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2005-09-20 ARRA PacketAGENDA Special Meeting of the Governing Body of the Alameda Reuse and Redevelopment Authority * * * * * * ** Alameda City Hall Council Chamber, Room 390 2263 Santa Clara Avenue Alameda, CA 94501 1. ROLL CALL 2. CONSENT CALENDAR Tuesday, September 20, 2005 Meeting will begin at 7:25 p.m. Consent Calendar items are considered routine and will be enacted, approved or adopted by one motion unless a request for removal for discussion or explanation is received from the Board or a member of the public. 2 -A. Recommendation to Approve the Fourth Amended Joint Exercise of Powers Agreement between the City of Alameda and East Bay Municipal Utility District. 3. ORAL COMMUNICATIONS, NON - AGENDA (PUBLIC COMMENT) (Any person may address the governing body in regard to any matter over which the governing body has jurisdiction that is not on the agenda.) 4. COMMUNICATIONS FROM THE GOVERNING BODY 5. ADJOURNMENT This meeting will be cablecast live on channel 15. Notes: • Sign language interpreters will be available on request. Please contact the ARRA Secretary, Irma Glidden at 749 -5800 at least 72 hours before the meeting to request an interpreter. • Accessible seating for persons with disabilities (including those using wheelchairs) is available. • Minutes of the meeting are available in enlarged print. ■ Audio tapes of the meeting are available for review at the ARRA offices upon request. CITY OF ALAMEDA MEMORANDUM Date: September 13, 2005 To: Honorable Chair and Members of the Alameda Reuse and Redevelopment Authority From: Debra Kurita Executive Director Re: Recommendation to Approve the Fourth Amended Joint Exercise of Powers Agreement between the City of Alameda and East Bay Municipal Utility District BACKGROUND On May 2, 1997, the City entered into a Joint Exercise of Powers Agreement with East Bay Municipal Utility District (EBMUD) for the operation and maintenance of the water distribution facilities at Alameda Point. This Agreement was amended on October 1, 1999, October 2, 2001 and October 1, 2003 to authorize EBMUD to continue to operate and maintain the water distribution facilities at Alameda Point. The current Agreement expires September 30, 2005. The new Amendment extends the terms of the Agreement to September 30, 2008 and allows for an additional two -year extension. DISCUSSION Since 1997, East Bay Municipal Utility District (EBMUD) has operated and maintained the water distribution facilities at Alameda Point for the City through a Joint Exercise of Powers Agreement. The City compensates EBMUD for all associated costs, but requires City approval for any general operations or emergency work that exceeds a specified dollar amount. The Fourth Amended Agreement will enable EBMUD to continue to operate and maintain the Alameda Point water distribution facilities for the City until September 30, 2008 and allows for an additional two -year extension. The Amendment also increases the maximum allowance for routine operations from $5,000 to $6,000 per month and for emergency work from $20,000 to $25,000 per event. Both parties are agreeable to the terms and conditions of the Joint Exercise of Powers Agreement. A copy of the Agreement is on file in the City Clerk's Office. BUDGET CONSIDERATION/FINANCIAL IMPACT There is no impact to the General Fund. This work is funded by Alameda Point Lease Revenues and is included in the adopted 2005/2006 budget. The City will compensate EBMUD for its actual costs to perform operations, maintenance and related services. The maximum allowance for routine operations and maintenance services may not exceed $6,000 per month with prior City authorization. Report 2 -A 9 -20 -05 Dedicated to Excellence, Committed to Service Honorable Chair and Members of the Page 2 Alameda Reuse and Redevelopment Authority September 13, 2005 Emergency services may not exceed $25,000 per emergency repair event, without prior City verbal approval (verified in writing within 24 hours). The estimated annual cost for this work is $115,000. MUNICIPAL CODE /POLICY DOCUMENT CROSS REFERENCE This action does not affect the Municipal Code. RECOMMENDATION It is recommended that the ARRA Governing Board approve the Fourth Amended Joint Exercise of Powers Agreement between the City of Alameda and East Bay Municipal Utility District. Respect ully submitted, Matthew T. Naclerio Public Works Director MTN:gc cc: Ted Lam, Maintenance Superintendent, EBMUD Nanette Banks, Development Services Department G:\ pubwor: s\ pwadmin\ COUNCIL\2005\092005\jpa2005.doc Dedicated to Excellence, Committed to Excellence AGENDA Regular Meeting of the Governing Body of the Alameda Reuse and Redevelopment Authority * * * * * * ** Alameda City Hall Council Chamber, Room 390 2263 Santa Clara Avenue Alameda, CA 94501 1. ROLL CALL 2. CONSENT CALENDAR Wednesday, September 7, 2005 Meeting will begin at 7:00 p.m. Consent Calendar items are considered routine and will be enacted, approved or adopted by one motion unless a request for removal for discussion or explanation is received from the Board or a member of the public. 