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CC - 07-30-85 - Adjourned MeetingAPPROVED CITY OF ROSrIWEAD DATE "Y_ C~ MINUTES OF THE ADJOURNED MEETING ROSEMEAD CITY COUNCIL JULY 30, 1985 AT 6:00 P. M. The adjourned meeting of the Rosemead City Council was called to order by Mayor Tury at 6:05 p. m., in the Conference Room of City Hall, 8838 E. Valley Blvd., Rosemead, California. The Pledge to the Flag was led by Councilman Taylor. The Invocation was delivered by Councilman Bruesch. ROLL CALL OF OFFICERS: Present: Councilmen Bruesch, Cleveland, Taylor and Mayor Tury Absent: Councilman Imperial APPROVAL OF MINUTES: JULY 23, 1985 - REGULAR MEETING Councilman Taylor requested that the minutes be deferred to the next Council Meeting for approval. There being no objection, it was so ordered. 1. GENERAL PLAN STATUS REPORT John Carmona, Planning Director, introduced Laura Hudson and Donald Cotton of Cotton/Beland/Associates. He presented the land use alternative, labeled Exhibit "A" which was supported by the Planning Commission and offered it to the Council for discussion. Councilman Jay Imperial entered the conference room at 7:07 p.m. The Council discussed the land use alternatives at much length and the concensus of the Council was that the commercial zones should be thinned and that there should be as much low density residential as possible. John Carmona stated that he would like to go back and refine and adjust the land use map in order to be able to bring it back to the Council and speak more specifically regarding the changes to the General Plan. He commented that what had been offered this evening is a land use map which reflects a land use philosophy that focuses on commercial modes in both the north. and south portions of the City and the commercial mixed use corridors allow the City the flexibility of decision which the City would not have with fixed commercial zon- ing categories, and satisfies the State requirements for consistency. Councilman Taylor stated that he was pleased with the General Plan that we already have, and was primarily concerned with the resi- dential/commercial use on Valley and Garvey. Mayor Tury stated that he.felt that the mixed use could be well utilized on Valley and Garvey, and added that these were just general comments that would be helpful in the preparation of the General Plan. He also indicated that he would like to.see a report on how the mixed use would be implemented. 2. SHERIFF'S DEPARTMENT REPORT ON CONFERENCE IN SAN JOSE The City Council recessed to a closed session. The City Council reconvened from the closed session. The City Attorney stated that the closed session was held with members of the L. A. County Sheriff's Department for the purpose of receiving a briefing. CM 7-30-85 Page #1 • 3. RECREATIONAL OFFICES/PUBLIC RESTROOMS FOR GARVEY PARK (VERBATIM) Burbank: Yes, Mr. Mayor, what we have before you is a recommenda- tion to acquire an architect, specifically, CHCG Architects, to. do the design and construction documents for the project at Garvey Park which would include reconstruction of two buildings, two small office areas and a public restroom to replace two existing structures that are there. Tripepi: Council asked us to provide these drawings. Burbank: Right, there was a request that a schematic drawing be included and that's. in your packet and I believe that it is Exhibit B. Bruesch: Mr. Mayor. Mayor: Yes, Bob. Bruesch: I have two questions. On page #3 of the scope of the Burbank: The scope of the project... Bruesch: the scope of the project. No. 13 and 15. Restrooms. First of all need help on type of trash containers. What is... Burbank: Uh, what you have at Garvey Park exit, the restrooms, the public restrooms that are presently there are open all of the time, during the day and the weekend. And the restrooms take an ungodly amount of vandalism. What we are looking at is some kind of support and direction on what kind of facilities, toilets, paper towel dispensers, trash containers can we put in there to minimize the on-going maintenance or replacement. Bruesch: That leads into my second questions about no doors in front of water closets. Some of the ladies down there have made a point of going out of the way when they found out that we were thinking about that. Why don't we have doors in front of the toilets. Is that also due to vandalism? Burbank: Yes. It was not too long ago that somebody put a M80 in the toilet and flushed it and blew the toilet off the founda- tion. We get a great deal of vandalism of that sort and the thought was that possibly' opening up the areas would maybe cut down on that. There is a number of things we can do to improve the maintenance. This is a concept. Imperial: Was any body..... Burbank: No they weren't... It is like the same individual put two of them in a paper towel and put them in a gas meter at Zapopan Park and lit the paper on fire and covered the gas meter hole. So... he wouldn't have gottenpast the first three steps, I don't believe, but the paper went out on him. Bruesch: Well, the thing of it is with the doors ...Is not having doors really going to limit that type of vandalism? Burbank: We don't have the...we took the doors, when we redid the facility about 7 years ago, we took the doors off the men's side and tiled the partition, and some of the problem has abated. Tape is being turned over..... Burbank: Another thing that building has got to be at.least 40: years old and conditions 40 years ago in the community and the environment that it was in was much different than what we are dealing with right now. That's all that I have unless there are other questions. Tury: You are going to tear down the old center office down there, Mike? CM 7-30-85 Page#2 Burbank: What