City Council

City of Mesa Council Chambers 57 E. First Street City Council Meeting Agenda - Final Monday, November 4, 2013 5:45 PM CITIZEN PARTICIPATION All citizens are permitted and encouraged to speak on agenda items . If you are interested in speaking on an agenda item, please fill out a blue card in the back of the room and give it to the City Clerk. When the Council considers the item, you will be called to the podium to provide your comments. The City of Mesa is committed to making its public meetings accessible to persons with disabilities. For special accommodations , please contact the City Manager’s Office at (480) 644-3333 or (480) 644-2778 (TDD) at least 48 hours in advance of the meeting. CONSENT AGENDA All items listed with an asterisk (*) will be considered as a group by the City Council and will be enacted with one motion. There will be no separate discussion of these items unless a Councilmember or citizen requests, in which event the item will be removed from the Consent Agenda and considered as a separate item. If a citizen wants an item removed from the consent agenda, a blue card must be completed and given to the City Clerk prior to the Council’s vote on the consent agenda. Mayor Scott Smith Vice Mayor Alex Finter - District 2 Councilmember Dave Richins - District 1 Councilmember Dennis Kavanaugh - District 3 Councilmember Chris Glover - District 4 Councilmember David Luna - District 5 Councilmember Scott Somers - District 6 City Council Meeting Agenda - Final November 4, 2013 Roll Call (Members of the Mesa City Council will attend either in person or by telephone conference call) Invocation by Doctor of Divinity Blaine Mays, Community Church of New Thought Pledge of Allegiance Mayor's Welcome Awards, Recognitions and Announcements 1 Take action on all consent agenda items. Items on the Consent Agenda *2 13-2174 Approval of minutes of previous meetings as written. 3 Take action on the following liquor license applications: *3-a 13-2154 Humanitarian Activist Alliance This is a one-day charitable event to be held on Saturday, November 23, 2013, from 12:00 p.m. to 10:00 p.m., at 263 North Center Street. (District 4) *3-b 13-2155 Queen of Peace Catholic Church This is a one-day religious event to be held on Sunday, November 17, 2013, from 9:00 a.m. to 8:00 p.m., at 141 North Macdonald. (District 4) *3-c 13-2156 Albertson's 980 A grocery store is requesting to add sampling privileges to their existing Liquor Store License for Albertson's 980, 1951 West Baseline Road, Albertson's, LLC - Nicholas Guttilla, agent. The existing Liquor Store License held by Albertson's, LLC, will revert back to the State for modification. (District 3) City of Mesa Page 2 Printed on 11/2/2013 City Council Meeting Agenda - Final November 4, 2013 *3-d 13-2157 Albertson's 989 A grocery store is requesting to add sampling privileges to their existing Liquor Store License for Albertson's 989, 2727 North Power Road, Albertson's, LLC - Nicholas Guttilla, agent. The existing Liquor Store License held by Albertson's, LLC, will revert back to the State for modification. (District 5) 4 Take action on the following contracts: *4-a 13-2140 Three-Year Term Contract for Landscape Maintenance Services for Parks and Retention Basins - Zone 3 for the Parks, Recreation and Commercial Facilities Department (Districts 1, 2, 3 and 4) This contract will provide landscape maintenance services for City parks and retention basins from the City's northern and southern boundaries, between Stapley Drive and Val Vista Drive; an area referred to by the City as Zone 3. Parks, Recreation and Commercial Facilities and Purchasing recommend awarding the contract to the lowest, responsible and responsive bidder, Artistic Land Management, Inc., at $498,000 annually, based on estimated requirements. *4-b 13-2165 Utilities Building Fire Alarm Upgrade, 640 North Mesa Drive (District 4) The City hired a consultant to review the existing fire alarm system at the building. The study identified the need for additional audible and visual notification devices. The recommendation is to replace the entire system with a new fire alarm system that is able to monitor the status of individual devices (Bid Alternative 1). Recommend award to the lowest responsible bidder, Aidant Fire Protection Company, in the amount of $78,430.00, plus an additional $7,843.00 (10% allowance for change orders), for a total award of $86,273.00. Funding is available in the 2006 Wastewater bond funds and 2010 Electric, Gas and Water bond funds. City of Mesa Page 3 Printed on 11/2/2013 City Council Meeting Agenda - Final November 4, 2013 *4-c 13-2137 Two-Year Term Contract for Bulk Methanol for Wastewater Treatment for the Water Resources Department (District 1) This contract provides bulk