Regular City Council Joint Meeting - July 18, 2023
1. CLOSED SESSION - WILL NOT BE HELD
JOINT MEETING—OPEN SESSION 7:30 PM
2. CALL TO ORDER
Council/Agency/Authority Members: Patricia Cortez, Hector Delgado, Victor Linares, Mayor Pro Tem/Vice Chair John King, and Mayor/Chair Walter Allen, III
3. ROLL CALL
4. PLEDGE OF ALLEGIANCE
Led by Councilmember Cortez
5. INVOCATION
Given by Police Chaplain Michael Callahan
6. PRESENTATIONS
6.a
K9 Jarno Retirement Presentation
7. PUBLIC COMMENTS
To address the Council/Agency/Authority please complete a yellow speaker request card located at the entrance and give it to the City Clerk. Your name will be called when it is your turn to speak. Those wishing to speak on a
LISTED AGENDA
ITEM will be heard when that item is addressed. Those wishing to speak on an item
NOT ON THE AGENDA
will be heard at this time. State Law prohibits the Council/Agency/Authority Members from taking action on any item not on the agenda. Individual speakers are limited to five minutes each, unless, for good cause, the Mayor/Chairperson amends the time limit.
8. COUNCIL/AGENCY/AUTHORITY COMMENTS
Council/Agency/Authority Members wishing to make any announcements of public interest or to request that specific items be added to future Council/Agency/Authority agendas may do so at this time.
9. CITY MANAGER COMMENTS
10. CONSENT CALENDAR
All matters listed under consent calendar are considered routine, and will be enacted by one motion. There will be no separate discussion on these items prior to the time the Council/Agency/Authority votes on them, unless a member of the Council/Agency/Authority requests a specific item be removed from the consent calendar for discussion.
10.a
Minutes
1. 2023 06 20 Minutes CC - DRAFT.pdf
Staff Recommendation:
Approve the Minutes of the June 20, 2023, Regular Meeting of the City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Housing Authority.
10.b
Payment of Demands
1. Payment of Demands June 2, 2023-June 29, 2023.pdf
2. Check Register June 2, 2023 - June 29, 2023.pdf
Staff Recommendation:
Approve Payment of Demands in the amount of $5,012,642.27
10.c
City of Covina Investment Report for Month Ended June 30, 2023
1. City of Covina Investment Report for Month Ended June 30, 2023.pdf
2. June 23 Investment Report Combined.pdf
Staff Recommendation:
Receive and File.
10.d
Officer Wellness and Mental Health Grant
1. Officer Wellness and Mental Health Grant.pdf
2. Attachment A - Resolution CC 2023-69.pdf
Staff Recommendation:
Approve Resolution CC 2023-69 increasing the FY 2023-24 Police Department budget to appropriate $40,720.79
10.e
Azusa Avenue Sidewalk Renovation Project from Arrow Highway to Badillo Street – Award of Contract to FS Contractors, Inc. for an Amount Not-to-Exceed $442,250.00
1. Azusa Avenue Sidewalk Renovation Project - Award.pdf
2. Attachment A - Contract.pdf
3. Attachment B - Bid, FS Constractors, Inc.pdf
4. Attachment C - Bid Analysis.pdf
5. Attachment D - Resolution CC 2023-64.pdf
Staff Recommendation:
1. Approve plans and specifications for the Azusa Avenue Sidewalk Renovation Project from Arrow Highway to Badillo Street;
2. Award a contract for the Azusa Avenue Sidewalk Renovation Project from Arrow Highway to Badillo Street to FS Contractors, Inc. as the lowest responsive and responsible bidder in an amount of $442,250 and authorize the City Manager to execute the Contract
3. Authorize an amount of $10,000 for any unforeseen construction expenses; and
4. Approve Resolution CC 2023-64 to appropriate $30,000 from Environmental Fund Balance and $22,250 from Proposition A.
10.f
Bus Shelter Installation Project – Final Acceptance and Filing Notice of Completion
1. Bus Shelter Installation Project – Final Acceptance and Filing Notice of Completion.pdf
2. Attachment A - Notice of Completion.pdf
Staff Recommendation:
