SPECIAL AVALON CITY COUNCIL MEETING
TUESDAY, SEPTEMBER 13, 2022— 10:00 A.M.
410 AVALON CANYON ROAD
THIS VIRTUAL MEETING IS HELD PURSUANT TO AB 361
AGENDA
In compliance with the Americans with Disability Act, if you need special assistance to participate in thismeeting, please contact the City Clerk’s Office (310) 510-0220. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 35 102-35.104 ADA Title II). All public records relating to an agenda item on this agenda are available for the publicinspection at the time the records are distributed to all, or a majority of all, members of the City CounciL Suchrecords shall be available at City Hall located at 410 Avalon Canyon Rd.
Due to health recommendations from the Center for Disease Control and State of California Division of Occupational Safety and Health (Cal/OSHA), and the declared state of emergency wherein social distancing measures have been imposed or recommended, the CITY OFAVALON’S CITY COUNCIL and PLANNING COMMISSION MEETINGS SHALL GENERALLY BE AVAILABLE TO THE PUBLIC REMOTELY. The general public may attend the meeting in the Council Chambers however must adhere to social distancing requirements. The public is encouraged to watch and participate from the safety of their homes while practicing social distancing.Council Chambers are open to a maximum 30 members of the general public. Once the Council Chambers reach maximum occupancy, the general public may participate in OralCommunication and address the City Council on an agenda item in person by waiting in the City Hall Court Yard and entering the Chambers one at a time at the appropriate time. No one will be admiffed into the Council Chambers who is ill or exhibiting symptoms of COVID-1 9. Additionally, the general public may participate in Oral Communication and address the City Council on an agenda items by providing Comments via Zoom or by sending comments toaskcityofavalon .com.
The meeting can be viewed:
On local cable: Catalina Broadband Solutions channel 3
Streaming Online: www.cityofavalon.com/meetinqs
*Streaming on Facebook Live: www.facebook.com/CityOfAvalonOfficial Streaming on YouTube: https://www.youtube.com/CityofAvalonCA To submit comments live using ZOOM, please register in advance for this meeting:
https:f/uso6web.zoom.us/meeting/reqisterltZErceCsgTguHtcLZKrWEYylOCAgc3O5ol XB
ZOOM PUBLIC PARTICIPATION
If you wish to speak on any item on the agenda, please register in advance by clicking the following link: https:JlusO6web.zoom.us/meeting/register/tZErceCspTguHtcLZKrWEYylOCAgc3O5olXB, even when submitting this request you will need to use the raise hand” feature via Zoom duringthe presentation of that Agenda Item in order to confirm with the City Clerk’s Office that you wishto provide comments. 1) Join Zoom Meeting via the internet:
URL: https:ffus06web.zoom.us/meetinq/recister/tZErceCscTcuHtcLZKrWEYylOCAgc3Q5o1 XBMeeting ID: 836 9536 1384
CITY COUNCIL AGENDA
SEPTEMBER 13, 2022
PAGE 2
During the meeting you will need to use the “raise hand button through Zoom at the time the Agenda Item is being presented for City Council consideration. 2) Join Zoom Meeting via Phone Conference (Voice Only):
Phone Number: (669) 444-9171,
Meeting ID: 856 6947 3443
When you would like to comment during the meeting enter *9 on the phone’s key pad to activate the “raise hand” button at the time the Agenda Item is being presented for CityCouncil consideration.
Please note the City is not responsible for the public’s use of Zoom as it relates to the software, configuration, and setting on a personal device. The public is encouraged to visit the Zoom website for information on use of this software.
CALL TO ORDER I PLEDGE OF ALLEGIANCE I INVOCATION I ROLL CALL
ANNOUNCEMENTS I WRITTEN COMMUNICATIONS
CITY MANAGER REPORT
PRESENTATION — Public Works Director Robert Greenlaw will provide an assessment of Cityinfrastructure and an overview of the City of Avalon’s current and future capital improvement projects.
ORAL COMMUNICATION
Members of the public may address the City Council at this time. No action will be taken on nonagenda items at this meeting. Speakers should limit comments to two (2) minutes each.
CONSENT CALENDAR
1. Findings to Continue to Hold Remote Teleconference/Virtual City Council Meetings Pursuant to Assembly Bill 361
At the November 16, 2021 City Council meeting, the City Council made findings pursuant to Assembly Bill 361 to continue to meet remotely. To continue this practice, it is required,that the City Council determine that the COVID-1 9 state of emergency proclaimed by the Governor still exists and has been considered by the City Council in deciding to continue to have teleconference meetings and that state or local officials have imposed or recommended measures to promote social distancing in connection with COVID-19, and that as a result of the COVID-19 emergency, meeting in person would present imminent risks to the health or safety of attendees. Because these findings must be made every thirty (30) days, the City Council will have to make these findings at its upcoming October4, 2022 meeting and thirty (30) days thereafter.
