarding Resolution No. 05-2020 authorizing the acceptance of $8,800 in grant funding from United Way Bay Area to support the Volunteer Income Tax Assistance Program at Project Read and approving Budget Amendment 20.030. (Valerie Sommer, Library Director) 8. Report regarding Resolution No. 06-2020 authorizing the City Manager to execute Program Supplemental Agreement No. F029 with the State of California for the Commercial Avenue and Spruce Avenue Traffic Signal Improvements Project (W801). (Bianca Liu, Senior Engineer) Motion— Councilmember Nagales/Second—Councilmember Nicolas: to approve Consent Calendar items 2 -8. Unanimously approved by roll call vote. ADMINISTRATIVE BUSINESS 9. Community Civic Campus: Phase I Police Station Report regarding Resolution No. 07-2020 awarding a construction contract to SWINERTON BUILDERS of San Francisco, California for the COMMUNITY CIVIC CAMPUS: PHASE I POLICE STATION (Project No. pfl707; Bid No. 2633) in an amount not to exceed $47,563,300 and authorizing a total construction budget of $52,553,015. (Jacob Gilchrist, Director of Capital Projects) Director of Capital Projects Gilchrist presented the report and indicated that in 2019, a key milestone of the Community Civic Campus Project was the completion of design and bidding for the new Police Operations Center and 9-1-1 Dispatch Center. Following the submittal of the project for a building permit on September 16, 2019, the bid package was completed and advertised on October 28, 2019. A Request for Prequalification for General Contractors for the Community Civic Campus: Phase I Police Station Project was released May 15, 2019 and posted to City's eBidboard. An email and phone call were made to eighteen (18) general contractors noticing its availability. Four (4) general contractors responded to the Request for Prequalification. The deadline for filing was on June 28, 2019. Kitchell CEM scored and evaluated each prequalification packet, as submitted, against minimum shortlisting criteria and weighted criteria to arrive at a final list of qualified general contractors that may submit a bid for Phase I - Police Station Project. REGULAR CITY COUNCIL MEETING JANUARY 8, 2020 MINUTES PAGE 3 Staff advertised a notice inviting bids for the project on October 28, 2019 to the four (4) Pre - Qualified General Contractors directly and via City's eBidboard platform. On November 12,2019, a public Pre -Bid conference was held to review project scope and answer questions about the project and bid process timeline. Two (2) addendums issued on December 4 and 13, 2019. During the bid process, staff worked closely with the four (4) pre -qualified contractors. In early December, staff learned that two (2) of the potential bidders - Balfour Beatty Construction, LLC and Lathrop Construction Associates, Inc. - decided to decline the invitation to bid. The project team communicated with both contractors and learned that both declined due to a lack of available workers to perform the construction and management of the project. The bid results illustrate that having two responsive bidders was sufficient for getting a bid in line with the engineer's estimate. On December 18, 2019, staff received and publicly opened the two responsive bids from Swinerton Builders and Skanska USA Building, Inc. The lowest responsible bidder was Swinerton Builders of San Francisco, California. A post bid -interview held on December 23, 2019 between Swinerton Builders and Kitchell CEM to review Swinerton's bid and help ensure that the contractor understood the scope of work and project requirements. Staff verified their contractor's license with the California State Licensing Board and found it to be in good standing. Public Works contracts are ordinarily awarded to the lowest responsible bidder whose bid is responsive to the solicitation (Public Contract Code §20166). Because these projects were locally funded, there are no Disadvantaged Business Enterprise (DBE) requirements. The Project is a prevailing wage project subject to the Project Labor Agreement City Council approved on January 9, 2019. The contractors were asked to bid on a base bid project. Due to the market volatility in the construction industry, the project team included 10 line items - 5 additive items and 5 deductive items - in order to mitigate the impact of uncertain pricing. These items could be accepted in the event that the low responsive bid came in significantly different from the engineer's estimate. The contingency plan was not needed because the low bid was in line with the engineer's estimate. Staff recommended accepting the base bid of $47,563,000, which was $188,000 below the engineer's estimate for the base bid. The construction contingency would be used for additional costs related to unforeseen conditions requiring design changes during the construction operations. The contingency would not be used to add additional scope beyond what was necessary to accomplish the intent of the base bid contract. This project is new construction and there are fewer unknown variables compared to a building renovation project, thus the project team is