City Council

City Hall City of Santa Rosa 100 Santa Rosa Avenue Santa Rosa, CA 95404 CITY COUNCIL REGULAR MEETING AGENDA AND SUMMARY REPORT MAY 19, 2015 12:00 P.M. (CITY COUNCIL CHAMBER) PUBLIC COMMENTS: Except for public hearing items, comments from the public will be allowed on all agenda items at the time each item is called. Comments on public hearing items may be made when the hearing is opened. Comments from the public on non-agenda items will be heard under Agenda Items 13 and 17. This is the time when any person may address the Council on matters not listed on this agenda, but which are within the subject matter jurisdiction of the Council. The first public comment period on non-agenda items (Agenda Item 13) will begin no earlier than 5:30 p.m. and will be limited to ten speakers selected randomly by the Mayor. Each speaker will be allowed three minutes. Speakers who do not have an opportunity to speak during this time will be allowed to make public comment under Agenda Item 17. To address the Council you are requested to complete a yellow Speaker Card and give it to the City Clerk. If you are unable to or do not wish to wait for the public comment portion of the agenda, you are encouraged to contact the Council or City Clerk directly by submitting your comments to 100 Santa Rosa Avenue, Room 10, Santa Rosa 95404 or cityclerk@srcity.org. 1. CALL TO ORDER AND ROLL CALL 2. ANNOUNCEMENT OF CLOSED SESSION ITEMS - NONE Following the announcement of Closed Session items and prior to recess into Closed Session, the public may speak up to three minutes on items to be addressed in Closed Session. 3. STUDY SESSION Study Session items are items for in-depth discussion and possible direction Any writings or documents provided to a majority of the City Council prior to this meeting regarding any item on this agenda, excluding closed session items, are available for public review in the City Clerk’s Office, Room 10, City Hall, 100 Santa Rosa Ave, during normal business hours. City of Santa Rosa Regular Meeting Agenda and Summary Report Page 2 of 10 CITY COUNCIL MAY 19, 2015 to staff. No action may be taken. 3.1 CONTINUED REVIEW OF FISCAL YEAR 2015-16 DEPARTMENT BUDGET REQUESTS, CAPITAL IMPROVEMENT PROGRAM FUNDING REQUESTS AND COMMUNITY PROMOTIONS FUNDING REQUESTS At this study session, the City Council will continue to review the City’s proposed Fiscal Year 2015-16 Operations and Maintenance budget, Capital Improvement Program budget and Community Promotions funding requests. Staff will provide additional information on proposed changes to department budgets. This is a two-part study session. The first part of the study session took place on the May 12, 2015 regular meeting. Information and department budgets will be presented: May 12, 2015 • Citywide Budget Overview • City Council • Community Promotions • City Manager • Human Resources • Finance/Non-Departmental • Information Technology • Community Development • Recreation and Parks • Fire May 19, 2015 • City Attorney’s Office • Police • Economic Development and Housing • Transportation and Public Works • Santa Rosa Water • Capital Improvement Program • Overall Summary/Options The Council may ask questions and provide direction to staff. City of Santa Rosa Regular Meeting Agenda and Summary Report Page 3 of 10 CITY COUNCIL MAY 19, 2015 Attachments Staff Report Presentation Day 1 Presentation Day 2 2015-16_CITYWIDE_fundingbyproject 2015-16_CITYWIDE_fundingbysource 4:00 P.M. 4. ANNOUNCEMENT OF ROLL CALL 5. PROCLAMATIONS/PRESENTATIONS 5.1 PRESENTATION - WATER AWARENESS POSTER CONTEST AWARDS 5.2 PROCLAMATION - FILIPINO AMERICAN NATIONAL HISTORICAL SOCIETY Attachments Proclamation 5.3 PROCLAMATION - NATIONAL PUBLIC WORKS WEEK Attachments Proclamation 6. STUDY SESSION Study Session items are items for in-depth discussion and possible direction to staff. No action may be taken. 6.1 REVIEW OF CURRENTLY PROVIDED HOMELESS SERVICES AND RESPONSES This is the first of two Study Sessions where the City Council will review the variety of City and Community’s homeless services and related responses. The second study session, tentatively scheduled for June 9th, will consider options should Council provide policy direction to maintain, adapt or expand its efforts on homelessness. Staff will review existing City sponsored homeless prevention and intervention services achieved in partnership with service providers. City departments will review their responses when encountering homeless City of Santa Rosa Regular Meeting Agenda and Summary Report Page 4 of 10 CITY COUNCIL MAY 19, 2015 encampments or associated activity in the community. There will also be a review of the community’s current efforts to respond to homelessness in Santa Rosa, followed by a review of related National and State Objectives. Attachments Staff Report Presentation (Uploaded 5/18/15) 7. REPORT, IF ANY, ON STUDY AND CLOSED SESSIONS 8. STAFF BRIEFINGS - NONE This time is reserved for City staff to provide a five-minute briefing to the Council on departmental issues of interest. No action will be taken on these matters except to possibly place a particular item on a future agenda for Council consideration. 