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CC - Item 8A - Minutes 10-12-10Minutes of the Community Development Commission, and City Council Regular Meeting October 12, 2010 The regular meeting of the Rosemead Community Development order by Mayor Taylor at 6:02 p.m, in the Rosemead City Council Boulevard, Rosemead, California. FLAG SALUTE: Commissioner /Council Member Sandra INVOCATION: Commissioner /Council Member Margaret PRESENT: Chair/ Mayor Taylor, Vice - Chair/ Mayor Clark and Low STAFF PRESENT: City Manager Allred, Cit Director of Finance Brisco, Director of Parks Manager Ramirez, Deputy Public Works Dir 1. ORDINANCES READ BY TITLE ONLY State law requires that all action; however; by motic ordinances by title ohly Recomme d :That agenda by title only, and i VZ. � � ' N I N Vice - Chair /Mayor Pro Tem Stev Sandra Arn enta�, to approve on Yes: rmenta, No: None''/ AbstainnNone Council was called to 1838 East Valley Council Members Armenta, Attorney Richman, Community Development Director Wong, n6Re eation Montgomery Scott,,,Economic Development °tor Marcarello` and City Clerk e be read in�full prior to the City Council /Agency Board taking Nd the Attorney can be instructed to read all isly adopi ity Attorney be structe( irtfier readinq be waived. to read all ordinances which appear on this Ly made a motion, seconded by Commissioner /Council Member 3nce by title only. Vote resulted in: Low, Ly, Taylor 2. PUBLIC COMMENTS FROM THE AUDIENCE Daniel Garcia - expressed concern with the high speed rail issue. He stated there should be more accessible and affordable housing for seniors and people with, disabilities; the State should get involved with the decision making of every city involved with the high speed rail. Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 1 of21 ITEM NO. 6k Commissioner Clark asked why the State should be involved. Mr. Garcia - replied because the City cannot afford 300 houses affected and the State can respond and develop those houses. Commissioner Clark stated they are hoping that housing will not be taken away and that Council plans to fight against it. Al Mr. Garcia - stated we can all agree we should have something that is Commissioner Clark clarified that the people did not know what 3. COMMISSIONICORPORATION CONSENT A. Claims and Demands Resolution No. 2010 — 34 Recommendation: to RESOLUTION NO. 2010 — 34 AMOUNT OF $770,595.71 DE 11368. No. 201 Vice-Chair/Mayor Pro Polly Low, to approvO The the I EXPENDITURES IN THE NOS. 11346 THROUGH led by Comm issionerlCouncil Member resulted in: City Council and munity Development Commission, Meeting Agenda The regular meeting of the Rosemead City Council was called to order by Mayor Taylor at 7:03 p.m. in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. FLAG SALUTE: Council Member Sandra Armenta Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 2 of 21 INVOCATION: Council Member Margaret Clark PRESENT: Mayor Taylor, Mayor Pro Tern Ly, Council Members Armenta, Clark and Low STAFF PRESENT: City Manager Allred, City Attorney Richman, Community Development Director Wong, Director of Finance Brisco, Director of Parks and Recreation Montgomery -Scott, Economic Development Manager Ramirez, Deputy Public Works Director Marcarello, and City Clerk Molleda 4. PRESENTATION Proclamation to Captain Richard Shaw City Council presented a proclamation to Captain Richard Shaw forfiis, public service.in`law enforcement. A representative on behalf of Assembly Mike Eng's office,`prgsented a certificate of Richard Shaw. r „" Captain Richard Shaw thanked the City Council for the proclaniatign�and recognition. Council Member Clark thanked Captain ShaWfor:'all', is of 1. • Proclamation for Breast Cancer and Proclamation for Cri(ne'PreVelltlon Month City Council presented a prod lammation crime prevention month to Chief of Police Murakami. ' \ i, � .: Chief of Police,Murakarn \accepted the proclamationd tha v annked the City Council, staff, and the community for themm •prevention; ort� X Coun&I.MemberClark commended ChieftoffPolice Murakami for his work and stated she has heard very good feedbacli other people on the work he carries out. Council Member•Aimenta stated the input provided by Chief of Police Murakami and the deputies is an added attribute to the City. f 5. PUBLIC COMMENT5,FROM THE AUDIENCE Nathalie Paulovich - addressed the City Council with concerns regarding the Consolidated Waste Disposal contract. Ms. Paulovich stated she contacted the company about the senior discount program and was told there was none available. She stated that after many inquiries she was then sent an application for senior discount. Ms. Paulovich added that according to the contract the rate set for seniors was done in 1996 that was 14 years ago and since then the economy has changed drastically. Mr. Paulovich continued and said the requirements for senior income was outdated as it stated that $1,197 per head of house hold a month was Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 3 of 21 allowed and suggested that it should be higher. She mentioned the company does not let people know about their senior program and asked when their contract will expire with the city. Mayor Taylor replied it is not an annual contract and they still have a couple of years on the standing contract. Ms. Paulovich - asked when was the last contract approved. Mayor Taylor explained the contract has an evergreen contract that allows•it to go in a five year cycle and it can be renewed consistently; one year is up and it can extend for anothe[`' years. Ms. Paulovich - asked if the city had to wait for the one year to be completed befor any issues. Mayor Taylor stated that the city is in the process of possibljnrevising their contract if Ms. Paulovich — noted that she is speaking on behalf of otheniseniors and a