2 -A. Approval of the minutes of the Special meeting of April 19, 2005. 2 -B. Recommendation to authorize the Executive Director to direct PM Realty Group, acting as Property Manager, to enter into a contract with Manson Construction Company to dredge the Alameda Point channel in an amount not to exceed $575,000. 3. PRESENTATION 3 -A. Presentation/update on Alameda Point Navy Negotiations and Land Use Planning. 4. REGULAR AGENDA ITEMS None. 5. ORAL REPORTS 5 -A. Oral report from Member Matarrese, RAB representative. 6. ORAL COMMUNICATIONS, NON - AGENDA (PUBLIC COMMENT) (Any person may address the governing body in regard to any matter over which the governing body has jurisdiction that is not on the agenda.) 7. COMMUNICATIONS FROM THE GOVERNING BODY ARRA Agenda — September 7, 2005 Page 2 8. ADJOURNMENT This meeting will be cablecast live on channel 15. The next regular ARRA meeting is scheduled for Wednesday, October 5, 2005. Notes: • Sign language interpreters will be available on request. Please contact the ARRA Secretary, Irma Glidden at 749 -5800 at least 72 hours before the meeting to request an interpreter. • Accessible seating for persons with disabilities (including those using wheelchairs) is available. • Minutes of the meeting are available in enlarged print. • Audio tapes of the meeting are available for review at the ARRA offices upon request. APPROVED MINUTES OF THE REGULAR MEETING OF THE ALAMEDA REUSE AND REDEVELOPMENT AUTHORITY Tuesday, April 19, 2005 The meeting convened at 6:11 p.m. with Chair Johnson presiding. 1. ROLL CALL Present: Beverly Johnson, Chair, City of Alameda Tony Daysog, Boardmember, City of Alameda Doug DeHaan, Boardmember, City of Alameda Frank Matarrese, Boardmember, City of Alameda Marie Gilmore, Boardmember, City of Alameda 2. Public Comment on Non - Agenda Items Only. There were no speaker slips. 3. REGULAR AGENDA ITEMS 3 -A. Study Session of the FY 2005 -06 ARRA Budget Acting Executive Director, Bill Norton, gave a brief overview about the work session on the ARRA Budget and introduced Development Services Director, Leslie Little, who introduced staff : Nanette Banks, Jennifer Ott, and Stephen Proud. Leslie Little gave a powerpoint presentation on the Budget Planning for Alameda Point. The presentation focused on transition planning and preparation for the development of Alameda Point. The information presented expresses the existing conditions in the current ARRA budget and also the implications of some of the decisions that have been made during current negotiations. Ms. Little discussed two options to consider: 1) how to transition in the event that the developer (APCP) elects to proceed with the development of Alameda Point and, 2) how to transition if APCP chooses NOT to proceed. Ms. Little discussed the first scenarios (APCP proceeding), including the Alameda Point Bond, and that the activities that are currently being paid from it would transfer as direct cost to the developer; approximately 18 months. Other responsibilities would also shift to the developer, leasing and property maintenance activities, other financials responsibilities like project related tax increments, and current debt obligation. The second option was discussed (APCP electing not to proceed). Ms Little noted that this issue is a "structural deficiency" in the ARRA Budget. She stated that there are expenditures that are greater than the revenues at this point. She explained that if the developer doesn't elect to proceed, the key issues moving forward are: the Alameda Point Bond will be 1 exhausted some time around Sept and October; there are a number of deferred costs, or capital costs, that are expected would be part of the developer's pro forma; and the debt payments that began to come due in 2006. Also included in the presentation was the current ARRA staff load on the existing ARRA budget. Ms. Little continued to discuss some challenges to the ARRA budget. She explained that by 2006 and 7 we will have spent down