confident that a 10% construction contingency is adequate. Any unused contingency will be returned to the main Civic Campus Program budget and would augment Phase II: Library, Parks & Recreation and Community Theater/Council Chambers. Contingency usage will be closely monitored throughout construction to help ensure costs are tracking appropriately. This project is included in the City of South San Francisco's Fiscal Year 2019-20 Capital Improvement Program. It is staff's intention to go to the bond market and procure funds for this project. This will occur in the first quarter of 2020 with the intention of having the funding available REGULAR CITY COUNCIL MEETING JANUARY 8, 2020 MINUTES PAGE 4 in time for meeting the payment requirements to the contractor. The contract includes a provision for termination -with payment for work performed to that point -in the event that for some reason the bond sale is not completed. Councilmember Nagales inquired about the bidding process, staffing, and project completion of the responsive bidders. Director of Capital Projects Gilchrist clarified that Swinerton Builders and Swinerton Management and Consulting are two separate entities. Staff requested to award the project to Swinerton Builders, who will be contractually obligated to complete the project on time. Councilmember Matsumoto expressed her concern with a possible conflict of interest between Swinerton Management & Consulting and Swinerton Builders. Director of Capital Projects Gilchrist indicated that Swinerton Management and Consulting services would not be managing any portion of the Community Civic Campus project. Councilmember Nicolas expressed her concern with the conflict of interest. Director of Capital Projects Gilchrist explained the difference between the two organizations and re -assured Council there would be no conflict. Vice Mayor Addiego requested clarification on design drawings. Director of Capital Projects Gilchrist indicated that the design included a rough drawing of street bollards. City Manager Futrell provided an overview of the proposed art, parking and future staffing of the Police Department. Motion— Vice Mayor Addiego/Second— Councilmember Nicolas: to approve Resolution No. 07- 2020. Approved by the following roll call vote: AYES: Councilmembers Matsumoto, Nagales and Nicolas, Vice Mayor Addiego and Mayor Garbarino; NAYS: None; ABSENT: None; ABSTAIN: None. i0. Report regarding Resolution INo. 08-2020 awarding a construction contract to Suarez & Munoz Construction, of Hayward, California for the Gardiner Park Renovation project (Project No. pk1806) in an amount not to exceed $619,400, authorizing a total construction budget of $681,340, and authorizing the City Manager to execute agreements on behalf of the City. (Jacob Gilchrist, Director of Capital Projects; Peter Vorametsanti, Consultant Project Manager) Director of Capital Projects Gilchrist presented the report and indicated that Gardiner Park was a pocket park located in the middle of the Peck's Lot neighborhood at 135 Gardiner Avenue. The 5,000 square foot lot surrounded on three (3) sides by residential properties (multi -family properties to the east and west sides, single-family properties to the north), and bordered on the south side by Gardiner Avenue. Elements of the park date back several decades and are outdated in terms of code (ADA compliance and safety), structural integrity, and usefulness to the residents. As a project of the citywide Parks 11 campaign to improve parks, Parks and Recreation staff has undertaken an initiative to remake Gardiner Park REGULAR CITY COUNCIL MEETING JANUARY 8, 2020 MINUTES PAGE 5 The reconfigured project replaces the outdated play equipment, install new rubberized safety surfacing, resurface the basketball court, increase the play area through reconfiguring the retaining walls and pathways, replace the drinking fountain, and re -landscape the planting areas with drought -tolerant planting choices. Planting improvements include the installation of a new high- efficiency drip irrigation system. Staff advertised a notice inviting bids for the contract on November 25, 2019, and December 2, 2019. On December 18, 2019, staff received and opened two (2) sealed bids in response. Public Works contracts are normally awarded to the lowest responsible bidder whose bid was responsive to the solicitation (Public Contract Code §20166). The lowest responsible bidder was Suarez & Munoz of Hayward, California. Staff verified ow bidder contractor's license with the California State Licensing Board and found it to be in good standing. The construction contingency of 10% will be used for any additional costs related to design or construction method changes during the construction operations. This project is funded by Park in Lieu fees, a State of California Housing Related Parks Grant, and a Community Development Block Grant. PUBLIC COMMENTS Kim Carney, resident of South San Francisco, addressed Council to thank them for their commitment to the City and expressed her concern with previously held community meetings and outreach; residents were not aware of the