great percent off4he people in the City who are seniors. She stated she took a survey on her block ,arid 60 percent were seniors; she addressed the issue with them as well as informed them about thelprograam. Mayor Taylor stated they will take the informationprovided by Ms. Pa lov ch it in a file and considere it as the contract comes up for renewaPMMr Tayloragreed with M Paulovich that the income requirements are low and outdated. ?ha� � Council Member Clark state'Phha he with R Fierro;of Consolidated and he stated the number is based on State numbers for low income. Mrs Clark suggested there should be a graduated level om for seniors whose ince is over the 34 percent fo(, low.income cap requirement. that it,is un`acceptable'thatpeople are not told about the senior discount program. - asked if the city has ever'done a proclamation for disability month. Mayor Piojbm Ly replied yes X Mr. Garcia - distributed election information regarding the November election indifferent languages. Also, stated that it is impatant,tto know. ow accessible polling places are for disabled people. Pollworkers should provide information whbma•person is unable to go to the polls and make it accessible outside the polls. Mayor Taylor explained'tliat the sample ballot is provided in four languages and voters can request which ever they prefer. At the polls they also have to have the ballots marked in the language that is requested and the city has followed State law. Mr. Garcia - asked about the physical access and what if a pollworker cannot help them. Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 4 of 21 Mayor Taylor stated that voters can do vote by mail. Mr. Taylor asked the City Clerk how many of the locations are handicap accessible. City Clerk Molleda replied that all locations have accessibility for special needs and all pollworkers are trained prior to election day to ensure they know how to assist people with disabilities, if needed. Mayor Taylor reiterated to Mr. Garcia that the city does provide handicap accessibility to people with a disability and pollworkers are trained. 6'' Mr. Garcia - stated that the City should be more proactive. 4 . Mayor Pro Tem Ly explained that the upcoming November election s' a County run election and the role played by the City Clerk is to provide certain election information:'�'-The city has no cont[`ol,over polling locations, oll workers, and their guidelines. Mr. L stated thAdurin the cit 's electionIn March the Cit p 9 Y , 9 Y ,,, .,, Y Clerk will make sure there will be handicap accessibility to all locations r and all the language requirements are met. Mr. Garcia - stated voting by mail is not the solution for:everyone. Mayor Taylorstated that was an option that is Mr. Garcia - asked if pollworkers are required by law to have more involved with people with disabilities. Council Member Armenta sta�e polling locations o show the icon of the handicap accessibility and encourages people with.disabilities to go to the polling�places. Also, asked Mr. Garcia if he has been informed of any one in Rosemead who feels.the city is infringing upon disabled people. Mr. Garcia preplied:not ii the City of Rosemead rut has seen that pollworkers in other places have not helped people when the`y'need;help towote.like taking it to their car. Mayor TayWrclarified that youlcannot ta4the ballots outside the polling place. Jean Hall - addressed a complaihUegarding the surrounding parking lot and surrounding planting area around the corner building whichtUniversal Bank leases. The shopping parcel has been an ongoing problem; the owners have nevercooperated with one another. There has been an ongoing painting project and the planting area has weeds�mounts of dirt piled high and trash is everywhere. Also, the coming and going of porta potties do not enhance the appearance of the area. The boarded up unfinished portion of the building shows neglect, lack of making an owner stay within a time line or guideline from years back; yellow skip loader parked out in front has no positive improvement; the one -way signage in the rear portion of the building does no good, drivers do not observe it. The easterly driveway entrance shows a "Do Not Enter sign," but it's turned out of sight from those entering onto the drive way. The watchman could also remind drivers about the one -way in and out; helping traffic flow. Mrs. Hall also expressed concern with the cleanliness of the building, windows and sliding doors. She has been pleased with the City's efforts in Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 5 of 21 beautifying the community and plead that the neighboring cities do the same. Mrs. Hall suggested writing letters, circulate petitions and ask the property owner to partner with California American Water and do a complete make -over with water saving and other types of landscaping like the Rosemead Chamber office. Mrs. Hall continued with more suggestions on how to get the property owners to clean the shopping center. Mayor Pro Tern Ly agreed with Mrs. Hall's comments and added that the site takes away from trying to beautify the City. Mayor Taylor directed staff to start a file on the issue, take pictures of the property, a "s well as, send a letter to the property owner. `\ x- Council Member Armenta stated that there is a fork lift in that location.and it seemed.to be growing weeds because it has been sitting there for a very long time. '� Y Dolores Weidemann — agreed with Ms. Pauloritch's comments regarding Consolidated Waste Ms. Weidemann spoke about the Edison property on Mission andWalnut Grove, the debris has Been cleared; however, it was cleared because of the rain and the transforers'on.Halkett Avenue were 0eatened with the fire that exploded in the air; a neighbor's shed and trees were burned down. Mayor Taylor stated that he was not aware of that situation. Ms. Weidemann - stated that during the rains a few weeks ag sfie came h me and there was no power and was told there was flames shooting.out from the transformers. She commented that after the power shortage the weeds were cleaned out did not have a water tank that caused a turbine of dirt everywhere and that should be addres`se`d to Edison when they do worrk. Ms. Weidemann continued to say that the area is still an eye sore and park across the street wh ch.needs maintenance. Council MemberArmenta staletl that tierconce`m'witlh Edison was with the dilapidated property they own located on the.soutH�side of the I- 1D;freeway, on Willard Avenue; there is an elementary school and kids walk 6. CITY "COUNCIL B. 