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HomeMy WebLinkAboutRA Minutes 2005-03-07 SRRA MINUTES (Regular) 03/07/2005 Page 1 IN THE COUNCIL CHAMBER OF THE CITY OF SAN RAFAEL, MONDAY, MARCH 7, 2005 AT 7:30 PM Regular Meeting: Present: Albert J. Boro, Chairman San Rafael Redevelopment Agency Barbara Heller, Vice-Chair Paul M. Cohen, Member Cyr N. Miller, Member Gary O. Phillips, Member Absent: None Also Present: Rod Gould, Executive Director Gus Guinan, Assistant Agency Attorney Jeanne M. Leoncini, Agency Secretary CLOSED SESSION – CONFERENCE ROOM 201 None ORAL COMMUNICATIONS OF AN URGENCY NATURE:7:42 PM None. CONSENT CALENDAR: Member Miller moved and Member Phillips seconded, to approve the following Consent Calendar items: ITEM RECOMMENDED ACTION 1. Approval of Minutes of Regular Meeting of Tuesday, Minutes approved as submitted. February 22, 2005 (AS) 2. Resolution Authorizing Economic Development Director to RESOLUTION NO. 2005-04 – RESOLUTION AUTHORIZING Execute a Regulatory Agreement with Marin Housing ECONOMIC DEVELOPMENT Development Corporation for Sundance Apartments (95 DIRECTOR TO EXECUTE A Medway) (RA) – File R-462 x R-173 REGULATORY AGREEMENT WITH MARIN HOUSING DEVELOPMENT CORPORATION FOR SUNDANCE APARTMENTS (95 MEDWAY ROAD) 3. Resolution Approving the Modification of a Grant RESOLUTION NO. 2005-05 – RESOLUTION APPROVING THE Agreement with Buckelew Community Housing MODIFICATION OF A GRANT Development Organization, Inc. for an Additional $120,000 AGREEMENT WITH BUCKELEW (1103 Lincoln Avenue) (RA) – File R-455 x R-173 COMMUNITY HOUSING DEVELOPMENT ORGANIZATION, INC. FOR AN ADDITIONAL $120,000 (1103 LINCOLN AVENUE) AYES: MEMBERS: Cohen, Heller, Miller, Phillips and Chairman Boro NOES: MEMBERS: None ABSENT: MEMBERS: None 1 SRRA MINUTES (Regular) 03/07/2005 Page SRRA MINUTES (Regular) 03/07/2005 Page 2 AGENCY CONSIDERATION: 4. REPORT ON BID OPENING AND RESOLUTION AWARDING CONTRACT TO MIDSTATE CONSTRUCTION RE PICKLEWEED PARK COMMUNITY CENTER AND LIBRARY, PROJECT NO. 10704 IN THE AMOUNT OF $6,098,000.00 (BID OPENING HELD ON THURSDAY, FEBRUARY 17, 2005) (PW) – FILE (SRCC) 4-1-572 x R-446 x (SRCC) 267 Andrew Preston, Assistant Executive Director (Public Works), stated it was his great pleasure to present the report on the award of the project to Midstate Construction for $6.098 million, noting it was one of the most beneficial projects with which he had been involved in his 25 year tenure with the City of San Rafael, and also one of the best projects being constructed presently. He reported that it had been a pleasure to work with Group 4 Architects, as well as the project management team assembled for this job, and this was probably the reason for accomplishing the almost impossible. Reporting that the project started in 1999, with most of the background work being done by Carlene McCart, Community Services Director and Dave Donery, Supervisor, Pickleweed, and members of the City Council, Mr. Preston stated it came to the Public Works Department in January, 2004 as a blank slate with a conceptual design, and in twelve months it was taken to the final plans and specifications stage and out to bid. Mr. Preston reported that on December 20, 2004, Dave Donery presented a background report on the Pickleweed Community Center history, at which time the City Council gave authorization to call for bids. He explained the project consists of renovating the existing 12,000 square-foot building by removing the outside walls, roof, windows, skylights, some interior walls, all toilet fixtures (to make them ADA compliant), etc., leaving just the wall studs standing, and subsequently refurbishing the entire building. Additionally, a brand new 12,000 square-foot expansion would be constructed, to include a gymnasium, classrooms and restrooms. He noted that the new entry lobby off the new ADA compliant parking lot would feature a polished stained concrete floor, glass wall on the right to the gymnasium, with exposed steel beams, and a concrete decked reception area, and he commented that it would be a magnificent place to walk into. Having opened bids on February 17, 2005, Mr. Preston reported that the low bid was received from Midstate Construction Corporation, Petaluma, in the amount of $6,058,000.00, which was $300,000 below the Engineer’s Estimate. He noted that one other bid below the Engineer’s Estimate was received. Mr. Preston discussed the three alternate items in the bid: 1) A new entry driveway and parking lot paving down by the Childcare Center, at a cost of $100,000, staff believed was too expensive. The chance existed that a donation for that work would be forthcoming from another contractor; therefore, staff did not recommend adding this amount to the project. Should this be deemed necessary in the future, Mr. Preston reported that the contract contained the ability to do so; 2) The second alternate bid for sun control devices on the outside of the south side of the building to prevent warming of the classrooms for $15,000 was added; together with 3) Dens glass sheathing, an upgrade on the sheathing for the existing studs of the existing building, at a cost of $25,000. Mr. Preston