methanol, including delivery, for the Northwest Water Reclamation Plant. Water Resources and Purchasing recommend awarding the contract to the lowest, responsive and responsible bidder, Tarr, LLC, at $160,000 annually, based on estimated requirements. *4-d 13-2168 Three-Year Term Contract for Aftermarket Parts for Automotive and Light-Duty Trucks for the Fleet Services Department (Citywide) This contract will provide after-market parts to repair and maintain the City's fleet of over 1,200 automobiles and light duty trucks. An evaluation committee representing Fleet Services and Purchasing evaluated responses and recommends awarding the contract to the highest scored proposals from multiple vendors: FleetPride (a Mesa business), at $225,500; NAPA Auto Parts (a Mesa business), at $13,750; Parts Authority Arizona, LLC, at $63,250; RWC International, LTD, at $27,500; and Star Distributing Co., at $30,250; annually, based on estimated requirements. The total contract award is $360,250 annually. *4-e 13-2170 Nine-Month Renewal of the Term Contract for Automatic Transmission Repairs and Services for the Fleet Services and Fire and Medical Services Departments (Citywide) This cooperative contract (Mesa Public Schools / City of Mesa) provides automatic transmission parts and repair services for the City's heavy-duty vehicles, light-duty vehicles and passenger cars. Fleet Services, Fire and Medical Services and Purchasing recommend authorizing a nine-month renewal using the Mesa Public Schools (MPS) contract with W.W. Williams, at $195,000; and Sun Devil Auto (a Mesa business), at $45,000; based on estimated requirements. The total contract award is $240,000. City of Mesa Page 4 Printed on 11/2/2013 City Council Meeting Agenda - Final November 4, 2013 *4-f 13-2167 Purchase of Eleven (11) Vehicles; Four (4) Replacement Light-Duty Cab and Chassis Service Body Vehicles, Two (2) Replacement Light-Duty Pickup Trucks and One (1) Additional Light-Duty Cab and Chassis Service Body Vehicle for the Water Resources Department and Four (4) Replacement Light-Duty Pickup TrucksDevelopment for the Development and Sustainability Department (Citywide) This purchase will provide eleven vehicles to support Water Resources , and Development and Sustainability operations. Ten of the vehicle purchases are part of the vehicle replacement program and have met established criteria and will be retired and sold at auction. One vehicle will be an addition to the fleet for the Water Resources Department. These vehicles are additional purchases against contracts originally awarded by Council on April 1, 2013. Fleet Services, Water Resources, Development and Sustainability, and Purchasing recommend awarding the contract to the lowest, responsive and responsible bidders, PFVT Motors, Inc., at $185,955.39, and Berge Ford (a Mesa business), at $121,621.91. The total contract award is $307,577.30. Eight vehicles (Water Resources) are funded by the Utility Replacement Extension Renewal Fund and three vehicles (Development and Sustainability) are funded by the Vehicle Replacement Fund. *4-g 13-2175 Dollar-Limit Increase to the Term Contract for Helicopter Airframe Parts and Repairs as requested by the Police Department (Citywide). This contract provides parts, tooling, technical assistance and labor to overhaul and/or exchange airframe components, avionics and accessories, plus related services for the Police Department's three MD Helicopters (MDHI model 500E helicopters). Police staff prepared an analysis of projected helicopter maintenance costs for FY 2013/14, including the estimated flight hours and service life for the airframe components for each of the three helicopters. The remaining contract balance of $7,000 through March 2014 is not sufficient for the projected needs. The increase is required for the Aviation Unit to obtain parts for components as replacements are needed. Police and Purchasing recommend authorizing a dollar-limit increase of $125,000 annually, from $188,000 to $313,000 with Seaside Helicopters, based on estimated future requirements. City of Mesa Page 5 Printed on 11/2/2013 City Council Meeting Agenda - Final November 4, 2013 *4-h 13-2182 Dollar-Limit Increase and Extension to the Lease Agreement for Gas Chromatograph Mass Spectrometers for the Police Department (Sole Source) (Citywide) On September 8, 2008, management approved the five-year lease for four Agilent Gas Chromatograph Mass Spectrometers for Police, Forensic Services. Forensics has purchased three new replacement instruments, and three of the four leased instruments will be returned at the end of the year. It is necessary to continue leasing the equipment through the end of the year until the new equipment has been tested and verified. A new lease is being negotiated