'Claims and 2010-71 to approve Resolution No. 2010 — 71, entitled: RESOLUTION NO. 2010 — 71, FOR PAYMENT OF CITY EXPENDITURES IN THE AMOUNT OF $2,004,724.98 NUMBERED 101003 THROUGH 101018 AND 71177 THROUGH 71325, INCLUSIVELY. Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 6 of 21 C. Ordinance No. 904 — Second Reading: Amendment to the Contract between the City Council of the City of Rosemead and the Board of Administration of the California Public Employees' Retirement System On September 28, 2010, the City Council reviewed the Ordinance No. 904, for an intention of an amendment to the contract between the City Council and the Board of Administration of the California Public Employees' Retirement System. The amendment will implement pension reform measures by providing reduced retirement benefit's for employees enrolled after July 1, 2010. Ordinance No. 904 is now before Council:at the required second reading for adoption. Recommendation: That the City Council adopt Ordinance No. 904; entitled: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY `.,. OF ROSEMEAD, CALIFORNIA; FOR AN INTENTION OF ` AN AMENDMENT TO THE CONTRACT BETWEEN THE f , CITY COUNCIL OF THE CITY OF ROSEMEAD AND THE BOARD OF ADMINISTRATION OF THE CALIFORNIA PUBLIC EMPLOYEES' :RETI REM ENT SYSTEM,, j \ D. Ordinance No. 905 — Second Reading: Amending Municipal Code Section 2.24.020 Conflict of Interest Code t�b On September-28;2010, the City Council reviewed the Ordinance No. 905, amending Municipal Section 2.24.020 Conflict of Interest Code of the City of Rosemead, the Rosemead Redevelopment Agency, and, }he ; Rosemead Housing Development Corporation. Ordinance No. 905 isfiow before Councihatthe required second reading for adoption. Recommendation:Jhat the City Council adopt Ordinance No. 905, entitled: AWORDINANCE OFJHE CITY COUNCIL OF THE CITY ti OF ROSEMEAD, CALIFORNIA, AMENDING ROSEMEAD `. MUNICIPAL CODE SECTION 2.24.020 CONFLICT OF INTEREST CODE OF THE CITY OF ROSEMEAD, THE ROSEMEAD REDEVELOPMENT AGENCY, AND THE ROSEMEAD HOUSING DEVELOPMENT CORPORATION E. City Council Calling and Giving Notice of a General Municipal Election to be held on Tuesday, March 8, 2011 and Requesting the Board of Supervisors of the County of Los Angeles to Render Specified Services to the City Relating the Conduct of the same Election Resolution No. 2010 -73 calls for a General Municipal Election to be held on Tuesday, March 8, 2011, and makes provisions for.the conduct of the election in accordance with the Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 7 of 21 California Election Code, Resolution No. 2010 -74 requests that the Board of Supervisors of the County of Los Angeles render. specified services to the City related to the conduct of the same General Municipal Election. Resolution No. 2010 -75 calls for the conduct of a Special Runoff Election for elective offices in the event of a tie vote at the March 8, 2011 General Municipal Election. Recommendation: That the City Council approve Resolu 2010 -74, and Resolution No. 2010 -75, entitled: A RESOLUTION OF THE CITY COUNCIL'OF THE CITY OF ROSEMEAD, CALIFORNIA, CAL"LIN%AND GIVING NOTICE FOR THE HOLDING fOF A GENERAL MUNICIPAL ELECTION TO, ONe TUESDAY, MARCH 8, 2011, FOR ? THE ELECTION OF;CERTAIN OFFICERS AS REQUIRED .BY THE: `PROVISIONS OF THE LAWS OF THE STATE OF CALIFORNIA RELATING TO GENERAL LAW'CITIES A RESOLUTION OF THE CITY-COUNCIL OF THE OF ROSEMEAD, CALIFORNIA; .REQUESTING THE BOARD.OF SUPERVISORS OF`THE COUNTY OF LOS ,a . ANGELES MO RENDER SPECIFIED SERVICES TO THE CITY RELATING TO THE CONDUCT OF A GENERAL MUNICIPAL 'ELECTION TO BE ON TUESDAY, k,RESOLUT101N OF THE COUNCIL OF THE CITY OF ROSEMEAD;, CALIFORNIA, PROVIDING FOR THE CONDUCT OF�A SPECIAL RUNOFF ELECTION FOR ELECTIVE OFFICES IN THE EVENT OF A TIE VOTE AT THE MARCH 8, 2011 GENERAL MUNICIPAL ELECTION 0 -73, Resolution No. Mayor Pro Tern Stevbn,Ly made�a motion, seconded by Council Member Sandra Armenta, to approve Consent Calendar withAheiexceDtion of item 6A. Vote resulted in: Yes: Amenta, Clark, Low, Ly, Taylor No: None Abstain: None Absent: None Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 8 of 21 A. Minutes July 27, 2010 -Regular Meeting August 24, 2010 -Regular Meeting Mayor Taylor stated that he would abstain on the August 24, 2010 minutes because he was not in attendance. Council Member Sandra Armenta made a motion, seconded by Cou the minutes of July 27, 2010. Vote resulted in: - Yes: Armenta, Clark, Low, Ly, Taylor No: None Abstain: None Absent: None Brian Lewin • expressed concern with his comments during the.public.con August 24th . He asked that his comments reflect what he said more.accura all details were omitted from his comments o&eerthan his concerns about Cards. : Council Member Low asked Mr. Lewin if he felt to have more details in the minutes.- Mr. Lewin - asked that t Council Member Low Mr. Lewin a"sked'that �v Mayor Pro Tem Ly suc reflected inthe.minutes Minutes ofAugust 74, 7. MATTERS FROM A. Telept what he said. Low, to approve section on'the minutes of in the meeting. He stated that parency and proposing Cal- not included and was asking and stated that she recalled he had more comments. his gested,tfiat the minutes'bf August 24th be deferred and Mr. Lewin's arguments and directed the Citvtlerk to summarize Mr. Lewin's comments in more detail. 