CITY COUNCIL AGENDA
SEPTEMBER 13, 2022PAGE 3
Recommended ActionDetermine that the COVID-1 9 state of emergency proclaimed by the Governor still exists and has been considered by the City Council in deciding to continue to haveteleconference meetings and that state or local officials have imposed or recommended measures to promote social distancing in connection with COVID-19, and that as a result of the COVID-19 emergency, meeting in person would present imminent risks to thehealth or safety of attendees.
2. Procurement of Two (2) Yamaha Outboard Engines
On October 21, 2021, the City of was awarded $40,000 in grant funding from the Department of Parks and Recreation, Division of Boating and Waterways (DBW) for the purchase two Yamaha outboard engines. The funding will replace two aging outboard engines currently in use by the Avalon Harbor Department.
Recommended Action
Authorize the Harbor Master to purchase two (2) Yamaha outboard engines for a not to exceed sum of $40,000.
3. Ratify Prior Action -Replenishment of Infill for Joe Machado Field The City contracted Hellas Construction, Inc. to design, build and install a synthetic turf at Joe Machado Field. Within the warranty offered by Hellas it is mandated that the Cityadheres to a minimum maintenance schedule, including annual refill and regular tilling of the infill on the field.
Recommended ActionDetermine that an emergency existed and ratify action by the City Manager and Community Services Supervisor to undertake necessary maintenance to replenish infill at Joe Machado Field. Authorize a Fiscal Year 2022-23 budget amendment allocating an additional $34,500 to fund 10265-5644.
4. Award Green Pleasure Pier 2022 Repair Proect
Since 2018, City Staff has been working on a long term maintenance plan for the Green Pleasure Pier. Currently maintenance work on the pier is accomplished by City forces where feasible, but there is a limit to the size and scope of a project. When the size and scope becomes too large a contractor is necessary. The first project that needs to be completed this fall is the repair of five piles.Recommended Action (1) Award the construction contract for the Green Pleasure Pier 2022 Repair Project to Jilk Heavy Construction, Inc. for a not to exceed amount of $266,980.00 (2) Approve asupplemental appropriation of $100,000 to the current budget of $225,000.00 for a total project budget in FY 2022-23 of $325,000.00.
ADJOURN
CITY COUNCIL AGENDA
SEPTEMBER 13, 2022PAGE 4
NOTICE OF POSTING
I, Devin Elise Hart, declare that the City Council Agenda for Tuesday, September 13, 2022 was posted on Friday, September 9, 2022 on the City’s website wwwcityofavaloncom, and at CityHail, 410 Avalon Canyon Road.
Devin Elise Hart, Management Analyst
CITY OF AVALON CITY COUNCIL
MEETING DATE: September 13, 2022 AGENDA ITEM: I
ORIGINATING DEP: City Attorney CITY MANAGER: PREPARED BY: Scott Campbell, City Attorney SUBJECT: Findings to Continue to Hold Remote TeleconferenceNirtual City Council Meetings Pursuant to Assembly Bill 361
RECOMMENDED ACTION(S): Determine that the COVID-19 state of emergency proclaimed by the Governor still exists and has been considered by the City Council in deciding to continue to have teleconference meetings and that state or local officials have imposed or recommended measures to promote social distancing in connection with COVID-19, and that as a result of theCOVID-19 emergency, meeting in person would present imminent risks to the health or safety of attendees.
REPORT SUMMARY: Traditionally, the Brown Act allows for teleconference or virtual meetings,provided that the physical locations of the legislative body’s members joining by teleconference are posted on the agenda, that those locations are open to the public and that a quorum of themembers is located within its jurisdiction. Newly enacted AB 361 provides an exception to these procedures in order to allow for fully virtual meetings during proclaimed emergencies, including the COVID-19 pandemic.
Since March of 2020 and the issuance of Governor Newsom’s Executive Order N-29-20, which suspended portions of the Brown Act relating to teleconferencing, the City Council has had virtual meetings without having to post the location of the legislative body members attending virtually.Most public agencies have been holding public meetings using virtual platforms since this time.
In June of 2021, Governor Newsom issued Executive Order N-08-21, which provided that the exceptions contained in EO N-29-20 would sunset on September 30, 2021.On September 10, 2021, the Legislature adopted AB 361, which allows public agencies to hold fully virtual meetings under certain circumstances without the posting of the agenda from each location a legislative body member is attending. Governor Newsom signed the bill into law onSeptember 16, 2021. Because it contained an urgency provision, it took immediate effect.