for the fourth leased unit. The Police Department has requested the dollar-limit increase of $50,000, and extending the lease through December 31, 2013, in order to continue leasing the instruments through the extension. The increase amount is based on four months at $12,400 per month. Police and Purchasing recommend authorizing a dollar-limit increase of $50,000, from $173,598.07 to $223,598.07, and extending the lease through December 31, 2013, with Quantum Analytics, based on estimated requirements. *4-i 13-2135 Purchase of Seven (7) Replacement Sedans for the Police Department (Citywide) This contract will provide seven replacement vehicles (Ford Taurus) for the Police Department. The vehicles have met established criteria and will be retired and sold at auction. Police and Purchasing recommend awarding the contract to the lowest, responsive and responsible bidder, Berge Ford (a Mesa business), at $171,885.28. This purchase is funded by the Vehicle Replacement Fund. City of Mesa Page 6 Printed on 11/2/2013 City Council Meeting Agenda - Final November 4, 2013 *4-j 13-2171 Purchase of Computer Aided Dispatch (CAD) Based Data Resource Allocation and Deployment Software for the Police Department (Single Proposal) (Citywide) The Police Department currently utilizes a manual yearly process that involves assessment of calls for service, response time, historical data, size of area and number of available personnel to determine resource allocation. Each division makes necessary adjustments to ensure an effective distribution of workload. This purchase will provide law enforcement resource allocation software for the Police Department (PD), used to analyze CAD data for patrol allocation and scheduling, and also assist with structuring beats and districts. This automated system will allow PD to have a set standard across divisions and reduce the potential for errors in the manual process. PD Information Technology staff researched other products and found no other product with the ability to automatically analyze. Gilbert, Tempe, Glendale and Scottsdale Police Departments, and national agencies similar in size to Mesa, such as New Orleans, San Jose, and Montgomery, AL are currently using the Deploy product. An evaluation committee representing the Police Department and Purchasing evaluated responses, and recommends awarding the contract to the qualified, single proposal from Corona Software, Inc., at $28,500. This purchase is funded by Asset Forfeiture RICO funds. *4-k 13-2172 One-Year Renewal of the Term Contract for Crack Seal Material and Application Services for the Transportation Department (Citywide) This is the second, one-year renewal (for a total of 3-years) with no renewal options remaining. Transportation and Purchasing recommend authorizing a one-year renewal with CPC Construction, Inc., at $735,000, based on estimated requirements. City of Mesa Page 7 Printed on 11/2/2013 City Council Meeting Agenda - Final November 4, 2013 *4-l 13-2181 Dollar-Limit Increase to the Term Contract for Solid Waste Disposal and/or Transfer for the Solid Waste Management Department (Citywide). The City is currently contracted with Salt River Landfill for the disposal of 75% of all solid waste collected by the City. This contract provides disposal services for the remaining 25% at two Republic Services facilities (Apache Junction Landfill and Mesa Transfer Station), as well as two Waste Management facilities (San Tan and Sky Harbor Transfer Stations). Management authorized the second renewal (10/1/11 through 9/30/2013, final option) on October 17, 2011. Solid Waste Management is currently negotiating their disposal contracts and to faciliate the negotiation process, Solid Waste decided to extend the contracts through December 31, 2013. Solid Waste Management has requested the increase of $410,000 be added to the contract to cover estimated spending through the extension. Solid Waste Management and Purchasing recommend authorizing a dollar-limit increase on the contract with Waste Management of Arizona Inc., Republic Services, Inc., dba Allied Waste Transportation Inc., and Allied Waste Transfer Services of Arizona, dba Mesa Transfer Station of $410,000, from $1,395,120 to $1,805,120, through December 31, 2013. *4-m 13-2151 Rehabilitation of Residential Property Acquired under Federal Entitlement Grants (District 1) Construction rehabilitation of the single resident home located at 713 North Date. The scope of work, as required by the grant, includes modifications for the entire structure to comply with current building, electrical, plumbing, mechanical and structural codes. Housing and Community Development recommend awarding the contract to the lowest, responsive and responsible bidder, JW Builders, in the amount of $125,635.98. This project is fully funded by the federal Neighborhood Stabilization Program grant provided by the U.S. Department of Housing and Urban Development. City of Mesa Page 8 Printed on 11/2/2013 City Council Meeting Agenda - Final November 4, 2013 *4-n 13-2152 Rehabilitation of Residential Property Acquired under Federal Entitlement Grants (District 1) Construction rehabilitation of the single resident home located at 1649 North Dresden. The scope of work, as required by the grant, includes modifications for the entire structure to comply with current building, electrical, plumbing, mechanical and structural codes. Housing and Community Development recommends awarding the contract to the lowest, responsive and responsible bidder, Marin Development, in the amount of $166,683. This project is fully funded by the federal Neighborhood Stabilization Program grant provided by the U.S. Department of Housing and Urban Development. *4-o 13-2153 Purchase of Property, Liability, Cyber Risk, Workers' Compensation Insurance and Worker's Compensation Surety Bond (Citywide) Recommend purchase of Excess Liability Insurance from Princeton Excess and Surplus for $5 million in excess of the City's $3 million Self-Insured Retention (SIR). The cost of this policy is $356,438. Recommend purchase of 2nd layer Excess Liability Insurance from Scottsdale Insurance Company for an additional $10 million in liability coverage. The cost of this policy is $150,149. Recommend purchase of 3rd layer Excess Liability Insurance from Navigators Insurance Company for an additional $25 million in liability coverage. The cost of this policy is $154,450. Recommend purchase of Property Insurance from Travelers Insurance with coverage of $300 million per occurrence and a $50,000 deductible. The cost of this policy is $440,289. Recommend purchase of Cyber Risk Insurance from Illinois Union Insurance Company with a coverage of $5 million per occurrence and a $75,000 deductible. The cost of this policy is $37,919. Recommend the purchase of Excess Workers' Compensation Insurance from Safety National Casualty Corporation with a self-insured retention (SIR) for $1 million per accident/injury/illness policy limit. The cost of this policy is $300,290. Recommend the purchase of the Workers' Compensation Self-Insurance Surety Bond through Travelers Casualty and Surety Company of America for the rate of $6.00/$1,000. City of Mesa Page 9 Printed on 11/2/2013 City Council Meeting Agenda - Final November 4, 2013 5 Take action on the following resolution: *5-a 13-2166 Approving and authorizing the City Manager to execute an Intergovernmental Agreement with the Maricopa County Human Services Department establishing a Maricopa Workforce Connections Youth Center at the Main Library. (Citywide) 6 Introduction of the following ordinances and setting November 18, 2013 as the date of the public hearing on these ordinances: *6-a 13-2159 Z13-050 (District 2) 3831 and 3841 East Main Street. Located east of Val Vista Drive on the south side of Main Street (1.63±acres). Rezone approximately 0.64 acres from LC to GC and Site Plan Review. This request will allow the expansion of an existing general commercial use. Staff Recommendation: Approval with Conditions P&Z Recommendation: Approval with Conditions (Vote: 7-0) *6-b 13-2160 Z13-051 (District 5) The 8900 block of East Upper Canyon Drive (north side). Located north of McKellips Road on the west side of Ellsworth Road (37.1± acres). Rezone from RS-35-PAD to RS-15-PAD-PAD and Site Plan Review. This request will allow a single-residence subdivision in Parcel 2 of the Mountain Bridge master plan. Staff Recommendation: Approval with Conditions P&Z Recommendation: Approval with Conditions (Vote: 7-0) *6-c 13-2161 Z13-052 (District 6) 6560 South Mountain Road. Located north of Pecos on the west side of Mountain Road (4.8± acres). Rezone from AG to HI-AF-PAD and Site Plan Review. This request will allow the expansion of an existing industrial facility. Staff Recommendation: Approval with Conditions P&Z Recommendation: Approval with Conditions (Vote: 7-0) Items not on the Consent Agenda 7 Items from citizens present. (Maximum of three speakers for three minutes per speaker). City of Mesa Page 10 Printed on 11/2/2013 City Council Meeting Agenda - Final November 4, 2013 8 Adjournment. The Council may vote to hold an executive session for the purposes of obtaining legal advice from the City Attorney (A.R.S. §38-431.03A(3)) or to discuss and instruct the City Attorney regarding the City’s position regarding contracts that are the subject of negotiations, in pending or contemplated litigation or in settlement discussions conducted in order to avoid or resolve litigation. (A.R.S. §38-431.03A(4)) City of Mesa Page 11 Printed on 11/2/2013