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CC - Item 4B - Special Meeting Minutes of October 22, 2024MINUTES OF THE CITY COUNCIL SPECIAL MEETING OCTOBER 22, 2024 The special meeting of the Rosemead City Council was called to order by Mayor Ly at 6:08 p.m., in the Rosemead Community Recreation Center, located at 3936 N. Muscatel Avenue, Rosemead, California. PRESENT: Mayor Ly, Mayor Pro Tem Clark, Council Members Armenta, Dang and Low ABSENT: None. STAFF PRESENT: City Manager Kim, City Attorney Richman, Assistant City Manager Rojas, Director of Community Development Valenzuela, Director of Finance Chua, Acting Director of Public Works Wang, Director of Parks and Recreation Boecking, and City Clerk Hernandez Mayor Ly shared the City's process for addressing disruptive individuals or groups that interfere with the City Council's ability to hold its meetings. While the City strongly wishes to allow full public participation and attendance, it also aims to inform the public about the procedures that may need to be implemented if disruptions occur. To ensure that the City Council can properly address the agenda items as required by law and to. maintain the affective functioning of the City. 1. PUBLIC COMMENT — None. 2. CONSENT CALENDAR A. Claims and Demands Resolution No, 2024-56 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ALLOWING CERTAIN CLAIMSAND DEMANDS IN THE SUM OF $906,279.66 CHECKS NUMBERED 117792 THROUGH NUMBER 117915, DRAFTS NUMBERED 7841 THROUGH NUMBER 7551 AND EFT NUMBERED 52778 THROUGH NUMBER 52802 INCLUSIVELY Recommendation: Adopt Resolution No. 2024-56 B. Public Safety Center Upgrades Project No. 31028 - Award of Contract The Public Safety Center provides an array of safety and security related services in the City of Rosemead. The Public Safety Center serves as a substation for the Sheriffs Department, with an office space of approximately 4,016 square feet. Currently, Los Angeles Sheriff deputies that are assigned to the City of Rosemead commute into Rosemead from the Temple Sheriff Station located on Las Tunas Drive in the City of Temple City. Due to the lack of amenities and security features, the Public Safety Center is not adequate as a headquarters for Sheriffs deputies and is Rosemead City Council Special Meeting Minutes of October 22, 2024 AGENDA ITEM 4.11 Page 1 of 7 not conducive to the Sheriffs investigative work and responsiveness. As such, the Public Safety Center would benefit from the necessary project design that was coordinated by City staff. Upgrades include but are not limited to providing a secured parking lot with gated keypad entry and lighting, locker room, redesign of the lobby and public counter, redesign of the restrooms to include a shower for Sherriff deputies, upgrading office space and meeting room, installation of new doors, carpeting, paint, landscaping, and a temporary holding area for animals. A review of the existing roof system was also determined to need replacement along with replacement of the existing Heating, Ventilation, and Air Conditioning system. On September 4a', 2024, the City received three (3) bids. Based on staffs comprehensive bid analysis, the bid submitted by Royal Construction Corp, in the amount of $2,388,000, is determined to be the lowest responsive bid. As discussed below, Royal's bid contained some minor irregularities that staff and legal counsel have determined are immaterial and may be waived. Recommendation: That the City Council take the following actions: 1. Approve the plans and specifications for the Public Safety Center — Project No. 31028. 2. Waive the minor irregularities in Royal Construction Corp.'s bid; and 3. Authorize the City Manager to execute a contract with Royal Construction Corp, for the bid amount totaling $2,388,000. In addition, authorize an amount of $238,800 (10%) as a contingency to cover the cost of unforeseen construction expenses, for a total construction budget of $2,626,800.00. ACTION: Motion by Council Member Low and seconded by Council Member Annenta to approve Consent Calendar Items A and B. Motion was carried out by the following roll call vote: AYES: Armenta, Clark, Dang, Low and Ly NOES: None. 3. MATTERS FROM CITY MANAGER & STAFF A. Tree Maintenance Services — Award of Contract to West Coast Arborists, Inc. At the September 10, 2024, City Council meeting staff was directed to provide copies of all proposals received and clarification on the evaluation factors used for the Tree Maintenance Services Award of Contract item. The City's existing contract for tree maintenance services with West Coast Arborist Inc. (WCA) expired on September 10, 2024. Currently, WCA is providing services to the City under a month-to-month contract. The scope of work for this contract includes annual tree trimming, service request trimming, tree removal and replacement, emergency response and the maintenance of a GIS based tree inventory. The new contract will include a 3 -year grid trim cycle and as needed services as requested by the City. Rosemead City Council Special Meeting Minutes of October 22, 2024 Page 2 of 7 A Request for Proposals (RFP) was posted to the City's P1anetBids vendor portal on July 3, 2024. Eight proposals were received on July 24, 2024. Staff reviewed the proposals for completeness, understanding of scope of work, experience of each firm and project requirements, and quality of goods and support facilities. Based on a review of all proposals, staff is recommending that the City Council authorize the City Manager to execute an agreement between the City of Rosemead and West Coast Arborists, Inc. for Tree Maintenance Services for an initial thirty-two (32) month contract term in the amount of $223,000 per fiscal year through June 30, 2027, with the option for up to two one-year extensions. Recommendation: That the City Council authorize the City Manager to execute a thirty-two (32) month contract with West Coast Arborists, Inc. in the amount of $223,000 per fiscal year through June 30, 2027, with the option