9. APPROVAL OF MINUTES - NONE 10. MAYOR'S/COUNCILMEMBERS’ REPORTS 10.1 STATEMENTS OF ABSTENTION BY COUNCILMEMBERS 10.2 MAYOR'S/COUNCILMEMBERS' SUBCOMMITTEE AND LIAISON REPORTS (AND POSSIBLE COUNCIL DIRECTION TO BOARD REPRESENTATIVE ON PENDING ISSUES, IF NEEDED) 10.2.1 Council Subcommittee Reports 10.2.2 Sonoma County Transportation Authority/Regional Climate Protection Authority (SCTA/RCPA) 10.2.3 Sonoma County Water Agency (SCWA) - Water Advisory Committee 10.2.4 Association of Bay Area Governments (ABAG) 10.2.5 Sonoma County Agricultural Preservation and Open Space District Advisory Committee City of Santa Rosa Regular Meeting Agenda and Summary Report Page 5 of 10 CITY COUNCIL MAY 19, 2015 10.2.6 Sonoma Clean Power Authority (SCPA) 10.2.7 Sonoma County Waste Management Agency (SCWMA) 10.2.8 Other 11. CITY MANAGER’S/CITY ATTORNEY’S REPORTS 12. CONSENT ITEMS 12.1 MOTION - CONTRACT AWARD - FIRE SERVICES FEASIBILITY REPORT RECOMMENDATION: It is recommended by the Finance and Fire Departments, that the Council, by motion, approve award of a Professional Services contract for a consolidation, merger or contract fire services feasibility analysis report to Emergency Services Consulting International, Inc., of Wilsonville, Oregon, in the total amount of $78,000, subject to approval as to form by the City Attorney. Funds for this operational expense are included in the Fiscal Year 2014-15 budget of the Fire Department. Attachments Staff Report Attachment 1 Attachment 2 Attachment 3 Presentation PDF 12.2 RESOLUTION - TRANSPORTATION DEVELOPMENT ACT (TDA) ARTICLE III GRANT APPLICATION FOR FISCAL YEAR 2015/2016 RECOMMENDATION: It is recommended by the Transportation and Public Works Department that the Council, by resolution, (1) request that the Metropolitan Transportation Commission (MTC) allocate $503,313 from Fiscal Year 2015/2016 Transportation Development Act (TDA) Article III funds; (2) authorize the Director of Transportation and Public Works to file the application and other required documents to construct an at-grade pedestrian and bicycle crossing at Jennings Avenue and the Sonoma Marin Area Rail Transit (SMART) corridor pending the California City of Santa Rosa Regular Meeting Agenda and Summary Report Page 6 of 10 CITY COUNCIL MAY 19, 2015 Public Utilities Commission’s (CPUC) approval of the City’s application; and (3) authorize the Chief Financial Officer to increase appropriations in JL Key 17485 - Jennings Avenue rail crossing by $503,313 of TDA Article III funds to this project. Attachments Staff Report Resolution Exhibit A Exhibit B Presentation PDF 12.3 RESOLUTION - TRANSPORTATION DEVELOPMENT ACT (TDA) ARTICLE IV AND STATE TRANSIT ASSISTANCE (STA) CLAIM SUBMITTAL RECOMMENDATION: It is recommended by the Transportation and Public Works Department that the Council, by resolution, authorize the Director of Transportation and Public Works to submit a claim for TDA Article IV and STA funds to the Metropolitan Transportation Commission (MTC) for Fiscal Year 2014/2015. Attachments Staff Report Resolution Presentation PDF 12.4 RESOLUTION - APPROVAL OF AMENDMENT TO THE MEMORANDUM OF UNDERSTANDING (MOU) - UNIT 5, POLICE, REPRESENTED BY THE SANTA ROSA POLICE OFFICERS ASSOCIATION RECOMMENDATION: It is recommended by the Human Resources Department that the Council, by resolution, approve the Amendment to the Memorandum of Understanding between the City of Santa Rosa and the Santa Rosa Police Officers Association, representing the City’s bargaining Unit 5 - Police implementing an ICMA-RC Retiree Healthcare Savings plan and authorize the Mayor to execute the amendment. City of Santa Rosa Regular Meeting Agenda and Summary Report Page 7 of 10 CITY COUNCIL MAY 19, 2015 Attachments Staff Report Attachment Resolution Exhibit Presentation PDF 13. PUBLIC COMMENT ON NON-AGENDA ITEMS This is the time when any person may address the Council on matters not listed on this agenda, but which are within the subject matter jurisdiction of the Council. This public comment period will begin no earlier than 5:30 p.m. and will be limited to ten speakers selected randomly by the Mayor. Each speaker will be allowed three minutes. Speakers who do not have an opportunity to speak during this time will be allowed to make public comment under Agenda Item 17. 