CC - Agenda - 02/28/2012Public Comment from the Audience
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Rosemead
City Council
and
Housing
Development
Corporation
JOINT MEETING AGENDA
February 28, 2012
7:00 PM
Council Chamber
8838 E. Valley Boulevard
Rosemead, CA 91770
www.cityofrosemead.org
Steven Ly, Mayor
Sandra Armenta, Mayor Pro Tem
William Alarcon, Council Member
Margaret Clark, Council Member
Polly Low, Council Member
ROSEMEAD CITY COUNCIL AND HOUSING DEVELOPMENT CORPORATION MEETING AGENDA
February 28, 2012
City Council
and
Housing Development Corporation
Joint Meeting Agenda
• CALL TO ORDER —7:00 PM
• PLEDGE OF ALLEGIANCE— Council Member Low
• INVOCATION — Mayor Ly
• ROLL CALL:
<, City Council — Mayor Ly, Mayor Pro Tern Armenta, Council Members Alarcon, Clark, Low
1. ORDINANCES READ BY TITLE ONLY
State law requires that all ordinances be read in full prior to the City Council taking action; however,
by motion unanimously adopted, the City Attorney can be instructed to read all ordinances by title
only.
Recommendation: That the City Attorney be instructed to read all ordinances which appear on this
agenda by title only, and that further reading be waived.
2. PUBLIC COMMENTS FROM THE AUDIENCE
The City Council will receive public comments on matters not listed on the agenda.
3. CONSENT CALENDAR
A. Minutes
February 14, 2012 — Special Meeting
B. Claims and Demands
• Resolution No. HDC 2012 -03
Recommendation: to approve Resolution No. HDC 2012 — 03 entitled:
A RESOLUTION OF THE HOUSING DEVELOPMENT
CORPORATION OF THE CITY OF ROSEMEAD ALLOWING
CERTAIN CLAIMS AND DEMANDS IN THE SUM OF
$241,234.00 NUMBERED 1545
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ROSEMEAD CITY COUNCIL AND HOUSING DEVELOPMENT CORPORATION MEETING AGENDA
February 28, 2012
• Resolution No. 2012 -15
Recommendation: to approve Resolution No. 2012 –15 entitled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ROSEMEAD ALLOWING CERTAIN CLAIMS AND DEMANDS
IN THE SUM OF $686,890.66 NUMBERED 76375 THROUGH
76517 INCLUSIVELY
C. NALEO 29th Annual Conference – June 21st– 23rd -- Orlando, Florida
Council will consider approval of the NALEO 29th Annual Conference, which will take place in
Orlando, Florida. Seminar sessions will include: Education, Health, Financial Empowerment,
Civic and Political Participation, and Broadband Adoptions.
Recommendation: That the City Council authorize the attendance, at city expense, of any
Council Member that wishes to attend the NALEO 29th Annual Conference.
D. Replacement of Ball Field Lights at Garvey Park
The existing light standards at Garvey Park date back to 1971 —except for the center field
pole, which was replaced several years ago. Existing light fixtures are also outdated and
inefficient. City Council authorized the replacement of the ball field lights and standards as
part of the Fiscal Year 2012 -13 Capital Improvement Program in the amount of $250,000.
However, as several standards will be replaced as part of Metro PCS' cellular site project
underway at Garvey Park (which City Council authorized last year) and improved lighting
systems for this project require one less standard than currently exists, the estimated cost of
the proposed project is $141,040 as quoted by Musco and $14,000 for any contingencies —
$95,000 less than the original budgeted amount.
Musco Lighting has been the sole provider of Rosemead's sports lighting, including ball field
and pool facility lighting, for several decades. Their proposal includes replacement of four
ball field lights at Garvey Park (removal and disposal of existing poles and fixtures,
installation of new standards and fixtures and corresponding foundation and electrical work,
installation of controls and monitoring cabinet, and connectivity to cell tower lighting
standards —also provided by Musco Lighting) and relocation and connection of one existing
pole for use at adjacent multi -use field. The project will also result in more efficient lighting,
offsite lighting controls, twenty-five years of lighting maintenance, and first -time lighting to the
multi -use field.