SpecIfic Findings Required underAB 361
Under AS 361, the City Council can hold virtual meetings without providing notice of the City Council’s teleconference location if the City Council makes the determination that there is a Governor-proclaimed state of emergency, which the City Council will consider in their determination, and one of two secondary criteria listed below exists:
1. State or local officials have imposed or recommended measures to promote social distancing in connection with COVID-19; or
6509.00034520811
2. The City Council determines that requiring a meeting in person would present an imminent risk to the health or safety of attendees.
COVID-19 continues to present an imminent threat to the health or safety of members of the public, and the Governor’s declaration of a COVID-19 emergency still exists. Although vaccines are now widely available, many people in the State and County are still not fully vaccinated and remain susceptible to infection. The disease can still spread rapidly through person-to-person contact and those in close proximity. Further, more contagious variants of the disease are nowpresent in the State and County, the most predominant of which is a new variant of the Omnicron variant. The County of Los Angeles recently re-instituted some mandates given the rise in casesand deaths nationally and public health officials have indicated that they may reinstitute certain mask requirements if cases continue to rise. The City’s economy is dependent upon visitors to the island, the presence of which, increases the likelihood of transmission of the disease. Also, having members of the public attend council meetings at locations where council members are in attendance due to their desire to avoid exposure to COVID-19 poses an imminent risk to thehealth or safety of attendees.
Re-Authorization is Required Within 30 Days
The City Council made the findings listed above at its August 16, 2022 City Council meeting.
Consistent with the provisions of Government Code Section 54953(e), the findings must be made every 30 days “after teleconferencing for the first time’ under AR 361. Thus, if the City Council desires to continue to meet remotely without having to post the location of each teleconference location, the City Council must again find that the COVID-19 emergency still exists and that one of the two following findings can be made: that state or local officials have imposed or recommended measures to promote social distancing in connection with COVID-19, or, that aresult of the COVID-19 emergency, meeting in person would present imminent risks to the health or safety of attendees. Because these findings must be made every thirty (30) days, the CityCouncil will have to make these findings at its upcoming October 4, 2022 meeting and thirty (30) days thereafter.
It is recommended that the City Council make these findings.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The City Council will have to follow the Brown Act provisions that existed prior to the COVID-19 pandemic.FOLLOW UP ACTION: That the City Council make the findings under AB 361 at its October 4, 2022 City Council meeting.GOAL ALIGNMENT: N/A
FISCAL IMPACTS: None.
ADVERTISING, NOTICE AND PUBLIC CONTACT: This item was properly listed on the posted agenda pursuant to the Brown Act.
ATTACHMENTS: None.
6509.0003452081
CITY OF AVALON CITY COUNCIL
MEETING DATE: September 13, 2022 AGENDA ITEM: 2-ORIGINATING DEP: Harbor Department CITY MANAGER:
PREPARED BY: Dine Carstarphen, Harbor Master
SUBJECT: Procurement of Two (2) Yamaha Outboard Engines RECOMMENDED ACTION(S): Authorize the Harbor Master to purchase two (2) Yamaha outboard engines for a not to exceed sum of $40,000.
REPORT SUMMARY: On Dctober 21, 2021, the City of was awarded $40,000 in grant funding from the Department of Parks and Recreation: Division of Boating and Waterways (DBW) forthe purchase two Yamaha outboard engines. The funding will replace two aging outboardengines currently in use by the Avalon Harbor Department.
The Harbor Department solicited quotes from qualified three vendors per the City’s procurement policy — Avalon Boat Stand: Ryan Boats! and West Coast Marine Service.
Avalon Boat Stand! and Ryan Boats declined to provide estimates stating issues with the supply chain were causing delays for obtaining outboard engines.
West Coast Marine Services has responded and provided an estimate totaling $37777.15; however, West Coast Marine Services could not provide a timeline for delivery of the two outboard engines.
The Harbor Master has been in contact with DBW Staff regarding supply chain delays and thedifficulty in procuring quotes. DBW Staff directed the City to proceed with the purchase according to the grant and City procurement policies.
FISCAL IMPACTS: Patrol Boat Engines are budgeted within the FY 2022-23 CapitalImprovement Budget -Project Number 207007, Account Number 10470-6889.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Grant funding may be revoked if the purchase is not made per the funding agreement.FOLLOW UP ACTION: Implement City Council direction.
ADVERTISING, NOTICE AND PUBLIC CONTACT: Pursuant to the Brown Act.ATTACHMENTS: West Coast Marine Service’s estimate, refusals to provide an estimate fromAvalon Boat Stand and Ryan Boats, and DBW Grant Agreement. 1555 Newport Blvd
Costa Mesa,CA 92627
949-575-2822
[AVALON HARBOR DEPARTMENT
j PD BOX 1085
AVALON, CA 90704
Estimate is based on normal disassembly. Rusted, corroded, stuck, damaged threads, or breaking of fasteners beyond our control not included. Warranty:
Defective merchandise will be replaced subject to the terms and condilions of the manufacturer’s warranty only. West Coast Manne Service guarantees its workmanship for 30 days from the date of repair order only. Old parts: Old parts will be discarded after 30 days if not picked up by customer. We are notresponsible for goods left over 30 days. Full payment is required before vessel is delivered.