1. Accept the work completed by E.C. Construction Co.; and
2. Authorize the City Clerk to file a Notice of Completion.
10.g
City-Wide Alleyway Resurfacing Project
1. City-Wide Alleyway Resurfacing Project .pdf
2. Attachment B - MINOR CONSTRUCTION AND MAINTENANCE AGREEMENT - Citywide Alleyway Repair Project.pdf
3. Attachment A - CIitywide Alley Way Resurfacing Project Proposal.pdf Staff Recommendation:
1. Award a contract for the City-Wide Alley Repair Project to G.M. Sager Construction., Inc. as the lowest responsive and responsible bidder in an amount not-to-exceed $173,145 and authorize the City Manager to execute the contract; and
2. Authorize an amount of $17,314.50 (10% of overall contract amount) as a contingency to cover the cost of unforeseen construction expenses.
10.h
Covina Recreation Village Project – Award of Contract for Construction Management & Grant Management Services to Siterep Construction Services, Inc. for an Amount of $929,662.20
1. Covina Recreation Village Project – Award of Contract for Construction Management and Grant Management Services.pdf
2. Attachment A - Bid Proposal Siterep Construction Services, Inc.pdf
3. Attachment B - CRV Construction Management PSA - Siterep, Inc.pdf
4. Attachment C - Evaluation Rating Sheet.pdf
Staff Recommendation:
1. Award a construction management services and grant management services contract for the Covina Recreation Village Project to Siterep Construction Services, Inc. as the responsive and responsible bidder in an amount of $929,662.20 and authorize the City Manager to execute the contract; and
2. Establish a contingency allowance of $100,000 for additional services if needed.
10.i
Hollenbeck Park Pickleball Court Construction Project – Project No. P2404 – Award of Contract to Siterep Construction Services, Inc. for an Amount of $217,364
1. Hollenbeck Park Pickleball Court Construction Project – Project No. P2404 – Award of Contract to Siterep Construction.pdf
2. Attachment B - CONSTRUCTION CONTRACT - PickleBall Court.pdf
3. Attachment A - Pickleball Bid Analysis.pdf
Staff Recommendation:
1. Approve plans and specifications for the Hollenbeck Park Pickleball Court Construction Project – Project No. P2404;
2. Award a contract for the Hollenbeck Park Pickleball Court Construction Project – Project No. P2404 to Siterep Construction Services, Inc. as the lowest responsive and responsible bidder in an amount not-to-exceed $217,364 and authorize the City Manager to execute the contract; and
3. Authorize an amount of $20,000 as contingency to cover the cost of unforeseen construction expenses.
10.j
Hollenbeck Park Improvements – Grant-Funded Urban Greening Revitalization Project – Project No. P2403 – Award of Contract for Design Engineering Services to CEJ Engineers, Inc. for an Amount Not-to-Exceed $78,040
1. Hollenbeck Park Urban Greening Revitalization Project.pdf
2. Attachment A - PROFESSIONAL SERVICES AGREEMENT - CEJ Engineers, Inc - Hollenbeck Park Design.pdf
3. Attachment B - CEJ Engineers, Inc Proposal.pdf
Staff Recommendation:
Award
a
c
ontract for the Hollenbeck Park Urban Greening Revitalization Project – Project No. P2403
Design Engineering Services to CEJ Engineers, Inc. as the responsible bidder in an amount not-to-exceed $78,040 and authorize the City Manager to execute the c
ontract.
10.k
Memorandum of Understanding (MOU) between Frontier Communications and the City of Covina for Conditions of Approval on the Fiber Optic Installation Project at Covina Heights
1. Memorandum of Understanding (MOU) between Frontier Communications and the City of Covina - Covina Heights.pdf
2. Attachment A - Frontier Communications Slurry Seal MOU.pdf Staff Recommendation:
Approve a Memorandum of Understanding (MOU) between Frontier Communications and the City of Covina for Conditions of Approval pertaining to the Fiber Optic Installation Project within the Covina Heights area and authorize the City Manager to execute the MOU.