for up to two one-year extensions and authorizes the City Manager to determine whether to enter into any agreements to extend the term for each of the two one-year extensions on behalf of the City Council Public Works Fiscal & Project Manager Garcia reported the City was awarding a new tree maintenance service agreementthat included annual tree trimming, removal, replacements, emergency response, and tree inventory management. An RFP was released in July 2024, receiving eight proposals. While there were protests regarding costs and lack of responses, the staff reviewed the proposals and recommended West Coast Arborist for the contract at the September ,101h City Council meeting, as they scored highest in the evaluation and were deemed the most qualified. West Coast Arborist has 52 years of experience, has provided tree maintenance in over 350 cities and employs certified arborists. They have local equipment yards for quick emergency response, a 24/7 emergency contact, and offer access to their tree management software. Ms. Garcia noted that staff continued to recommend awarding the contract to West Coast Arborist, as they meet RFP's criteria and have consistently exceeded expectations. Council Member Low inquired about the mobile app functions with West Coast Arborist and whether they were the only vendor that provided a mobile app option. Public Works Fiscal & Project Manager Garcia replied that Tiger Tree Service also provided a mobile app function. Acting Director of Public Works Leung explained that the mobile app helps field staff by providing real-time access to tree maintenance records, such as when a tree was last trimmed. If a complaint is made about a tree not being maintained, the app can quickly verify the last service date. It also shows the real-time location of trees, helping staff determine if a tree is on public property or near a property line, ensuring accurate identification while on-site. Council Member Armenta asked what criteria was used for all the vendors that submitted a bid. Public Works Fiscal & Project Manager Garcia explained the RFP outlined specific criteria for evaluating proposals which included: Rosemead City Council Special Meeting Minutes of October 22, 2024 Page 3 of 7 • Compliance and Completeness - proposals had to follow a required format for easy identification of requested information and ensure adherence to all RFP requirements. • Project Understanding and Approach - evaluated based on how well proposers addressed the City's scope of work. Some proposers gave general responses, which were scored lower. • Experience and Qualifications - proposals were assessed regarding the firm's relevant experience and the qualifications of the personnel assigned to the project. • Local Experience - proposers were evaluated on their familiarity with the San Gabriel Valley and the City of Rosemead, with preference given to those with local experience in municipalities, utilities, and schools; and • Quality of Goods and Support Facilities - this included the use of mobile tree inventory software, proximity of work yards, and vehicle maintenance capabilities, which were important factors in the evaluation. Council Member Armenta asked why West Coast Arborist was considered the best candidate. Public Works Fiscal & Project Manager Garcia responded that West Coast Arborist is a highly qualified firm with over 50 years of experience working with municipalities, including longstanding contracts in Los Angeles County. They are well-acquainted with the region, having served many neighboring cities, including Rosemead, for the past fiveyears. Their extensive resources, equipment, and facilities make them well-equipped to meet the City's tree maintenance needs effectively. Council Member Armenta emphasized the importance of verbalizing the rationale behind staff decisions, as many people listening to the meeting may not review the full packet: -She stated that transparency is highlighted as a key value for the Council, ensuring fairness and equal treatment for everyone. Council Member Dang asked for clarification on the project understanding and approach section where it stated, "Contractor has a firm understanding of project requirements but could have benefited from a city -specific approach." Public Works Fiscal & Project Manager Garcia responded that most proposals seemedto be general, applicable to any city, while some were more tailored to Rosemead's specific needs. West Coast Arborist, though not providing as much city-specificdetail, has been the city's incumbent provider for the past five years and has delivered satisfactory service, which staff had been happy with. Mayor Ly asked for clarification if staff made an analysis based off of experience, but not necessarily based off of something that's in the RFP. Public Works Fiscal & Project Manager Garcia explained although bidders like West Coast Arborist, did not provide a detailed, city -specific approach, they addressed the scope of work in a general way. Staff believe they understood the city's requirements and the RFP's outlined scope of work, but points were still deducted for the lack of specificity. Rosemead City Council Special Meeting Minutes of October 22, 2024 Page 4 of 7 Council Member Dang explained he wanted to know how bidders received points and got points deducted. Terry Noriega, of Mariposa Landscapes, stated he is a third -generation resident of Rosemead, described his deep ties to the City, having lived in and owned property there for decades. He is the owner of Mariposa Tree Management, a licensed contractor with 43 years of experience serving municipalities in Southern California, including Pasadena, San Marino, Burbank, and Los Angeles. Mr. Noriega argued that his company is the best candidate for the City's tree maintenance contract, citing their local expertise, proximity to Rosemead, and trained personnel. He claimed that Mariposa offers better value, saving the City $55,800 compared to the incumbent, and urged the City Council