Estimate
Due: $37,777.15
Dec Number: Estimate
Service Writer: George Grijalva
Date Printed: 08/24/2022
Date In: 07/07/2022
Customer Information
Cell Phone: 310-013-1766
Work Phone: 310-510-0535
Email: [email protected]
lUnit Job
2022 YAMAHA ENGINE SALE
Summary
Job Totail
$35,060.00
Job Subtotal: $35,060.00
Job Parts Subtotal:
SALES TAX - 7.75%:
$35,060.00
$2,717.15
Total: $37,777.15
Less Deposits:
Total Due:
$0.00
$37,777.15
Signature:
Detail
Unit 2022 YAMAHA Color: Keyboard:
yIN/Serial No:FI5OLCA Plate; Odom/Hrsln;O Out:O
ENGINE SALE
Description:
Parts
I Part # Oty Description Price Discount Total I
Misc— 2.00 FI5OXCA $17530.00 $0.00 $35,060.00
Parts Subtotal $35,060.00
.Job Subtotal $35,060.00
All Jobs Subtotal: $35,060.00
SALES TAX - 7.75%: $2,717.15
Total: $37,777.15
Less Deposits: $0.00
Total Due: $37,777.15
Reply all ‘ Delete Junk I
Re: Yamaha engine quote
Joseph Guion <[email protected]> ) Reply all IV
Yesterday, 3:54 PM — ii - 9-i
OrneCarstarphen
Inbox
Avalon boat stand co. would like to be a part of the re-power for the Avalon Harbor department patrol boats that currently have Evinrude outboards which Avalon boat stand sold and installed for the City Of Avalon unfortunately at this time with our current dealership status with Yamaha corporation we are unable to purchase motors but we are able to provide service and provide parts and warranty in the future this situation will change we understand that the city is searching for a bid which we will not beable to provide at this time but we will offer our service warranty and parts.
On Thu, Jul 7, 2022 at 1:56 PM Orne Carstarphen <[email protected]> wrote:
ii and Jim,
The City of Avalon has grant funding from the Department of Parks and Recreation, Boating Safety and • Enforcement Equipment Grant and has been approved to purchase 2 Yamaha engines to replace current fleet stock. Avalon Harbor Department is requesting a quote for the purchase of two (2) Yamaha 150 engines (FiSO DEC) All information that you provide to us will be used to satisfy the rules of the grant andcomply with the City of Avalon procurement policy.
Time is of the essence, please respond to this email no later then July 21, 2022 with a quote for the engines specified above and provide all cost including taxes and fees that may be applicable to this purchase.
If you have any questions please call or email me -
Thank you,
Ome J. CarstarphenHarbor MasterRO. Box 1085
State of Cailfornia — Natural Resources Agency
DEPARTMENT OF PARKS AND RECREATION
DIVISION OF BOATING AND WATERWAYS
GRANT AGREEMENT
GRANTEE: City of Avalon Harbor Department
GRANT TITLE: Boating Safety and Enforcement Equipment Grant - FY 2021 / 22 GRANT NUMBER: C21L0602GRANT AMOUNT: $4000000
GRANT AGREEMENT TERM: October 1 2021 through September 30, 2037 GRANT PERFORMANCE PERIOD: October 1,2021 through November 30, 2022.
The Grantee agrees to the terms and conditions of this contract, hereinafter referred to as Agreement. and the State of California, acting through its Director of the Department of Parks and Recreation, andpursuant to the State of California agrees to fund the total state grant amount Indicated below. TheGRANTEE agrees to complete the SCOPE OF WORK as defined in the Agreement.
The following are attached and made a part of and incorporated into this grant agreement: Exhibit AGrant Terms and Conditions, Exhibit B General Terms and Conditions, Exhibit C Contractor Certification Clauses, Exhibit D Doing Business with California, Exhibit E Darfur Contracting Act, Exhibit F Recycled Content Certification, and Exhibit G Scope of Work/Budget (Application). • This grant award is funded by the Sport Fish Restoration and Boating Trust Fund, administered by California Department of Parks and Recreation, Division of Boating and Waterways. The Federal FY 22award, 3322FAS220106 to California; $5,283,309.