10.l
Police Department Locker Room Renovation Project – Asbestos and Lead-Based Paint (LBP) Survey Report and Abatement Monitoring
1. PD Locker Room - Asbestos and LBP.pdf
2. Attachment B - Converse Consultants, PSA.pdf
3. Attachment A - Converse Consultants Proposal.pdf
Staff Recommendation:
1. Award
a c
ontract for the Police Department Locker Room Renovation Project – Asbestos and Lead-Base d
Paint (LBP) Survey Report and Abatement Monitoring to Converse Consultants as the responsive and responsible bidder in an amount of $33,980 and authorize the City Manager to execute the c
ontract; and
2. Authorize a
contingency
amount of $5,000
to
cover the cost of unforeseen construction expenses.
10.m
Professional Services Agreement with RKA Consulting Group for the Covina Heights Water Main Replacement Project
1. Professional Services Agreement with RKA Consulting Group for Covina Heights Water Main Replacement Project.pdf
2. Attachment A - RKA Consulting Group - Covina Heights Water Main Project PSA.pdf
3. Attachment B - Covina Heights Et Al Water Improvements Proposal.pdf Staff Recommendation:
Authorize the City Manager to execute a Professional Services Agreement between the City of Covina and RKA Consulting Group in an amount not-to-exceed $71,950 for design engineering services for the Covina Heights Water Main Replacement Project.
10.n
Street Residential Resurfacing Project – Project No. P2405 – Award of Contract for Design Engineering Services to RKA Consulting Group for an Amount Not-to-Exceed $99,730
1. Street Residential Resurfacing Project – Project No. P2405 – Award of Contract.pdf
2. Attachment A - Location Map.pdf
3. Attachment B - RKA Consulting Group - Street Rehabilitation Project PSA.pdf
4. Attachment C - Proposal - Street Residential Resurfacing Project.pdf Staff Recommendation:
Award a contract for the Street Residential Resurfacing Project – Project No. P2405 for Design Engineering Services to RKA Consulting Group as the responsible bidder in an amount not-to-exceed $99,730 and authorize the City Manager to execute the contract.
10.o
Third Amendment to Agreement Between the City of Covina and Social Vocational Services, Inc. for Cleaning City Park Areas and Restrooms
1. Third Amendment to Agreement Between the City of Covina and Social Vocational Services, Inc.pdf
2. Attachment A - Third Amendment to SVS Agreement.pdf
Staff Recommendation:
Authorize the City Manager to execute a Third Amendment to Agreement Between the City of Covina and Social Vocational Services, Inc. for Cleaning City Park Areas and Restrooms, in an amount not-to-exceed $29,994 for a one-year period between July 1, 2023 and June 30, 2024.
10.p
Third Amendment to Memorandum of Agreement with the San Gabriel Valley Council of Governments for Participation in the Regional Food Recovery Program
1. Third Amendment to the MOA with the SGVCOG for Food Recovery.pdf
2. Attachment A - Amendment No. 3 to the Regional Food Recovery Program.pdf Staff Recommendation:
Authorize City Manager to execute a Third Amendment to the Regional Food Recovery Program Memorandum of Agreement with the San Gabriel Valley Council of Governments to Support the Establishment of Subregional Food Recovery Hubs, and increase the budget to an amount not-to-exceed $114,236.
10.q
Amendment No. 2 Extending Janitorial Service Agreement
1. Amendment Extending Janitorial Service.pdf
2. Attachment A - Second Amendment with MasterCorp.pdf
Staff Recommendation:
Approve Amendment No.2 Extending the Janitorial Service Agreement for the Covina Police Department.
10.r
City Facility Renovation Project – Covina Park Aquatic Pump Building Roof Replacement
1. City Facility Renovation Project – Covina Park Aquatic Pump Building Roof Replacement .pdf
2. Attachment A - MINOR CONSTRUCTION AND MAINTENANCE AGREEMENT - Covina Park Aquatic Building Roof Replacement.pdf
3. Attachment B - Covina Pool Pump Building Re-Roof Proposal.pdf Staff Recommendation:
1. Reject Bid from Southland Roofing, Inc. as non-responsive;
2. Award a contract for the Covina Park Improvement Project – Covina Park Aquatic Pump Building Roof Replacement to Commercial Waterproof Systems, Inc. dba ERC Roofing & Waterproofing as the responsive and responsible bidder in an amount of $95,700 and authorize the City Manager to execute the Contract; and