to award the contract to his company, suggesting that the current evaluation process unfairly favors the incumbent. Tony Alea III, Rosemead resident since 2017, spoke in support of West Coast Arborist, highlighting their union status, impeccable safety record, and highly trained employees. He emphasizes that West Coast Arborist employs certified arborists and landscapers, with a strong training program. He urged the City Council to award the tree maintenance contract to West Coast Arborist, noting their proven track record of providing high quality services to numerous cities. Patrick Mahoney, President and owner of West Coast Arborist, a family-owned business with 1,200 employees, spoke about their 53 years of experience in tree maintenance and their leadership in tree inventory management through their Arbor Access mobile app. Serving over 300 cities, they have built long-term relationships by providing quality, services by well-trained employees. West Coast Arborist, with unionized employees, offers great benefits, has served Rosemead for the past five years and has worked with the City in the past for over 30 years. He requested the City Council to continue their contract, emphasizing their commitment and successful track record. Mayor Ly asked staff if a pre-bid meeting was conducted? Public Works Fiscal & Project Manager Garcia replied there was no pre-bid meeting forthetree maintenance services RFP. Mayor Ly asked why was cost not factored in the criteria? Acting Director of Public Works explained that the City has the option after the evaluation process, to negotiate the price with the most qualified vendor. Mayor Ly commended the Public Works Department for navigating transitions over the years and acknowledged that past council policies may not always be followed. He expressed understanding of the department's efforts to do what is best. However, he believed that price should have been a more significant factor in the decision- making process. He suggested that a pre-bid meeting would have helped clarify the evaluation criteria for all contractors. Mr. Ly expressed dissatisfaction with the lack of price consideration in the current process, emphasizing that being the incumbent shouldn't guarantee a contract. He further argued that past performance should not be Rosemead City Council Special Meeting Minutes of October 22, 2024 Page 5 of 7 weighed more heavily than a fair comparison of all bids. He proposed rejecting the current bids and rebidding the contract, with the addition of a pre-bid meeting and price consideration, although not as the primary factor. In the interim, he also recommended authorizing the City Manager to negotiate a temporary contract for tree trimming services. Mayor Pro Tem Clark stated she did not agree with re -bidding the contract. She expressed support for awarding it to Mariposa Landscapes. She noted that after conducting her own research, she had some personal concerns and believed that Mariposa stood out, particularly because they offer significant cost savings. They have a long history of working in the community and have provided services to the City for many years, even before the other contractors. Therefore, she made a motion to approve the contract for Mariposa. Mayor Ly asked for a second to Mayor Pro Tem Clark's motion. There being none, the motion died for lack of second. Council Member Armenta agree with Mayor Ly's recommendation and that transparency is crucial, and not having a pre-bid meeting is simply unacceptable. Additionally, applying criteria that unfairly disadvantages some bidders is poor policy. She reiterated we must ensure that all bidders are treated equally, and the best course of action is to reject the current bids and start the process over. Council Member Dang agreed that cost should have been a factor in the scale. In addition, he suggested there should be a community benefit point scale factored into the bid process. Council Member Low asked if pre -grid meetings are always conducted for RFPs. Public Works Fiscal & Project Manager Garcia replied that pre-bid meetings are not standard practice for professional services but are for construction projects. Acting Director of Public Works Leung explained that pre-bid meetings are for projects that may not have clear scope of the service being requested and it must be seen by the potential bidders. He noted that staff will conduct a pre-bid meeting for the tree maintenance services. Council Member Low agreed to go out to rebid and include price as part of the factor. Mayor Ly stated the motion was to reject all proposals and restart the process, directing staff to also include in the evaluation, pricing and community benefits, as well as authorize the City Manager to negotiate an interim contract for tree maintenance services. ACTION: Council Member Low made a motion, seconded by Council Member Dang to reject all proposals, go out to rebid and include pricing and community benefit in the evaluation criteria. In addition, authorize the City Manager to negotiate an interim contract for tree maintenance services. Motion was carried out by the following roll call vote: AYES: Armenta, Clark, Dang, Low and Ly NOES: None Rosemead City Council Special Meeting Minutes of October 22, 2024 Page 6 of 7 4. MATTERS FROM MAYOR & CITY COUNCIL A. Council Comments Mayor Pro Tem Clark shared that a few years ago, out of 470 cities in California, an audit was done, and the City of Rosemead came out at No.15 from the top for financial stability. She reiterated this is one reason we look at the cost of things because we tend to be very frugal and we're very happy that we got that recommendation from the audit committee. 6�\ I71L1111:7►1u 111►Y Y Mayor Ly adjourned the special meeting at 6:46 p.m. The next regular meeting took place on October 22, 2024 at 7:00 p.m. in the Rosemead Community Recreation Center. Ericka Hernandez, City Clerk APPROVED: Steven Ly, Mayor Rosemead City Council Special Meeting Minutes of October 22, 2024 Page 7 of 7