Grantee: City of Avalon Harbor Department Agency: Department of Parks and Recreation Division of Boating and Waterways Address: 410 Avalon Canyon Rd. P0 Box 1085 Avalon, Ca 90704 AUN: .Johanna Naughton
Name of Address: One Capitol Mall, Suite 500
Authorized - Sacramento, CA 9814
Representative: tA%W) P&ny.ur
Title of Authorized Authorized Signature
Representative: Thf
Printed Name: Keren Dill
Authorized Signature: Staff Services Manager II
Date: Date:
Name of Project
Representative: Jj,çi Ut r’a\ k_—
• Phone: O-1t O22-O
Email: cw4aS & U
CERTIFICATE OF FUNDING
(FOR STATE USE ONLY)
GRANTEE Cily of Avalon Harbor DepartmentTHE TERM OF THIS AGREEMENT IS: October 1,2021 through September 30,2037 GRANT TITLE: LAW ENFORCEMENT EQUIPMENT GRANT PROGRAM
GRANT NUMBER: C21L0602
PURCHASE ORDER NUMBER:
CONTRACT NO AMENDMENT NO SUPPLIER ID PROJECT NOC21L0602 0000012482 379065600200
AMOUNT FUND DESCRIPTION AGENCY BILLING CODE NO
ENCUMBERED BY Federal Trust Fu,d #0890 053706
ThIS DOCUMENT
$40,000.00
REPORTING ITEM CHAPTER STATUTE FISCAL YEAR
STRUCTURE 3790-101-0890 21 21 2021122
37900706
BUSINESS UNIT INDEX OBJECT CODE ACT1VI’TV CODE ACCOUNT
3790 1706 702 S432000
.
.
Addendum:
The purpose of this Addendum is to modify the scope of work. The grant was written and approved for 2 Yamaha Outboard Engines at $20,000 each for a total of $40,000.
The grantee was later awarded an additional request of 6 Honda Pacer Pumps at $600 each for a total of $3600. This brings the total grant amount to $43,600. -V T3€itv of Avalon Harbor Department Amendment 1 - CZILO6OZ ‘
. Quntily Price each .Tàtar
Yamaha 150 hp Outboard 2 $20,000.00 $40,000.00
Engines
2” Honda Pacer Purnp—5.5 hp 6
-
$3600.00
TOTAL - : -r ,- ..
Contract U C21 L0602 Amendment 1, City of Avalon Harbor Department, Boating Safety and State of California Natural Resources Agency
DEPARTMENT OF PARKS AND RECREATION
DIVISION OF BOATING AND WATERWAYS
AMENDMENT TO GRANT
Grant No. C21L0602 Amendment No. I
PROJECT: City of Avalon Harbor Department, Boating Safety and Enforcement equipment Grant — Fl 2021 122
THIS AMENDMENT is hereby made and agreed upon by the State of California, acting through the Director of the Department of Parks and Recreation and by the City of Avalon HarbDr Department.
The State and City of Avalon Harbor Department, in mutual consideration of the promises made hereinand in the grant in which this is an amendment, do promise as follows:
• Grant Amount (pg. 1 of 43) is deleted in its entirety and replaced with $43,600. • Grant Agreement Term (pg. 1 of 43) is deleted in its entirety and replaced with: October 1. 2021 through January 31, 2038.
• Grant Agreement Performance Period (pg. 1 of 43) is deleted In Its entirety and replaced with: October 1, 2021 through March 31. 2023.
• Budget Detail (pg. 41 of 43) and Budget Summary (42 of 43) are deleted and replaced with “Addendum”.
:n all other respects, the grant of which this is an amendment, and the terms and conditions If relevant thereto, shall remain in full force and effect. In witness whereof the parties hereto have executed (his amendment as of the dale entered below.
Grantee: City of Avalon Harbor Department Agency: Department of Parks and Recreation Division of Boating and Waterways
Address: 410 Avalon Canyon Rd. Address: 4940 Lang Ave, Dock H P.0, Box 1085 A4miriistration, Floor 12
Avaln, CA 90704 MbCleIlan 956 2
g //7 / _ BY —_________________ (&mioiinfllonaiuiej (1i0fl Sigritjra) DAVID M. MAISTROS, CITY MANAGER KEREN 01jL, STAFF SERVICES MANAGER II (PiW.d Nn,dflIe orAuitiaclzod RaprnIniIhn) (Priniod Noni1nnd iIs ofAulhooiwd R6p101ar1041.el Date 2/fl /?.:z Date 511t 1o7.a—
CERTIFICATE OF FUNDING
jFOR STATE USE 0N14)
GP1TNO NAENDMENTNO 1 r.IALsI,nLIEnNi)
C21L0602,_ 1
00000124822 2855015
AJAOUNTENCCMREQU NY —i flhI’QD TITLE AGENCY SELUNO CODE NO fins $3600 I FEDERAL TRUST FUND #0690 053706PRIORAMOIWTExCIJbWEREn CL) AI’I9OPREF ! FLIMD [ CIIAPrLSIt — jTTATCTE(ENV) NSCAI.YEAR DYTHS DOCUMENT $40,000.00 3790-1010890 21 21 2021122
TOTAL ,MOUNTENCOMflERED aPEG STRUCTuRE ACCOtThT AIX ?.CTflITY PROIECr 37900706 CNJQQ 68530 379065600200
5432000000
CITY OF AVALON CITY COUNCIL
MEETING DATE: September 13, 2022 AGENDA ITEM:
ORIGINATING DEP: Community Service CITY MANAGER:
PREPARED BY: David Hart, Community Service Supervisor
SUBJECT: Ratify Prior Action -Replenishment of InfilI for Joe Machado Field RECOMMENDED ACTION(S): Determine that an emergency existed and ratify action by the City Manager and Community Services Supervisor to undertake necessary maintenance to replenish infill at Joe Machado Field. Authorize a fiscal year 2022-23 budget amendment allocating an additional $34,500 to fund 10265-5644.