10 meeting were deferred. & STAFF System Replacement Included in the 2010 -11 Budget and work plan is the replacement of the City's existing telephone system. The City's current Mitel telephone and voicemail system is over 10 years old, and replacement parts are no, longer available. Approximately six months ago proposals were requested from a number of vendors that specialize in telephone systems and five proposals were received. Each bidder-was asked to provide a turn -key solution including all Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 9 of 21 hardware for the phone system itself and a full telephone company solution provided by a vendor of their choice. Through this RFP process these bidders have provided on -site demonstrations for staff to test out the systems, provided site visits to existing customers along with performing an analysis of the City's needs and top priorities. Replacement of the system will result in a cost savings to the City of approximately $20,000 per year. Recommendation: That the City Council authorize: 1. The City Manager to enter into an agreement with for the acquisition and installation of a Shoretel Pt $89,950.86 plus a 10% contingency. The purcha; period through a standard lease /purchase contras term. / 2. The City Manager to enter into an an MPLS telephone and data neh $4,321.78. Assistant City Manager Hawkesworth reviewed'the staff report. Council MemberArmenta asked if by changi well. Assistant City Manager Mayor Pro Tern Ly Assistant City correct numbE if the new no, the the not change. would be changed as what would the new saving expected to be. saving and the amount provided would be the however, staff's recommendation is to accept will be accessible to impaired people. Mayor Taylor asked;that this item:be differed to the next meeting to get a summary chart listing of all the proposals with the equipment fees duration of fees: Mr. Taylor stated that some of the proposals are for three years and others'"are forte years. There are 191 pages and that cannot be consolidated. Mr. Taylor asked for a break down chart showing each company how they proposed and bid the project. Tom Row - representative of Standard Tel Networks stated the company had been working with the City on this project and has provided the phone system for the city for the past ten years. Mayor Taylor asked Mr. Row what the argument was regarding not being able to supply parts for the system. nimunications Company in the amount of nced over a five (5) year 'ut $1 at the end of the if c for the implementation of (3) years at amonthly cost of Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 10 of 21 Mr. Row - replied it was not that they could not supply parts but rather the manufacture's advance their products and that results in discontinuing products. The manufacture's do discontinue parts and we do have parts in stock for the current system, certain tend to be used or remanufacture parts. Mayor Taylor commented that is not unusual that there are parts available. Mr. Row - stated the system is older, the voicemail system is out of date, and so the support on that is definitely challenged at best. Mr. Row spoke about Standard Tel and the services and products they provide. Standard Tel has been in business for over 31 years, with 8,000 customers; service program includes a 2 hour response time. Mr. Row explained the company puts that in writing andiguarantees to give the customer 25 percent cash back if the service commitment is unfulfilled. That is about $18;000 back to the customer and the system Standard Tel is proposing is $74,000, which cover all the hardware, software and labor. Any telephone breakage is covered, if the city elected to back out of the coverage, there is a'savings of $140 a month which is a net of $1,680 a year. Mayor Taylor asked Mr. Row to explain the $140 and $1,680,.figures Mr. Row - replied that he was referring to the support; if the city decided . to op out then that would be the saving. He explained the $1,680 was the calculation for $140 times lZrnonths. Also the program is all remote which includes program system changes, charging ,names, and adding'speed.dials. Mr. Row added that user training was covered by the program, for exampl if anew administrator was'hired to support the system, training is included. Standard Tel comes out on an annual basis and.has an`'annual preventive maintenance schedule to review the system, issues, and upgrad''6the.system. Mayor Taylor asked if they have been doing the maintenance for the past ten years. Mr. Row - replied no, not under this 7gram;,this new program is called the CCC program. Mayor Tayloistated that the City Manager's recommendation was to enter into an agreement for three years for a minimum monthly cost of $4,321: The last sentence on the first paragraph under the telephone system it reads "Replacement of the system will result in cost savings of approximately $20,000 per year." Mr. Taylor stated that is the reason why he asked fora chart to see what the other companies are proposing on their monthly fees:,The three year contract adds up to $150,000 and cannot be compared to what the other companies were proposing. ; City Manager Allred replied-thafbased on Mr. Taylor's request this matter will be deferred and staff will come back with a chart with the`information. He added that on page 3 of the staff report it explains how the $20,000 is derived. I' Assistant City Manager Hawkesworth stated these were kept proprietary because several vendors requested that, however, on the staff report the price of the Shoretel system and TelePacific were published. He asked that now that this item was being deferred was the Standard Tels proposal with revised numbers being accepted. If it is now every vendor is going to want to revise their proposals. Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 11 of 21 Mayor Taylor stated that he thought that it's the only fairway to treat it because STN had the opportunity to submit a bid and they claimed there was an error. Assistant City Manager Hawkesworth replied yes, there were features and components that did not need to be included. Mayor Taylor referred to the city attorney and asked if that is a valid reason for declining a bid. City Attorney Richman replied it could; it can be considered as a none responsive bid all the components needed where not included. She added that it depended if it was diminutive or' something substantial enough and agreed that if they were permitted to revise and submit, that might be something other vendors would like the opportunity as well. Mayor Taylor asked if this could be done legally. Mr. Row - explained the reason why they asked to resubmit the bid was'because of the configurations and discrepancies; there were components in the bid that drove the "price up' He added that they removed those components and that was the reason for resubmitting the bid. `� Mayor Taylor asked how Standard Tel knew the others did not have those same!components in their bid. Mr. Row - replied they took apart their quote and th rough "discussions with "Mr. Hawkesworth. Mayor Taylor stated we are going.to allow the others�to do it also tote fair and open about it because we are in a bidding process, and then it looks,like we pulled a shady deal and let somebody else come in and alter their bid, which does "notlook good. ; Assistant City Manager Hawkesworth stated he, 'ever saw itemized price list and as to Mr. Row removed certain things,.their prices do went wn;however" he did'not know what amount of their price was for parts that they removed or where they cut cost from. Mayor Tayloi inquired about other breakdowns. Assistant City Manager Hawkesworth stated some.vendors provided a breakdown and some did not. Mayor Taylor stated he,wanted'to compare apples and oranges and wanted to see that in a chart to make sure they are all bidding =way way and doing the same program. Assistant City Manager Hawkesworth asked that council allow him more than two weeks so he can go back to the vendors and make sure that they all submit their bids. Mayor Taylor stated that was no problem. Mr. Row - asked if there will be a document that they will receive. Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 12 of 21 Assistant City Manager Hawkesworth replied yes. City Attorney Richman suggested that they start fresh because there might be somebody else who may want to submit their bid at this point. Council Member Low asked if when the city sends out request for proposals are vendors provided with specifications. Assistant City Manager Hawkesworth replied no because of how the phone system opperates; he stated it is very difficult for staff to come up with specs. The City invited vendors to,tour. facilities, showed them what the City had and then asked them to design specs that would best meet the City's needs through the discussions. For example, Standard Tel Network oiginally proposed call, recording forall calls that came in to the city; our original discussions mentioned that was not necessary. However, it wasnot removed from the proposal. Council Member Low stated it was their choice. 41 ' \ , `, j i Assistant City Manager Hawkesworth replied, they told him it was a mistake and they meant to remove it and it wasn't. Kevin Sewell - representative of Intelesys stated ;that dtiring the process and:in meeting with Mr. Hawkesworth, putting together multiple visits, andvisiting sites, they had demonstrated their different products in order to determine what.the best disaster'recovery and overall best solution was for the City. Mr. Sewell described they implemented the Shoretel system several cities and it's the fastest selling voice over IP solution in the market , During the process there were;timelines that were stipulated by Mr. Hawkesworth, where he wanted to have thd'system decided upon. Mr. Sewell reiterated they are proposing a solution based on what the City requirements;are make;su[e the City hassthe best disaster recovery redundancy possible. He expressed concern.regarding.allowing other companies who did not provide the right equipment or the right solution within th�ti e ; frame "that was allowed to a new solution and now open up the bidding process again. Council Member Clark stated she•.had a problem with opening it to other companies that did not bid and asked if the bidding process In aciAo'start over. City Attorney Richman stated that•council wanted Mr. Hawkesworth to create specifications to send out to those individuals who'have already submitted bids; however, there might be a company that want to bid on this but it isn't really available "for everyone during the re -bid process. Council Member Clark asked if it was put out for anybody that wanted to bid. Assistant City Manager Hawkesworth replied yes..' Mayor Taylor asked what item Mr. Row was told not to include. Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 13 of 21 a Assistant City Manager Hawkesworth replied the voice recording. Mayor Taylor reiterated before it was to be bid. Assistant City Manager Hawkesworth replied that was his understanding. Mayor Taylor asked Mr. Row if that was correct. . Mr. Row - replied that the process had been going on for about a year. Hawkesworth and himself had discussed revolving issues and part of tt during the whole process that was never removed. Mayor Taylor asked when it was brought up not to include not to be included. Assistant City Manager Hawkesworth stated the other vendors' of discussion. Because Standard Tel is the City's existing provii approximately a year about the telephone system and "options. for longer than what staff has been meeting 4-other vendors. Mayor Taylor asked what the main Assistant City Manager H6 itemized list of equipment i it under the name docume that when he saw the , item Mayor Taylor stated.that he was not to belinthere`�.:`� Assistant: City Manager Hawkes give us the,best proposal with tF know if the $15,000 was exactly $5,000 was the cost for reduch >rth stated they re'rri d something else. IS ad previously he thought it had N ded thafearly on, Mr. i was the voice recording; the staff report states that it is their or000salsafter six months been talking to Tom Row for been conversing with Standard Tel his bid come,$15,000 lower. ie documentvoice recording system and on their i he submitted his itemized list, staff did not see about in the designs. Mr. Hawkesworth stated led out. a misunderstanding between staff and him that h stated;he also shared that they went back to MiTel and they wanted to ?st financing rates. Because he did not have an itemized cost and didn't cost for the document system or $10,000 was the cost for that and er things Council Member Low'stated staff has gone through the process and asked if Mr. Row requested to lower his price after he was able to`see the other companies cost. Assistant City Manager Hawkesworth replied he called all the vendors and informed them that staff's recommendation was going to be to accept Intelesys proposal and the Shoretel System. When talking through the proposals with Mr. Row he stated the call recording was not pulled from his proposal. He added that Mr. Row, did not provide the City an itemized list of every part; it was just a total price. Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 14 of 21 Mayor Taylor stated he thought there is some kind of error in the way it was handled because the monthly service fee is $4,321.00. Assistant City Manager Hawkesworth replied that's for the telephone physical lines that are in the ground that allow for calling and connecting to different sites. Mayor Taylor asked who is paying that right now. Assistant City Manager Hawkesworth replied the city pays it to AT &T.'' 4/ Mayor Taylor asked what is that costing the city. - { f, Assistant City Manager Hawkesworth stated he was not sure but-thaVit where the City's generating.the cost savings. C Mayor Taylor asked if the $50,000 a year was what the y is paying tc Assistant City Manager Hawkesworth answered yes and added that the $110,000 a year for the AT &T cost, Standard Tel =Network, and Charter new proposal the city would maintain Charter 6a6le�f6r;city hall and the data services will all be provided by Telepacific; liardware.of the phone, been provided by Shoretel Intelesys and the net cost for that would Mayor Pro Tem Ly agreed,with -Mi various numbers being thrown out. City Attorney Richman anybody else's.,, Mayor Taylor stated Mayor Piotiem Ly asked if Mayor Taylor stated if the other about needing a chart asked if it vv § possible for and that is city currently spends approximately :,able for data services. Under the esl of,the telephone services and an`d.phone systems would have been about $89,000 a year, out this issue because there were to remain with the current vendors. on the current bids and not asking for that he just needed a chart to figure this item out. from STN would be considered. wanted to check their bids and revised them that would be fair. Mr. Sewell - expressed.concem that most companies through any RFP process have certain guidelines; if the proposing vendor doesriiit meet those guidelines they are automatically disqualified. If you have certain dates that are set that you are requesting proposals back or finalized and you submitted numbers for that particular project, if you submit those after the fact and you find out you missed something during the RFP process, it's considered either you are not going to be part of the project or they won't consider those numbers. Mr. Sewell's concern is if they open this back up and have everyone review the project, is it going to be where they can look at their numbers and say I know Intelesys won and get the job; we will need to come up with something to lower the price in order, to do what we can to make us look more feasible. Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 15 of 21 City Attorney Richman clarified that Council had given staff direction is to take documents that have already been submitted and these numbers will not be changing. The City is not going back out to bid and staff will utilize the information that has been provided. Assistant City Manager Hawkesworth asked if the direction from Council was to provide an itemized list and allow other vendors to back out any items from their original list. City Attorney Richman recommended to accept Mr. Row's bid originally reject all bids and start over then whatever Mr. Row's proposal was she deadline set. Mayor Pro Tem Ly reiterated that each vendor had their final numbers and start to disaggregate it all and provide a chart. A STN. IAp Council Member Clark asked if the $15,000 for the after the bidding process. d�'~lf Council is not going to d because there was a to take their numbers from during the bidding process or Assistant City Manager Hawkesworth statedstaffrdoes not know if their price reduction includes other reductions other than Oasis because staff did not receive an itemized price sheet City Attorney Richman stated that staff had documents that were provided and the $15,000 request needed to be ignored. She added that this -was not a public worn project and the city didn't need to look at the lowest bidder