reported that since opening bids, staff had checked the contractor’s insurance, bonds, licenses, which were found to be in order, as were the subcontractors’ licenses. Having checked with the architects and others involved in the Petaluma Town Center Parking Garage, Ortega Elementary School in Pacifica and the Casa Madrona Inn, Sausalito, projects, glowing references were received from all, which Mr. Preston stated signified this company had done good work in the past. He reported that the architects involved indicated they would like Midstate to do further work for them and bid on 2 SRRA MINUTES (Regular) 03/07/2005 Page SRRA MINUTES (Regular) 03/07/2005 Page 3 future projects. Indicating that Midstate performs at least one Public Works project annually, Mr. Preston stated they are used to complying with the Public Works Labor Codes and minimum prevailing wages. He stated they also have their own apprenticeship program and staff would ensure they complied with the Agency’s requirements in this respect, simultaneously ensuring their subcontractors complied with these conditions as well. Directing Agency Board members’ attention to the Bid Summary Sheet attached to the staff report, Mr. Preston explained this outlined the bids on the different items. Referring to Attachment 1, he explained this was a complete budget of the total project and noted the costs of the different elements. He indicated that the base bid included many of the items the City Council requested, i.e., new floor in the Multipurpose Room, HVAC, acoustic tiles, sound system, etc. Mr. Preston stated that Attachment 2 – Revenue Report - identified the funds involved in the project, i.e., Public, Foundations and Private funds. He confirmed that no City money was involved - it was all either publicly or grant funded - and he acknowledged the tremendous effort made by all those involved in obtaining the funds received to date. He commented that funding would continue as the project progressed. Reiterating that he was so enamored with the Project Management Team and how all the different departments worked together, Mr. Preston specifically identified: Community Services Department: Carlene McCart, Community Services Director; Bill Scharf, Assistant Community Services Director; Dave Donery, Supervisor, Pickleweed Community Center. Redevelopment Agency: Nancy Mackle, Economic Development Director; Katie Korzun, Economic Development Coordinator. Library: Vaughn Stratford, former Library Director (retired); Gail Lockman, former Library Manager (retired); David Dodd, Library Director; Kay Noguchi, Reference Librarian. Community Development Department: Raffi Boloyan, Senior Planner. Public Works Department: Richard Landis, Administration Supervisor; Scott Schneider, Senior Civil Engineer; Doris Toy, Civil Engineer, who would be the Project Construction Manager. Mr. Preston stated that the Group 4 Architect team was wonderful to work with, noting they were very responsive to all of staff’s requirements, which was proved in the quality of the Plans and Specifications, together with the bid. Mr. Preston stated it was staff’s recommendation to award the contract to Midstate Construction Corporation, in the amount of $6,098,000.00. Chairman Boro invited Dave Donery to discuss the plans with regard to those using Pickleweed presently and how their needs would be accommodated during the approximate year of construction. 3 SRRA MINUTES (Regular) 03/07/2005 Page SRRA MINUTES (Regular) 03/07/2005 Page 4 Mr. Donery reported that staff had been working for approximately nine months with members of the Pickleweed Park Advisory Board to develop a transition plan to make transitioning the community based programming into portable classrooms as smooth as possible. He commended Andy Preston and Doris Toy for their shrewd work in obtaining two portable classrooms from the old Bahia Vista school site, and indicated the approximate 1,000 square-foot classrooms would be used to house the youth programs, most of the ESL (English as a Second Language) programs, a lot of the community-based programs, such as the Vietnamese Language School, and the Senior Group. Mr. Donery stated that unfortunately, the Radio Canal program, currently housed in the Teen Center, would be moving back to San Rafael High School, and the large group renters who use the multipurpose room, with the assistance of staff, had found other homes. He indicated staff had also worked very closely with the agencies representing these programs to ensure they had a place to go and also to assure them the doors were wide open on re-opening Pickleweed. Mr. Donery stated staff was confident of maintaining services in one fashion or another. Member Miller invited Dave Donery to explain the process undertaken in terms of the garden, as this had been a deep concern especially for the Asian population. Mr. Donery stated that unfortunately, one of the situations encountered in developing the project was the fact that the site of the current community garden would need to be used during the construction for project staging, as it was the only space on the property suitable for construction management