Recommendation: That the City Council authorize the City Manager to enter into a
professional services agreement with Musco Lighting for the replacement of four ball field
light standards and relocation of one existing light standard, including possible contingency
costs, in an amount not to exceed $155,040.
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ROSEMEAD CITY COUNCIL AND HOUSING DEVELOPMENT CORPORATION MEETING AGENDA
February 28, 2012
E. Resolution No. 2012.01 Ordering the Summary Vacation of a Portion of Grand Avenue
between Delta Avenue and Earle Avenue
On June 13, 1961, the City Council approved Resolution No. 61-41, vacating a portion of
Grand Avenue between Earle Avenue and Delta Avenue. Recently, the City was contacted
and informed that the vacation of this property was authorized, but never recorded with the
County of Los Angeles Recorder. After review, it was determined that the City still holds this
portion of Grand Avenue in fee. Recording this vacation is necessary to convey the release
of this property.
Recommendation: That the City Council approve Resolution No. 2012 -01, entitled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ROSEMEAD, CALIFORNIA, ORDERING TO SUMMARILY
VACATE A PORTION OF GRAND AVENUE BETWEEN DELTA
AVENUE AND EARLE AVENUE
Rosemead Community Center Roof Replacement — Award of Contract
As a part of the City's Capital Improvement Program, the City Council approved a project
titled, "Citywide Energy Efficiency Program", which consists of several modernization
projects of existing infrastructure and systems at City facilities. This project includes the
replacement of the existing Roof with an energy efficient "Cool Roof at the Rosemead
Community Recreation Center. Grant funding, through the Energy Efficiency and
Conservation Block Grant, is available for this project.
On January 24, 2012, following a formal bidding process, the City Council rejected all bids
received for the project and directed staff to pursue other means of completing the scope of
work. This was the second time in the last three months that a bid was rejected for an
HVAC/Mechanical project due to high bid prices. In continuing this project, the initial project
was split from one project encompassing both Roof and HVAC replacement to two distinct
projects based on the specific trades, as this was determined to be the best manner of
working within the estimated costs.
In order to meet a Department of Energy grant obligation deadline of March 19, 2012, a
shortened bid process was conducted and new bids were received. Plans, specifications
and notices were posted on the City's website and ten (10) qualified Roofing contractors
were contacted and invited to participate in the bidding process. On February 23, 2012,
informal bids were accepted and analyzed.
Recommendation: That the City Council approve:
1. Approve the plans and specifications for the Replacement of Roof for Rosemead
Community Recreation Center Project; and
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ROSEMEAD CITY COUNCIL AND HOUSING DEVELOPMENT CORPORATION MEETING AGENDA
February 28, 2012
2. Authorize the City Manager to enter into a contract with Lether Roofing Company in the
amount of $120,000 and establish a contingency in the amount of 20% of bid ($24,000)
to cover any unforeseen construction expenses.
3. Approve Resolution No. 2012 -17, entitled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ROSEMEAD, CALIFORNIA, REGARDING CONTRACTING FOR
ROOF REPLACEMENT AND AWARD OF CONTRACT TO
LETNER ROOFING COMPANY AT THE ROSEMEAD
COMMUNITY RECREATION CENTER
G. Replacement of Community Center HVAC System — Award of Contract
As a part of the City's Capital Imp ovement Program, the City Council approved a project
titled, "Citywide Energy Efficiency Program ", which consists of several modernization
projects of existing infrastructure and systems at City facilities. This project includes the
replacement of the existing HVAC system, with nine (9) new energy efficient roof top units,
and other related work at the Rosemead Community Recreation Center. Grant funding,
through the Energy Efficiency and Conservation Block Grant, is available for this project.
On January 24, 2012, following a formal bidding process, the City Council rejected all bids
received for the project and directed staff to pursue other means of completing the scope of
work. This was the second time in the fast three months that a bid was rejected for an
HVAC /Mechanical project due to high bid prices. In continuing this project, the initial project
was split from one project encompassing both Roof and HVAC replacement to two distinct
projects based on the specific trades, as this was determined to be the best manner of
working within the estimated costs.
In order to meet a Department of Energy grant obligation deadline of March 19, 2012, a
shortened bid process was conducted and new bids were received. Plans, specifications
and notices were posted on the City's website and ten (10) qualified HVAC contractors were
contacted and invited to participate in the bidding process. On February 23, 2012, informal
bids were accepted and analyzed.