our fund balance and, by 2008, we won't have enough to balance our budget. She discussed how a large part of the ARRA budget is contributed to municipal services -- about Yz of what we take in annually, $10M in revenue. She stated that the presentation is intended to start the conversation about the need to either increase general fund revenue opportunities to tackle some of the costs, or decrease the general fund expenditures out at Alameda Point because we don't have the resources to continue to support them. Ms. Little discussed the current pro forma and its assumptions regarding new public revenues, primarily in property tax pass thru, the sales taxes, property transfer taxes, etc. with the sale of the homes (new development) = revenues coming into the general fund. She concluded the presentation, summarizing that staff is preparing for APCP to move forward in the next two months and that we will need to transition quickly negotiate a disposition and development agreement at 18 months and move into an implementation mode; subsequently, if APCP does not move forward, there are implications regarding dealing with long term costs over time. Ms. Little mentioned a subsequent "phase 2" ARRA Budget workshop. Councilmember deHaan expressed concern with the Navy's inability to fulfill the commitment to the 18 mos. transition period. Stephen Proud addressed his concern by explaining that we are trying to expedite the time line as much as possible, to the extent that the Navy would be able to make the property available to us sooner. He discussed various issues on the timeline that we (ARRA) have to accomplish, specifically the environmental review process. Board members and staff discussed general leasing issues /opportunities at Alameda Point, with Chair Johnson mentioning activities to attract film productions. Member Matarrese expressed concern about the "structural problem" of the ARRA Budget, stating that perhaps we've set the system up for failure — and that we may be providing services that we simply cannot afford given our leasing capability. Leslie Little addressed his concern by explaining that once there is a DDA, the actual costs that are being born by the budget now, would have to be reduced significantly, specifically the municipal services. Member Gilmore asked about insurance expenses. Leslie Little explained that the tenants themselves carry liability insurance as part of their lease requirement. Member Daysog initiated discussion about the proposed mitigation where the general fund reduces dependency on the ARRA and absorbs 1.8million dollars in expenses. The municipal services funding resources was discussed. 2 Member Gilmore summarized the challenges of reducing the amount of expenditures in the ARRA budget, by allowing the general fund to absorb those expenditures. Bill Norton replied that staff provided the ARRA Board with this detail to see the impact of the changes on the general fund. 3 -B. Recommendation to Authorize the Executive Director to Direct P.M. Realty, Acting as Property Manager, to Enter Into a Contract with Courtney Giampolini to Waterproof City Hall West (Building One) in an Amount not to Exceed $966,650 Nanette Banks provided photos of the extensive water damage in various locations of Building 1(City Hall West). Building 1, like other buildings at Alameda Point, have problems that require a lot of work, specifically asbestos remediation, lead paint and waterproofing, roof and other capital upgrades. Ms. Banks introduced Rick Jones, construction manager from PM Realty Group. After Mr. Jones explained the problems with the buildings, he and Chair Johnson had conversation about the contractor bidding process and if this process was approved by the ARRA. Ms. Banks explained that in an exhibit to the property management agreement with PM Realty, PM Realty is allowed to use their own process for selecting contractors for us. Member deHaan, as well as the other board members, expressed concern about the almost $1M.cost for the building repair. Member Gilmore questioned the long -term "guarantees" to this costly solution. She wanted reassurance that the same problems don't resurface in a year, after spending $1M. Mr. Jones explained that there is a 10 yr warranty, which is pretty standard in the industry. Staff and board members discussed other options for housing City Staff. Bill Norton explained that there is no other space available for city staff to move into. There was also further discussion about window replacements. Mr. Jones stated that 40 windows would be