REPORT SUMMARY: The City of Avalon contracted Hellas Construction, Inc. (Hellas) in 2016 to design, build and install a synthetic turf at Joe Machado Field. The products and work offered by Hellas came with an 8-year manufacturer’s warranty. Within the warranty it is mandated that the City adheres to a minimum maintenance schedule, including annual refill and regular tilling of the infill on the field.
Due to Staffing and other resource and funding limitations — associated with the COVID-19 pandemic and emergency budget reductions — regular maintenance of the field was deferred.
The deferred maintenance, drought conditions and sudden increased use has resulted in migration of the infill in high use areas — goal mouth, penalty kick, and high slide areas.
Though migration in high use areas is more significant than other areas, the entire field needs infill replacement/replenishment. An assessment from Hellas determined approximately 20Supersacks of infill are required. Due to the nature of our warranty, Hellas contractors will be needed to perform the work.
On August 29, 2022, City Staff received a quote from Hellas of $54,500.00 for labor and materials. Hellas informed City Staff that materials used for infill were heavily impacted by the ongoing global supply chain issues, and indicated time was of the essence in authorizing thework to be completed.
Failure to add infill may result in degradation of the field and potential significant damage to this piece of community infrastructure, and/or may create public safety hazards. As the City’s only athletic field available for high school as well as community use, Joe Machado Field is in constant demand.
Title 3, Chapter 3-4.111 of the Avalon Municipal Code authorizes the City Manager to procure services or supplies without immediate City Council approval. The City Manager determined 6509.000290408.1
expedited replacement of the infill constituted an emergent situation and authorized acceptance of the proposal provided by Hellas,
Approximately $20,000 is allocated in Fiscal Year 2022-23 to fund 10265-5644, an additional $34,500 needs to be added to the budget.
GOAL ALIGNMENT: Infrastructure maintenance and public safety.
FISCAL IMPACTS: Fiscal Year Budget 2022-23 fund 10265-5644 has $20,000 is allocated.
An additional $34500 needs to be added to the budget.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The City may be out of compliance with warranty for Joe Machado Field and potential infrastructure failure may occur if it is not properly maintained.
FOLLOW UP ACTION: Implement City Council direction.
ADVERTISING, NOTICE AND PUBLIC CONTACT: Pursuant to the Brown Act.ATTACHMENTS: Hellas Proposal. 65059. 00000\29044068. 1
Hdbs
ConstructIon, Inc.
Hellas Construction, Inc.
221 Sunpac Ave.Henderson, NV 89011
TO David Hart
Joe Machado Field
1000 Avalon Cyn Rd.
Avalon, CA 90704
310-510-0220 x 231
[email protected]
PROPOSAL
SALESPERSON SERVICE TYPE PAYMENT TERMS SUGGESTED DATE FOR SERVICE Olivia Macleod CEO Replenishment Upon Completion TBD
We propose to furnish material and labor necessary for the compLetion of: FieLd Grooming and Minor Repairs
QTY DESCRIPTION UNIT PRICE LINE TOTAL
CEO Replenishment - Football Field
Includes 20 CEO Infill Sacks
‘price includes labor ft mobilization
1 ‘owner to provide forklift, spreader, tyne machine and $ 50,000.00 S 50,000.00 grooming machine‘does not include additional rental equipment ifnecessary reig t S450000 $450000’ ESTIMATE ONLY , -
field to be watered 12-hours prior to service &
immediateLy after
‘all equipment to be removed from field
‘field to be closed during maintenance hours
parking to be provided for 53 truck and trailer
TOTAL $ 54,500.00
HeLLas Contact: Olivia Macteod, Customer Service Manager 760-690-7063
[email protected]
ACCEPTANCE OF PROPOSAL: The prices, specifications, and conditions are satisfactory and hereby accepted. HeLtas Construction, Inc. is authorized to do the work as spqcified. Payment will be made upon compLetion of services.