3. Authorize an amount of $32,000 as a contingency to cover the cost of unforeseen construction expenses.
10.s
Declaring Emergency Condition at Covina Center for the Performing Arts Declaring Public Interest & Necessity Requires Certain Work be Performed Without Competitive Bidding Pursuant to Public Contracts Code Sections 20168 & 22050 & Amending FY24 CIP Budget
1. Covina Center for the Performing Arts Emergency HVAC Repair Project.pdf
2. Attachment A - Resolution CC 2023-XX Emergency HVAC Replacement Project.pdf
3. Attachment B - Resolution CC 2023-XX Funding.pdf
4. Attachment E - MINOR CONSTRUCTION AND MAINTENANCE AGREEMENT - Covina Performing Arts Center Emergency HVAC Repair Project.pdf
5. Attachment C - Project Repair Quote for ALL TEMPERATURES INC.pdf
6. Attachment D - Project Replacement Quote for Air-Bree Heating.pdf Staff Recommendation:
1. Adopt Resolution CC 2023-70 declaring that the public interest and necessity demand the immediate expenditure of public money and completion of certain work without competitive bidding to safeguard life, health, or property pursuant to Chapter 2.5 (Emergency Contracting Procedures of the Public Contract Code);
2. Authorize the City Manager to execute all necessary contracts and documents with a qualified contractor to respond to the emergency conditions at the Covina Center for the Performing Arts; and
3. Adopt Resolution CC 2023-71 to amend the FY 2024 CIP Budget to reflect the addition of the Covina Center for the Performing Arts Emergency HVAC Repair Project and appropriate $169,785 in available funds from Measure CC Fund Balance to be transferred into the Covina Theater Budget; and
4. Appropriate contingency funds in the amount of $25,467.75 (15%) for unforeseen conditions that may require additional work for project completion.
10.t
Covina Skate Park Project – Project No. P2207
1. Covina Skate Park Project - Project No. P2207.pdf
Staff Recommendation:
1. Acknowledge that no bids were received during the 3rd bidding/advertising process published on June 15 and June 22, 2023 for the Covina Skate Park Project;
2. Waive formal bidding requirements in accordance with Covina Municipal Code Chapter 2.54 and California Public Contract Code (“CPC”) § 22038 (c);
3. In accordance with PCC § 22038 (c), authorize the City Manager to negotiate a contract for the construction of the Covina Skate Park Project – Project No. P2207 utilizing the competitively bid Sourcewell Contract (Contract #112420) in an amount not-to-exceed $1,500,000.
10.u
Grant-Funded Purchase of Vehicle for Conversion to Mobile Command Post
1. Purchase Of Recreational Vehicle.pdf
2. Attachment A - RV Quote.pdf
Staff Recommendation:
That the City Council authorize the purchase of a 2022 Coachman Mirada Vehicle for purposes of converting to a mobile command post.
10.v
Approving Participation in the Los Angeles Urban County Community Development Block Grant Program for the Qualification Period Beginning July 1, 2024, & Authorizing the Mayor or His Designee to Sign a Cooperation Agreement with the County of Los Angeles
1. Participation in the Los Angeles Urban County Community Development Block Grant Program for a Subsequent Three Year Period.pdf
2. Attachment A - Cooperation Agreement.pdf
3. Attachment B - Resolution CC 2023-72.pdf
Staff Recommendation:
That
the
City Council adopt City Resolution CC 202
3 -
72 approving participation in the Los
Angeles Urban County Community Development Block Grant Program and author izing
the Mayor or his
designee to sign a
C
ooperation
A
greement with the County of Los
Angeles
.
11. PUBLIC HEARINGS
11.a
Adopt Resolution Confirming the Engineer’s Report Dated June 20, 2023 and Ordering the Levying of Assessments on Covina Landscaping District No. 1 for Fiscal Year 2024
1. Public Hearing - Levy of Assessments for Landscape District.pdf
2. Attachment B - Resolution CC 2023-65.pdf
3. Attachment A - Engineer's Report Landscape District.pdf Staff Recommendation:
1. Conduct the public hearing and consider all testimony that may be presented; and
2. Adopt Resolution CC 2023-65 confirming the Engineer’s Report dated June 20, 2023 and ordering the levying of assessments on the Covina Landscaping District No. 1 for Fiscal Year 2024.