and to locate heavy equipment. Subsequent to construction, he stated it was the only spot staff could find to locate the very well used outdoor basketball facility. Mr. Donery stated the ramifications were that the community garden, which was managed by the Canal Alliance, needed to be closed down. Indicating that staff alerted both the Pickleweed Advisory Board and the management at Canal Alliance in December of this action, he reported that he and Carlene McCart met with the Executive Director of the Canal Alliance, and several of the staff members and gardeners, in January 2005 to discuss the closure and invited them, and those gardeners unable to be present, to discuss the matter further with the Pickleweed Park Advisory Board. Mr. Donery indicated that the issue was raised at the February (2005) meeting; however, because of nd other agenda items it was decided to dedicate the entire March 2 meeting to discussion of the community garden. He reported that 60 school-age and teenage children, together with approximately nd nine gardeners and staff from Canal Alliance were in attendance at the March 2 meeting, and the benefit of the surprisingly large group was that it gave him (Dave Donery) an opportunity to tell everyone in the room about the project, which got a lot of people very excited, and it also afforded him the opportunity of explaining to a broader audience the necessity for closing down the community garden. Reporting that on February 26, 2005, he and Member Miller met with gardeners and representatives from Canal Alliance at the garden to discuss the exit strategy, Mr. Donery stated the primary issue was the need to remove everything of personal value, with the City taking care of the demolition when the construction project commenced. Mr. Donery stated there now was a committee headed by the Canal Alliance to explore the potential re- emergence of a garden somewhere in the neighborhood. He had offered his support, provided a lot of resources identified from the Internet and he would be the City liaison to them. Noting Mr. Preston had thanked everyone on the project team, Executive Director Gould stated that subsequent to Council approving the conceptual design, the leadership of the project team moved to Andy Preston, Public Works Director, who had taken a deep and abiding interest, putting in untold hours working with the architects, engineers, staff and community brainstorming problem solutions in an attempt to get the “most for the buck” for the City and ensuring the project came in under budget. Mr. Gould believed Mr. Preston’s major contribution was as early as a year ago when he indicated that being in the market in January 2005 would produce the best possible chance of beating the rapid escalation in construction costs and getting the project the City could afford. Mr. Gould indicated that 4 SRRA MINUTES (Regular) 03/07/2005 Page SRRA MINUTES (Regular) 03/07/2005 Page 5 Council took a risk in putting the project out to bid in the absence of all the dollars, and the bids received indicated that Mr. Preston’s strategy was right on the money. He stated he wished to give full credit to Mr. Preston for his huge contribution. Member Heller inquired whether additional parking spaces would be provided. Responding affirmatively, Mr. Preston stated there would be some parallel parking in front of the Community Center; however, he was unsure of the quantity. Member Heller confirmed that the dirt portion would also be part of the parking. Noting staff’s comments in the staff report concerning Midstate’s reputation, Member Cohen stated he had some concerns about their actual ability to comply with the City’s apprenticeship requirements. He noted (Midstate’s) staff indicated they had their own apprenticeship program; however, the City’s standards called for a state certified apprenticeship program - actual graduated apprentices. Member Cohen noted there were companies, and he was not inferring Midstate was one, that had an “apprenticeship program” which they used to pay a lower rate of prevailing wage, albeit never graduating anyone. He believed this project had the potential and should be one that not only built a building, but assisted in providing some people in the community entry into a career that afforded them the opportunity to be contributing members of the community for a long time, and this was one of the reasons for having these standards. Reiterating that he was concerned about Midstate’s and their subcontractors’ ability to meet this standard, Member Cohen inquired as to how extensive a discussion Mr. Preston had with Midstate on the issue. Mr. Preston reported that Doris Toy, Civil Engineer, would be the fulltime construction manager on the project, working from a trailer on the site for the duration. Should she require assistance, he stated additional resources would be available, and he guaranteed that one of her chief responsibilities would be to ensure the contractor complied with all of the specifications in the contract documents, which included checking that Midstate pays the prevailing minimum wage and complies with the state apprenticeship program. He indicated