To accept this quotation, sign here and 9/zJzoz
THANK YOU FOR YOUR BUSINESSI
CITY OF AVALON CITY COUNCIL
MEETING DATE: September 13, 2022 AGENDA ITEM: LI
ORIGINATING DEP: Public Works CITY MANAGER:
PREPARED BY: Robert Greenlaw, Public Works Director
SUBJECT: Award Green Pleasure Pier 2022 Repair Project
RECOMMENDED ACTION(S): (1) Award the construction contract for the Green Pleasure Pier 2022 Repair Project to Jilk Heavy Construction, Inc. for a not to exceed amount of $266,980.00 (2) Approve a supplemental appropriation of $100,000 to the current budget of $225,000.00 for a total project budget in FY 2022-23 of $325,000.00.
REPORT SUMMARY: Since 2018, City Staff has been working on a long term maintenance plan for the Green Pleasure Pier. Currently maintenance work on the pier is accomplished byCity forces where feasible, but there is a limit to the size and scope of a project. When the sizeand scope becomes too large a contractor is necessary. Based on the City’s procurementstandards this requires a competitive bid. Additionally, with a larger scope project that enters the water, an array of permits are required in addition to the development of contract documents such as plans and specifications. Early on in this process it was determined that the developmentof the contract documents, permitting documents and procurement would become a significantcost for each time the City developed a new project. Based on this fact, City Staff began developing a programmatic approach to delivering a multi-year heavy maintenance contract for a period of five years. The intent would be a project that could provide a heavy pier maintenancecontract every one to two years that was procured from one design and permitting package, but delivered by priority of work items when funds become available. The contract documents and permits that are being created for this singular repair activity are also being utilized to facilitate the programmatic long term program. The intent would be to come into agreement with the permit agencies for a five-year permit as well as to competitively bid the work with a five-year term contract.The first project that needs to be completed this fall is the repair of five piles. Each of these five. piles are in poor shape and must be completed in the near term as they are either missing or have very little structural integrity remaining. Included with this bid solicitation was an additive alternate for pier condition assessment above and below the waterline. This additive alternate item is able to be added to the base bid. This item will assist in the preparation for the long term maintenance contract and is efficient since we will be having divers in the water with the current work. A bid solicitation was published on April 18, 2022. Three contractors showed interest withtwo eventually submitting a proposal. The bid solicitation was protracted due to many contractor questions and clarifications, but that process helps the contractor and the City to have a better understanding of the work and the effort to deliver the construction before the contract is written.
The two bids were received and opened on August 10, 2022. Jilk Heavy Construction, Inc. was the low bidder with a base bid of $239,450.00 and an additive alternate of $27,530.00 for total of $266,980.00. The second bidder was Connolly-Pacific Co with a base bid of $363,895.00and an additive alternate of $33,140.00 for total of $397,035.00. Bids were evaluated forcompleteness and adhering to the solicitation requirements. Both were deemed complete and responsive. Based on low bid for the base bid, and value for the additive alternate, Staffrecommends that Jilk Heavy Construction, Inc. be awarded the base bid and the additive alternate for a total of $266,980.00.The recommended construction bid is greater than the current remaining approved project budget of $210,880.00. Therefore, Staff is recommending a supplemental appropriation for $100,000 from the Harbor Reserve Fund. This will allow the construction project to commenceas well as continuing the permitting and design effort for the programmatic multi-year to becompleted this fiscal year.GOAL ALIGNMENT: Infrastructure reliability and safety.
FISCAL IMPACTS: Additional cost of $100,000 funded from Harbor Reserve Fund.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The necessary repairs to the Green Pleasure Pier would be delayed.
FOLLOW UP ACTION: Execute procurement contract.
ADVERTISING, NOTICE AND PUBLIC CONTACT: This item was properly listed on the posted agenda pursuant to the Brown Act.
ATTACHMENTS:
1. Project Bid Schedule submitted by Jilk Heavy Construction, Inc. and Connelly-Pacific Co.
2. Project Detail Page
BID SCHEDULE
NO. ITEM DESCRIPTION
1. Mobilization
2. Replace fender piles
3. Replace structural pile
BASE BID (BID ITEMS #1-3) TOTAL
ADDITIVE ALTERNATE #1Al. Pier condition assessment Dive/surface 2 Dive crew-days -i c inspection! above & below inspection crew- d” \tl
waterline! with report day
ADDITIVE ALTERNATE #1 TOTAL $ ai 5.O0
BASE BID + ADDITIVE ALTERNATE TOTAL
The basis for award of contract shall be the Contractor’s Base Bid.The costs for any Work shown or required in the Contract Documents! but not specifically identified as a line item are to be included in the related line items and no additional compensation shall be due to Contractor for the performance of the Work!All blank spaces appearing above must be filled in! Failure to fill in any blank spaces may renderthe bid non-responsive. In case of discrepancy between the Unit Price and Item Cost set forthfor a unit basis item! the Unit Price shall prevail and be utilized as the basis for determining the lowest responsive! responsible Bidder. However! if the amount set forth as a Unit Price is ambiguous, unintelligible or uncertain for any cause, or is omitted, or is the same amount as theentry in the Item Cost column, then the amount set forth in the Item Cost column for the item shall prevail and shall be divided by the estimated quantity for the item and the price thus obtained shall be the Unit Price.