replaced, and the other 200 are aluminum. Member Daysog stated that the ARRA is in a fiscal crises and as such non -life threatening projects, like waterproofing, I believe need to be delayed especially if the professional opinion is that delay doesn't result in significant cost increases to the project. Chair Johnson agreed with Member Daysog but stated that (Building 1) is a workplace for our workers and we can't have our city employees working in those conditions. She also requested a briefing for discussion of the ARRA board the bidding process and requirements. The Board approved the staff recommendation. Staff recommendation accepted and passed by the following voice vote: Ayes -4; Noes -1 (Daysog); Abstentions -0 3 4. ADJOURNMENT Chair Johnson adjourned the meeting at 7:37 p.m. Respectfully submitted, 66t Irma Glidden ARRA Secretary G: \Comdev\Base Reuse& Redevp\ARRA \MINUTES\2005\April 19.Special ARRA minutes.doc 4 City of Alameda Alameda Reuse and Redevelopment Authority September 1, 2005 TO: Honorable Chair and Members of the Alameda Reuse and Redevelopment Authority FROM: Debra Kurita Executive Director 2-B RE: Recommendation to Authorize the Executive Director to Direct PM Realty Group, Acting as Property Manager, to Enter Into a Contract with Manson Construction Company to Dredge the Alameda Point Channel for an Amount Not to Exceed $575,000 Background The ARRA staff is proposing to have the entrance channel to Alameda Point dredged, with material being disposed of at the Alcatraz Environs In -Bay disposal site. The Alameda Point entrance channel is located in the eastern portion of San Francisco Bay at the west end of the City of Alameda and is depicted in a vicinity map attached to this report. The proposed maintenance dredging will return the channel to a depth that would allow unencumbered maneuvering of commercial and recreational vessels over its entire length. The proposed dredge depth is —32 feet below Mean Lower Low Water (MLLW) and will involve removal of approximately 151,184 cubic yards of sediment. Since the execution of the ARRA Property Management Agreement, tenant - related capital projects are managed by P.M. Realty Group (PMRG). In doing this work, PMRG uses a City Attorney - approved form of contract which they execute on behalf of the ARRA. Discussion The U.S. Navy acquired the Alameda Point property in 1936 and began constructing the deep water port facilities in 1938. The Alameda Point channel was used for berthing of various Navy ships including aircraft carriers. The existing channel is approximately 1,000 feet wide with a 2,450 -foot turning basin located on the eastern end of the approach channel. The channel has an authorized depth of —42 feet MLLW and prior to decommissioning of the base, had been maintained to a depth of —40 feet MLLW by the Navy. The Navy last dredged the channel in November 1996. Since then, sediments have shoaled within the channel reducing the current depth in certain areas to as low as —18 MLLW. The proposed maintenance dredging for the Alameda Point channel would bring the minimum depth to -32 feet MLLW, thereby allowing for safe passage of Maritime Administration (MARAD) vessels. The ARRA placed an ad in the local press to request qualifications from firms interested in undertaking the project (Attachment 2). The ad ran for one week and allowed an additional week for submission of qualifications. Required documents were received from four dredge companies: Dutra Dredging, General Construction, Manson Construction and Great Lakes Dedicated to Excellence, Committed to Service Honorable Chair and Members of the September 1, 2005 Alameda Reuse and Redevelopment Authority Page - 2 Dredge and Dock. The documents from each of the four companies were reviewed by the marine engineering firm of Moffatt and Nichol. On the basis of that review, all four were deemed qualified. Following the qualification process, three of the four companies chose to submit bids: • Dutra Dredging: $1,035,000; • General Construction: $1,075,175; and • Manson Construction: $574,225. The lowest responsive bid was received from Manson Construction. Manson's bid is in keeping with the engineer's estimate for the project. According to Moffatt and Nichol, the remaining bids were extraordinarily high due mainly to the fact that the equipment owned by Dutra and General Construction was committed to other jobs, requiring that they lease equipment for the Alameda work. The bids were submitted on August 16th and are valid for 60 days. Given the responsiveness of the bid