or go with the lowest, bidder. Staff will look at ttie3proposals provided, try and compare, and if there are things in some of the proposals that the city does riot need then that's part of the discussion staff and Council would have. Mrs. Richmantsald she didnot recommend allowing any bidder after bids have come in to make an argument that they take out items tosreduce cost ti d a..: Mayor Taylor,stated,thatit was mentioned what the system did not need. City Attoiney Richman steted at the nexf'respohse that staff would say is that it is not responsive. That discrepaii6y i&suuffcient enough�for�the City=to say that the bid is not a responsive bid. Staff is recommending someone based,on_more professional services and analysis. Mayor Pro Tem Ly stated that he Thought the best solution was to have staff disaggregate the data and give Council a chart and a6s ,tutilize-STN original numbers. He agreed with Mr. Hawkesworth's concern regarding the voice recording item is,questionable and the financing issues involved. Mayor Taylor reiterated that he felt somebody was,being put to a disadvantage either way. Council Member Clark asked if staff communicated that the item should not be in there. Mayor Taylor stated that they told them it should not be in there and somebody inadvertently put it in there. But he didn't understand where the break down came, how it got in there when they were told not to put it in. Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 16 of 21 Council Member Clark asked if Standard Tel was told whether the city used a 911 system. Assistant City Manager Hawkesworth stated that his conversations with Standard Tel had been different from all other proposals because Standard Tel knew what the city currently utilizes. They know the system better than the other vendors because it's their system. Standard Tel was not told that the city didn't have a 911 system or a dispatch system because they are here already. They were told the City wanted LCD screens, no paper screens, and noted on eliminating the voice ;recording system. There was t pieces of equipment they were asked to remove an improvement to the mobile connectivity through the Motorola radios that Public Safety and Code Enforcement utilizes and the call recording. The Motorola feature was taken out of the proposal but the call recoding was not. Council MemberArmenta asked Mr. Row what gave them voice recording system. Mr. Row - stated that through the process, at the beginning`thrc capabilities of the Mitel System with Motorola for hand held radio this is very cost saving and helps their communication skills and recording was discussed early on in relation of a�potential emerc training perspective.o Mayor Taylor stated that Mr. Row mentioned itwa: Mr. Row - replied no, that was'-include d as part of the whole premise or the•whole driving ,factor of the getting reliable equipment the city. jl that the'citv'would now need a Ions regarding the that any organization that uses more efficient. The voice be relevant to the city or from a that was not to be included. perceived'as the specs requirements of the city, initially was wrapping around replacing and Council Member.Low explained ttiaCwhat-Mr:.N, awkesworth did was approach different companies and said, here is city hall; we need to upgrade�the.system, what'kind of system do you recommend. She stated it seemed that each vendor had'the freedom recommend what is best for the city. What she gathered from STN was\that as part of their they recommended the voice recording capability as a good feature for the city. a' \ V " Mr. Row - replied that was in thete`based on direct input which was a verbal core component of the quote stack of what we were working off Standard Tel design the system based directly on the input of the city on what was need or wanted~ Mayor Taylor directed staff to bring the item back.. City Attorney Richman reiterated that staff will take.the documents that have already been provided as professional service proposals and look at the proposals as they are provided with the understanding it may not work out that way; Council is not rejecting but rather analyzing what has been submitted. Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 17 of 21 8. MATTERS FROM MAYOR & CITY COUNCIL, A. Formation of High -Speed Rail Working Group by the San Gabriel Valley Council of Governments ( SGVCOG) The City Council will discuss participation on a SGVCOG High -Speed Rail Working Group. The City Attorney has advised that under the Brown Act open meeting laws, up to two members of the City Council may serve on the SGVCOG Working Group. Recommendation: That the City Council discuss participation,in the SGVCOG High -Speed Rail Working Group by members of the City Councils( City Manager Allred reviewed the staff report. City Attorney Richman stated that in the event, whoev one of them can't go where the alternate would go. Th appointed and tell them what happened in the meeting between three of your members. Whoever is appointe d have a full report to everybody when the alter`hate•has an open meeting.` er is picked as the - standing for the Ad- HbaCommittee, e alternate.should back to the member that was because,then you created a serial meeting would need Ocome back at your next meeting and been there and•evervone has the same information at Mayor Taylor asked if that person did not attend not Rosemead city council, and.ask,them what h for general information on whafhappened at the members. ! \°. City Attorney Richman some other oersonfs--.. ting they call another member at the meeting '•that is not violating our Brown Act. If they're asking because, we cannot ask my fellow council l _be "y ur council members perspective it would be Mayor Taylor stated he didnTwant to "have someone sit there and be obligated to try to not find out what ha enedlat a public meetiri PP p 9:. W City Attorney Richman reiteratedith`at it may happen before the next council meeting but it would also happen at the council meeting. ) " " Mayor Pro Tern Ly suggested' that after the working group meeting, following the Rosemead Council meeting, whoever was af tke meeting give a report. Since this is an issue that is very sensitive right now to the residents because it's an update. Mayor Taylor nominated Ms. Clark and Ms. Armenta to the board to represent because both have the most heart and the most fire to letting them know how they feel. Council Member Low asked since Mr. Ly was interested in serving, would he be the alternate. Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 18 of 21 Mayor Taylor stated that if you want him on the same motion that would be fine. Mayor Pro Tem Ly asked Ms. Clark and Ms. Armenta if there are meetings they cannot attend. Council Member Clark stated that the meeting times have not been announced. It would be good to have an alternate in case someone cannot attend. Council MemberArmenta stated that the meeting,would be held at 6:00 p.m ±pr 630 p.m. Mayor Taylor clarified that Ms. Armenta and Ms. Clark would be the board"members and Mr. Ly would be the alternate. x 4Y Mayor Pro Tem Ly stated that he is fine with the nominations ; expressed concern about the Brown Act situation. He stated that he would feel more comfortably if it's just Ms. Clark and Ms' Armenta if there is an issue in attending the meetings then council Mayor Taylor stated we can appoint an alternate or replace meetings later. Mayor Pro Tem Ly express concern with the I Armenta and Ms. Clark are good in letting cour appoint someone on the next agenda meeting. Mayor Gary Taylor Member Armenta a resulted in: Abstain: Absent: Council Mem neighborhood Mayor Taylor reiterated the issue. Also because ate then. that cannot attend the there is a meeting coming up and both Ms. V,.' ieeting they cannot attend, then council can by Co Member Sandra Armenta, to appoint Council to.the SGVCOG High -Speed Rail Working Group. Vote thanked everyone for the appointment because the issue involves her try toj,represent the city the best they can. „he made the nominations and they both have their heart and their passion in are up against the State and Federal Rail Authority. Council Member Clark stated that Ms. Armenta prepared a blue flyer about the upcoming meeting and asked to have that flyer sent out to the same people that were sent a letter before about the High Speed Rail Authority. Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 19 of 21 Mayor Taylor asked if that needed to be added on the agenda as an urgency item. Council Member Clark stated it was not an urgency item and that a letter had already been sent out. Mayor Taylor stated that the City Attorney would decide what to do. City Attorney Richman asked if there would be cost associated with doing that. Council Member Clark replied that they had talked about sending a follow -up letter. City Manager Allred replied yes, a follow -up letter will be sent to,the serme people as befog . Council Member Clark stated that there will be atleast three more meetings coming up:. City Manager Allred stated that Flyer could be sent along with'the follow letter. Mayor Taylordirected staff to include the flyer,on the mailing that they are ready to mail. Mayor Pro Tem Ly shared some information with,Council on economic indicators as to what is going on a State, regional and local level. The State of California has�a current unemployment rate of 12.3 percent and in the San Gabriel Valley which is about 11.3 percent and for Rosemead it4s' about 11.8 percent. For Rosemead residents it is about percent currentlythat live underthe poverty line. Mayor Taylor asked where;is the source,coming from. Mayor Pro Tem Ly replied that the .numbers for -the unemployment rate come from the State and are updated about every six months.'' 1 Council'MemberArmenia commended.Mr. Montgomery -Scott for a great turnout at the Fall Fiesta Festival; she state sfie,received a lot of positive feedback from residents. Ms. Armenta wished the City Manager, Community Development Director and Mayor Pro Tem Ly a safe trip to Taiwan and Asia. Mayor Pro Tem Ly;noted that no'city money was being used to fund the trip and that it was privately financed. . Council Member Low stated that the Fall Festival was a success and thanked staff. Mrs. Low mentioned she attended a Lady Hawks game and they had done a really good job. Mayor Taylor asked for information regarding the poverty level. Mr Taylor stated he wanted information about a handyman program to assist a couple of senior citizens to fix their home. Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 20 of 21 City Manager Allred replied that the city has a home improvement program through the CDBG Home Funds. Mayor Taylor asked if there was something in the past about deferment of property taxes for the County and I am not sure what the program was. If the home owner could not afford to pay they would get a lien on their home. Assistant City Manager Hawkesworth stated that he had not heard of it but would check with the County. Council MemberArmenta inquired about the handyman program Mr. Taylor was referring to and asked if they needed to pay the loan back. Mayor Taylor stated that they are grants. ~ \ City Manager Allred stated the city has grants as well. 9. ADJOURNMENT *_ Y The meeting adjourned at 9:04 p.m.The next regular joint CommunityDevelopment Commission and City Council meeting is scheduled to take place on, October 26, 2010 at 6:0 and 7:00 p.m., respectively. ♦l la Gary 3Taylor, Mayo ATTEST: r. Gloria Molleda City Clerk, Rosemead City Council and Community Development Commission Joint Meeting Minutes of October 12, 2010 Page 2 of 21