that is, actually, is a...was originally a toy loan building, and as we expanded some of the staffing that we have, we converted the toy loan building over to an office. And that is at least 40 years old, also. Tury: And the whole park area is. Burbank: And the concept is to combine the little recreational leaders office that is next to the restroom presently, along with the center directors office and make it all one complex. It will be about 950 square feet overall. Tury: That is a brand new sewer line going through. Burbank: Yes, the sewer line that is presently there runs from the building down to Dorothy and about six years ago we had several plumbers out there that told us that in matter of time..... Tury: It would take a new sewer line.. Burbank: That's correct. It runs into the gymn presently from the hill to the gymn. Tury: Is there any questions on it? Do I. hear a Motion? Cleveland: I notice_that':we''re tearing down: the'.building`completely.'Z.- When we change this one, would it be proper to possibly use the same foundation and use the same design of the buildings? Burbank: We have a little bit of a problem with it because we would like to change out the plumbing and specifically the sewer line, it would basically call for a new foundation. The building will be a little bit larger than it is presently because we are adding one small office that is about 20 X 20. So the building will be a little bit larger in concept than the present building and we are running new plumbing through it so we don't have to fight that problem with an antiquated sewer line. Tury: Does it look like with the funds that are available, will we be able to pay for the project, Mike? Burbank: In discussing this with the architect on a number of occassions, and doing it a little bit with the engineering depart- ment in-house, we feel that the money that we have from the State will cover our costs. Both the A and E services as well as con- struction costs. Cleveland: Mr. Mayor I move the recommendation.... Tury: I have the motion, do I have a second? Tury: I'll second the motion.. Bruesch: Mr. Mayor. Tury: Yeh, Bob. Bruesch: I have a kind of a worry about phase N4 of.theastandard'contract. My worry is that what happened down at Zapopan is not going to hap- pen again with the on-site administration. Mike, what if anything is going to be done differently or can be done differently in the administration of the contract to avoid the problems that we got ourselves into at Zapopan. Burbank: It is really not a hard question to answer. Maybe we want to do a couple of things. We want to increase the amount of liquidated damages to about $300 to $400 a day. We want to go after more references, and probably, if there are.one or two either neutral comments on a reference or a negative comment on a reference, then I would propose at that point that we ask for that particular person to be not considered, that contractor. Only concern that I have..the project is relatively small, you are going to end up with about $140,000, $150,000.in construction costs. There are a lot of contractors out there that can probably bond to that amount of money, so we probably need to be a little more judicious. CM 7-30-85 Page#3 Burbank continues: I don't want to underestimate the problem. I think that the problem at Zapopan lies primarily and solely with the contractor. Bruesch: Yes, I realize that. I am not saying that at all, but what phase of this standard contract ...in other words.... Burbank: At what point would the problems occur? Bruesch: At what point would this attention be Burbank: At the beginning, when we let that contract. Tripepi: Probably at the award of the contract. Bruesch: So that would be before actually on-site administration then. Burbank: And then possibly, all that we have lived with Mr. Bevan, has taught us all a number of lessons. Armando: Mr. Mayor one other thing that we have discussed with the staff is that, although the situation that we have at Zapopan is rather unique for a lot of public work to be done, there have been situations on other projects, of a public nature, because we accepted the low bid, that is primarily because of the recent lower pricing in the industry, there are a lot of people coming out and bidding the work especially when there wasn't a lot of residential work to do. We have experienced other concerns)o,n projects. What we did...we have been recommending now, we dis- cussed this with the staff, to other public agencies to include in the contract documents that go out to bid, a qualification form. We suggested this to our clients and had them pass for Council review. This is included in the Los Angeles County Super- intendent of Schools, the City of Lancaster and one other city that escapes me right now. Excuse me, two school districts. And it is about an 8 page Qualification Form. That although it is difficult sometimes on a public job to disqualify a contractor, that we have had some fairly good success with that form, where it has been approved by the.clients attorneys to be included. In every case the attorneys have agreed to put it in the contract document. Tury: Fine. Armando: And it has weeded out some of the people cause they see the form. Now, on this particular job since it is small as Mr.: Burbank said, they may not do a complete flushing out job as some of the forms have done on some of the larger projects. Tury: I can't help thinking we by-passed the low bidder on Zapopan. I think Gary is the only one who didn't vote for Bevan. Taylor: No I believe I did vote for that, didn't I? Armando: But I think that this form we would share with the City and suggest that the City Attorney take a look at it, and recommend including it. We are recommending including