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2006-07-05 Special CIC MinutesMINUTES OF THE SPECIAL COMMUNITY IMPROVEMENT COMMISSION MEETING WEDNESDAY- -JULY 5, 2006- -7:32 P.M. Chair Johnson convened the meeting at 9:37 p.m. ROLL CALL - Present: Commissioners Daysog, deHaan, Gilmore, Matarrese, and Chair Johnson - 5. Absent: None. ID /rr\INUUM V (06 -042) Minutes of the Annual Community Improvement Commission Meeting held on June 20, 2006. Approved. Commissioner Matarrese moved approval of the minutes. Commissioner deHaan seconded the motion, which carried by unanimous voice vote - 5. AGENDA ITEM (06 -043) Recommendation to authorize the Executive Director to execute a Contract in the amount of $840,000.00 with Bellecci and Associates for plans, specifications, and engineering for the Tinker /Webster Extension Project (Tinker Extension Design CIP Project No. 04 -105). Commissioner Matarrese inquired why no other bidders are listed for the project. The Redevelopment Manager responded the project went out to bid in 1999 and received two or three bids; stated the Contract was awarded to Bellecci and Associates and then was put on hold. Commissioner Matarrese inquired why the project was not re -bid. The Redevelopment Manager responded Bellecci and Associates has been working on the project; stated the City entered into a $74,000 Contract to complete the project report for CalTrans. Commissioner Matarrese inquired whether restarting with another firm would not be cost - effective. The Redevelopment Manager responded in the affirmative; stated Bellecci and Associates developed all the base drawings. Commissioner Matarrese inquired whether the City owns the base Special Meeting Community Improvement Meeting 1 July 5, 2006 drawings, to which the Redevelopment Manager responded in the affirmative. Chair Johnson inquired whether 1999 figures were being used, to which the Redevelopment Manager responded the figures were revised. Commissioner Daysog inquired whether the $840,000 figure was submitted in 1999. The Redevelopment Manager responded the figure was close to $840,000; Public Works decided to complete only 650 or 750 of the design drawings because of budget problems at the time; Public Works reduced the scope of work. Commissioner Daysog inquired whether the scope of work was reduced then or now, to which the Redevelopment Manager responded then. Commissioner Daysog inquired whether the scope of work had been increased, to which the Redevelopment Manager responded in the affirmative. Chair Johnson stated re- bidding is a matter of fairness. The Public Works Director stated Bellecci and Associates is the most knowledgeable firm; another engineering firm would need to become familiar with the design. Chair Johnson stated the issue is a matter of compliance with the competitive bidding process. The Public Works Director stated staff is trying to expedite the project; timelines are tied to another project. Chair Johnson stated the City is obligated to be fair and comply with the bidding process. Commissioner Daysog noted the City put the project on hold. Commissioner Gilmore stated the City approved the Contract in 1999, the project was put on hold in 2002; the project restarted in 2005; inquired why the Contract did not come back to the Commission in 2005. The Public Works Director responded there still was money in the Contract. The Redevelopment Manager stated the City has a Contract with Special Meeting Community Improvement Meeting 2 July 5, 2006 Bellecci and Associates for the project report but does not have a Contract for plans, specifications, and engineering. Commissioner Daysog stated the project was put on hold because of the City's policy decisions regarding retail. Commissioner Matarrese stated the bid was put out, but the Contract was not executed; the City is now considering awarding an $840,000 Contract without a bidding process. Commissioner Gilmore inquired whether the price and scope are the same as in 1999, to which the Redevelopment Manager responded the price is the same but the scope was reduced in 1999. Commissioner deHaan stated the matter should return at another meeting; the original Contract and background should be provided. The Development Services Director stated staff could come back to the Commission with additional information; it is important to not lose embedded data; the engineers constantly work with the City; continuity should be discussed before changes are made. Commissioner Matarrese stated the explanation provided by the Development Services Director was what he was seeking. Commissioner Gilmore stated the staff report does not address continuity or amount of the Contract. Chair Johnson inquired whether waiting two weeks causes a detriment or whether moving forward tonight would be better. The Development Services Director responded that she would be happy to provide additional information to the Commission. Commissioner Matarrese inquired whether the cost of switching to another firm exceeds the amount of savings. The Development Services Director responded in the affirmative; stated the staff recommendation is the best and only way to go. Chair Johnson stated the Commission should move forward with the staff recommendation. Commissioner Daysog moved approval of the staff recommendation. Commissioner Daysog inquired whether knocking down the walls of the Tube would be analyzed. Special Meeting Community Improvement Meeting 3 July 5, 2006 The Redevelopment Manager responded Public Works provided a report to the Commission on the matter. Commissioner Gilmore seconded the motion. Under discussion, Commissioner deHaan stated the project had a lot of miscues; he has no idea how much money has been spent or what was the original bid amount; staff reports need to be detailed. On the call for the question, the motion carried by the following voice vote: Ayes: Commissioners Daysog, Gilmore, Matarrese, and Chair Johnson - 4. Abstentions: Commissioner deHaan - 1. ADJOURNMENT There being no further business, Chair Johnson adjourned the Special Meeting at 9:56 p.m. Respectfully submitted, Lara Weisiger Secretary The agenda for this meeting was posted in accordance with the Brown Act. Special Meeting Community Improvement Meeting 4 July 5, 2006