11.b
Adopt Resolution Confirming the Engineer’s Report dated June 20, 2023 and Ordering the Levying of Assessments on the Covina Lighting District No. 1978-79 for Fiscal Year 2024
1. Public Hearing - Levy of Assessments for Lighting District.pdf
2. Attachment B - Resolution CC 2023-66.pdf
3. Attachment A - Engineer's Report Lighting District.pdf Staff Recommendation:
1. Conduct the public hearing and consider all testimony that may be presented; and
2. Adopt Resolution CC 2023-66 confirming the Engineer’s Report dated June 20, 2023 and ordering the levying of assessments on the Covina Lighting District No. 1978-1979 for Fiscal Year 2024.
11.c
Approving the Engineer's Report for Levying Assessments on the Vehicle Parking District No. 1 for FY 2024 & Confirming the Engineer's Report Dated June 20, 2023 and Ordering the Levying and Collection of Assessments for Vehicle Parking District No. 1
1. Public Hearing - Levy of Assessments for Parking District.pdf
2. Attachment C - Resolution CC 2023-68.pdf
3. Attachment B - Resolution CC 2023-67.pdf
4. Attachment A - Engineer's Report Parking District.pdf Staff Recommendation:
1. Conduct the public hearing and consider all testimony that may be presented;
2. Adopt Resolution CC 2023-67 approving the Engineer’s Report for levying assessments on the Vehicle Parking District No. 1 for Fiscal Year 2024; and
3. Adopt Resolution CC 2023-68 confirming the Engineer’s Report dated June 20, 2023 and ordering the levying and collection of assessments for Vehicle Parking District No. 1 for Fiscal Year 2024.
11.d
Adoption of Ordinance 23-08, Approving an Extension of Urgency Ordinance 22-06
1. Urgency Ordinance 23-0X, Approving an Extension of Urgency Ordinance 23-06 Regarding Redemption Centers.pdf
2. Attachment A - Ordinance 23-0X, An Urgency Ordinance Extending Ordinance 23-06.pdf
3. Attachment B - Urgency Ordinance 23-06.pdf
Staff Recommendation:
Adopt Ordinance 23-08, “Extending Urgency Ordinance 23-06 in Establishing a Moratorium on Issuing Any Permits for Any New Redemption Centers, or the Re-Opening of Any Previously Approved but Currently Closed Redemption Centers, or the Expansion of Any Existing Redemption Center for a Period of 10 Months and 15 days”.
11.e
Introduction of Ordinance 23-07, approving Zoning Code Amendment (ZCA) 23-02 – Walls, Fences and Screening Ordinance
1. Introduction of Ordinance 23-07 Approving Zoning Code Amendment (ZCA)23-02 - Walls, Fences and Screening Ordinance.pdf
2. Attachment A - Ordinance 23-07.pdf
3. Attachment B - Resolution 2023-010 PC.pdf
4. Attachment C - 062723 PC Staff Report.pdf
Staff Recommendation:
1. Waive full reading and introduce Ordinance 23-07 entitled “Adopting Zoning Code Amendment (ZCA) 23-02, By Amending Various Sections of the Covina Municipal Code (CMC), Chapters 17.04 (“Definitions”), 17.14 (“E-1 Estate Residential Zone, Single-Family Estate”), 17.26 (“R-1-7500 Residential Zone, Single Family”) and Adding Chapter 17.71 (“Walls, Fences, And Screening”) to the Municipal Code and Making Findings Under CEQA”; and
2. Find the proposed Zoning Code Amendment to be exempt from the requirements of the Environmental Quality Act (CEQA) pursuant to CEQA guidelines 15303(e).
12. ADJOURNMENT
The Covina City Council/Successor Agency to the Covina Redevelopment Agency/Covina Public Financing Authority/Covina Housing Authority will adjourn to its next regular meeting of the Council/Agency/Authority scheduled for August 1, 2023 at 6:30 p.m. for closed session and at 7:30 p.m. for open session inside the Council Chamber at City Hall, located at 125 East College Street, Covina, California, 91723.