this also applied to all the subcontractors having journeymen that require a number of apprenticeshipson the project. Responding to Chairman Boro’s question regarding bonding, Mr. Preston reported that during the last two weeks, Ms.Toy checked all the insurances and bonds. He noted the bonds were required to be with a company accepted in the State of California, and Midstate did have the correct type of bonding company. Chairman Boro stated that a group of people had been working with the City regarding fundraising, namely “The Mayor’s Campaign Cabinet”, which included Member Miller and approximately seventeen others. Noting several members were in attendance this evening, he indicated that some weeks ago at a Pickleweed event, a $75,000 donation was received from Wells Fargo, while prior to that a $200,000 donation was received from the County, and he indicated that some members were very faithful in attending these events, which he appreciated. Chairman Boro acknowledged the presence of Joe Garbarino, Marin Sanitary Service, who was making a great contribution, Pat Kendall, Kaiser, who was very active on the campaign and who presently was heading a community campaign, Maria Llaca, who had been a great supporter, Andrew McCullough and Dorothy Vesecky. Dorothy Vesecky extended greetings to Councilmember Heller for International Women’s Day tomorrow. Ms. Vesecky believed Member Cohen’s questions concerning the apprenticeship program to be very important and expressed the hope they would be taken seriously and that there would be actual graduates of this program. She indicated she was aware of young people who had been hired as apprenticeships; however, were used as “gofers” at a low wage, never getting anywhere in their careers. 5 SRRA MINUTES (Regular) 03/07/2005 Page SRRA MINUTES (Regular) 03/07/2005 Page 6 Thanking everyone on the City Council for their support, Ms. Vesecky stated the project was started six years ago with a wish list, and the City Council and City staff had been amazingly supportive. She particularly singled out Mayor Boro for his tremendous leadership, which was a gift to the community and City, noting Councilmember Miller had supported them in anything they attempted to do. Ms. Vesecky also thanked the other members of the Mayor’s Cabinet, stating it had been a pleasure getting to know them. Acknowledging Elliot Levin, fundraiser, who began under contract, Chairman Boro stated that although the City ran out of money to pay him, he still meets with Mr. Donery, Member Miller and himself (Chairman Boro) weekly on his own time to discuss the project. Chairman Boro also thanked the Canal community, noting this building emanated from their involvement, through Ms. Vesecky’s leadership, the Pickleweed Advisory Committee and through the meetings held in homes by staff some years ago (in multiple languages), all of which resulted in designing the type of complex people wanted for the future. He recognized that the benefits would be a Learning Center, Library, meeting rooms, gymnasium, etc., and a safe place for people to go. While he, Joe Garbarino and others attended the presentation by Wells Fargo recently at Pickleweed, they noted a celebration taking place, and Mr. Garbarino inquired as to where people could go to do this without Pickleweed. On behalf of the community, Chairman Boro thanked all for their great help. In honor of the residents of the Canal Neighborhood, Member Miller moved adoption of the resolution awarding the contract to Midstate Construction Corporation for Pickleweed Park Community Center and Library, Project No. 10704, in the amount of $6,098,000.00. Member Heller seconded the motion. RESOLUTION NO. 2005-06 – RESOLUTION AWARDING CONTRACT TO MIDSTATE CONSTRUCTION CORPORATION FOR PICKLEWEED PARK COMMUNITY CENTER AND LIBRARY, PROJECT NO. 10704, IN THE AMOUNT OF $6,098,000.00 For the record, Member Cohen stated he believed this to be a tremendous project and he greatly appreciated all the work done by the community and staff. While he had tremendous faith in Mr. Preston and his staff and took him at his word that they would rigorously enforce these standards, his doubts about this particular contract awardee’s ability to comply with apprenticeship requirements were sufficient for him to abstain. AYES: MEMBERS: Heller, Miller, Phillips and Chairman Boro NOES: MEMBERS: None ABSENT: MEMBERS: None ABSTAINING: MEMBERS: Cohen (due to doubts concerning the contract awardee’s ability to comply with apprenticeship requirements.) Thanking all, Chairman Boro stated that as soon as a ground breaking was scheduled, everyone would be notified. Member Heller inquired as to when this might happen. Mr. Preston explained that the contractor would now be contacted to sign the agreements, and subsequent to a pre-construction meeting, he anticipated the project would commence in the early part of April, presuming the weather held. AGENCY MEMBER REPORTS : 4. None. There being no further business, the San Rafael Redevelopment Agencymeeting was adjourned at 8:07 PM. __________________________________ JEANNE M. LEONCINI, Agency Secretary 6 SRRA MINUTES (Regular) 03/07/2005 Page