14. REPORT ITEMS **14.1 REPORT - APPEAL FROM BID PROTEST DECISION AND CONTRACT AWARD - STONY POINT ROAD WIDENING AND RECONSTRUCTION PHASE 2 - SEBASTOPOL ROAD TO HEARN AVE BACKGROUND: The Stony Point Road Widening and Reconstruction Phase 2 - Sebastopol Road to Hearn Avenue project will reconstruct Stony Point Road by adding travel lanes in both directions in addition to safety elements such as a new traffic signal at Lazzini Avenue and two pedestrian crossing flashers, one at Roseland Creek and the other at Mesa Way. Additionally, sidewalks and bicycle lanes will be added where they do not currently exist. On March 24, 2015 seven bids for construction of the project were received. The apparent low bidder was Bay Cities Paving and Grading, Inc., of Concord, California. Ghilotti Construction Company, Inc., of Santa Rosa, California (Ghilotti) submitted a bid protest contending that Bay Cities Paving & Grading, Inc.’s bid proposal was nonresponsive. Transportation and Public Works staff reviewed the bid protest and recommended to the City Purchasing Agent that the protest be denied. The City Purchasing Agent concurred, and as authorized by City Code 3-08.180, issued a letter denying the bid protest. Ghilotti thereafter filed City of Santa Rosa Regular Meeting Agenda and Summary Report Page 8 of 10 CITY COUNCIL MAY 19, 2015 a notice of appeal with the City Clerk, appealing the Purchasing Agent’s decision to the Council. RECOMMENDATION: It is recommended by Engineering Services that the Council, adopt a Resolution: 1) denying the appeal from the Purchasing Agent’s decision to reject the bid protest submitted by Ghilotti Construction Company, Inc., and 2) awarding Contract No. C00727, Stony Point Road Widening and Reconstruction Phase 2 - Sebastopol Road to Hearn Avenue, in the amount of $10,002,039.40 to the lowest responsive bidder, Bay Cities Paving & Grading, Inc. of Concord, California, and approving a 15% contract contingency for a total contract amount of $11,502,345.31 Attachments Staff Report Attachment 1 - Summary of Bids Attachment 2 - Location Map Attachment 3 - City's Bid Protest Decision Letter Attachment 4 - Appeal of Protest Resolution Presentation PDF 14.2 REPORT - PROFESSIONAL SERVICES AGREEMENT APPROVAL - CONSTRUCTION MANAGEMENT FOR STONY POINT ROAD WIDENING AND RECONSTRUCTION PHASE 2 - SEBASTOPOL ROAD TO HEARN AVE. BACKGROUND: The Stony Point Road Widening and Reconstruction Phase 2 - Sebastopol Road to Hearn Ave project is scheduled to begin construction in June. Requests for proposals (RFPs) to provide construction management (CM) services for the project were distributed to seven consultants. Four proposals were received. A review board consisting of four staff members and Vice Mayor Coursey reviewed and scored proposals. Interviews were subsequently conducted with the top two proposing firms. Upon completion of the interviews, the review board conferred and made recommendation for selection of Harris & Associates. RECOMMENDATION: It is recommended by the Transportation and Public Works Department that the Council, by resolution, approve four City of Santa Rosa Regular Meeting Agenda and Summary Report Page 9 of 10 CITY COUNCIL MAY 19, 2015 Master Professional Services Agreements (MPSAs) and include Project Work Orders under these MPSAs in the cumulative not to exceed the sum of fifteen million dollars ($15,000,000) for FY 2015-16 authorized for existing MPSAs by Resolution No. 28618. Attachments Staff Report Attachment - Professional Service Agreement Presentation PDF 15. PUBLIC HEARINGS - NONE Public Hearing matters will begin no earlier than 5:00 p.m. or as soon thereafter as the matters are reached on the agenda. 16. WRITTEN COMMUNICATIONS - NONE 17. PUBLIC COMMENTS ON NON-AGENDA MATTERS This is the time when any person may address the Council on matters not listed on this agenda, but which are within the subject matter jurisdiction of the Council. Each speaker will be allowed three minutes. 18. ANNOUNCEMENT OF CONTINUED CLOSED SESSION ITEMS, RECESS TO CLOSED SESSION IN THE MAYOR’S CONFERENCE ROOM, RECONVENE TO OPEN SESSION, AND ANNOUNCEMENTS [IF NEEDED] 19. ADJOURNMENT OF MEETING 20. UPCOMING MEETINGS 20.1 UPCOMING MEETINGS LIST Attachments List *Did not appear on the preliminary agenda. **Quasi-judicial or adjudicative action. City of Santa Rosa Regular Meeting Agenda and Summary Report Page 10 of 10 CITY COUNCIL MAY 19, 2015 The City of Santa Rosa does not discriminate on the basis of disability in the admissions or access to, or treatment of or employment in, its programs or activities. Disability-related aids or services, including printed information in alternate formats, to enable persons with disabilities to participate in public meetings are available by contacting the City Clerk’s Office at 543-3015 or cityclerk@srcity.org 48 hours prior to the meeting. TDD 543-3063 Meeting information can also be accessed via the internet at http://srcity.org