survey emailed to a selected group of residents. She clarified staff's reference of Gardiner Park as a "play lot". She urged Council to delay approval of the project to allow additional input from neighborhood residents. Manziz Taiyab, resident of South San Francisco, addressed the Council to express his concerns with speeding, broken sidewalks and potholes. He requested placement of speed monitoring signs and future repairs in the Pecks Lane neighborhood. Tom Carney, resident of South San Francisco, addressed the Council to thank them for their work and dedication to the community. He delivered a signed petition from residents of Pecks Lot/Paradise Valley requesting to receive additional information about the proposed project due to lack of outreach; he suggested relocating the proposed project to a larger lot. Mr. Carney indicated that a former petition for speed bumps was filed with the City and requested that Council direct staff to reassess safety concerns. City Manager Futrell indicated that staff held two community meetings with residents of Pecks Lot and Paradise Valley resulting in the installation of 27 streetlights and future installation of speed pillows. Councilmember Nagales indicated that various commissions including the Planning Commission reviewed the project; the report did not include notes. He requested that future staff reports include commissioner's notes and survey's for Council's review and consideration. Director of Capital Projects Gilchrist provided an overview of outreach efforts and project plans. He indicated that the 25 surveys received included keeping the basketball courts and adding additional lighting. The project will have basketball court lighting with security cameras and WIFI. REGULAR CITY COUNCIL MEETING JANUARY 8, 2020 MINUTES PAGE 6 Vice Mayor Addiego requested clarification on the project cost and proposed improvements given the lot size. Director of Capital Projects Gilchrist indicated that the project cost was approximately $300,000 and informed Council that in 2016, the Parks and Recreation Commission received a grant for park renovations; relocation of the project is not feasible. Mayor Garbarino inquired about securing the Tot Lot during evening hours. Director of Capital Projects Gilchrist indicated a gate could be included to the project scope. He was unable to provide the cost for ongoing expenses to lock and unlock the park. Councilmember Nagales requested information on the ongoing cost of maintenance for the project. Director of Capital Projects Gilchrist will provide additional details to Council in a follow-up memo. Councilmember Matsumoto requested project schedule and additional community input. Director of Capital Projects Gilchrist indicated the project would begin in one (1) month and expressed his desire to continue working with residents of the area to address their concerns and find alternate solutions within the parameters of the project. Mayor Garbarino requested that future Council reports include minutes from the various committees that reviewed the project. Vice Mayor Addiego stated that he would vote "no" on the project due to the project location and suggested alternative locations (within the neighborhood) that would offer additional space with more amenities to the community. Councilmember Matsumoto requested that in the future staff extend notification parameters to include a larger group of residents. Motion— Councilmember Nicolas/Second— Councilmember Matsumoto: to approve Resolution No. 08-2020. Approved by the following roll call vote: AYES: Councilmembers Matsumoto, Nagales and Nicolas and Mayor Garbarino; NAYS: Vice Mayor Addiego; ABSENT: None; ABSTAIN: None. 11. Report regarding Resolution No. 09-2020 awarding a construction contract to Bayside Stripe & Seal, Inc. of Petaluma, California for the Bike Lane Gap Closure Project (TR1903 & TR1907) in an amount not to exceed $406,117.50 and authorizing a total construction budget of $548,258.63. (Jason Hallare, Senior Engineer) Senior Engineer Hallare presented the report and indicated that the City of South San Francisco ("City") developed designated bike routes throughout the City. There are designated bike routes that were only partially constructed and have gaps in between bike routes and lanes. The City initiated several projects to connect these bike routes. This Bike Lane Connectivity Project was the culmination of two separate City projects. City Project TR1903 started as the North Connectivity Bike Lane Project, which provided bike route connectivity along Hillside Boulevard from Ridgeview Court to Sister Cities Boulevard, Gull Drive from Oyster Point Boulevard to Forbes Boulevard, and East Grand Avenue from Gateway Boulevard to Point San Bruno Park. The project received Transportation Development Act (TDA) grant funding. REGULAR CITY COUNCIL MEETING JANUARY 8, 2020 MINUTES PAGE 7 Alternative Bid #1 was a separate scope from City Project TR1903 and consists of Oyster Point Boulevard from Airport Boulevard to Gateway Boulevard that installs 5 -ft wide bike lanes and a segment of bike route using share the road arrow (or "sharrow") across the Oyster Point Boulevard Overpass. This scope separated due to it being contingent on Caltrans Approval for work within the Caltrans Right-of-way. Caltrans Approval had not yet been granted and still being pursued by staff. City Project TR1907 started as the South Connectivity Bike Lane Project, which provides bike route connectivity along South Airport Boulevard from Gateway Boulevard to North Access Road, Mitchell Avenue from South Airport Boulevard to Harbor Way, and Harbor Way from Mitchell Avenue to Littlefield Avenue. The project was awarded Bay Area Air Quality Management District (BAAQMD) grant funding. The City will construct both projects, consisting of either Class II (bike lanes), or Class III (bike routes) bike facilities as roadway widths allow. Installation of these facilities are intended to improve bike route visibility, reduce vehicle to cyclist conflicts, and entice commuters to cycle to work. The routes were presented to the Bike and Pedestrian Advisory Committee. Staff advertised a notice inviting bids for the project on November 6, 2019 and again on November 13, 2019. On November 14, 2019, staff issued Addendum No. 1 to modify the South Airport Boulevard at Wondercolor Lane striping per Caltrans request, update the bid item quantities, and extended the original bid due date from November 27, 2019 to December 11, 2019. On November 25, 2019, staff issued Addendum No. 2 to clarify detector loop realignment requirements. Staff issued Addendum No. 3 and Addendum No. 4 to expand the required contractor licenses to another class and extend the bid due date to December 18, 2019. On December 18, 2019, staff received three (3) bids in response as compiled in Attachment 2. The lowest responsible bidder was Bayside Stripe & Seal, Inc. of Petaluma, California. Staff verified the low bidder current contractor's license with the California State Licensing Board and found it to be in good standing. Public Works contracts are ordinarily awarded to the lowest responsible bidder whose bid is responsive to the solicitation (Public Contract Code §20166). To provide a fair and transparent bidding environment, the Bidding Documents clearly stated that the Contract would be awarded based on the lowest Total Base Bid. In this case, the Total Base Bid is the sum of the base bids for TR1903 and TR1907. The construction contingency will be used for additional costs related to design changes during the construction operations. The construction contingency is set at 25% to provide staff flexibility to include additional enhancements along South Airport Boulevard between Utah and North Access Road to address Bay Conservation & Development Commission (BCDC) requirements. The construction management and administration will cover staff costs. There are no Disadvantaged Business Enterprise (DBE) requirements since no federal funds are being utilized on the project. The contract would cover two (2) projects that are in the City of South San Francisco's Fiscal Year 2019-20 Capital Improvement Program (Project No. TR1903 & TR1907) with sufficient funds allocated to cover the Total Project Budget. Excess City funds from SB1 and Measure A may be reallocated to support other City Capital Improvement Program projects for road and traffic improvements and rehabilitation. Councilmember Matsumoto requested educational outreach for drivers on the use of "sharrows". REGULAR CITY COUNCIL MEETING JANUARY 8, 2020 MINUTES PAGE 8 Senior Engineer Hallare indicated that staff supports the outreach. Motion— Councilmember Matsumoto/Second— Vice Mayor Addiego: to approve Resolution No. 09-2020. Approved by the following roll call vote: AYES: Councilmembers Matsumoto, Nagales and Nicolas, Vice Mayor Addiego and Mayor Garbarino; NAYS: None; ABSENT: None; ABSTAIN: None. ITEMS FROM COUNCIL – COMMITTEE REPORTS AND ANNOUNCEMENTS 12. Discussion of memorial recognition for former South San Francisco elected officials. (Mayor Garbarino) Mayor Garbarino discussed memorial recognition of former South San Francisco elected officials such as flowers or donations. Consensus of Council to establish a policy to make a donation in lieu of flowers to recognize former elected officials on behalf of the City Council. City Attorney Woodruff, City Manager Futrell and City Clerk Acosta would collaborate and draft a policy to include in the City Council's handbook. CLOSED SESSION Entered into Closed Session: 9:08 p.m. 13. Closed Session: Conference with Legal Counsel - Existing Litigation (Paragraph (1) of subdivision (d) of Government Code Section 54956.9) Name of Case: Kashiwa Fudosan America, Inc. v. City of South San Francisco Case Number: 18 -CIV -01728 Resumed from Closed Session: 9:40 p.m. Report out of Closed Session by Mayor Garbarino: Direction given. No reportable action. ADJOURNMENT Being no further business Mayor Garbarino adjourned the meeting at 9:41 p.m. Respectfully submitted by: uiloa4 -,� z�4 �, osa Govea Acosta, CMC, CPMC 'City Clerk Approved by the City Council: �3 1/2- REGULAR CITY COUNCIL MEETING MINUTES Approved by: ( 2--a is and arbarin Mayor 02020 JANUARY 8, 2020 PAGE 9