it on all public jobs that we are working with now. Bruesch: In general, what does the form say? Armando: The form starts referencing a lot of things relative to project related experience no. 1, the banking references for the contractor, the officers of the company. Things that would at least give a client something to judge the low bid that comes in. What it does, though I thinkiin the long run, is that when a person sees it, unless they are really a fairly first class firm, it takes a little effort to react to it. It takes some time and documentation, and that's one of the things that helps weed people out at the start. CM 7-30-85 Page #4 Bruesch: I'll defer back to Bob, then. If we were to use this type of thing, or anybody were to use this type of form, and deny the low bid, what type of legal grounds would be have to base our opinion on? Kress: Well, you are talking about something that gives you more of an objective standard than what we are doing right now. We are running Dunn and Bradstreets, and relying on an outside credit reporting outfit that sometimes gets things right and sometimes doesn't. The biggest problem that we have in construc- tion at least from what I have seen recently, is that you have so many bankruptsies and you have Joe Blow individual that is a contractor and had some terrible experiences and went belly up, well, now he is still in the business, but he has three partners. You search him as an individual or you search the partners or you search different corporate names and it just doesn't all tie together. So I would be happy to look at the questionaire and if it does go out as part of the bid specs, again you are giving everyone an equal chance and that is the big part of the public contracting law. You are telling him what the rules are going to be and the kind of information on which you'll determine what is the lowest responsible bid. I think it is a good idea. Armando: Mr. Kress's comments reminded me that in the form that it also asked for a tracing, that says.is this your corpor- ate name that you are making the bid on? Have you had another business in another name and what is the name of that business? It does a little bit of a search there. Tury: Sort of like the military procurement. You know the qualifications, they make it so virtually hard to do it that you really got be willing to invest that kind of time and that kind of money to make yourself do it. I think it is a great_ idea. Bruesch: I do too. Tury: O.K. gentlemen, I have a motion and I have a second is there any more discussion. Imperial: I would like to go on record Mr. Mayor, I intend to vote for the architect, who did Zapopan, the firm, but I would also like to go on record saying that I don't think that they were close enough to their job on Zapopan. I am hoping that we don't have a reoccurrence of this, if so I would be hardput to vote for any contract within this City again. I would like to make that part of the record. That's all Mr. Mayor. Taylor: Mr. Mayor, Mr. Burbank made the comment would cost $140,000 to $150,000. And the cover $103,000 and approximately $15,000 in architects we are talking $125,000 or $150,000, at $125,000 to $250 for every square feet, every square foot is $150,000, then that is $300 a square foot for Burbank. . (door closes) that the project nemo here states fee. Whether that comes out of that. If it a... go ahead Mr. Burbank: Well, what I think we have done here, is that we have started with a grant of $123 total and then subsequently we added another grant to it for $145. We had an option of picking up another grant which totaled $167. Our goal is not to spend $300 a square foot for the building. What we did here was we tried to acquire enough money in State Grants to avoid the possible circumstances that we got in at Rosemead Park where we had a grant that was awfully close to the amount for the A and E services and construc- tion costs. I don't think anybody will design a Taj Mahal, that is not a secure building for Garvey. That is not the intent. The intent was to have enough money here to fund it so we don't have to wonder as we get into it, do we have enough money to actually afford it once we have the documents in front of us. If the money is not spent, then we will bring that money down to a different project inside the City of Rosemead. As we have over in Rosemead Park recently. CM 7-30-85 Page #5 Tury: Does that answer your question, Gary? Bruesch: Mr. Mayor. Tury: Yes, Bob. Bruesch: I would like to echo Jay's words on my apprehension too. This is why I brought up section 4. I am hoping the on- site administration, over-view, over-seeing of the project is done a little bit more expeditiously. I,too,am in favor of the program. Tury: My only thought on that is that if it gets in trouble, let the Council know, before it gets totally out of hand. Bruesch: And also, I would be favor of having doors in the commodes. Tury: Well, we can bring that up probably at the time of the design, to put doors on there, if that's what the.wishes of the majority of the Council is. O. K. gentlemen, I have a motion and a second. Any more discussion? MOTION BY COUNCILMAN.CLEVELAND, SECONDED BY MAYOR TURY that the proposal from CHCG Architects for architectural and engineer- ing services be approved and authorize the Mayor to execute the Agreement. Vote resulted: AYES: Councilmen Bruesch, Cleveland, Imperial and Mayor Tury NAYES: Councilman Taylor ABSENT: None ABSTAIN: None Whereupon the Mayor declared said motion duly carried and so ordered. There being no further business to handle, the City Council Meeting was adjourned to the next regular meeting on August 13, 1985 at 8:00 p. m. Respectfully submitted: City erk APPROVED: MAYOR CM 7-30-85 Page H6