from Manson Construction and the fact that, for environmental reasons, in -water work in the Bay must be completed no later than October 30th, there is some urgency to authorizing a contract as soon as possible. At this time, dredging work is estimated to begin on September 26th and to be completed within approximately 10 days. Fiscal Impact There is no fiscal impact to ARRA lease revenue or the General Fund. MARAD is funding this and all future dredging through its lease extension document and the proposed long -term lease respectively. Recommendation It is recommended that the ARRA Governing Body authorize the Executive Director to direct PM Realty Group, acting as Property Manager, to enter into a contract with Manson Construction Company to dredge the Alameda Point channel for an amount not to exceed $575,000. LL/NB:dc Attachments: Attachment 1 Attachment 2 Attachment 3 Respectfully submitted, es ie Little Development Services Director Map of Dredging Vicinity Copy of Advertisement posted in Alameda Journal Bid and Contract Documents (on file in the City Clerk's office) Dedicated to Excellence, Committed to Service H: \Council Meetings\ARRA Meetings\9 -7 -05 ARRA Meeting\2 -B Dredging - final.doc F: ARRA\Dredge ATTACHMENT 1 2004 LL ""^"."( ' .L T- U t' U 0 0 F- LU W S N 3 z Q m0 J LL ? 0 m • � h • W 0- U UaQ • d gW LL u20 NQz 3P Zd0 0 w W —I �z z aQ r7 O W 0 W Z 0 0< 0= (1) GURE 02 - CHANNEL LIM APPLICATION BY: 0 tt) O 9 O L. U d MIE2 Er- Mop C° O O imic;1 MccS ATTACHMENT 2 Public Notice vi Realty Group (LEAL ESTATE SERVICES REQUEST FOR QUALIFICATION Alameda Point Channel Maintenance Dredging Alameda, California On behalf of PM Realty Group (representing the Owner, City of Alameda) and Moffatt & Nichol (M &N, Engineer) we invite qualified contractors to submit a letter expressing your firm's interest in submitting a proposal for construction of the Alameda Point Maintenance Dredging Project (Project) along with a statement of your firm's qualifications to perform the required work. PROJECT DESCRIPTION The purpose of the Project is to remove accumulated sediment that prevents safe navigation of Maritime Administration vessels in the channel. The Project entails the removal of approximately 119,500 cubic yards of sediment with disposal at the Alcatraz Disposal Site {SF -11). The required dredging depth is -32 feet MLLW. LETTER REQUIREMENTS Letters received by the Owner will indicate the contractor's interest in submitting a formal cost proposal and qualifications to perform the Project, should they be invited to do so by the Owner pending the Owner's confirmation of their qualifications to perform the Project. The contractor selected for construction of the project will be required to provide to the Owner performance and payment bonds in an amount at least equal to one hundred percent (100%) of the Contract price. if your firm is interested in proposing on this project please provide a brief statement indicating your interest to be considered in the procurement process described above, along with the following information pertaining to your firm and your firm's qualifications to perform the project: • Firm's name including person to be contacted (including name, title, telephone, fax, e -mail, and mailing address). • Provide a listing (i.e. name, type, capacity, present location, etc.) of the equipment (i.e. dredge(s), scow(s), tug(s), etc.) available and proposed for use on this Project. • Identify three similar projects conducted within the past three (3) years that most closely relate to this Project in scope of work performed. Please provide, at a minimum, the project name; project owner; project owners point of contact (Including name and telephone); dates of performance; initial and final contract value; volume of material dredged; disposal location(s) used. Please submit the information requested above to the following location by no later than 5:00 p.m. (PDT) on Thursday, July 8, 2005. Submissions received bey'nd this date and time will be rejected. Submissions may be made by fax to the number indicated below. Submissions will not be accepted by e-mail. Mailed submissions shall be directed to the following address: PM REALTY Group C/o Moffatt & Nichol Attention: Mr. Richard M. Rhoads, P.E. 2001 North Main Street, Suite 360 Walnut Creek, CA 94596 Phone: (925) 944 -5411 Fax: (925) 944 -4732 Legal Alameda Journal #2922 Publish June 21; 24, 28, 2005 ATTACHMENT 3 Bid and Contract Documents "Alameda Point Channel Maintenance Dredging Invitation for Bids" Is on file in the City Clerk's office.