For purposes of evaluating Bids, the City will correct any apparent errors in the extension of unitprices and any apparent errors in the addition of lump sum and extended prices. -25- GREEN PLEASuRE PIER 2022
REPAIR PROJECTBID FORMS
$ a31. Hcd°
TOTAL BID PRICE BASED ON BID SCHEDULE
$ 3Ci Lt5p’°°
Total Base Bid in Numbers
The estimated quantities for Unit Price items are for purposes of comparing Bids only and the City makes no representation that the actual quantities of work performed will not vary from the estimates. Final payment shall be determined by the Engineer from measured quantities of work performed based upon the Unit Price.
The undersigned agrees that this Bid Schedule constitutes a firm offer to the City which cannot be withdrawn for the number of calendar days indicated in the Notice Inviting Bids from and after the Bid opening, or until a Contract for the Work is fully executed by the City and a third party,whichever is earlier.
If the Contract Documents specify Alternate Bid items, the City can choose to include any, all, or none of the Alternate Bid items in the Work. If the City selects any of the Alternate Bid items, the corresponding Alternate Bid prices shall be added to or deducted from Base Bid Price for the Work. The City can awardlselect Alternate Bid items at any time(s). -26- GREEN PLEASURE PIER 2022
REPAIR PROJECTBID FORMS
Signature
Dated May 27, 2022
Jeremiah Jilk, Chief Financial Officer
BID SCHEDULE
UNIT OF EST.
NO. ITEM DESCRIPTION MEASURE OTY. UNIT PRICE ITEM COST
1 Mobihzation LS 1 23176500 23176500
2. Replace fender piles Pile 4 25,995.00 103,980.00
3. Replace structural pile Pile 1 28,150.00 28,150.00
BASE BID (BID ITEMS # 1-3) TOTAL $ 363,895.00
ADDITIVE ALTERNATE #1Al. Pier condition assessment Dive/surface 2 Dive crew-days 33,140.00 inspection, above & below inspection crewwaterline, with report day ADDITIVE ALTERNATE #1 TOTAL $ 33,140.00
BASE BID + ADDITIVE ALTERNATE TOTAL $ 397,035.00
The basis for award of contract shall be the Contractor’s Base Bid.
I TOTAL BID PRICE BASED ON BID SCHEDULE
$ 363,895.00
Total Base Bid in Numbers
The costs for any Work shown or required in the Contract Documents, but not specifically identified as a line item are to be included in the related line items and no additional compensation shall be due to Contractor for the performance of the Work.
All blank spaces appearing above must be filled in Failure to fill in any blank spaces may render the bid non-responsive In case of discrepancy between the Unit Price and Item Cost set forthfor a unit basis item, the Unit Price shall prevail and be utilized as the basis for determining the lowest responsive, responsible Bidder. However, if the amount set forth as a Unit Price is ambiguous. unintelligible or uncertain for any cause, or is omitted, or is the same amount as theentry in the Item Cost column, then the amount set forth in the Item Cost column for the item shallprevail and shall be divided by the estimated quantity for the item and the price thus obtained shall be the Unit Price.
For purposes of evaluating Bids, the City will correct any apparent errors in the extension of unit prices and any apparent errors in the addition of lump sum and extended prices -25- GREEN PLEASURE PIER 2022
REPAIR PROJECT
BID FORMS
The estimated quantities for Unit Price items are for purposes of comparing Bids only and the City makes no representation that the actual quantities of work performed will not vary from the estimates. Final payment shall be determined by the Engineer from measured quantities of work performed based upon the Unit Price.
The undersigned agrees that this Bid Schedule constitutes a firm offer to the City which cannot be withdrawn for the number of calendar days indicated in the Notice Inviting Bids from and after the Bid opening, or until a Contract for the Work is fully executed by the City and a third party, whichever is earlier.
If the Contract Documents specify Alternate Bid items, the City can choose to include any, all, or none of the Alternate Bid items in the Work. If the City selects any of the Alternate Bid items, the corresponding Alternate Bid prices shall be added to or deducted from Base Bid Price for the Work. The City can award/select Alternate Bid items at any time(s).
Name of Bidder Connoll -Pacific Co.
Signature
Name and Title Michael G. Ellis Vice President / General Manager Dated 5/17/2022
-26- GREEN PLEAsURE PIER 2022
REPAiR PROJECTBID FORMS
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