Recommendation: That the City Council:
1. Approve the plans and specifications for the Replacement of HVAC System for
Rosemead Community Recreation Center Project; and
2. Authorize the City Manager to enter into a contract with K&J Air Conditioning in the
amount of $168,700 and establish a contingency in the amount of 20% of bid ($33,740)
to cover any unforeseen construction expenses.
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ROSEMEAD CITY COUNCIL AND HOUSING DEVELOPMENT CORPORATION MEETING AGENDA
February 28, 2012
3. Approve Resolution No. 2012 -18, entitled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ROSEMEAD, CALIFORNIA, REGARDING CONTRACTING FOR
HVAC REPLACEMENT AND AWARD OF CONTRACT TO K &J
AIR CONDITIONING AT THE ROSEMEAD COMMUNITY
RECREATION CENTER
4. MATTERS FROM CITY MANAGER & STAFF
A. Partnership with Trust for Public Lands to Develop Fitness Zones at Garvey,
Rosemead, and Zapopan Parks
Trust for Public Land (TPL) has received a variety of grant funding for development of
"Fitness Zones" around southern California. The City of Rosemead is one of several cities
that TPL has asked to partner with in development of the Fitness Zones. Specifically, the
partnership would development new Fitness Zones, a series of outdoor exercise equipment
stations, at Garvey and Zapopan Parks and would replace the existing equipment located
adjacent to the trail at Rosemead Park —due to ongoing maintenance issues there.
The total project costs for acquisition, installation, and administration of the three Fitness
Zones is $159,750. TPL has procured funding in the amount of $84,750. They are requesting
that the City pay the balance of project costs in the amount of $75,000. Given the recent
dissolution of RDA, funds that might otherwise be used are currently unavailable. Thus, use
of undesignated funds is required for the project. Use of the undesignated fund balance for
this project is, however, consistent with the City's Guiding Principles for Fiduciary
Responsibility which recommends that "reserves" be used "only for one -time expenditures or
temporary stop -gap measures."
Recommendation: That the City Council:
1. Appropriate funds from the undesignated General Fund balance in the amount of
$75,000; and
2. Authorize the City Manager to execute the Combination Right of Entry Permit and
License Agreement with Trust for Public Lands for the installation of Fitness Zones at
Garvey, Rosemead, and Zapopan Parks in an amount not to exceed $75,000.
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ROSEMEAD CITY COUNCIL AND HOUSING DEVELOPMENT CORPORATION MEETING AGENDA
February 28. 2012
B. Preliminary Summary/Review of Solid Waste and Recycling Services Proposals
On November 8, 2011, the City Council approved specifications (including service levels,
Request for Proposals [RFP] process, bidder's list) and directed staff to solicit proposals for
solid waste /recycling collection services. The City's current agreement for solid
wastelrecycling collection services will expire on August 1, 2013. The scope of work
includes providing solid waste and recycling services for all residential and commercial
properties in the City.
RFPs were distributed on November 14, 2011. Five (5) contractor proposals were received
by the City Clerk's Office on January 18, 2012. A staff evaluation committee is in the
process of reviewing the proposals in accordance with evaluation criteria established by the
City Council.
Due to the extremely detailed nature of the proposals, an executive summary has been
prepared for each proposal. Following this preliminary review, it is planned that a
recommendation of the successful bidder will be presented to the City Council on March 13,
2012. It should be noted that the recommendation will be made based only on information
that was included in the proposals and received on January 18, 2012. No additional service
proposals or enhancements received after the proposal deadline will be considered in the
City's technical review.
Recommendation: That the City Council review the summary of proposals for solid
waste /recycling services. No other City Council action is requested at this time.
5. MATTERS FROM MAYOR & CITY COUNCIL
6. ADJOURNMENT
The next regular City Council meeting is scheduled to take place on March 13, 2012 at 7:00
p.m.
Upcoming City - Sponsored Community Events
Community Yard Sale and Saturday, March 3 "'
Emergency Preparedness Fair 7:30 a.m. - 1:30 p.m.
2255 Walnut Grove Avenue
(Southern California Edison Parking Lot)
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